The Business Master (3rd Edition)

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This is a shareware version of Sales Register. If you use this software on a regular basis, you are required to register this software. When you register your software, you will be sent a file with your name and address, the way you want it to appear on your receipts and reports. You will also be sent, update notices and provided with telephone support. Your name should not be more than 24 charac- ters. Your address should not be more than 24 characters. Your city should not be more than 17 characters, your state 2 characters, your zip code should be 5 characters, Canada 6, your telephone number 13 characters. The registeration fee for Sales Register is $75.00. You may purchase optional software packages. 1. Member check-in. This software will check member entry for expired memberships and past due accounts. This is especially useful in health clubs. 2. Easy Xchange. This software will permit you to transfer funds from your customers checking account, to your bank account, through automated clearing house electronic funds transfer, via modem. 3. Purchase orders. This software will auto- maticly create and print purchase orders from the Sales Register inventory file. 4. Easy Timekeeper. This software will maintain an employee data base, permit punch-in and punch-out, automaticly calculate and print time cards. We sell electronic cash drawers, bar code wand readers, scanners, electronic turnstiles and receipt printers. If you have any questions on the setup or operation of Sales Register, Please call Louis Robert at 318-563-4428. Thank you for considering Sales Register. ABM **************** BOX 144 * * HESSMER, LA 71341 * INVOICE * (318)563-4428 * * *************** Invoice Number: Invoice Date: Ship To: Name: ________________________ Address: ________________________ City: _________________ State: __ Zip: _____ Telephone: (___)___-____ Contact: __________________________ Description Quantity Unit Price Total Price ---------------------------------------------------------------- Sales Register $ 75.00 Easy Xchange $ 149.95 Purchase Order Software $ 150.00 Member Check-in Software $ 150.00 Easy Timekeeper $ 49.00 Cash Drawer $ CALL Bar Code Readers $ CALL Receipt Printer $ CALL Electronic Turnstile $ CALL ---------------------------------------------------------------- SUBTOTAL $ _____________ LOUISIANA RESIDENTS ADD 4 % $ _____________ Total $ _____________ TERMS: CHECK __________ MONEY ORDER __________ COD __________ I use 5 1/4"____ 3 1/2"____ Disks SALES REGISTER IItm version 3.5SW USERS GUIDE Copyright (c) 1985,86,87,88,89,90,91 Louis M. Robert All Rights Reserved DISCLAIMER THIS SOFTWARE AND MANUAL ARE SOLD "AS IS" AND WITHOUT WARRANTIES AS TO PERFORMANCE OR MERCHANTABILITY. THE SELLER'S SALES- PERSON MAY HAVE MADE STATEMENTS ABOUT THIS SOFTWARE.ANY SUCH STATEMENTS DO NOT CONSTITUTE WARRANTIES AND SHALL NOT BE RELIED ON BY THE BUYER IN DECIDING WHETHER TO PURCHASE THIS PROGRAM. THIS PROGRAM IS SOLD WITHOUT ANY EXPRESS OR IMPLIED WARRANTIES WHATSOEVER.BECAUSE OF THE DIVERSITY OF CONDITIONS AND HARDWARE UNDER WHICH THIS PROGRAM MAY BE USED, NO WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE IS OFFERED.THE USER IS ADVISED TO TEST THE PROGRAM THOROUGHLY BEFORE RELYING ON IT.THE USER MUST ASSUME THE ENTIRE RISK OF USING THE PROGRAM.ANY LIABILITY OF SELLER OR MANUFACTURER WILL BE LIMITED EXCLUSIVELY TO PRODUCT REPLA- CEMENT OR REFUND OF THE PURCHASE PRICE. For technical assistance or to make suggestions, contact: Louis M. Robert BOX 144 Hessmer, La. 71341 (318) 563-4428 TABLE OF CONTENTS PAGE 1-1 INTRODUCTION.............................................. 1 1-2 FEATURES.................................................. 2 1-3 THE KEYBOARD.............................................. 4 1-4 PREPARATION............................................... 6 1-5 SYSTEM SETUP.............................................. 7 2-1 CREATING YOUR INVENTORY DATA FILE......................... 9 2-2 NEW INVENTORY ENTRY....................................... 10 2-3 NEW STORE NAME ENTRY...................................... 14 2-4 NEW TAX RATES ENTRY....................................... 15 2-5 CHANGING THE PASSWORDS.................................... 17 2-6 SORT & MERGE INVENTORY FILES.............................. 19 2-7 PRINTING YOUR INVENTORY DATA FILE......................... 21 2-8 PRINT INVENTORY SHRINKAGE REPORT.......................... 23 3-1 CREATING YOUR CUSTOMER FILE............................... 25 3-2 NEW CUSTOMER ENTRY........................................ 26 3-3 SORT CUSTOMER FILE........................................ 29 3-4 ENTER YOUR STORE NAME..................................... 31 3-5 PRINTING YOUR CUSTOMER FILE............................... 32 3-6 PRINTING YOUR CUSTOMER ACCOUNT STATUS REPORTS............. 33 3-7 PRINTING YOUR CUSTOMER ACCOUNT STATEMENTS................. 34 3-8 PRINTING DUNNING LETTERS.................................. 35 3-9 PRINT AND DELETE ALL CLOSED INVOICES...................... 36 3-10 PRINT, PAST DUE INVOICE, AGING REPORT..................... 37 3-11 PRINT STATEMENTS FOR BANK DRAFTS (EFT) DUE................ 38 3-12 POST BANK DRAFT (EFT) PAYMENTS............................ 39 3-13 PRINT CUSTOMER ADDRESS LABELS............................. 41 3-14 PRINT MEMBERSHIP REPORTS.................................. 42 TABLE OF CONTENTS PAGE 4-1 CREATING YOUR TRANSACTION FILE............................ 43 4-2 NEW TRANSACTION ENTRY..................................... 44 4-3 PRINTING YOUR TRANSACTION FILE............................ 46 5-1 BEGIN CASH REGISTER OPERATIONS............................ 47 5-2 CHANGING THE CASH REGISTER RECEIPT AND INVOICE PRINT STATUS.48 5-3 PRICE LOOK-UP............................................. 49 5-4 NO SALE................................................... 50 5-5 CHARGE SALE WITH PARTIAL PAYMENT AND PROGRESS PAYMENTS AND SINGLE ITEM MARK DOWN (% -)........................... 51 5-5 SINGLE ITEM MARK-UP (% +)................................. 51 5-6 LAYAWAY WITH SINGLE ITEM VOID WITHIN A SALE AND SUB-TOTAL MARK-DOWN (% -)............................. 55 5-6 SUB-TOTAL MARK-UP (% +)................................... 55 5-7 CASH SALE WITH SINGLE ITEM TAX SHIFT...................... 58 5-8 CHARGE SALE WITH SUB-TOTAL TAX SHIFT...................... 59 5-9 RECEIVED ON ACCOUNT...................................... 61 5-10 CREDIT MEMO............................................... 63 5-11 DEBIT MEMO................................................ 64 5-12 COMPLETE TRANSACTION VOID................................. 65 5-13 MERCHANDISE RETURNED...................................... 67 5-14 PAID OUT.................................................. 69 5-15 BACK-UP DATA FILES........................................ 70 5-16 PRINT SALES MANAGEMENT REPORTS............................ 71 5-17 ADD TO QUANTITY IN STOCK AND QUANTITY ON ORDER............ 73 6-1 REPEAPTING TRANSACTIONS................................... 75 1-1. INTRODUCTION Sales Register is a flexible point of sale software package that will enable your IBM PC or compatible microcomputer to operate like an electronic cash register, perform the same functions, produce the same management report information, plus provide automatic inventory management of quantity in stock, quantity sold daily, quantity sold year to date, and re-order quantity of each item in the inventory file. Accounts receivable with layaway, partial payment, progress payment and mixed aging periods is also provided. Sales Register also supports service, rentals, member- ships and repeating transactions. SYSTEM REQUIRMENTS: IBM PC or compatible microcomputer with 640 kbytes of RAM, one floppy disk drive, monochrome monitor, hard disk, clock/calendar, serial port and parallel port. Use a keyboard with seperate cursor & numeric key- pads, for easier operation. Epson compatible printer. Use 2 ply paper, if you want to give a customer receipt, and keep a copy. OPTIONAL EQUIPMENT: Electronic cash drawer Bar code reader receipt printer 1 1-2. FEATURES 1. 6-digit preset sale price entry, 14-digit accumu- lated totals on management reports. 2. Preset sale price over-ride. 3. 5-kind of finalizing transactions (CASH, CHECK, CREDIT CARD, COUPONS, AND CHARGE). 4. Automatic increment and print receipt number. 5. Date, Register number, shift number and clerk num- ber are printed on receipts and management reports. 6. Daily, monthly, quarterly, and yearly management reports. 7. Automatic inventory management of quantity in stock, quantity sold daily, quantity sold yearly, and re-order quantity for each item in the inventory file. 8. Look-up sale price, item cost, quantity in stock, quantity sold, for all items in the inventory file. 9. Flexible tax program (4-tax rates preset by percen- tage rate and non-tax). The tax rate can be preset for state, county, city, etc. 10. Store name print on receipts and mangement reports. 11. Seperate cash, check, credit card, coupon, and charge sales totals. 12. Seperate taxable sales totals and non-taxable sales totals, surcharge sales totals, and discount sales totals. 13. Seperate tax totals, surcharge totals, and discount totals. 14. Surcharge and discount by preset percentage rate or by cashier entry. 15. Seperate cash in the drawer, checks in the drawer, credit cards in the drawer, and coupons in the drawer totals. 16. Paidout 17. Received on account 18. Merchandise return 19. Tax shift 20. Inventory files and management reports are password protected. 21. Print cash register receipt on 2 1/4" cal. roll paper, invoice on 8 1/2 X 11" plain paper or non- print. 22. Print management reports on 2 1/4 or 8 1/2 X 11 inch paper or, non-print. 23. Split tendering between cash, check, credit card, coupon, and charge. 24. Approximately 4,700 inventory line items can be stored on each 360 kbyte diskette. 32,000 on hard disk. 2 25. Access the inventory file by record number or part number. 26. Void 27. Seperate void, paidout, received on account, and merchandise return totals. 28. Cost of goods sold and gross profit printed on all management reports. 29. Cost of goods in stock printed on daily and year to date sales management reports. 30. Sales totals, cost of goods and gross profit report for 99 departments. 31. Re-order inventory report. 32. Out-Of-Stock inventory report. 33. Inventory item sales report. 34. No year-to-date sales activity report. 35. Inventory shrinkage report. 36. Update inv. file from physical inv. file. 37. Net sales totals for twenty different clerks. 38. Net service totals for twenty different clerks. 39. Clerk sales & service commission report. 40. Clerk service report. 41. Multi-level password protection. 42. Password useage report. 43. Six user assignable credit cards. 44. Back-up data files without leaving the cash regis- ter program. 45. Sort & merge inventory files 46. Print price labels with/without bar codes 47. Detailed & comprehensive 130 page user's guide. 48. Very easy to operate. 49. Utilizes the function keys for operation. 50. Supports electronic cash drawer. 51. Accounts receivable with layaway, partial payments, progress payments, and repeating transactions. 52. A/R transactions may have any aging period. 53. All transaction are saved to disk. 54. Print Transaction reports, statements, dunning letters, and aging report. 55. Print customer address labels with/without bar codes. 56. Supports bank drafts (electronic funds transfer),through third party service or through ACH, with optional software. 57. Print membership list. 58. Print expired membership list. 59. Print member expiration in the next xxx days. 60. Supports bar code reader. 61. Convert Sales Register data files to ASCII. 62. Convert ASCII files to sales register files. 63. Supports product sales, membership sales, service & rentals on the same invoice. 64. Print daily rental report. 65. Print customer/rental status report. 66. Print late rental return, letters. 67. Print past due rental report. 68. Print inventory rental report. 3 1-3. THE KEYBOARD 1. THE FUNCTION KEYS, F1 TO F10 These keys are used in the sales register, cash register program, as follows: a. F1 is used as a total/cash tendered key and also as a no sale key. b. F2 is used as a check tendered key. c. F3 is used as a credit card tendered key. d. F4 is used as a coupon tendered key. e. F5 is used as a charge key. f. F6 is used as a received on account key. g. F7 is used as a paid out key. h. F8 is used as a merchandise return key. i. F9 is used as a void key. j. F10 is used as a merchandise look-up key. 2. the cursor up key can be used as a (% +) or mark-up key, (surcharge). The surcharge percentage rate can be preset. If the preset rate is set to zero, the cashier must enter the % + amount at the time of sale. Set %+ preset rate to zero, if rate varies. This surcharge may be added to a single item within a sale or to the total sale. 3. The page up key can be used as a (% -) or mark-down key, (discount). The discount percentage rate may be preset. If the preset amount is set to zero, the cashier must enter the % - amount at the time of sale. This discount may be subtracted from a single item within a sale or from the total sale. Set %- preset rate to zero, if rate varies. 4 4. The home key can be used as a tax shift key, to temporarily change the preset tax rate on a single item or on the sub-total. 5. The cursor left key can be used as a subtotal key. 6. The cursor right key can be used to toggle from cash register receipt, invoices, or non-printer output. 7. The cursor down key can be used to over-ride the preset sale price. 8. Press the insert key to make a back-up of your Sales Register data files. 9. Press the delete key to change the clerk number. 10. Press the end key to toggle the method of inventory access from, item number to part number, and vice versa. 11. Type E and press carriage return to exit SALES REGISTER to DOS. Sales Register is still in memory. At the A> prompt type exit to return to SALES REGIS- TER. COMMAND.COM must be in the default drive for this to work. 12. Type Q and press carriage return to quit Sales Register operations and return to DOS. Sales Register is cleared from memory. 13. At the system prompt, type MR and press enter, to go directly to the main menu, without going to the cash register program. 5 1-4. PREPARATION When you register your software you will be sent a diskette with your name and address the way you want it to appear on your receipts and reports. You cannot edit this name and address. Do not use the original Sales Register Diskette !!! Make a backup of your Sales Register Diskettes. If you do not know how to format and copy diskettes, please refer to your computer users manual. For ease of operation, you may want to label all your function keys. Please refer to pages 4 and 5. You will not be able to operate the cash register program efficiently, if you do not label your function keys. You may print keytop labels after you install your Sales Register software to your hard disk. At the SR\ prompt, type label and press enter. INSTALLATION: Put the Sales Register program diskette #1 in drive A. Type A: PRESS THE ENTER KEY Type INSTALL A: C: PRESS THE ENTER KEY This will create a sub-directory SR on drive C and copy all the files from diskette #1 in drive A to the SR sub- directory on drive C. You will be prompted to insert each program diskette in turn, untill all of your Sales Register program diskettes have been copied to your hard drive. You can install from any floppy disk drive to any hard drive, just by entering the proper drive letter for the source and destination disk drive. Type B: <ENTER> Type INSTALL B: D: <ENTER> This will install the SALES REGISTER distribution disk files from drive B to hard disk drive D. A sample inventory file & customer file is provided on your distribution diskettes. OPERATOR: If you are not in the SR sub-directory, type CD\SR <ENTER> type SR <ENTER> This will load the SALES REGISTER program. You may skip to chapter 5-1, BEGIN CASH REGISTER OPERATIONS, to test the cash register functions. 6 1-5. SYSTEM SETUP OPERATOR: If you are in the cash register program at the following prompt. THE CASH REGISTER IS READY MAKE AN ENTRY... Type PASS <ENTER> MONITOR: ENTER PASSWORD #1... OPERATOR: If you did not change the password, type PASS then press the space bar six times. This will bring you to the main menu. Select 10, CHANGE SYSTEM SETUP. NOTE: By answering the following questions, you will setup your system and create the file conf.sys. MONITOR: IS YOUR SALES REGISTER PROGRAM ON HARD DISK (Y/N) ?__ NOTE: If you install your SALES REGISTER program on hard disk, enter Y. MONITOR: IS YOUR INVENTORY DATA FILE ON HARD DISK (Y/N) ?__ NOTE: If you install your inventory data file on hard disk, enter Y. MONITOR: ENTER THE DRIVE ASSIGNMENT FOR YOUR INVENTORY DATA DISKETTE _ OPERATOR: Enter C MONITOR: ARE YOU USING THE SYSTEM CLOCK/CALENDAR (Y/N)__ NOTE: You may use the system clock/calendar to print the date and time on your receipts. OPERATOR: Enter Y MONITOR: DO YOU WANT TO PRINT A CASH REGISTER RECEIPT (Y/N) ?_ OPERATOR: Enter Y MONITOR: ENTER THE NUMBER OF LINE SPACES BETWEEN RECEIPTS _ OPERATOR: ENTER 12 MONITOR: ARE YOU USING A 40 COLUMN PRINTER (Y/N) _ OPERATOR: ENTER N MONITOR: DO YOU WANT TO ACCESS YOUR INV.FILE BY ITEM NO. (Y/N) ?_ NOTE: If you want to access your inv. file by part no. enter N MONITOR: ARE YOU USING ACCOUNTS RECEIVABLE (Y/N) ? _ OPERATOR: Enter Y 7 MONITOR: ENTER THE DRIVE ASSIGNMENT FOR YOUR CUSTOMER FILE..._ OPERATOR: Enter C MONITOR: ENTER THE DRIVE ASSIGNMENT FOR YOUR TRANSACTION FILE..._ OPERATOR: Enter C MONITOR: DO YOU WANT TO ACCESS YOUR CUS. FILE BY ACCOUNT NO. (Y/N) ?_ NOTE: If you answer Y here you will be able to access your cus. file by account number or by cus. name. MONITOR: DO YOU WANT TO USE COMPUTER GENERATED CUS.ACCOUNT NO'S (Y/N) _ NOTE: If you enter Y the cus. account no's will start at 1000000000. The next no. will be 1000010000, then 1000020000, ect. The first six digits are the main account no. and the last four digits are the sub-account no. Enter N if you are using sub- account numbers. OPERATOR: Enter Y MONITOR: DO YOU WANT TO USE CUSTOMER SUB-ACCOUNT NUMBERS (Y/N) ?._ NOTE: When making a charge sale to a customer with a sub-account # of 100000M001 the sale will automaticly be billed to account # 1000000000. A customer with an account # of 1000000003 can charge a sale to there account or to the main account, which is 1000000000. A customer with an account # of 100000N002 cannot charge. The seventh character determines weather a sub-account can charge, cannot charge, or charge to the main account. Account #'s 100000M001, 100000N002, 1000000003, are sub-accounts to main account 1000000000. This numbering system is especialy useful for corporate accounts & family accounts. OPERATOR: Enter N NOTE: The monitor will display your Sales Register system setup. MONITOR: TO MAKE A CHANGE, TYPE THE APPROPRIATE NUMBER AND PRESS CARRIAGE RETURN OPERATOR: Press enter. MONITOR: IS RECORD TO BE ENTERED (Y/N) _ OPERATOR: Enter Y 8 2-1. CREATING YOUR INVENTORY DATA FILE NOTE: Your inventory can be divided into segments and these segments recorded on seperate dis- kettes. Then, when you sort these diskettes they can be merged to one master inventory diskette. Create your master inventory disk- ette the same way you create your other inv. diskettes, with the exception that you will not make any inventory entries. A sample inventory data file is provided on your program diskettes. NOTE: All four passwords have automaticaly been set to PASS plus 6 spaces. The passwords can be changed later. If the passwords are not changed you will have to type PASS and press the space bar six times, for the passwords to work. The password must be type in all upper- case letters. The credit cards have been assigned as follows: 1. VISA, 2. MASTERCARD, 3. AMERICAN EXPRESS, 4. DINERS CARD, 5. DISCOVER, 6. BANKDRAFT. Any one, or all, of these credit card assignments can be changed by the user. The three line receipt message has been preset to the following: NO REFUND WITHOUT RECEIPT WE APPRECIATE YOUR BUSINESS HAVE A NICE DAY You can change the receipt message to whatever you wish. 9 2-2. NEW INVENTORY ENTRY OPERATOR: From the main menu, go to the Sales Register inventory entry/edit main menu. Enter 1 and press enter. NOTE: You will now begin to enter your inventory items into your inventory file. If you want to access your inv. file by item no., your inventory item numbers must be the same as your record numbers. For example, if you have ten inventory line items, number them 1 to 10. Line Item number 1 would be entered into record number 1, line item number 2 would be entered into record number number 2, etc. MONITOR: IF YOU ARE FINISHED ENTER F AND PRESS ENTER RECORD NUMBER 1 PART NUMBER ?--------------- OPERATOR: Enter the inventory line item #1 part number here (max. 15 characters). Press carriage return. NOTE: If you want to access your inv. file by the part no., you must sort your inv. file on the part no. Please refer to page 19. MONITOR: DESCRIPTION ?--------------- OPERATOR: Enter the inventory line item #1 description here (max. 15 characters). Press carriage return. MONITOR: CATEGORY ?----- OPERATOR: Enter a max. of 5 characters, such as a dept. no. and or a vendor code. Use the first two characters for the dept. no. The dept. no. can be a no. from 01 - 99. If this is a membership, enter MEM for the last 3 characters. If this is a service, enter SRV for the last 3 characters. If this is a rental, enter REN for the last 3 characters. 10 MONITOR: ITEM COST ?------- OPERATOR: Enter the inv. line item #1 item cost, (max. 6 digits plus decimal). Example, (123.456) Press carriage return. MONITOR: SALE PRICE ?------- NOTE: The sale price may be entered as zero here by pressing carriage return. You would then be able to enter a sale price of up to 7 digits (99,999.99), each time this item is sold. If this is a miscellaneous item, that you are not tracking, enter zero. OPERATOR: Enter the inv. line item #1 sale price, (max. 6 digits plus decimal). Example, (123.456) Press carriage return. MONITOR: QUAN. IN STOCK ?----- OPERATOR: Enter the quantity of this line item in stock (max.6 digits plus decimal). Example, 9999.99 Press carriage return. MONITOR: TAX CODE ?- NOTE: There are four presetable tax rates (1 to 4). Tax code 1 equals tax rate 1, tax code 2 equals tax rate 2, etc. Tax code 7 equals tax rate 1 and tax rate 2. Tax code 8 equals tax rate 1, tax rate 2 and tax rate 3. Tax code 9 equals tax rate 1, tax rate 2, tax rate 3, and tax rate 4. The cash register program uses this information to calculate the tax charged on each item. Tax code 0 equals no- tax. Please refer to page 15. OPERATOR: Enter 0-4 or 7-9 and press enter. MONITOR: MIN.INV. ?---- OPERATOR: Enter a max. of 6 digits plus decimal. NOTE: When the quantity in stock equals the min. inv. amount, a re-order quantity will be printed on the management report. 11 MONITOR: MAX.INV. ?---- OPERATOR: Enter a max. of 6 digits plus decimal. NOTE: The re-order quantity will equal the max.inv. minus the quantity in stock, minus the quan- tity on order. MONITOR: QUAN.ON ORDER ?---- OPERATOR: Enter a max. of 6 digits plus decimal. NOTE: If you wanted to change the sale price you would enter 5 and press enter. If you did this the following would appear on your monitor: MONITOR: ?------- SALE PRICE OPERATOR: Enter 1.25 and press enter. NOTE: The corrected sale price is now on the moni- tor. You would make any other correction the same way you corrected the sale price. OPERATOR: Press enter MONITOR: IS RECORD TO BE ENTERED(Y/N) ? OPERATOR: Enter Y NOTE: This inventory item has now been recorded into record #1 on your inventory data diskette. NOTE: You will now make all of the necessary en- tries for item number 2, following the same procedures as for item number 1. You may repeat this procedure for each inven- tory item until all your inventory items are recorded on the inventory diskette. When you are finished, type F & press enter. To view an item that has already been entered, enter 2 from the menu. To modify an item that has already been entered, enter 3 from the menu. 12 To delete an item that has already been entered, enter 4 from the menu. The item will be flagged for deletion by changing the description to a blank description. This item will be removed from the inv. file if and when you sort the inv. file. 13 2-3. NEW STORE NAME ENTRY OPERATOR: At the Sales Register inventory entry/edit main menu Enter 7 and press enter. OPERATOR: At the store name entry/edit menu Enter 1 MONITOR: STORE NAME ?------------------------ OPERATOR: Enter your store name (max. 24 characters) and press carriage return. MONITOR: ADDRESS ?------------------------ OPERATOR: Enter your address (max. 24 characters) and press carriage return. MONITOR: CITY ?----------------- OPERATOR: Enter your city (max. 17 characters) and press carriage return. MONITOR: STATE ?-- OPERATOR: Enter your state (max. 2 characters). MONITOR: ZIP CODE ?------ OPERATOR: Enter your zip code (max. 6 characters). MONITOR: TELEPHONE NUMBER ?------------- OPERATOR: Enter your telephone number ex. (318)563-4428 OPERATOR: If there are no errors, press enter MONITOR: IS RECORD TO BE ENTERED (Y/N) ? OPERATOR: Enter Y NOTE: Your store name and address has now been recorded on your inventory data diskette. This store name and address will be printed on some inventory reports. The store name and address that will be printed on your cash register receipts, invoices, a/r reports and management reports, will be sent to you, when you register your software. You may view or modify your store name by entering 2 or 3 from the menu, respectively. 14 2-4. NEW TAX RATES ENTRY OPERATOR: At the Sales Register inventory entry/edit main menu. Enter 8 and press enter. OPERATOR: At the tax rate entry/edit menu Enter 1 NOTE: If you entered tax code 1 in your inventory item entries, the tax rate for those items using tax code 1 will be calculated at the percentage rate entered here for tax 1. The same rule applies for tax code 2, 3 and 4. MONITOR: TAX 1 ?----- OPERATOR: Enter the tax rate for tax code 1 (max. 4 digits plus decimal), and press enter. Example: 5.5 equals 5.5% tax rate. 5 equals 5% MONITOR: TAX 2 ?----- OPERATOR: Enter the tax rate for tax code 2 (max. 4 digits plus decimal), and press enter. MONITOR: TAX 3 ?----- OPERATOR: Enter the tax rate for tax code 3 (max. 4 digits plus decimal), and press enter. MONITOR: TAX 4 ?----- OPERATOR: Enter the tax rate for tax code 4 (max. 4 digits plus decimal), and press enter. MONITOR: % + ?----- NOTE: % + Is used in the cash register program to mark-up an item within a sale or to mark-up the sub-total, by the percentage rate entered here. If zero is entered here the cashier can enter the percentage rate at the time of sale. Enter zero here if the percentage rate varies. 15 OPERATOR: Enter the % + rate (surcharge), (max. 4 digits plus decimal), and press carriage return. MONITOR: % - ?----- NOTE: % - functions the same way as does the % +, except it is used to discount an item or items in the cash register program, by the percentage rate entered here. If zero is entered here the cashier can enter the percentage rate at the time of sale.Enter zero here if the percentage rate varies. OPERATOR: Enter the % -, discount percentage rate (max. 4 digits plus decimal), and press enter. OPERATOR: If all entries are correct, press enter. MONITOR: RECORD TO BE ENTERED (Y/N) ? OPERATOR: Enter Y NOTE: Your tax table rates, % +, and % - rates have been recorded on your inventory data diskette. To view or modify your tax rates enter 2 or 3 from the menu, respectively. 16 2-5. CHANGING THE PASSWORDS OPERATOR: At the Sales Register inventory entry/edit main menu. OPERATOR: Enter 9 and press enter. NOTE: The passwords may be a maximum of 10 alpha numeric characters. If your password is less than 10 characters, spaces will be added to the right of the password, so that the password plus the spaces equal a total of 10 characters. MONITOR: ENTER PASSWORD #4... OPERATOR: Type PASS + 6 spaces MONITOR: *** YOU MAY ENTER THE NEW PASSWORDS *** ENTER PASSWORD #1 OPERATOR: Enter password #1 and press carriage return. MONITOR: ENTER PASSWORD #2 ..._ OPERATOR: Enter password #2 and press carriage return. MONITOR: ENTER PASSWORD #3 ... OPERATOR: Enter password #3 and press carriage return. MONITOR: ENTER PASSWORD #4 ... OPERATOR: Enter password #4 and press carriage return. MONITOR: ENTER THE NEW REGISTER NUMBER ?_ OPERATOR: Enter the register number this diskette is to be used on (max.2 digits) and press carriage return. MONITOR: ENTER THE NEW SHIFT NUMBER ?_ OPERATOR: Enter the shift number this diskette is to be used on (max. 2 digits) and press carr- iage return. 17 NOTE: Your new passwords, register number and shift number have now been recorded on your inventory data diskette. You may want to make a note of your new passwords, because if you forget them you will not be able to access your management reports and your inventory data file. To modify the credit card list or the three line receipt message enter 10 or 11 from the menu, respectively. 18 2-6. SORT & MERGE INVENTORY FILES OPERATOR: At the Sales Register inventory entry/edit main menu. Enter 5 and press enter. NOTE: If you want to access your inv. file on the part no. you must sort the inv. file on the part no. Make a backup copy of the inv. disk to be sorted. one copy will be used during the sort procedure. The other copy is for backup. Please refer to page 70 to make backups. A maximum of 31,000 items can be sorted at one time, if you sort on the category. 20,000 if you sort on the description. 15,000 if you sort on the category plus the description. 20,000 if you sort on the part number. 31,00 if you sort on the vendor code. OPERATOR: From the sort menu Enter 4 MONITOR: DO YOU WANT TO MERGE THIS INV.FILE TO ANOTHER INV.FILE (Y/N)?_ OPERATOR: Enter N NOTE: IF you do not merge files, you can use a single disk drive to sort; as long as, there is enough room on the diskette. The inv. file will be read, sorted & copied back to the same diskette. Then the old unsorted inv. file will be erased. MONITOR: ENTER THE DRIVE ASSIGNMENT FOR THE INV.DISK TO BE SORTED __ OPERATOR: Enter C MONITOR: ENTER THE DRIVE ASSIGNMENT FOR YOUR TARGET INV.DISKETTE __ OPERATOR: Enter C MONITOR: INSERT THE INVENTORY DISKETTE TO BE SORTED IN DRIVE C INSERT YOUR TARGET INVENTORY DISKETTE IN DRIVE C ARE YOUR DISK DRIVE ASSIGNMENTS CORRECT (Y/N) __ OPERATOR: Enter Y MONITOR: *** SORTING, PLEASE WAIT *** 19 NOTE: The time it takes to sort a file will vary with the length of the file. All inventory items with a blank description will be deleted. MONITOR: YOUR SORTED INV. FILE IS IN DRIVE C NOTE: Operation 1,2,3 & 5 operate the same as 4. OPERATOR: Press Enter 20 2-7. PRINTING YOUR INVENTORY FILE OPERATOR: At the Sales Register inventory entry/edit main menu. Enter 6 and press enter. NOTE: The inventory file may be printed in three different formats. 1. Print a reference file consisting of the item number and description of each inventory line item in the inventory data file. 2. Print a reference file consisting of the part number and description of each inventory line item in the inventory data file. 3. Print the complete inventory file in a conde- nsed format. 4. Print the complete inventory file in an expa- nded format. OPERATOR: To print a reference file by item no. and description Enter 1 OPERATOR: To print the inventory items you select Enter 2 MONITOR: ENTER THE FIRST RECORD NUMBER TO PRINT__ OPERATOR: Enter 1 MONITOR: ENTER THE LAST RECORD NUMBER TO PRINT__ OPERATOR: enter 10 MONITOR: TURN YOUR PRINTER OFF, PUT 8 1/2 X 11 INCH PAPER IN YOUR PRINTER, ALIGN THE TOP PERFORATION ON THE PAPER WITH THE PRINT HEAD & TURN YOUR PRINTER ON. PRESS CARRIAGE RETURN TO CONTINUE... OPERATOR: Press carriage return NOTE: Your printer will now begin printing a refe- rence file by item no. and description. 21 OPERATOR: After printing is complete Press enter NOTE: Operation 2, 3, and 4 operate the same as 1. 22 2-8 PRINT INV. SHRINKAGE REPORT OPERATOR: At the Sales Register inventory entry/edit main menu. Enter 12 and press enter. OPERATOR: To enter/edit physical inventory Enter 1 OPERATOR: To make new physical inventory entry Enter 1 MONITOR: INSTALL YOUR PHYSICAL INVENTORY DATA DISKETTE IN DRIVE !!! C ARE YOUR DISK DRIVE ASSIGNMENT(S) CORRECT (Y/N) ? OPERATOR: Enter Y MONITOR: IF YOU ARE FINISHED ENTER F AND PRESS CARRIAGE RETURN RECORD NUMBER 1 PART NUMBER ?--------------- OPERATOR: Enter the part number MONITOR: QUAN.ON SHELF ?------- OPERATOR: Enter the quantity of this item on the shelf. NOTE: You would repeat this procedure until you have entered all the physical inventory items that you want to compare to the inventory file. You may modify any item in your physical inventory by entering 2 from the menu. You do not have to take complete inventory of all items in stock at one time. You can cycle count, that is take inventory of a few items at a time. 23 NOTE: If you select number 2 from the menu, you will sort the physical inventory file on the part number. If you select number 3 from the menu you will print the inventory over/under report. This report will show the inventory items which have a quantity on the shelf which is greater or less than the quantity in the inventory file and by how much. If you select number 4 from the menu you will automaticly update the quantity in stock in the inventory file to be equal to the quantity on the shelf. If an inventory item in the physical inventory file is not in the inventory file, this item will be added to the inventory file. All the fields in this record will be set to zero, except the part number and the quantity in stock which will be set to the values in the physical inventory file. You will have to enter these zero values to the correct values from the keyboard. If you select number 5 from the menu you will print the physical inventory file. This will enable you to check for errors. If you select number 6 from the menu you will erase the present physical inventory file and start a new one. If you select number 7 from the menu you will post a quantity of zero to the physical inventory file for all items in the inventory file that are not in the physical inventory file. This should not be used, if you are doing a cycle count, only use this if you are doing a complete inventory. 24 3-1. CREATING YOUR CUSTOMER FILE NOTE: Your customers can be divided into segments and these segments recorded on seperate disk- ettes. Then, when you sort these diskettes they can be merged to one master diskette. Create your master customer diskette the same way you create your other customer diskettes, with the exception that you will not make any customer entries. Your Sales Register diskettes contains a sample customer file to practice with, before you create your actual customer file. OPERATOR: In the cash register program, at the prompt THE CASH REGISTER IS READY MAKE AN ENTRY ... Type PASS and press enter. MONITOR: ENTER PASSWORD #1..._ OPERATOR: If you did not change the password type PASS then press the space bar 6 times. OPERATOR: At the main menu Type 3 and press enter MONITOR: ENTER PASSWORD #3... OPERATOR: Type PASS + 6 spaces MONITOR: INSTALL YOUR ACCOUNTS RECEIVABLE CUSTOMER FILE IN DRIVE !!! C IS YOUR DISK DRIVE ASSIGNMENT CORRECT (Y/N) ? OPERATOR: Enter Y 25 3-2. NEW CUSTOMER ENTRY OPERATOR: At the accounts receivable customer entry/edit main menu type 1 and press enter NOTE: You will now begin to enter your customer data into your customer file. MONITOR: IF YOU ARE FINISHED ENTER F AND PRESS CARRIAGE RETURN RECORD NUMBER 1 ACCOUNT NUMBER ?--------- OPERATOR: Enter this customer's account number here (max.10 characters). Press carriage return. If you are using computer generated account numbers, you will not be able to change it. IMPORTANT: The customer account number is a sort parame- ter; therefore, each customer must have an account number which is different from all others. the customer account no. may be alpha numeric. MONITOR: CUSTOMER NAME ?------------------------ OPERATOR: Enter the company name, or the customer name here (max. 24 characters). Press enter. MONITOR: ATTENTION ?------------------------ OPERATOR: Enter the contact persons name, (max. 24 characters). Press enter. MONITOR: ADDRESS ?------------------------ OPERATOR: Enter this customer's address, (max. 24 characters). Press enter. MONITOR: CITY ?----------------- OPERATOR: Enter this customer's city, (max. 17 charac- ters). Press enter. MONITOR: STATE ?-- OPERATOR: Enter this customer's state, (max. 2 charac- ters). Press enter. MONITOR: ZIP CODE ?------ OPERATOR: Enter a max. of 6 characters and press enter. 26 MONITOR: PHONE NUMBER ?---------- OPERATOR: Enter a max. of 10 digits. EX. 3185634428 MONITOR: EXPIRATION DATE ?------ OPERATOR: Enter a max. of 6 digits. EX. 010189 If this is a perpetual member enter 999999 MONITOR: DATE OF LAST PAYMENT ?------ OPERATOR: Enter a max. of 6 digits. EX. 010189 MONITOR: AMOUNT OF LAST PAYMENT ?--------------- OPERATOR: Enter a max. of 14 digits plus decimal. EX. 999999999999.99 MONITOR: TOTAL Y/D PAYMENTS ?--------------- OPERATOR: Enter the total year-to-date payments made by this customer. Enter a max. of 14 digits plus decimal. EX. 999999999999.99 MONITOR: TOTAL BALANCE ?--------------- OPERATOR: Enter this customer's total balance. Enter a max. of 14 digits plus decimal. EX. 999999999999.99 MONITOR: CREDIT LIMIT ?--------------- OPERATOR: Enter the total credit limit for this custo- mer. Enter a max. of 14 digits plus decimal. MONITOR: DATE JOINED ?------ OPERATOR: Enter 6 digits. ex.(010189) 27 NOTE: If you wanted to change the state, you would enter 6 and press enter. If you did this the following would appear on your monitor: MONITOR: ? -- STATE OPERATOR: Enter LA and press enter. NOTE: The corrected state is now on the monitor. You would make any other correction the same way you corrected the state. OPERATOR: Press enter MONITOR: IS RECORD TO BE ENTERED(Y/N) ? OPERATOR: Enter Y NOTE: This customer data has now been recorded into record #1 in your customer file. MONITOR: IF YOU ARE FINISHED ENTER F AND PRESS ENTER RECORD NUMBER 2 ACCOUNT NUMBER ?--------- NOTE: You will now make all of the necessary entries for customer number 2, following the same procedures as for customer number 1. You may repeat this procedure for each customer, until all your customers are recorded in the customer file. Then enter F to exit to the menu. To view or modify a customer record, you may access the customer record by record number, account number, or by customer name. 28 3-3. SORT CUSTOMER FILE OPERATOR: At the accounts receivable customer entry/edit main menu type 5 and press enter NOTE: You must sort the customer file on the customer name after adding or deleting customers in the customer file. Make a backup copy of the customer diskette to be sorted. one copy will be used during the sort procedure. The other copy is for backup. A maximum of 10,000 customers can be sorted at one time, if you sort on the customer name, 31,000 if you sort on the customer account number. OPERATOR: At the sort menu ENTER 2 MONITOR: DO YOU WANT TO MERGE THIS CUS. FILE TO ANOTHER CUS. FILE (Y/N) OPERATOR: ENTER N MONITOR: ENTER THE DRIVE ASSIGNMENT FOR YOUR CUSTOMER DISKETTE TO BE SORTED _ OPERATOR: Enter C MONITOR: ENTER THE DRIVE ASSIGNMENT FOR YOUR TARGET CUSTOMER DISKETTE _ OPERATOR: Enter C MONITOR: INSERT THE CUSTOMER DISKETTE TO BE SORTED IN DRIVE C INSERT YOUR TARGET CUSTOMER DISKETTE IN DRIVE C ARE YOUR DISK DRIVE ASSIGNMENTS CORRECT (Y/N) __ OPERATOR: Enter Y MONITOR: *** SORTING, PLEASE WAIT *** NOTE: The time it takes to sort a file will vary with the length of the file. All customers with a blank account number will be deleted. MONITOR: YOUR SORTED CUSTOMER FILE IS IN DRIVE C 29 MONITOR: ENTER THE DRIVE ASSIGNMENT FOR YOUR CUSTOMER FILE TO BE INDEXED_ OPERATOR: Enter C MONITOR: INSERT THE CUSTOMER FILE TO BE INDEXED IN DRIVE C IS YOUR DISK DRIVE ASSIGNMENTS CORRECT (Y/N) __ OPERATOR: Enter Y MONITOR: *** INDEXING, PLEASE WAIT *** MONITOR: YOUR INDEXED CUSTOMER FILE IS IN DRIVE C 30 3-4. ENTER YOUR STORE NAME OPERATOR: At the accounts receivable customer entry/edit main menu type 7 and press enter OPERATOR: At the store name entry/edit menu Enter 1 Please refer to page 14 for further instructions. 31 3-5. PRINTING YOUR CUSTOMER FILE OPERATOR: At the accounts receivable customer entry/edit main menu type 6 and press enter OPERATOR: At the print customer A/R reports menu Enter 1 OPERATOR: Enter 1 to print the complete customer file MONITOR: TURN YOUR PRINTER OFF, PUT 8 1/2 X 11 INCH PAPER IN YOUR PRINTER, ALIGN THE TOP PERFOR- ATION ON THE PAPER WITH THE PRINT HEAD & TURN YOUR PRINTER ON. OPERATOR: Press carriage return MONITOR: ******************************************* PRINTING RECORD NUMBER 1 TO 5 PRESS ANY KEY TO STOP PRINTING ******************************************* NOTE: Your printer will now print the complete customer file. 32 3-6.PRINTING YOUR CUSTOMER ACCOUNT STATUS REPORTS NOTE: If you have repeating transactions, post them, before running this report. OPERATOR: At the accounts receivable customer entry/edit main menu type 6 and press enter OPERATOR: At the print customer A/R reports menu Enter 2 OPERATOR: Enter 1 to print account status for all customers. MONITOR: TURN YOUR PRINTER OFF, PUT 8 1/2 X 11 INCH PAPER IN YOUR PRINTER, ALIGN THE TOP PERFOR- ATION ON THE PAPER WITH THE PRINT HEAD & TURN YOUR PRINTER ON. OPERATOR: Press carriage return MONITOR: ******************************************* PRINTING RECORD NUMBER 1 TO 5 PRESS ANY KEY TO STOP PRINTING ******************************************* NOTE: Your printer will now print the account status for the complete customer file. 33 3-7. PRINTING YOUR CUSTOMER ACCOUNT STATEMENTS NOTE: If you have repeating transactions, post them, before running this report. You can print address labels for all the customers with a due account, but you must do this before you print the statements. please refer to page 41. OPERATOR: At the accounts receivable customer entry/edit main menu type 6 and press enter OPERATOR: At the print customer A/R reports menu Enter 3 OPERATOR: Enter 1 to print statements for all customers. MONITOR: TURN YOUR PRINTER OFF, PUT 8 1/2 X 11 INCH PAPER IN YOUR PRINTER, ALIGN THE TOP PERFOR- ATION ON THE PAPER WITH THE PRINT HEAD & TURN YOUR PRINTER ON. OPERATOR: Press carriage return MONITOR: ******************************************* PRINTING RECORD NUMBER 1 TO 5 PRESS ANY KEY TO STOP PRINTING ******************************************* NOTE: Your printer will now print a statement for all customer accounts with a balance due. A customer transaction can have any aging period and statements can be run anytime without duplication. A statement will automa- ticly be printed up to 10 days before the due date. Once the statment has been printed it will not be printed again until the next due date, unless you run selection no. 2, print statements for the customer(s) you select, then you can print any no. of statements for the same customer. 34 3-8. PRINTING DUNNING LETTERS NOTE: You can print address labels for all the customers with a past due account, but you must do this before you print the dunning letters. please refer to page 41. OPERATOR: At the accounts receivable customer entry/edit main menu type 6 and press enter OPERATOR: At the print customer A/R reports menu Enter 3 OPERATOR: Enter 3 to print dunning letters for all past due accounts. MONITOR: TURN YOUR PRINTER OFF, PUT 8 1/2 X 11 INCH PAPER IN YOUR PRINTER, ALIGN THE TOP PERFOR- ATION ON THE PAPER WITH THE PRINT HEAD & TURN YOUR PRINTER ON. OPERATOR: Press carriage return MONITOR: ******************************************* PRINTING RECORD NUMBER 1 TO 5 PRESS ANY KEY TO STOP PRINTING ******************************************* NOTE: Your printer will now print a dunning letter for all customer accounts with a past due balance. A customer transaction can have any aging period and dunning letters can be run anytime without duplication. once a dunning letter has been printed it will not be printed again until the next due date, unless you run selection no. 4, print a dunning letter for the customer(s) you select, then you can print any no. of dunning letters for the same customer. 35 3-9. PRINT AND DELETE ALL CLOSED INVOICES NOTE: Delete the closed invoices from the transaction file often, to prevent the file from getting too large. OPERATOR: At the accounts receivable customer entry/edit main menu type 6 and press enter OPERATOR: At the print customer A/R reports menu Enter 4 MONITOR: YOU MUST RUN OPTION NO. 2 FROM YOUR MANAGEMENT REPORT PROGRAM MENU, AND SORT YOUR TRANSACTION FILE, PRIOR TO RUNNING THIS REPORT DID YOU RUN OPTION NO. 2 (Y/N) ? _ OPERATOR: Enter Y MONITOR: TURN YOUR PRINTER OFF, PUT 8 1/2 X 11 INCH PAPER IN YOUR PRINTER, ALIGN THE TOP PERFOR- ATION ON THE PAPER WITH THE PRINT HEAD & TURN YOUR PRINTER ON. OPERATOR: Press carriage return MONITOR: ******************************************* PRINTING RECORD NUMBER 1 TO 9 PRESS ANY KEY TO STOP PRINTING ******************************************* NOTE: Your printer will now print a list of all closed invoices. MONITOR: ENTER THE DRIVE ASSIGNMENT FOR YOUR TRANSACTION FILE _ OPERATOR: Enter C MONITOR: ENTER THE DRIVE ASSIGNMENT FOR YOUR TARGET TRANSACTION FILE _ OPERATOR: Enter C MONITOR: ARE YOUR DISK DRIVE ASSIGNMENTS CORRECT (Y/N.. _ OPERATOR: Enter Y NOTE: All the closed transactions have been deleted from the transaction file in drive C. You will now use this new transaction file in your daily operations. 36 3-10. PRINT, PAST DUE INVOICE, AGING REPORT OPERATOR: At the accounts receivable customer entry/edit main menu type 6 and press enter OPERATOR: At the print customer A/R reports menu Enter 5 MONITOR: YOU MUST RUN OPTION NO. 2 FROM YOUR MANAGEMENT REPORT PROGRAM MENU, AND SORT YOUR TRANSACTION FILE, PRIOR TO RUNNING THIS REPORT DID YOU RUN OPTION NO. 2 (Y/N) ? _ OPERATOR: Enter Y MONITOR: TURN YOUR PRINTER OFF, PUT 8 1/2 X 11 INCH PAPER IN YOUR PRINTER, ALIGN THE TOP PERFOR- ATION ON THE PAPER WITH THE PRINT HEAD & TURN YOUR PRINTER ON. OPERATOR: Press carriage return MONITOR: ******************************************* PRINTING RECORD NUMBER 1 TO 18 PRESS ANY KEY TO STOP PRINTING ******************************************* NOTE: Your printer will now print a list of all the past due invoices with aging. PD = NUMBER OF PAYMENTS DUE POD = NUMBER OF PAYMENTS OVERDUE 37 3-11. PRINT STATEMENTS FOR BANK DRAFTS (EFT) DUE NOTE: If you have repeating transactions, post them, before running this report. OPERATOR: At the accounts receivable customer entry/edit main menu type 6 and press enter OPERATOR: At the print customer A/R reports menu Enter 6 Please refer to page 34. 38 3-12. POST BANK DRAFT (EFT) PAYMENTS OPERATOR: DO THE FOLLOWING, BEFORE YOU POST EFT PAYMENTS. 1. PRINT & RESET DAILY REPORT 2. SORT THE TRANSACTION FILE 3. BACK-UP ALL YOUR DATA FILES 4. PRINT STATEMENTS FOR BANK DRAFTS DUE OPERATOR: At the accounts receivable customer entry/edit main menu type 6 and press enter OPERATOR: At the print customer A/R reports menu Enter 7 OPERATOR: Enter 1 to post EFT payments for all customers MONITOR: YOU MUST RUN OPTION NO. 2 FROM YOUR MANAGEMENT REPORT PROGRAM MENU, AND SORT YOUR TRANSACTION FILE, PRIOR TO RUNNING THIS REPORT DID YOU RUN OPTION NO. 2 (Y/N) ? _ OPERATOR: Enter Y MONITOR: IF YOU ALREADY HAVE AN EFT FILE ON DRIVE C, THIS FILE WILL BE ERASED, AND A NEW ONE CREATED CONTINUE... (Y/N) ? OPERATOR: Enter Y MONITOR: DO YOU WANT A HARD COPY, (Y/N) OPERATOR: Enter Y MONITOR: TURN YOUR PRINTER OFF, PUT 8 1/2 X 11 INCH PAPER IN YOUR PRINTER, ALIGN THE TOP PERFOR- ATION ON THE PAPER WITH THE PRINT HEAD & TURN YOUR PRINTER ON. OPERATOR: Align the paper in your printer & press enter NOTE: ALL BANK DRAFT (EFT) PAYMENTS DUE WILL BE POSTED & PRINTED TO THE SCREEN & PRINTER. A DISK FILE NAMED EFT WILL ALSO BE CREATED. THIS FILE MAY BE COPIED TO A FLOPPY DISKETTE AND SENT TO ATA INFORMATION SERVICES FOR PROCESSING. 39 MONITOR: YOU HAVE CREATED AN EFT DISK FILE, NAMED EFT, IN DRIVE C DO YOU WANT A HARD COPY OF YOUR EFT FILE (Y/N) OPERATOR: Enter Y MONITOR: TURN YOUR PRINTER OFF, PUT 8 1/2 X 11 INCH PAPER IN YOUR PRINTER, ALIGN THE TOP PERFOR- GATION ON THE PAPER WITH THE PRINT HEAD & TURN YOUR PRINTER ON. OPERATOR: Align the paper in your printer & press enter NOTE: AFTER YOU HAVE PRINTED THE EFT FILE, DO THE FOLLOWING: 1. PRINT & RESET DAILY REPORT 2. SORT THE TRANSACTION FILE 3. CHECK & VERIFY THE FINANCIAL & TRANSACTION REPORTS 4. CHECK BANK DRAFT STATEMENTS AGAINST BANK DRAFT PAYMENTS 5. PRINT CUSTOMER ACCOUNT STATUS REPORT 6. CHECK & VERIFY THE INVOICE TOTAL, TOTAL PAYMENTS/CREDIT, BALANCE DUE, NEXT PAYMENT DUE DATE FOR EACH CUSTOMER You may create an ACH electronic funds transfer file, with EASY XCHANGE, which is an optional software package that you may purchase. You can then process your electronic funds transfer yourself, through an ACH. 40 3-13. PRINT CUSTOMER ADDRESS LABELS OPERATOR: At the accounts receivable customer entry/edit main menu type 8 and press enter OPERATOR: Enter 1 to print address labels for all customers NOTE: You can print bar codes for the customer account numbers, to create I.D. badges. MONITOR: DO YOU WANT TO PRINT BAR CODES (Y/N)_ OPERATOR: Enter N MONITOR: HOW MANY LABELS ACROSS THE PAGE _ OPERATOR: ENTER 4 MONITOR: ENTER THE NUMBER OF SPACES BETWEEN THE LEFT EDGES OF ANY TWO LABELS _ NOTE: Calculate 17 characters per inch. OPERATOR: ENTER 31 MONITOR: ENTER THE NUMBER OF LINE SPACES BETWEEN LABELS (i.e. 2) _ OPERATOR: ENTER 1 MONITOR: TURN YOUR PRINTER OFF, PUT 8 1/2 X 11 INCH PAPER IN YOUR PRINTER, ALIGN THE TOP PERFOR- GATION ON THE PAPER WITH THE PRINT HEAD & TURN YOUR PRINTER ON. OPERATOR: Press carriage return NOTE: Your printer will now print an address label for each customer in the customer file. 41 3-14 PRINT MEMBERSHIP REPORTS OPERATOR: At the accounts receivable customer entry/edit main menu type 9 and press enter OPERATOR: Enter 1 to print a membership list NOTE: If you select number 1 from the menu you will print a complete membership list. Any customer with an expiration date of zero is considered to be a non-member; therefore, this customer will not be on the list. If you select number 2 from the menu you will print a list of all expired memberships. If you select number 3 from the menu you will print a list of members that will expire in the next xxx days. You will enter the number of days to calculate the expiration on. This option will allow you to send membership renewal notices at a specific number of days before expiration. 42 4-1. CREATING YOUR TRANSACTION FILE NOTE: You cannot have more than 25,000 transactions in your transaction file at one time. This program is mainly for entering accounts receivable transactions that are already on the books. All other transactions should be entered through the cash register prog. If you are unfamiliar with this program, you may want to create a sample transaction file to practice with, before you create your actual transaction file. OPERATOR: In the cash register program, at the prompt: THE CASH REGISTER IS READY MAKE AN ENTRY ... Type PASS and press enter. MONITOR: ENTER PASSWORD #1..._ OPERATOR: If you did not change the password type PASS then press the space bar 6 times. OPERATOR: At the main menu Type 4 and press enter MONITOR: ENTER PASSWORD #3.., OPERATOR: Type PASS + 6 spaces MONITOR: INSTALL YOUR ACCOUNTS RECEIVABLE TRANSACTION FILE IN DRIVE !!! C INSTALL YOUR INVENTORY DATA DISKETTE IN DRIVE !!! C ARE YOUR DISK DRIVE ASSIGNMENTS CORRECT (Y/N)? OPERATOR: Enter Y. 43 4-2. NEW TRANSACTION ENTRY OPERATOR: At the accounts receivable transaction entry/edit main menu Enter 1 NOTE: You will now begin to enter your transactions into your transaction file. MONITOR: IF YOU ARE FINISHED ENTER F AND PRESS ENTER RECORD NUMBER 1 ACCOUNT NUMBER ?---------- OPERATOR: Enter this customer's account number here (max. 10 characters) Press carriage return. IMPORTANT: The customer account number is a sort parameter;therefore, each customer must have an account number which is different from all others. The customer account no. may be alpha numeric. This number must match the number in the customer file. MONITOR: CUSTOMER NAME ?------------------------ OPERATOR: Enter the company name, or the customer name here (max. 24 characters). Press carriage return. MONITOR: CHECK/CRD.CARD ACC.# ?-------------------- OPERATOR: Enter the checking account or credit card account # for this transaction if it is to be paid by electronic fund transfer; otherwise, press enter. MONITOR: DEBIT TYPE ?- OPERATOR: A=american express, M=master card, V=visa, C=checking. Enter A,M,V OR C if this transaction is to be paid by electronic fund transfer; otherwise, press enter. MONITOR: BANK TRANSIT # ?--------- operator: Enter the bank transit number, at the bottom of check, nine digits; if, this transaction is to be paid by electronic fund transfer from checking account.Otherwise press enter. MONITOR: INVOICE DATE ?------ OPERATOR: Enter this invoice's date (max. 6 digits). (ie. 120188) Press enter. 44 MONITOR: TRANS. TYPE ?- NOTE: The transaction type code can be a number from 1 - 7. Code 1 is an invoice, code 2 is a layaway, code 3 is a payment, code 4 is a credit memo., code 5 is a debit memo., code 6 is a void, code 7 is a merchandise return. OPERATOR: Enter the transaction type code.(max.1 digit) Press enter MONITOR: INVOICE REF.# ?------ NOTE: The invoice reference number is the no. of the invoice this transaction applies to. OPERATOR: Enter the invoice ref.# (max.6 digits). Press enter. MONITOR: INVOICE TOTAL ?-------------- OPERATOR: Enter this invoice total (max.13 digits plus decimal). Press carriage return. MONITOR: TOT.PMT./CREDIT ?-------------- OPERATOR: Enter the total amount paid on this invoice to-date (max. of 13 digits plus decimal).Press carriage return. MONITOR: NEXT PMT.DUE DATE ?------ OPERATOR: Enter the next payment due date (max.6 digits).ie. 010189 MONITOR: DAYS BETWEEN PMTS. ?---- OPERATOR: Enter the number of days between payments.ie. 30 MONITOR: PAYMENT CODE ?- OPERATOR: Enter 1 for personal payment or 2 for payment by EFT. MONITOR: AMT.NEXT PMT.DUE ?-------------- OPERATOR: Enter the amount of the next payment due. (max. of 13 digits plus decimal). EX. 99999999999.99 OPERATOR: Press enter MONITOR: IS RECORD TO BE ENTERED (Y/N) ? OPERATOR: Enter Y NOTE: This transaction data has now been recorded into record #1 in your transaction file. MONITOR: IF YOU ARE FINISHED ENTER F AND PRESS ENTER RECORD NUMBER 2 ACCOUNT NUMBER ?---------- NOTE: You will now make all of the necessary en- tries for transaction number 2, following the same procedures as for transaction number 1. You may repeat this procedure for each tran- saction, until all your transactions are recorded in the transaction file. 45 4-3. PRINTING YOUR TRANSACTION FILE OPERATOR: At the accounts receivable transaction entry/edit main menu Enter 5 OPERATOR: Enter 1 to print the complete transaction file MONITOR: TURN YOUR PRINTER OFF, PUT 8 1/2 X 11 INCH PAPER IN YOUR PRINTER, ALIGN THE TOP PERFORATION ON THE PAPER WITH THE PRINT HEAD & TURN YOUR PRINTER ON. PRESS CARRIAGE RETURN TO COUNTINUE... OPERATOR: Press carriage return MONITOR: ******************************************** PRINTING RECORD NUMBER 1 TO 5 PRESS ANY KEY TO STOP PRINTING ******************************************** NOTE: Your printer will now begin printing your transaction file. 46 5-1. BEGIN CASH REGISTER OPERATIONS OPERATOR: At the C:\ prompt type cd\sr and press enter Type sr and press enter MONITOR: ENTER THE SHIFT NUMBER OPERATOR: type 1 and press enter MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 NOTE: If you enter an item number that is not in your inv. file while making a sale, you can add this item to your inventory file, without going to your inventory entry/edit program. For the following example our inv. file has 10 items. Item no. 1-10. OPERATOR: Enter item no. 11 MONITOR: THIS ITEM IS NOT IN YOUR INV. FILE DO YOU WANT TO ADD THIS ITEM TO YOUR INV. FILE (Y/N) ?__ OPERATOR: Enter Y MONITOR: RECORD NUMBER 11 IF YOU ARE FINISHED ENTER F AND PRESS CARRIAGE RETURN PART NUMBER ?------------- OPERATOR: Please refer to page 10 for further instructions. 47 5-2. CHANGING THE CASH REGISTER RECEIPT AND INVOICE PRINT STATUS NOTE: The cash register receipt and invoice print status can be change at this point. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press the cursor right key (RECEIPT). NOTE: Your printer will now print invoices on 8 1/2 X 11 inch plain paper. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT N MAKE AN ENTRY ... INVOICE Y CLERK 1 OPERATOR: press the cursor right key (RECEIPT). NOTE: Now your printer will not print a cash regis- ter receipt or invoice. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT N MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press the cursor right key (RECEIPT). NOTE: Your printer will now print cash register receipts on 2 1/4" wide calculator roll. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 48 5-3. PRICE LOOK-UP NOTE: Any item in the inventory data file can be looked-up for item cost, sale price, quantity in stock, and quantity sold. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press F10 (PLU). MONITOR: ENTER PASSWORD #2..._ NOTE: If you do not want to display the item cost press enter. OPERATOR: Type PASS then press the space bar 6 times. MONITOR: ENTER NO.OF PRICE LOOK-UP !!! _ OPERATOR: Enter 1 and press enter The monitor will now display inventory record number 1 data. OPERATOR: Press carriage return. 49 5-4. NO SALE NOTE: Your starting invoice number has been set to 100000. This number will automaticly increment by one for each new invoice, untill the invoice number reaches 999999, then it will re-set to 100000. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press F1 (CASH, NO SALE) MONITOR: *** NO SALE *** PRESS CARRIAGE RETURN TO CONTINUE......? OPERATOR: Press carriage return. NOTE: No sale will open the cash drawer, if you are using the cash drawer with interface option. 50 5-5. CHARGE SALE WITH PARTIAL PAYMENT AND PROGRESS PAYMENTS AND SINGLE ITEM MARK DOWN ( % - ) MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press enter MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y ENTER THE CUSTOMER NAME... INVOICE N ...? CLERK 1 NOTE: IF YOU CHANGE NUMBER 13 TO Y, IN YOUR SYSTEM SETUP, YOU WILL THEN BE ABLE TO ACCESS THE CUSTOMER FILE ON THE ACCOUNT NUMBER OR NAME. OPERATOR: Enter the customer name to which this invoice applies. You do not have to enter the complete name, just the first N/th number of characters necessary to make this entry different from any other name in the customer file. Enter BO and press enter. MONITOR: SCROLL (F)ORWARD, (B)ACKWARD, CORRECT CUSTOMER (Y/N) ? TYPE F, B, OR (Y/N) OPERATOR: Enter Y MONITOR: ENTER 0 - 10 ---> _ OPERATOR: Enter 1 and press enter, to select invoice MONITOR: ENTER THE CUSTOMER PURCHASE ORDER NUMBER _ OPERATOR: Enter 1111111111 and Press enter MONITOR: TERMS ? _ OPERATOR: Enter 3 months MONITOR: ARE ALL YOUR ENTRIES CORRECT (Y/N) ? _ OPERATOR: Enter Y 51 MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 NOTE: Their are twenty clerk numbers 1-20. To change clerk number press the delete key. To over-ride the preset sale price, press the cursor down key, before entering the item number. The pre-set price over-ride is password protected. To change the method of inv. access from item no. to part no., or vice versa, press the end key. If the quantity sold is greater than one, enter the quantity, press the + key, then press enter; before, you enter the item no. or part no. OPERATOR: Enter the item number or the part no. of the item being sold, and press enter. Enter 3 and press enter. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y THE PRESET SALE PRICE IS $ .00 INVOICE N ENTER THE SALE PRICE CLERK 1 OPERATOR: Enter 15000 and press enter. NOTE: Do not enter decimals. The reason you had to enter the sale price here; is, the preset sale price for item number 3 is .00 MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 NOTE: % + operates the same as %- except, you would press cursor up. For this example % - has been preset to 10 %. 52 OPERATOR: Press the page up key (% -). NOTE: If %- was preset to 0% instead of 10%, the monitor would display:ENTER PERCENT OF DISCOUNT_ The operator would enter 10 & press carriage return, to discount this item 10%. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 NOTE: You may use the cursor left (sub-total) key, to find out the total amount of the sale, before finalizing the sale. OPERATOR: Press F1 (CASH) MONITOR: ENTER CASH TENDERED !!! OPERATOR: Enter 1000 MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press F5 (CHARGE) MONITOR: ENTER AMOUNT CHARGED !!! OPERATOR: Enter 12770 MONITOR: ENTER THE NUMBER OF DAYS BETWEEN PAYMENTS _ OPERATOR: Enter 30 MONITOR: ENTER THE NEXT PAYMENT AMOUNT _ OPERATOR: Enter 4257 MONITOR: ENTER THE PAYMENT CODE (1=PERSONAL, 2= BANKDRAFT)_ OPERATOR: Enter 1 and press enter 53 NOTE: THE LAST PAYMENT DOES NOT HAVE TO BE EQUAL TO THE OTHER PAYMENTS. The computer automaticly calculates the next payment due date. MONITOR: ARE ALL YOUR ENTRIES CORRECT (Y/N) ? OPERATOR: Enter Y MONITOR: PRESS CARRIAGE RETURN TO CONTINUE......_ OPERATOR: Press carriage return. NOTE: A sale can be split tendered between cash, check, coupon, credit card and charge. A receipt can be printed on 2 1/4" roll paper. 54 5-6. LAYAWAY WITH SINGLE ITEM VOID WITHIN A SALE AND SUB-TOTAL MARK-DOWN ( % - ) MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press enter MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y ENTER THE CUSTOMER NAME... INVOICE N ...? CLERK 1 OPERATOR: Enter BO and press enter. MONITOR: SCROLL (F)ORWARD, (B)ACKWARD, CORRECT CUSTOMER (Y/N) ? TYPE F, B, OR (Y/N) OPERATOR: Enter Y MONITOR: ENTER 0 - 10 ---> _ OPERATOR: Enter 2 and press enter to select layaway MONITOR: ENTER THE CUSTOMER PURCHASE ORDER NUMBER _ OPERATOR: Enter 1234567890 MONITOR: TERMS ? _ OPERATOR: Enter 2 months MONITOR: ARE ALL YOUR ENTRIES CORRECT (Y/N) ? _ OPERATOR: Enter Y MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Enter the item number or part number Enter 1 and press enter. 55 MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: If the quantity sold is more than one. Enter the quantity. Enter 2 press the + key then press enter. OPERATOR: Enter the item number or part number Enter 2 and press enter. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press F9 (VOID KEY). MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y ENTER NO. TO VOID... INVOICE N CLERK 1 OPERATOR: Enter the item number or part number Enter 1 and press enter. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press the cursor left key. (SUB-TOTAL) MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: press the page-up key. (% -) NOTE: % + operates the same as %- except, you would press cursor up. For this example % - has been preset to 10 %. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 56 OPERATOR: Press F5 (CHARGE). MONITOR: ENTER AMOUNT TO CHARGE !!! OPERATOR: Enter 2286 and press enter. MONITOR: ENTER THE NUMBER OF DAYS BETWEEN PAYMENTS _ OPERATOR: Enter 30 MONITOR: ENTER THE NEXT PAYMENT AMOUNT _ OPERATOR: Enter 1143 MONITOR: ENTER THE PAYMENT CODE (1=PERSONAL, 2= BANKDRAFT)_ OPERATOR: Enter 1 and press enter MONITOR: ARE ALL YOUR ENTRIES CORRECT (Y/N) ? OPERATOR: Enter Y MONITOR: PRESS CARRIAGE RETURN TO CONTINUE......_ OPERATOR: Press carriage return. 57 5-7. CASH SALE WITH SINGLE ITEM TAX SHIFT NOTE: The preset tax rate of an item can be shifted by pressing the home key; before, the item number is entered. In the following example we will shift the preset tax status of item number 2 from 2 % tax to no-tax. This tax rate shift will be effective just for this one transaction. The preset tax rate of 2 % for item number 2 is not changed. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press the home key (TAX SHIFT). MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y TAX SHIFT MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Enter the item number or part number Enter 2 and press enter. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N ENTER TAX CODE, (0 - 4) CLERK 1 OR, (7 - 9)...... OPERATOR: Press enter MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press F1 (CASH) MONITOR: ENTER CASH TENDERED !!! OPERATOR: Enter 2000 and press enter. MONITOR: PRESS CARRIAGE RETURN TO CONTINUE...... OPERATOR: Press carriage return. NOTE: A check, credit card, or coupon sale, would operate the same as a cash sale except you would finalize the sale by pressing F2, F3, or F4, respectively. 58 5-8. CHARGE SALE WITH SUB-TOTAL TAX SHIFT NOTE: In this example the preset tax rate for item number 1 is 2 %. We will shift the tax from 2 % on the sub-total to no-tax on the sub-total. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press enter MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y ENTER THE CUSTOMER NAME... INVOICE N ...? CLERK 1 OPERATOR: Enter SM and press enter. MONITOR: SCROLL (F)ORWARD, (B)ACKWARD, CORRECT CUSTOMER (Y/N) ? TYPE F, B, OR (Y/N) OPERATOR: Enter Y MONITOR: ENTER 0 - 10 ---> _ OPERATOR: Enter 1 and press enter to select invoice MONITOR: ENTER THE CUSTOMER PURCHASE ORDER NUMBER _ OPERATOR: EX. Enter 2222222222 MONITOR: TERMS ? _ OPERATOR: EX. Enter net 30 MONITOR: ARE ALL YOUR ENTRIES CORRECT (Y/N) ? _ OPERATOR: Enter Y MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Enter the item number or part number Enter 1 and press enter. 59 MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press the home key (TAX SHIFT). MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y TAX SHIFT MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press the cursor left key (SUB-TOTAL). MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N ENTER TAX CODE, (0 - 4) CLERK 1 OR, (7 - 9)...... OPERATOR: Press enter MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press F5 (CHARGE) MONITOR: ENTER AMOUNT TO CHARGE !!! OPERATOR: Enter 125 and press enter. MONITOR: ENTER THE NUMBER OF DAYS BETWEEN PAYMENTS _ OPERATOR: Enter 30 MONITOR: ENTER THE NEXT PAYMENT AMOUNT _ OPERATOR: Enter 125 MONITOR: ENTER THE PAYMENT CODE (1=PERSONAL, 2= BANKDRAFT)_ OPERATOR: Enter 1 and press enter MONITOR: ARE ALL YOUR ENTRIES CORRECT (Y/N) ? OPERATOR: Enter Y MONITOR: PRESS CARRIAGE RETURN TO CONTINUE......_ OPERATOR: Press carriage return. 60 5-9. RECEIVED ON ACCOUNT MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press enter MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y ENTER THE CUSTOMER NAME... INVOICE N ...? CLERK 1 OPERATOR: Enter BI and press enter. MONITOR: SCROLL (F)ORWARD, (B)ACKWARD, CORRECT CUSTOMER (Y/N) ? TYPE F, B, OR (Y/N) OPERATOR: Enter Y MONITOR: ENTER 0 - 10 ---> _ OPERATOR: Enter 3 and press enter to select payment MONITOR: DO YOU WANT TO APPLY THIS PAYMENT TO THIS INVOICE (Y/N) ? OPERATOR: Enter Y MONITOR: ENTER AMOUNT RECEIVED ON ACCOUNT !!! OPERATOR: Enter 1000 and press enter. MONITOR: THE NEXT PAYMENT DUE DATE IS 01/30/89 ARE ALL YOUR ENTRIES CORRECT (Y/N) ?_ OPERATOR: Enter Y MONITOR: PAY ANOTHER INVOICE (Y/N) _ OPERATOR: Enter N MONITOR: *** ENTER METHOD OF PAYMENT *** F1 = CASH TENDER F2 = CHECK TENDER F3 = CREDIT CARD TENDER F4 = COUPON TENDER MAKE AN ENTRY ... OPERATOR: Press F1 (CASH TENDER) MONITOR: ENTER CASH TENDERED !!! 61 OPERATOR: Enter 500 and press enter. MONITOR: *** ENTER METHOD OF PAYMENT *** F1 = CASH TENDER F2 = CHECK TENDER F3 = CREDIT CARD TENDER F4 = COUPON TENDER MAKE AN ENTRY ... OPERATOR: Press F2 (CHECK TENDER) MONITOR: ENTER CHECK TENDERED !!! OPERATOR: Enter 500 and press enter. MONITOR: ENTER CHECK NUMBER !!!_ OPERATOR: Enter 1234567890 MONITOR: PRESS CARRIAGE RETURN TO CONTINUE...... OPERATOR: Press carriage return. NOTE: The amount received on account can be split tendered between cash, check, coupons, and credit card. 62 5-10. CREDIT MEMO. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press enter MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y ENTER THE CUSTOMER NAME... INVOICE N ...? CLERK 1 OPERATOR: Enter BI and press enter. MONITOR: SCROLL (F)ORWARD, (B)ACKWARD, CORRECT CUSTOMER (Y/N) ? TYPE F, B, OR (Y/N) OPERATOR: Enter Y MONITOR: ENTER 0 - 10 ---> _ OPERATOR: Enter 4 and press enter to select credit memo MONITOR: ENTER PASSWORD #2... OPERATOR: Type PASS and press the space bar 6 times. MONITOR: DO YOU WANT TO APPLY THIS CREDIT MEMO TO THIS INVOICE (Y/N) ? OPERATOR: Enter Y MONITOR: ENTER THE CREDIT AMOUNT OPERATOR: Enter 500 and press enter. MONITOR: ENTER THE NEXT PAYMENT DUE DATE (ie 013088) OPERATOR: Enter 013089 and press enter. MONITOR: DO YOU WANT TO ENTER THIS CREDIT (Y/N) ? OPERATOR: Enter Y MONITOR: PRESS CARRIAGE RETURN TO CONTINUE......_ OPERATOR: Press carriage return. 63 5-11. DEBIT MEMO. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press enter MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y ENTER THE CUSTOMER NAME... INVOICE N ...? CLERK 1 OPERATOR: Enter BI and press enter. MONITOR: SCROLL (F)ORWARD, (B)ACKWARD, CORRECT CUSTOMER (Y/N) ? TYPE F, B, OR (Y/N) OPERATOR: Enter Y MONITOR: ENTER 0 - 10 ---> _ OPERATOR: Enter 5 and press enter to select debit memo MONITOR: ENTER PASSWORD #2... OPERATOR: Type PASS and press the space bar 6 times. MONITOR: DO YOU WANT TO APPLY THIS DEBIT MEMO TO THIS INVOICE (Y/N) ? OPERATOR: Enter Y MONITOR: ENTER THE DEBIT AMOUNT OPERATOR: Enter 500 and press enter. MONITOR: ENTER THE NEXT PAYMENT DUE DATE (ie. 013088) OPERATOR: Enter 013089 and press enter. MONITOR: DO YOU WANT TO ENTER THIS DEBIT (Y/N) ? OPERATOR: Enter Y MONITOR: PRESS CARRIAGE RETURN TO CONTINUE......_ OPERATOR: Press carriage return. 64 5-12. COMPLETE TRANSACTION VOID NOTE: To void a sale that has not been applied to a customer, after it has been finalized, press F9 and make all the entries the same as on the wrong receipt. To void a received on account, that has not been applied to a customer, press F9, F6, then make all the same entries as on the wrong receipt. To void a merchandise return, that has not been applied to a customer, press F9, F8, then make all the same entries as on the wrong receipt. To void a paid out press F9, F7, then make all the same entries as on the wrong receipt. The following example, is the void of a sale, that has been applied to a customer, after it has been finialized. We will void receipt # 100005. Please follow this receipt to make the void. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press enter MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y ENTER THE CUSTOMER NAME... INVOICE N ...? CLERK 1 OPERATOR: Enter SM and press enter. MONITOR: SCROLL (F)ORWARD, (B)ACKWARD, CORRECT CUSTOMER (Y/N) ? TYPE F, B, OR (Y/N) OPERATOR: Enter Y MONITOR: ENTER 0 - 10 ---> _ OPERATOR: Enter 6 and press enter to select void 65 MONITOR: DO YOU WANT TO APPLY THIS VOID TO THIS INVOICE (Y/N) ? OPERATOR: Enter Y MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 ****** VOID ****** OPERATOR: Enter the item no. or part no. to void Enter 1 and press enter. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press the home key (TAX SHIFT) MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y TAX SHIFT MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press the cursor left key (SUB-TOTAL) MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N ENTER TAX CODE, (0 - 4) CLERK 1 OR, (7 - 9)...... OPERATOR: Press enter MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press F5 (CHARGE) MONITOR: ENTER AMOUNT TO CHARGE !!! OPERATOR: Enter 125 and press enter. OPERATOR: Press carraige return 66 5-13. MERCHANDISE RETURNED NOTE: Follow receipt # 100002 to make this merchandise return. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press enter MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y ENTER THE CUSTOMER NAME... INVOICE N ...? CLERK 1 OPERATOR: Enter the customer name to which this M/R applies. Enter BO and press enter. MONITOR: SCROLL (F)ORWARD, (B)ACKWARD, CORRECT CUSTOMER (Y/N) ? TYPE F, B, OR (Y/N) OPERATOR: Enter Y MONITOR: ENTER 0 - 10 ---> _ OPERATOR: Enter 7 and press enter, to select merchandise return. MONITOR: DO YOU WANT TO APPLY THIS MER. RET. TO THIS INVOICE (Y/N) ? OPERATOR: Enter Y MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Enter the item number or the part no. of the item being returned and press enter. Enter 3 and press enter. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y THE PRESET SALE PRICE IS $ .00 INVOICE N ENTER THE REFUND PRICE CLERK 1 OPERATOR: Enter 15000 and press enter. 67 MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 NOTE: % + operates the same as %- except, you would press cursor up. For this example % - has been preset to 10 %. OPERATOR: Press the page up key (% -). NOTE: If %- was preset to 0% instead of 10%, the monitor would display:ENTER PERCENT OF DISCOUNT_ The operator would enter 10 & press carriage return, to discount this item 10%. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 NOTE: You may use the cursor left (sub-total) key, to find out the total amount of the sale, before finalizing the sale. OPERATOR: Press F1 (CASH) MONITOR: ENTER CASH TENDERED !!! OPERATOR: Enter 1000 MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press F5 (CHARGE) MONITOR: ENTER AMOUNT CHARGED !!! OPERATOR: Enter 12770 OPERATOR: Press carraige return 68 5-14. PAID OUT MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press F7 (PAID OUT). MONITOR: CUSTOMER NAME ?------------------------ OPERATOR: Enter JOHN DOE MONITOR: ADDRESS ?------------------------ OPERATOR: Enter 100 OAK STREET MONITOR: CITY ?----------------- OPERATOR: Enter NO TOWN MONITOR: STATE ?-- OPERATOR: Enter LA MONITOR: ZIP CODE ?----- OPERATOR: Enter 71341 MONITOR: TO MAKE A CHANGE TYPE THE APPROPRIATE NUMBER OPERATOR: PRESS ENTER NOTE: The amount paid out of the cash drawer, must be paid with cash, to ensure a correct mana gement report. MONITOR: ENTER AMOUNT PAID OUT !!!_ OPERATOR: Enter 500 and press enter. MONITOR: PAID OUT 5.00 PRESS CARRIAGE RETURN TO CONTINUE......_ OPERATOR: Press carriage return. 69 5-15. BACK-UP DATA FILES NOTE: A backup of your data files should be made on a daily basis, on a different set of diskettes. Label your diskettes for each day of the week, such as monday, tuesday, ect. The BKUP.BAT file can be changed with EDLIN. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Press the insert key (BKUP). MONITOR: *** PLEASE WAIT!, BACKING UP DATA FILES *** insert backup diskette 01 in drive A: warning! Files in the target drive A:\ root directory will be erased Press any key to continue . . . OPERATOR: After inserting your diskette in the proper drive, press any key. You will be prompted to insert each diskette in turn, until the backup is complete. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 70 5-16. PRINT SALES MANAGEMENT REPORTS MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Type PASS then press enter. MONITOR: ENTER PASSWORD #1..._ OPERATOR: If you did not change the password, type PASS, then press the space bar six times OPERATOR: At the main menu Type 1 and press enter to print sales/inventory management reports. OPERATOR: At the management report menu Type 1 and press enter to print daily report. MONITOR: DO YOU WANT A HARD COPY (Y/N) ? OPERATOR: Enter Y MONITOR: DO YOU WANT TO PRINT YOUR MANAGEMENT REPORT ON 8 1/2 X 11 INCH PAPER (Y/N) ?_ OPERATOR: Enter N NOTE: Your daily sales report will be printed, but will not be reset. This is like an X reading on a cash register. After you print & reset daily report, you will be asked, do you want to sort your transaction file (y/n) ? You should sort your transaction file daily. When you print, and reset daily sales, the daily sales totals are posted to the monthly sales, then cleared to zero. The daily transaction file will be sorted and copied to the permanent transaction file, then cleared to zero. All transactions with a blank account number will be deleted from the transaction file. 71 When you print, and reset monthly sales, the monthly sales totals are posted to the quar- terly sales, then cleared to zero. When you print, and reset quarterly sales, the quarterly sales totals are posted to the yearly sales, then cleared to zero. When you print & reset yearly sales, all the yearly sales totals are cleared to zero. When you print & reset department sales totals, all the dept. sales totals are cleared to zero. 72 5-17. ADD TO QUANTITY IN STOCK AND QUANTITY ON ORDER NOTE: This procedure will enable you to quickly add to the quantity in stock and the quantity on order, without having to go to the inventory entry/edit program. The quantity on order will be reduced by the amount added to the quantity in stock. You may print price labels for the amount added to the quantity in stock. MONITOR: INV.ACCESS = ITEM NO. THE CASH REGISTER IS READY RECEIPT Y MAKE AN ENTRY ... INVOICE N CLERK 1 OPERATOR: Type PASS then press enter. MONITOR: ENTER PASSWORD #1..._ OPERATOR: If you did not change the password, type PASS, then press the space bar six times OPERATOR: At the main menu Type 6 and press enter to add to quantity in stock/on order MONITOR: ENTER PASSWORD #2..._ OPERATOR: If you did not change the password, type PASS, then press the space bar six times OPERATOR: At the add to quantity in stock/on order menu Type 1 and press enter to add to quantity in stock. OPERATOR: ENTER 1 NOTE: To add to the quantity on order, enter 2 and follow the same procedure. MONITOR: DO YOU WANT TO PRINT PRICE LABELS (Y/N) ? _ OPERATER: Enter Y 73 NOTE: You can print bar codes for the part numbers. MONITOR: DO YOU WANT TO PRINT BAR CODES (Y/N) _ OPERATOR: Enter N MONITOR: HOW MANY LABELS ACROSS THE PAGE _ OPERATOR: EX. Enter 8 MONITOR: ENTER THE NUMBER OF SPACES BETWEEN THE LEFT EDGES OF ANY TWO LABELS _ NOTE: Calculate 17 characters per inch. OPERATOR: Enter 17 MONITOR: ENTER THE NUMBER OF LINE SPACES BETWEEN LABELS (ie. 2) _ OPERATOR: Enter 1 MONITOR: TURN YOUR PRINTER OFF, PUT YOUR LABELS IN YOUR PRINTER, ALIGN THE TOP PERFORATION ON THE PAPER WITH THE PRINT HEAD & TURN YOUR PRINTER ON. OPERATOR: Press carriage return. MONITOR: IF YOU ARE FINISHED PRESS ENTER ENTER THE ITEM NUMBER..._ OPERATOR: Enter 1 MONITOR: ENTER THE QUANTITY TO ADD..._ OPERATOR: Enter 1 NOTE: The inventory data for inventory record #1 will be displayed on the screen. You may edit the cost and sale price. If you edit the cost, the old cost, new cost and the average cost will be displayed. You may select to use the average cost or the actual cost. MONITOR: IF YOU ARE FINISHED PRESS ENTER ENTER THE ITEM NUMBER..._ OPERATOR: REPEAT THE ABOVE PROCEDURE UNTIL ALL ITEMS HAVE BEEN ENTERED, THEN PRESS ENTER. 74 6-1. REPEATING TRANSACTIONS MONITOR: 1 - INVOICE 2 - LAYAWAY 3 - PAYMENT 4 - CREDIT MEMO 5 - DEBIT MEMEO 6 - VOID 7 - MER. RET. 8 - RENTAL RETURN 9 - REPEATING TRANSACTION 10 - VIEW CUSTOMER ACCOUNT 0 - FINISHED ENTER (0 - 10) --> Selection 9 from this menu, will allow you to create an invoice, a repeating transaction, and an a/r transaction. A repeating transaction will allow you to automaticly in- voice a customer for a specific amount, each billing period. This is especially useful for collecting dues. A repeating transaction can only be finalized with charge. The next payment due will automaticly be set to the total amount of the invoice. You cannot include sales & service on the same invoice. You cannot include inventory items with different tax codes on the same invoice; if you do, an error message, incorrect input, will flash on the screen. You cannot void a repeating transaction in the cash register program, but you may void the a/r transaction created by the repeating transaction. You may deactivate a repeating trans- action by entering I in field, 6 - STATUS CODE , or you may delete a repeating transaction. This would be done in the ENTER/EDIT REPEATING TRANSACTION program. If you sell a membership as a repeating transaction, the expiration date will automaticly be set to 99/99/99. This would indicate a perpetual membership, where you will be collecting dues from this member. If this membership should be terminated, you may delete this member from the customer file, are change the expiration date, to the date quit. TO POST REPEATING TRANSACTIONS, FOLLOWING THESE STEPS: 1. Print & reset daily report 2. Sort the repeating transaction file 3. Print the repeating transaction file 4. Backup your data files 5. Post the repeating transaction file 6. Print & reset daily report 7. Check financial report, transaction report, repeating transaction report & repeating transaction list. * POST REPEATING TRANSACTIONS BEFORE PRINTING STATEMENTS, OR BEFORE POSTING BANKDRAFT (EFT) PAYMENTS. 75 76