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Note - CMS to the MAX

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1. Default Salesperson MGR 50 00 0 00 Drawer Totals 20 00 0 00 Eat Gear Opening Cash so 00 aa E Eind 2 Checks so 00 2 00 0 00 Print Credit Card jo 00 1 00 50 00 0 50 0 00 Open Drawer Alt Tender so 00 0 25 0 00 0 10 0 00 Help Cash 50 00 0 05 30 00 m Totals Checks 0 00 Checks Balanced Opening Cash 90 00 Credit Card 118 21 CC Short 118 21 weess insi Cash 118 21 CashiAlt Short 68 21 Paid Outs 0 00 at Tender 0 00 Total Running 236 42 Register is not balanced Charges 0 00 Total Closing 50 00 Point of Sale Sales 167 Sales Menu 2 Select the Register Code of the Register you wish to balance Select Edit Total the checks in the register and enter this total in the Checks box of the Drawer Totals area 5 Total the credit card receipts for this register and enter this total in the Credit Card box of the Drawer Totals area 6 Total the alternate tender receipts for this register and enter this total in the Alt Tender box of the Drawer Totals area 7 Count the 100 bills in the register and enter this number in the Count box for 100 bills Repeat this step for each currency size in the register 8 When the message at the bottom left corner of the window reads Register is Balanced select the Save button If the register is not balanced after you complete your count and enter it in the PS Balance Register windo
2. The Field Mapping SETUP window is divided into three panes Source The Source pane located on the left of the field mapping window displays an outline of the table selected for transfer When expanded it shows the fields that make up the table listed under the table name There must be at least one source table or file selected inserted in the Source window from which to copy data The Insert button may be used to insert additional source or destination tables Destination The Destination pane located on the right side of the window displays the table and the list of fields where your data will be transferred As with the Source pane you must insert at least one Destination table or file 332 Cougar Mountain Point of Sale Creating a New Transfer Setup LS Note Links The Links pane is located in the center of the window between the Source and Destination panes All field links mappings appear here In order to transfer a table from one format to another Data Exchange must know which fields on the source side to link with which fields on the destination side Two linking options are available E Link Table 0 0000 Link the entire source table and fields to the destination table and fields by dragging the source table over the destination table E Link Fields If the field names do not match you need to link the fields individually Highlight the sou
3. Database and File Types 353 dBase FoxPro dBase FoxPro Basic Requirements All dBase and FoxPro tables must end with the DBF extension E Field names may not exceed ten characters E Data Exchange creates a new table with a numeric field of the size 15 integers and 5 decimals If you require a different size you need to use another structure building utility Character fields may not exceed 254 You may create only one memo field per table Index Files Since dBase and FoxPro can store their indexes in any file name Data Exchange requires these indexes to be listed in an INF file This file is created automatically by Data Exchange when an index in the Table Relationships window is selected Indexes based on calculations or subsets of a field are not supported The INF file will be located in the same directory as the DBF file If no index can be found with the same name as the table such as CUSTOMER DBF with an index named CUSTOMER MDxX then select the index from a directory listing The format for the INF Files is as follows lt TableName gt INF contains NDX1 lt index 1 Filename gt NDX2 lt index 2 Filename gt NDXn lt index n Filename gt The INF file must reside in the same directory as the DBF files or the indexes are not recognized or maintained when accessing or updating the DBF file The INF file must also have the same name as the DBF file 354 Cougar Mountain Point of Sale Spread
4. Edit Clear Inventory Sales Account Print H Eind Non Inventory Sales Help E m Special Order Account ae et o o oo 2 Enter the Sales Department Code Sales Department Codes can be up to two letters numbers or special characters For example a sales department s initials 3 Enter a Description usually the department s name 100 Cougar Mountain Point of Sale Codes 4 Enter the Inventory Sales Income Account for posting inventory item sales 5 Enter Non Inventory Sales Account for posting non inventory item sales Enter the sales income account for posting Special Orders Select Save to save the code or Cancel to exit without saving BS Note Ifthe Inventory Sales Account box is left blank the sales account assigned to the specific inventory item is used during posting If the Non Inventory Sales box is left blank the sales account assigned to the specific non inventory item is used during posting The sales income account on the individual inventory or non inventory item is only used if the corresponding account on the Sales Department is left blank Salesperson Codes Assign a Salesperson Code to each person that enters a sale in the Point of Sale system Even if you have several salespeople taking turns on the same register you can set up the window so that it s easy to quickly change the code and allow a different salesperson register access Salesperson Codes h
5. 398 Cougar Mountain Point of Sale Insert Menu Link Function While in an open transfer setup the Field Mapping window will already be visible with the Link function at the center bottom of the window o x Field Mapping SETUP1 l Source Links Destination fr Dmoapmsd dbf ap EY E Ap_vendor ElAp_name E Ap_vendor ElAp_name B Ap_code E Ap_bank E Ap_addr Ap_addr2 EVAp_city E Ap_state E Ap_zip Ap_cont Ap_vendor p_vendor a Ap_name Ap_name Ap_cod pager Ap_code Ap_code B p_addri Ap_bank Ap_bank Ap_addr2 Ap_addr1 p_addr1 BAp_city Ap_addr2 Ap_addr2 E Ap_state Ap_cit Ap_cit BAP ap apse Ap stale Ap_cont gt Ap_phone Ap_zip Ap_ zip y Ap_cont Ap_cont Ap_phone2 E Ap_fax Ap_phone Ap_phone E Ap_bbs Ap_phone2 Ap_phone2 Ap_fedd Ap fax Ap_fax Link Fields Export E Ap_phone E Ap_phone2 E Ap_fax E Ap_bbs E Ap_fedid EA Insert Delete Browse 1 Select Insert Link to link fields in the setup 2 A message appears asking if you wish to automatically link all matching fields Select YES to link or NO to not link Refer to Field Properties on page 378 and Calculated Field on page 398 for more details Button and Menu Options 399 Insert Menu 400 Cougar Mountain Point of Sale 17 DATA EXCHANGE TROUBLESHOOTING Th
6. eeeeeeeeeeeteeeees 46 Del ting a Company i en a aie ic te ste eee 49 Creating a Copy of Your Company cecseeeeeeeeeeeeeeeeeeeeeeeeees 49 Minimum Company Setup Requirement seeeeeeeeeeeeeeees 50 Module Preferences oc nc 2c cslen towered nde ceine ia edecreteet ceeded 50 COOGEE 5 25 E E dina vine at E E E Ae at et AET 52 Customers only with Back Office ec ceeeeeeeeeeeeeeeeeeeeeeeeeteeeeetees 55 LOCK MEWS eeose cinnl eneatrasaatadiatien a 56 Vendors only with Back Office cccccccccceceeeeeseeeeeceeeeeeeeeeneeneeeeeee 57 Minimum Setup Checklist e ceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeees 57 Advanced Company Setup Instructions eccseeeeeeeeeeeeeeeeeeeeeeeees 58 Company INformations eei a tad ela iu tetas ache 58 Module Preferences 2 ces ccccuisnitesiic cried ene eine 59 ii Cougar Mountain Point of Sale Table of Contents WOES i n a aa a Saab las a e a a N a a 60 Customers only with Back Office eeeesseesessseeererrrerrrrrrreeesesseee 61 DOCK MOMS trsne a e E uo ySas eevee 61 Vendors only with Back Office 2 cccccccceeeeceseeeeeeeseeceeeceeeceneeeeesenee 61 Additional Setup Options sckec danachissestisesetonnaiti hs oitaeidin eeeecaneets 61 PIME e e ieoteian carpi bic ind on aiiGeaa et arena eRe ak 61 What is the Fiscal Calendar ccccccceeeeeeeeeeeeeeeeeeeeeenenteeeeeeeeeees 62 PALES erre e
7. ax Source Links Destination fe Vendors xls Table Field Table Field fr Dmoapmsd dbf apy E Ap_vendor E Ap_vendor ElAp_name E Ap_name E Ap_code B Ap_code Ap_bank E Ap_bank Ap_addr1 Ap_addr1 Ap_addr2 Ap_addr2 E Ap_city ElAp_city E Ap_state E Ap_state E Ap_zip E Ap_zip Ap_cont E Ap_cont E Ap_phone E Ap_phone E Ap_phone2 E Ap_phone2 E Ap_fax E Ap_fax Ap_bbs E Ap_bbs EAp_fedid EAp_fedid Ap prodsp Elp prodsp Insert Modify Link Fields Import Insert Modify Delete Browse The Field Mapping window is divided into three panes Source The Source pane located on the left of the field mapping window displays an outline of the table selected for transfer When expanded it shows the fields that make up the table listed below the table name There must be at least one source table file selected inserted in the Source pane from which to copy data The Insert button may be used to insert additional source or destination tables Destination The Destination pane located at right side of window displays the table and the list of fields where your data will be transferred As with the Source pane you must select insert at least one Destination table or file to which to transfer the data Links List Box The Links pane is located in the center of the window between the Source and Destination panes All field links or mappings appear here Importing Data 3
8. 166 Cougar Mountain Point of Sale Sales Menu 12 13 If the Print Options window appears select the report destination Printer Screen or File If you select Printer or Screen specify Laser or Dot Matrix If you select File type the output file name The default is REPORT TXT If you regularly save to a file the new file will append to the end of the existing file so you will not lose previously saved information Enter the number of copies to print By default one copy will print unless you enter a different default number in your Module Preferences or unless you select File or Screen as the report output destination 14 Select OK to print the report or Cancel to exit without printing Balancing Registers Before you can post sales you must make sure the payments recorded for completed sales balance with the actual tender collected Do this by balancing your registers The steps below describe reconciling your cash and balancing a register 1 Select Balance Register on the Sales menu from the Point of Sale menu bar x EPs Balance register SE Use this form to balance your register When you add up and enter each of the Drawer Totals and the quantities for each bill and coin type the lower half of the screen displays your balance status Register Code fot CLOSED Currency Count Save s Count Currency Value Code Description Register 1 0 100 00 0 00 Cancel
9. 4 Select OK to complete the transaction or Cancel to exit without saving On Account The On Account button activates the On Account grid at the bottom of the register window This button is only available if you have Accounts Receivable installed and if the customer identified by the current Customer Number has a master record in Accounts Receivable The amount owed appears in parenthesis in the title line for quick viewing It also appears in the Amount column To complete an on account transaction 1 Select the On Acct button On Account 4 391 67 No 000223 OE Invoice No 000225 OE Invoice No 0006200004 Monthly transaction fees 3 500 00 EAS ROA Tota J 2 Ifyou selected the Apply Payments Automatically check box in Module Preferences payments on account are automatically applied to the oldest invoice available for that account If you elected not to apply payments automatically you must manually select the invoices to which you want payments on account to apply from the grid To select an invoice for payment double click in the Pay box for that particular invoice 3 Enter the amount received on account in the ROA Total box 4 Select Continue to complete the transaction Open Drawer Select the Open Drawer command button to open the register drawer This button is only available if the Cash Drawer box in Module Preferences is set to allow the drawer to open Point of Sale Sales 155 S
10. A Make a copy of the source field by highlighting it select Edit Copy and then Paste This will create a calculated field whose value will be the same as the original field Link this calculated field to your destination Make as many copies as you need Q I m receiving an error but I don t know why If you are receiving an error message you don t understand try checking Error Messages on page 405 for a list of a some common errors and solutions otherwise contact technical support Q I m generally lost as to how to convert my data with Data Exchange Where do I start A Read the Getting Started section carefully It will give you a step by step overview of how DataExchange works If you have more specific questions on any particular item refer to that topic under Using Data Exchange or press F1 in the window with which you re having trouble Q I have an application that worked fine before I installed Data Exchange but now it gives an error What might be wrong A If you have a program which uses the older Microsoft Access 1 1 files you may need to update the INI file for the application to use the newer Access 2 0 drivers which is what Data Exchange requires To do this change the references under the INSTALLABLE ISAMS section that refer to XXXX110 DLL to XXXX200 DLL Example You would change XBS110 DLL to XBS200 DLL Ifthe application you re having problems with has no Installable ISAM section then this is
11. BS If you are importing adjustment transactions that contain serialized stock items you will need to manually enter the serial numbers into the imported transacton before posting You can do this in the IN Adjust Stock Quantities window which is accessed by selecting Adjust Stock Quantities on the Adjustments menu Generating Adjustment Transactions To import the ASCII inventory data and generate transactions to adjust your computer inventory quantities to the quantities from the actual physical count 1 Select Generate Adjustments From on the Adjustments menu 2 Select Hand Held Scanner from the submenu Inventory Adjustments 243 Generate Adjustments from a Hand Held Scanner 3 Ifyou are using batch processing select an existing batch i1N Import adjustments E Select the Transaction Codes you wish to use for adding and subtracting the adjustment quantities Addition Tran Code fi ADD Subtraction Tran Code su First character of tran code 1 Add Inventory tem must be one of the following 2 Subtract Inventory Item Back E Cancel Help 4 Select the Transaction Codes you wish to use for adding and subtracting the adjustment quantities Transaction Codes determine the type of adjustment additions to inventory or subtractions from inventory as well as the General Ledger account affected by the opposing entry for the adjustment if inventory is integrated to General Ledger For addi
12. Enter the stock location number or name in the Location box up to 20 characters Location is a user defined code that can reduce the effort Inventory Stock Items 199 Inventory Master Records involved in physically finding the stock item If you are not using Multi Location Inventory MLI this box is optional If MLI is installed this box is required For more information on MLI see Add On Modules on page 13 The Stock Location Code is used primarily in warehousing situations The entry on this line functions as a sort option on the Physical Count Worksheet and appears on several other Inventory reports Lt Example The location number A1R3B2 could be a reference for Aisle 1 Row 3 Bin 2 in a large warehouse 10 11 12 13 14 Enter the primary vendor number manufacturer or supplier of merchandise up to 20 characters The primary vendor functions as a sort option for Inventory reports and appears on several Inventory reports Select the Serialized check box if you want to allow serial numbers to be generated for this stock item If the Serialized System is not activated in Module Preferences the serialized option is not available If you are using Order Entry select the Sell On the Web check box to indicate you want to sell this item on the Internet This check box is available only if you have installed Cougar Mountain e Commerce and have enabled e Commerce in your company see
13. New Stock Item l Cancel Help 2 Enter the old Stock Item number 3 Enter the new Stock Item number 4 Select OK to renumber or select Cancel to exit without changing Global Price Change The Global Price Change option allows you to update price and last cost globally for a specified range of stock numbers locations Inventory Codes product types and vendors Update the prices using either a dollar or percentage amount or by specifying a markup margin percentage Inventory Stock Items 215 Global Price Change To change stock item prices globally 1 Select Global Price Change on the Stock menu from the Inventory menu bar EsiNciobelPrcechonse o Use this form to update price and last cost globally for a specified range of stock numbers locations inventory codes product types and vendors Start End Stock Number ftat End Location Bian End IN Code Start ZE Product Type Ban fra Vendor Number tet End Price Adjustment Type Last Cost Dolar C Percert Amount 0 0000 Markup Margin Price 1 Dollar Percent 0 0000 0 0000 0 0000 Price 2 Dolar OPercent 0 0000 0 0000 0 0000 Price 3 Dolar OPercent 0oo0o0 0 0000 0 0000 Price4 Dollar O Percent 0 0000 0 0000 0 0000 Dollar O Percent 0 0000 0 0000 0 0000 oK Cancel Help 2 Enter the range s of Stock Numbers Locations Inventory Codes
14. C Prompt Use Computer Date J Pass Printer Information To Report Writer OK Cancel Help 4 Select one of the following system date options If you select No Prompt Use Computer Date or Prompt Use Computer Date every machine on the network must have the same date selected or some transactions may be entered improperly No Prompt Use CMS Date Automatically sets the system date to the CMS date The CMS date is created from the system date when you enter the program and it does not change until you change it No Prompt Use Computer Date Automatically sets the date to the computer date The Computer Date is the actual calendar date stored in your computer s memory Prompt Use CMS Date This option is the same as the first option except that the program prompts you to accept the default or to enter a new date The date presented as the default is the CMS date Prompt Use Computer Date This option is the same as the second option except that the program prompts you to accept the default or to enter a new date The date presented as the default is the computer date Working with Companies 47 Set Up Select Company BS Note Do not confuse the CMS date with the computer date The computer date is stored by an electronic clock that is part of the circuitry inside the case of your computer The computer date and time are set by operating system commands LS Note Select the Use Inter
15. E Ctrl e oe Copies selected text E Orberen ceeeeeeeees Pastes selected text E Plus Minus When the focus is in the Source or Destination windows these keys will expand or collapse the table fields outline Copying and Drag Drop Creating links and copying tables and fields from one window to the next speeds up the process of creating data transfer setups Drag and Drop to Link 1 Click ona table in either the source or destination window 324 Cougar Mountain Point of Sale Starting Data Exchange 2 Hold down the left mouse button drag the table over another table in the opposite window and release the mouse button While dragging the mouse pointer changes from an arrow to a hand holding a document This links all the fields with the same names in both tables together To link two fields together use the same method used for table linking Drag and Drop to Copy Using the same method described in drag drop linking you may copy a table or field The only difference is that instead of dropping the item on something else in the source destination window you drop it onto empty space below any items listed In this way you may copy a table definition either to another window or the same window or copy a field within the same table Cut Copy and Paste You may cut copy and paste tables and fields instead of using drag and drop to copy them To cut or delete a physical field in the table
16. E You cannot enter a dollar amount Cost is calculated based on the valuation method of the stock items being adjusted E The software will automatically subtract the quantity you enter based on the valuation method specified in the item s Inventory Code E When you are using the Serialized System the serial number must already exist in the adjustment The quantity will always equal one for serialized inventory and the software looks for a specific serial number Use the Lookup in the Serial Number box to search for the serial number if you aren t sure of it Serialized Inventory Adjustments With a serialized inventory system you have the ability to track multiple serial numbers for a single stock item It also allows you to E Assign serial numbers up to 20 characters long E Generate unlimited serial numbers per stock item which are generated from the IN Adjust Stock Quantities window Track serialized items Integrate Serialized Inventory with Point of Sale 238 Cougar Mountain Point of Sale Adjusting Stock Quantities E Maintain serial numbers in sales history E Print serial numbers on labels and reports To add serialized inventory adjustments 1 2 3 4 Select Module Preferences from the Options menu Activate the Serialized System check box Click Save to save and exit Select Adjust Stock Quantities from the Adjustments menu FSi Adjust stock quantities STE Use this screen to add or r
17. If certain conditions are met Section you may choose to C If destination field is blank increment an ID field by number or letters z 7 set of extended functions Range Checking are also available in the drop From Range down list Press F1 for additional Help To Range J If Notin Range Logeror Continue I Skip record Ask to continue End Transfer E Increment to Next Available ID If you need to export a group of records and generate unique ID s for any new records which are added check this option The program determines the maximum value from the destination field being linked to and increments it by one If your table is very large you must build an index for the destination field being incremented or updates may be slow The maximum value is determined for each new record as it is read to help insure data integrity in a multi user environment E Increment ID Starting With You may specify any alphanumeric expression from which to begin incrementing If you want to start incrementing at 1 and not have to include leading zeros in your final result enter 00000001 to reserve as many place holder digits as you require and then use the trim leading zeros option to remove the 386 Cougar Mountain Point of Sale Edit Menu leading zeros once it s been incremented Your field will then result in 1 2 3 etc E Extended Functions The extended functions drop down list
18. Printing Daily Register Totals The Daily Register reports provide pertinent details of a cashier s or register s performance for a specified range of dates As opposed to the Register Status Report only posted register activity is included in these reports To print the Daily Register reports 1 Select Print Daily Register Totals on the Sales menu from the Point of Sale menu bar say Register Report ox r Choose the dates you wish to have printed in the reports Report ciosing Z Report Report Type Detailed Starting Ending Date osn 0 2002 7 05 10 2002 5 Register Code Start End Cancel Help 2 Select one of the following Daily Register reports E Register Balance Prints a summary of the balancing process including opening cash amounts tender collected and total receipts for a specified range of dates and registers 172 Cougar Mountain Point of Sale Sales Menu E Closing Z Report Prints a report listing all posted sales activity including voids for a specified range of dates and registers The report is available in both detailed and summary formats E Daily Sales Activity Prints a report of all posted sales activity for a specified range of dates and registers The report can be sorted by either quantity or dollar amounts If you are printing the Closing Z Report select the Report Type from the drop down list either Detailed or Summary Select the Date range of sales to i
19. X Primary Source Table Options Field Name Data Type Field Size AP_VENDOR Text 255 a AP_NAME Text 255 AP_CODE Text 255 Query AP_BANK Text 255 AP_ADDAI Text 255 Browse Data AP_ADDR2 Text 255 AP_CITY Text 255 AP_ 255 255 P_CONT Tet 255 Help AP_PHONE Tert 255 AP_PHONE2 Text 255 AP_FAX Text 255 lt 4 Source Worksheet options Range Name J X Ignore blank rows amp columns Range Coord Select Sheet hen o d Do the following to edit a source file 1 Highlight the source file you wish to edit and select the button applicable to what you want to do A quick summary of the buttons follows E QUETY 0 0 eee ececeteceteeetees E Browse E Options The Query option allows you to select a group of records that meet a set of conditions which you define For example you may use Query to filter out unwanted records from the primary source table so they do not appear in your destination file Allows you to browse the data in the currently selected table and in some cases perform edits add delete Additional transfer options are available when you select this button 2 When you finish editing highlight the source table file 3 Click OK to select Importing Data 343 Creating a New Transfer Setup Table Relationships The Table Re
20. Highlight the company from which you want to copy users Working with Companies 71 Working With Users 7 Ifyou want to copy all users select the All Users button or select the Users button to select specific users to copy Highlight the user you want to copy in the Available Users list Repeat this step until all the users you want to copy are listed in the Selected Users To Copy window 8 Select OK Adding Deleting Users Security is all based on each user of the software You can create as many users as you need to create and each user can have any level of security and access you decide You can add or delete users by Add Change Users from the Security menu in the Main Menu Add a new user by entering a three character User ID and a description Then select the Rights button to set up the areas in the software to which they will have access 72 Cougar Mountain Point of Sale POINT OF SALE OPTIONS Point of Sale allows you and your salespeople to record cash register sales to credit card charge and cash customers If Point of Sale is integrated to the other modules you can access inventory and customer financial information while recording a sale You can also accept payments on account and sell non inventory and special order merchandise Before using Point of Sale you must define the options that tailor its features to your business This chapter helps you accomplish that task Module Preferences
21. If you selected the Allow Blank Address check box only visible if you selected the Use CC Address Verification check box the address and zip code may be left blank If you selected to prompt for the Credit Card Verification Code the Credit Card Authorization window requires the credit card verification code in the Verification Code box If the information in any one of the three credit card verification boxes is entered incorrectly the Dial button is inactive and the software will not dial the authorization center Creating a Special Order Item In certain circumstances you may wish to sell an item without creating a Stock Item master record To sell a special order item type the name of the item in 152 Cougar Mountain Point of Sale Sales Menu the Item No box in the register window and press ENTER The following window appears Fj No Information Detected In System E xi The item that you have specified can not be found in the system Select an option from below to process the information correctly NEW ITEM Add As New Non Inventory Stock Item Create A Special Order Item Cancel Adding Item Select the Create A Special Order Item button and enter the necessary quantity and price information Additional Command Buttons The following buttons provide additional closeout functions Paid Outs In order to complete a Paid Out transaction all other transactions must be completed and the registe
22. Import inventory adjustments from an external file using the Generate Adjustments From External File command on the Adjustments menu BS If you are importing adjustment transactions that contain serialized stock items you will need to manually enter the serial numbers into the imported transacton before posting You can do this in the IN Adjust Stock Quantities window which is accessed by selecting Adjust Stock Quantities on the Adjustments menu To use this Universal Bridge feature 1 Select Generate Adjustments From on the Adjustments menu 2 Select External File from the submenu 3 Ifyou are using batch processing create a new batch into which to generate transactions Inventory Adjustments 245 Generating Adjustments from an External File BS Note Transactions can only be imported into or generated into an empty batch If you are in single batch mode you must post or clear any unposted transactions that are currently in the batch before you can import The following window appears E Import Transactions Zi I want to import transactions using the Universal Bridge Column Position File Fixed Length C Tab Delimited File C Semi Colon Delimited File Cancel Help 4 Select one of the following file types that describes the file you want to import Column Position File Each field in the file to be imported starts at a specific position and contains a fixed number of characters Th
23. Record Length is 244 characters BS Notes 1 Ifthe Transaction Date is invalid an error will be printed on the Import Error Report If the Transaction Date is blank it will be imported as is 2 If 0 is entered to the Rate Code field the pay rate and units from the imported record are used if 99 are entered to this field the corresponding pay rate from the employee record is used If this field is left blank then a will be inserted and Pay Rate 1 will be used Universal Bridge External File Formats 443 Payroll File Format 444 Cougar Mountain Point of Sale G L Accounting Activity Routine Accounting Cycle Accounting Period Accrual Basis of Accounting Acquisition Costs Applied Credit Applied Debit Applied Payment Apply Type O S S A R Y The sequence of accounting activities performed during an accounting period The period of time covered by an income statement One year is the accounting period for much financial reporting but financial statements are also prepared by most companies for each quarter and each month The practice of recording revenue in the period in which it is earned and recording expenses in the period in which they are incurred The effect on the business is recognized as goods or services are rendered or consumed rather than when cash is received or paid The value of resources used to obtain an asset These costs may be paid by short and long t
24. This check box is only available if you have Order Entry installed Select OK Depending on the defaults you set for print options in your Module Preferences the Print Options window may appear If the Print Options window appears select the report destination Printer Screen or File If you select Printer or Screen specify Laser or Dot Matrix If you select File type the output file name The default is REPORT TXT If you regularly save to a file the new file will append to the end of the existing file so you will not lose previously saved information Enter the number of copies to print By default one copy will print unless you enter a different default number in your Module Preferences or unless you select File or Screen as the report output destination Select OK to print the report or Cancel to exit without printing Sales Tax Report The Sales Tax Report contains a list of all available Tax Codes as well as the receipts in each tax category the total sales and the total tax collected To print the Sales Tax Report 280 Cougar Mountain Point of Sale Sales Tax Report Select Sales Tax on the Reports menu from the Point of Sale menu bar aici Use this report to display amount detail for each tax code as well as the total sales tax amounts Transaction Type Postea z Start End Tax Code Star End I7 Include Sales with no Tax Code J Skip Tax Codes with zero tax amount TT Include
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26. i Cancel Help 282 Cougar Mountain Point of Sale Profit Margin Report The Promotional Sales Report shows the following for a selected Promotion Code or range of Promotion Codes or for a range of Stock Items Departments Salespersons Inventory Codes or Product Types over a promotion date range Promotion Code and Description Sale dates Stock items sold and Quantities Promotion Price and Extended Price Net Sales this Promotion Total Net Sales If you have Order Entry installed you will have two check boxes Print PS Sales and Print OE Sales at the bottom of the window below the Date range fields Use these check boxes to specify the module s you want included in the report You can also select one of the predefined date ranges for this report by selecting it from the Date Range drop down list See Selecting Date Ranges for Reports on page 260 for more information about each date control option available Profit Margin Report The Profit Margin Report calculates profit using a variety of sort options Data from the selected parameters prints in a format that helps you pinpoint profitability in your business Reports 283 Profit Margin Report To run the Profit Margin report 1 Select Profit Margin on the Reports menu from the Point of Sale menu bar FiesrroftmarsinRepot ST r Use this report to calculate profit information using a variety of sort options Report Options Search Fo
27. 0 then this should be a dol lar amount 11 2 format if the value is 1 then this should be a percentage not greater than 100 3 4 for mat Bank Account Code 3 283 Char Caps_ No APTIBANK GL Cash Account 30 286 Char Caps_ No APTICASH 1099 Applicable Flag 1 316 Numeric No APTI1099F 1 Yes 0 No Unique Check Com 30 317 Numeric No APTICOMENT 438 Cougar Mountain Point of Sale Accounts Payable File Format Table 11 Continued Accounts Payable Header Record xxxAIaaa dbf LS Notes 1 Field Description Field Pos DataType Req Maps To Len Unique Check Com 1 347 Numeric No APTICOMETF 1 Yes ments Flag 0 No CC Payment Flag 1 348 Numeric No APTICCPMT 1 Yes 0 No CC Vendor 20 349 Character No APTICCVEN End of Record 2 317 Yes Nowhere used as record separator Record Length is 370 characters The Vendor Number is not required if the paid out flag is set to P Otherwise the number is required The Check Number will not be required upon import but will at time of posting To assign check numbers during check printing see the Printing Checks section of Accounts Payable for more information If AP is not integrated to BR the Bank Account Code field in the import file will instead be the 3 character EFT Account Code If the Invoice Date is invalid an error will be printed on the Import Error Report If the Transaction Date is blank it will b
28. 12 Enter the Tax Code in the Default Tax Code box This box is where you establish a default Tax Code that is used by Point of Sale If you do not use Point of Sale or if the tax code may vary depending on customer or location leave this box blank 13 Select Save to save the Inventory Code or Cancel to exit without saving Inventory Options 187 Transaction Codes Changing Inventory Codes To modify an existing code 1 Select Inventory Codes on the Options menu from the Inventory menu bar 2 Enter an existing Inventory Code or use the Lookup Select Edit and make any necessary changes Select Save to change the Inventory Code or Cancel to exit without saving Changing the Valuation Method After you post quantities and costs to the inventory items you can change the inventory valuation method by completing the following steps 1 Use Adjustment Transactions to adjust the affected inventory items to zero quantity If you change the valuation method while you have quantities on hand your costs assigned to items will be scrambled and your only means of recovery will be to restore the files from backups 2 Change the valuation method in the IN Codes window 3 Re adjust quantity information for each inventory item This may involve multiple adjustments for a single stock item to reflect different quantities received on different dates at different costs Follow all IRS regulations pertaining to inventory valua
29. BOB will NOT equal Bob if the Match Case check box is checked The Record Scope The Record Scope section is applicable only to the primary source table Record scope allows you to define a value scope for the beginning and ending range of record numbers that may be processed For instance if you are working with large tables you might wish to set this option from 1 to 50 until you are finished testing your transfer You may leave the To Record argument blank in order to tell Data Exchange to start at a certain record and process to the end of the file Options Button Select the Options button to move to the Configuration Options window Click on either the Transfer Setup Options tab or the Global Options tab to select the option window of your choice The Transfer Setup Options window is illustrated below Configuration Options l x Transfer Setup Options Global Options Program to run before transfer C Minimize Cancel X Transfer should wait until program completes Program to run after transfer Help T Minimize PX Transfer should wait until program completes T Verify Setup on each run Sort Fields Alphabetically Disable status gauge Delete primary source record after transfer Ignore duplicate records when unique key index exists 370 Cougar Mountain Point of Sale Options Button Transfer Setup Options Use the following line descriptions to complete the T
30. Cougar Mountain Point of Sale Glossary Benefit Calendar Month or Year Cash Basis of Accounting Cash Flow Statement Cash Key Cash Sale Invoice Charge Sale Invoice Chart of Accounts Closing Entries Company Templates Consolidated Financial Statements Context Sensitive Help Benefit earned by employee such as vacation sick leave insurance bonus etc A period of the Gregorian calendar of time measurement beginning on January 1 and ending on December 31 The practice of recording revenue when received in cash and recording expenses when they are paid in cash A statement of sources of cash receipts and purpose of cash disbursements used to explain the change in the Cash account balance An indicator that identifies a transaction as a cash transaction and determines which General Ledger Cash account is affected An invoice that documents the exchange of goods or services for cash or a cash instrument such as check credit card money order or bank draft An invoice that documents the exchange of goods or services for a promise of future payment A list of the General Ledger accounts and corresponding account numbers used to record the events of a business Journal entries made at the end of the year for closing revenue and expense accounts and transferring the balance to the owner s capital account Retained Earnings A set of ledgers accounts and data files already set up in the
31. E Stock Number Item description Product Type Beginning quantity Quantity bought Quantity sold Quantity on hand Movement percent Select the Group by IN Code check box to group the items by Inventory Code and print subtotals on the number of units sold and dollar amount sold for each code You can also choose not to print information for items that have 0 302 Cougar Mountain Point of Sale Monthly Movement Report movement You can also choose one of the predefined date ranges from the Date Range drop down list see Selecting Date Ranges for Reports on page 260 Monthly Movement Report Managing stock items is a key facet for any business with inventory With the Monthly Movement Report you can monitor your stock item movement for each month in your Fiscal Calendar This can help with reordering and maintaining inventory levels pertinent to your business environment By monitoring your inventory movement at a monthly level you gain valuable insight into what is selling and not selling for the purpose of determining items you need to discount This level of monitoring also provides the ability to track inventory over time to see what and if seasonal trends affect movement To run the Monthly Movement Report 1 Select Monthly Movement from the Reports menu in Inventory Eiz 5 Use this report to see what the monthly sales and inventory movement has been over the course of a year Starting Period Period 1 01
32. For example gift certificates are usually already paid for and posted 6 Enter the Unit Price if established and constant If the price is not established but is determined at the time of sale leave this box blank 7 Enter the Unit Cost if established and stable This is the default cost used for history reports It is not posted to General Ledger 8 Select Save to save your new code or select Cancel to exit without saving 108 Cougar Mountain Point of Sale Codes Normal Non Inventory Codes Normal Non Inventory Codes are the principal sales directing and tracking device used by service type companies since their income is not based on the sale of inventory Use Normal Non Inventory Codes to bill for freight handling or shipping fees Most retailers of inventory use Non Inventory Codes as well although not to the extent that service companies do A common use of Non Inventory Codes for a retailer is to charge for delivery and or setup of merchandise Normal Non Inventory Codes are also used to direct the posting of discounts applied to the invoice during sales entry see Applying Discounts on page 156 BS Note Ifyou are using the Specialty Shop add on be sure to read the Coupon Buy Down Codes section of the Setting up Point of Sale chapter carefully to determine whether or not you should set up your Buy Down Codes to be taxable To add Normal Non Inventory Codes do the following 1
33. PUSTORY RO DOM bi tec 88 atin ease Sects batt a a aia aaee E 301 Movement REDON esse eee eea e aerer teer Seed ees reee eaea 302 Monthly Movement Repott 2 2 ccccceceeeepeeeeeneeeneeeeeesssesececeenecees 303 Monthly Movement Report Calculations eeeeeeeeeeeeeeeees 305 Promotional Sales Repott ccccccceeccceeeeceeeeeeeeesseeeeeeeeeeeeeeeeeeees 308 Control REDON angle css aries nti neil were a ates 310 Chapter 11 Periodic Tasks x cicsiscsecccecccccssctedi cess caesciecdhvncssnctentccnencsbineees 311 Preparing for Year BMG acncscthateted schanatereitnelata tates ib ae 312 Point of Sale Period End 5 soc occ cecaccict cnc ipsitecatetdbtadeaaicassecanedesnsasanenane 312 Purging Settled Checks sinrin eenaa a 313 Purging Old Quo tess 23 0224 sie ene sin ee Ba ante sakes 313 Purging Check Images cscs yee evened eee bees ewes sete tine sweetie 314 Resetting Credit Card Totals 0 0 0 cccccccececceeeeeeeseeeesdeeseeeeesececceneenee 315 P rging TISTORY tetepa e eege eE EE e EENES Eee 316 Inventory Period End scscsieaceeri eects 317 Preparing for Period End sic42 vs gsce ee eee ee ee eee 317 VaAMaNCSAMOUNIS cisssctviesccvee cies is olseencan sactnuetcaesuantoks etdvadecaseeageaccatinstng 318 Purging LISTON Ys5258 8 ocala etfs ae ee cht Se Path aT att ee acs 318 Chapter 12 Using Data Exchange ssseeeeeeeeeeeeeeeeeeeeeeeeeeeeneneeeeneas 321 Getting Started itis ees olttecatoset elles a
34. The specific pricing policies are shown below Ready made golf clubs will be specially priced to all markets except the club making market Discount stores will pay list price less 25 Individual players will pay list price less 10 Custom golf clubs will not be discounted to anyone All sales will be at the list price indicated in the price book Golf club components will be specially priced to all markets except discount stores Pro shops will pay list less 25 and individual players will pay list less 15 Accessories will be specially priced to individual players Individual players will pay list less 30 To administer the new pricing structure the Inventory manager for Swinging Golf Equipment first assigns the following two character Discount Codes in the Customer Master record E P Individual Players E CM Club Makers E PS Pro Shops E DS Discount Stores He then assigns the following two character Discount Codes in the Inventory Stock screen 114 Cougar Mountain Point of Sale Codes 01 Ready made Clubs 02 Custom Clubs 03 Golf Club Components 04 Accessories He goes through and attaches the correct identifier to the master record of each customer and stock item Next the Inventory Manager draws up the following chart of possible customer stock item combinations and indicates whether the price is list or discount For discount prices he also indicates the percentage Code IP01
35. presents you with a number of additional functions to format and calculate data One of those functions parsing data is described below Parsing City State and Zip Into Separate Fields If you have a destination table where city state and zip code fields are in separate fields and the source table has them all lumped into a single field you may create a set of calculated fields to parse them into separate fields You do this by inserting a calculated field one for city one for state and one for zip code which uses the address parsing functions ParseCity ParseState ParseZip respectively You must enter the field from which Data Exchange should extract the city state or zip in the field expression text box on the Basic Settings window After you create your three calculated fields you may link them separately to the appropriate city state and zip fields in the destination table To use the address parsing functions you must apply the function to a field or calculated field that is in one of two formats E You havea field which contains city state and zip code in that order all in one field E All of the address lines including the street are contained in a single memo field with each of the street lines and the city state zip line delimited by a carriage return line feed If your address lines reside in separate fields such as Address1 Address2 Address3 and you need to pull out the city state and
36. reports 255 adding on the fly 19 adding deleting users 72 additional filter 290 address verification 79 adjusting stock quantities 235 adjustment transaction 253 adjustments adding 236 changing 250 clearing 252 deleting 251 generating from hand held scanner 242 number 238 adjustments number 238 all files 337 allow log off on between sales 124 alternate printer 161 alternate stock number 200 alternate tender 154 codes 107 alternate vendors 208 214 and or dx 369 append button dx 368 apply payments automatically 75 applying discounts 156 invoice total 156 selected item 157 authorizer path 79 authorizer for windows 95 nt 78 autofill 20 automatically select current company and user 83 automatically start register 84 B back order report 300 back order report 300 back up check images 171 balance register report 168 balancing a register 167 barcodes 289 bartender 289 basic settings dx 380 basics 1 batch control inventory 234 batch processing 17 selecting a batch 234 setting up a batch 234 baud rate 134 138 bill of materials 219 bill of materials reports component requirement 229 kit assembly 227 master kit 228 bill of materials table 220 browse button dx 364 365 btriev file format dx 336 btrieve in a multi user environment 352 btrieve in a multi user environment dx 352 btrieve options in win ini 352 Index btrieve options in win ini dx 352 btrieve dx 351 button and menu options 363 button and m
37. setting up in ps 120 primary source table 358 primary source table dx 358 print options dialog box 266 print to file 138 printer codes 136 printer defining 137 printing daily register totals 172 hold sales 158 sales 159 printing reports 257 product type 210 profit margin report 283 promotion sale items 193 promotional codes 191 adding 191 changing 193 deleting 193 promotional items report 195 promotional pricing 190 promotional shelf signs 193 prompt for log off between sales 149 purchasing size 210 purging hold quotes 313 settled checks 313 purging history inventory 318 purging history point of sale 316 Q quantity 146 quantity decimal 86 quantity price information 201 query filter data button dx 362 query button dx 367 quick stock list report 287 quick move buttons 366 quick move buttons dx 366 quotes allowing 74 creating 157 purging 313 R range checking 389 range checking dx 389 rebuild cost quantity file from master file 196 master file from cost quantity file 196 rebuild cost quantity file from master file 196 rebuild master file from cost quantity file 196 464 Cougar Mountain Point of Sale Index recalculating inventory files 195 recalculating inventory files 195 recalling sales 158 receipts duplicate 76 reprinting 269 record scope 370 record scope dx 370 regenerate electronic check file 175 register allow log off on between sales 124 automatically start 84 bal
38. you need to copy stock item images you can do so in Windows Explorer Working with Companies 49 Minimum Company Setup Requirements Minimum You can access this utility by selecting All Programs on the Start menu and then selecting Copy Company Utility from the Cougar Mountain Software menu J End of Year Company Converter lol x This program will copy all data files into the new company code specified and rename the files accordingly If the directory is not present it will create the directory PLEASE NOTE If the new company code you specify already exists the data will be overwritten with the company that is being converted Company Code and Name To Convert New Company Code Jomo Demonstration Account Organization x Hs Percentage of file process completed Close Help To copy your company data 1 Select the company you wish to copy using the Company Code and Name To Convert drop down list 2 Enter anew code for the company copy 3 Select the Process button to begin the copy process or Close to exit without copying If you have more than one company you can repeat this process for all companies you wish to copy Company Setup Requirements This section covers the minimum setup required for the software to function properly Essentially the software needs a minimum amount of information before it knows how to handle and properly post transactions Module Preferen
39. 0 Promotional Sales Report When you run a promotion it s important to know whether it was successful You need to know what was sold during the promotion and each time the promotion was run The Promotional Sales Report is the tool you need to 308 Cougar Mountain Point of Sale Promotional Sales Report evaluate your special sales promotions For more information on Promotional Codes see Promotional Pricing on page 190 aio x r Run this report to track sales made with a Promotion Code Report Type Detailed x Start End Register Start End Promotion Start End item fStart End Location Start End Sales Department Start End Salesperson Start End Start Inventory Code End Product Type Start End Date Range Custom x Date l 01 01 2004 l 09 05 2006 Iv Print PS Sales Iv Print OE Sales Cancel Help The Promotional Sales Report shows the following for a selected Promotion Code or range of Promotion Codes or for a range of Stock Items Departments Salespersons Inventory Codes or Product Types over a promotion date range E Promotion Code and Description Sale dates Stock items sold and Quantities Promotion Price and Extended Price Net Sales this Promotion Total Net Sales You can also choose one of the predefined date ranges from the Date Range drop down list see Selecting Date Ranges for Reports on page 260 Reports 309 Control Report Control
40. 3 training 6 history purging 316 sales 285 history button inventory 205 history report point of sale 285 history tab additions 205 subtractions 205 hold sales allowing 74 creating 157 printing 158 purging 313 retrieving 158 hot keys dx 323 I import error report 247 420 import process 347 import process correcting errors 421 422 import process dx 347 import transaction validation 420 importing data 339 importing data dx 339 increment id starting with dx 386 increment to next available id dx 386 index files dx 354 index limitations dx 395 inquiry report 228 insert button dx 368 insert menu dx 397 installation 11 installing modules 12 integration point of sale 80 interface table 48 inventory adjustments 233 242 245 master kit report 228 Index 461 Index master records 198 options 179 period end 317 reports 286 setup kits 219 stock items 197 valuation methods 183 inventory monthly movement 303 inventory codes 183 adding 184 changing 188 inventory master kit report 228 inventory master records 198 inventory over sale 75 inventory valuation methods 183 invoice format 128 point of sale 129 report writer 129 invoice number starting 85 invoice numbering 76 isam error uninstallable 405 isam error uninstallable dx 405 item 146 K keyboard mode 161 kit assembly report 227 kits editing 223 search for components 224 L labels stock 288 last cost 209 2
41. 9 10 11 Select the options you wish to assign to this user from the Module Settings list on the left side of the window In this list each file folder represents a menu item When you select a menu item that has a submenu folders for each of the items on the submenu appear An open folder means this user can access that menu item Double click on the text next to a folder to open or close it Single click on the folder or the text to list subfolders Repeat steps 5 through 8 until you have assigned all required rights Select Save to save user s rights Select Close to exit When you first create a new user he she will automatically have rights to all areas of the software except the Purge Log menu item under CMS Main and the Allow Unbalanced Posting menu item in the General Ledger You will need to change the rights if necessary After editing you must exit and reopen the software to activate the new user s rights Copying Users from Another Company Often two companies share employees For that reason you have the option to set up users in one company and copy them to another company Follow the steps below to copy users from one company to another 1 2 3 4 5 Close any open modules Select Set Up Select Company from the Company menu Select the company to which you want to copy users Select Add Change Users from the Security menu When the Add Change Users window appears select the Copy Users button
42. ABC2 the second third and fourth comment lines will print This is the second comment code line This is the third comment code line This is the fourth comment code line If you use ABC3 only the third and fourth comment lines will print This is the third comment code line This is the fourth comment code line Adding Comment Codes To add a comment and associate it with a Comment Code do the following 1 Select Codes from the Options menu 2 Select Comment iescommentcodes TST ga Use this form to define a Comment Code for the times you wish to print the same comment on several different transactions This code will then be available for selection when entering a sale in your Transaction Entry Screen Comment Code Cancel Comment l Edit Clear 3 Enter a four character alphanumeric Comment Code for this comment 4 Enter the Comment 5 Select Save to save this comment or Cancel to exit without saving 140 Cougar Mountain Point of Sale Maintaining Flagged Checks Maintaining Flagged Checks When a check is returned by the bank for non sufficient funds or any other reason use the Maintain Flagged Check window to record information on the bad check If the same customer then attempts to pay with another check in the future without settling the original flagged check a warning message is displayed to the clerk and the tendering process is stopped A manager override is then required
43. AR is not integrated to BR then the Bank Account Code field in the Import File will instead be the 3 character EFT Account Code Table 5 Accounts Receivable Detail Record xxxALaaa dbf Field Description Field Pos Data Type Req Maps To Len Detail Identifier 1 01 Char Caps Yes Used to identify Detail Type D Row Document to Pay 15 02 Char Caps No ARTLDOCG Discount Override 1 17 Numeric R No ARTLDISC 0 9 Discount Amount 14 11 2 18 Numeric No ARTLDISAMT Apply Amount 14 11 2 32 Numeric Yes ARTLAMOUNT End of Record 02 46 Yes Nowhere used as record separator Record Length is 47 characters Universal Bridge External File Formats 427 Order Entry File Format LES Notes Ifthe Discount Override has a value of 8 then the discount used will be the amount in the Discount Amount field 0 No Discount Discount 1 2 Discount 2 3 Discount 3 4 Discount 4 5 Discount 5 8 Special Discount 9 Normal Discount Order Entry File Format The following tables show the requirements for the external file that is used to import Order Entry transactions The first table shows the file definitions for the header record and the second table shows the file definitions for the detail records Table 6 Order Entry Header Record xxxOTaaa dbf Field Description Field Pos Data Type Req Maps
44. All Detail Lines al information Default Non inventory Paid Out Code Pan Round Price To Digit gE Quantity Decimal JE Save Cancel Help Automatically Select Current Company and User Select the Automatically Select Current Company and User check box if you would like to start Point of Sale from its own desktop icon When opening with the Point of Sale icon the current company and user will automatically be selected and access to the other modules will be disabled BS Note This feature requires the editing of icons shortcuts Refer to the Help for your operating system for more information on creating and editing shortcuts To create a Point of Sale icon follow these instructions 1 Make a copy of the Point of Sale icon If you only want to have a single icon on the workstation that opens Point of Sale then proceed without making a copy of the icon Point of Sale Options 83 Module Preferences 2 Right click on the copy of the Point of Sale icon select Rename and change the icon title to something such as Point of Sale or simply Sales 3 Right click on the icon and select Properties and find the Target which will end with CMSMAIN EXE Change CMSMAIN EXE to PSMAIN EXE and leave the rest of the line as it is Automatically Start Register Select Automatically Start Register to go straight to the PS Entry Register Code window when selecting the Point of Sale icon See Automatically Select
45. Exchange writes all columns in a new Excel XLS file as type Text If some columns are numeric or in another data format you may get better results by exporting your data to a DBF file and then opening the DBF file in Excel instead of using an XLS file E Data Exchange reads Excel 4 0 files or earlier The XLS files Data Exchange creates can be read by any version of Excel 3 0 or later E Only Excel files with a defined Database section are recognized on the Tables window Lotus Data from a Lotus spreadsheet is read by Data Exchange if you first export it to a text file or other compatible format If you wish to send data to Lotus or any other spreadsheet simply export the data to an ASCII file and then use the spreadsh eet s import function to import the data Paradox Basic Requirements Paradox tables must end with the DB extension E Important You cannot update Paradox tables until you define a primary index PX for the table You may do this in Paradox or using the Data Manager utility Paradox 3 x files do not support Memo fields or OLE Binary object fields However Paradox 4 x files do support these data types This is a limitation of the Paradox database format Paradox On a Network If you use Paradox files on a network in a multi user environment you must specify the name and path to your shared network locking file The name of 356 Cougar Mountain Point of Sale Text or ASCII Files this file
46. Finish to add this task to your Windows schedule lt Back Cancel L Example You might choose to see the window each day at 4 45 PM so that you can specify if the backup should start at 9 PM that night or at 6 AM the following morning Or you might have the backup start automatically without additional input if you want it to start at 7 PM each day because you know the staff will have left for the day Getting Started A Quick Tour 33 Data and File Maintenance 4 To fully automate the backups you must change the command line in the Run box Refer to the following commands to specify which company and data type s to back up E dc lt Company Code gt bk This command indicates which company to back up Type dc at the end of the existing command line then type your Company Code and then bk Depending on your system configuration the command might look like this C Cmswin CMSBACKUP EXE de DMO bk E dt This command informs the Backup Scheduler to back up the company data To include this type dt into the Run box at the end of the command line after dc lt Company Code gt bk E rp This command informs the Backup Scheduler to back up the company reports To include this type rp into the Run box at the end of the command line after dc lt Company Code gt bk E im This command informs the Backup Scheduler to back up image files To include this type im into the Run box at the end of the co
47. From the Inventory menu bar select Module Preferences on the Options menu Eiin modue Preferences aT amp If your inventory consists of serialized items be sure to activate the Serialized System option General User Defined Fields Print Options l IV Serialized System Last Posting Number 00037 JV Multi Batch Mode Last Batch Number ABG JT Notes Always Visible General Ledger Report Only Detail General Ledger Not Installed Accounts Payable Not Installed Accounts Payable 4 P Lookup Enabled Cancel Help General Tab 2 Select the Serialized System check box to have the option of creating serialized inventory numbers 3 Select the Multi Batch Mode check box to allow multiple batches for transaction entry You should select Multi Batch Mode if more than one person needs to enter transactions at the same time You can also use this setting to enter and hold transactions in different batches so they can be posted at different times If you leave this box empty only one network station can enter transactions at a time and all transactions that have been entered but not posted are held together in one batch and must be posted together 180 Cougar Mountain Point of Sale Module Preferences 4 If you want to have stock item notes always visible during transaction entry select the Notes Always Visible check box If you want to view the Notes by clicking the Notes button in the transac
48. Held Scanner provides a fast and efficient method for counting recording and adjusting your inventory stock item quantities It works in conjunction with a hand held terminal and bar code scanning wand A number of different suppliers offer the additional hardware 242 Cougar Mountain Point of Sale Generate Adjustments from a Hand Held Scanner needed for the Import Adjustments function The hardware you choose must be capable of outputting the data in the following file format Each record in the file consists of two fields of data expressed in ASCII characters with a maximum length of 20 characters per field E The data in the two fields are the stock item number and quantity The fields are comma delimited and the records are separated by a CR LF character For example CHAIR 1 SWIVEL 30 The first step in generating adjustments from a hand held scanner is to enter stock item numbers and quantities into the hand held terminal You can input the data with a wand type it directly into the terminal or use any other input device supported by your hardware Refer to your hardware documentation for further data entry instructions Once the stock numbers and quantities have been gathered and stored in the terminal save them to a comma delimited file using the formatting guidelines listed above Refer to the documentation that came with your hand held terminal for instructions on attaching it to your accounting computer
49. Help 2 Enter a Transaction Code of up to four characters Refer to the legend displayed on the screen when devising your code The first character of the code must be a number and must match the number of the transaction type from the legend The second third and fourth characters can be letters numbers or special characters 3 Enter a description that easily identifies the type of transaction represented by this code 4 Enter the General Ledger account affected by the opposing entry for this type of transaction in the Opp Acct box If Inventory is not integrated to General Ledger this box may be left blank If integration to General Inventory Options 189 User Defined Codes Ledger is set to Report Only the account here will be listed on the report generated upon posting 5 Select Save to save the transaction code or Cancel to exit without saving User Defined Codes Inventory allows you to define up to two user defined codes for additional stock item tracking and categorization Activate a user defined code by entering a user field name on the User Defined Fields tab in Module Preferences see User Defined Fields Tab on page 181 After specifying a code name in Module Preferences the name becomes a selection on the Options menu To enter a code for the user defined field select the specified code name from the Options menu and enter a code and description Attach the specified codes to individua
50. If you are creating a calculated field the caption for this same text box appears as Calculated Field Expression instead of Field Name Calculated Field Expression An outline of tables and fields appears in the top left corner similar to the source and destination windows on the field mapping window If you are creating a calculated field you may include one or more of these fields in your calculated expression by dragging and dropping a field from the list of fields to the field expression text box double clicking on a field in the field list or typing the name of the table alias and field alias directly into the field expression box You must enter field names in the following format Table Alias gt Field Alias Please note that a dash and the greater than symbol are used to separate the table from the field names Multiple fields may be added together by separating them with a plus sign BS Note You may NOT use programming functions such as Trim and Ucase within the calculated field expression Instead check the equivalent check boxes from the formatting window of each field to gain the same functionality Mathematical calculations are not supported 380 Cougar Mountain Point of Sale Edit Menu Lt Example Customer LastName Customer FirstName The above example adds the last name and first name fields together and separates them with a comma Please note that any literal characters you
51. If you find a mistake on your Adjustment Edit Report follow these simple steps to correct the error before posting OY OV Pe ON TS Select Adjust Stock Quantities from the Adjustments menu Click the Find button When the adjustment is highlighted in the Lookup click Select Select Edit to change the adjustment Make the necessary corrections Continue to correct your mistakes until you have fixed them all then click Save When all errors have been corrected and saved click Cancel to exit the window Rerun the edit report to double check that all errors were corrected 250 Cougar Mountain Point of Sale Posting Adjustments Deleting an Adjustment To remove an adjustment that was entered in error do the following 1 2 Select Adjust Stock Quantities from the Adjustments menu Click the Find button and then highlight the adjustment in the Lookup and click Select The Inventory IN Adjust Stock Quantities window appears with the adjustment listed in the stock number box Select Edit The Edit button changes to read Del Select Del to delete the adjustment A message asking Are you sure you want to delete this adjustment appears Click Yes to delete or No to not delete When finished select Cancel to exit Posting Adjustments Once you check the Edit Report and correct any errors you are ready to post adjustments If you intend to print a Posting report your printer must be connected turned
52. If you leave the check box blank you will not be given the opportunity to edit your printer settings at the time you print the report 182 Cougar Mountain Point of Sale Inventory Codes Inventory Codes Inventory Codes must be established prior to setting up stock numbers Inventory Codes enable you to separate your inventory items into different categories This is necessary if you have more than one Inventory account in your General Ledger or if you have some items that use different valuation methods An Inventory Code is attached to the master record of every Inventory stock item The code determines the following factors about the way Inventory transactions are recorded E The GL Inventory account affected when an item is added or subtracted E The accounts to which Inventory adjustments variances or miscellaneous charges are posted E The Inventory Valuation methods Each of the methods is covered in more detail in Adding Inventory Codes on page 184 First In First Out FIFO Last In First Out LIFO Weighted Average Standard Cost To determine how many Inventory Codes you need first consider how you assign costs to your stock Do you use the same method for all items If so then you need one Inventory Code for each GL Inventory account If you value some items by one method and others by another method separate the items into groups Now look at your Chart of Accounts and consider each Inventor
53. Middle Name is always optional in both of the name functions First Name First Converts a field in the format of Last Name First Name Middle Name to First Name Middle Name Last Name format In order to use the parsing functions to extract names into separate fields you must format the field into First Middle Last name format if it is not already in that format Right Justify Left Justify This left or right justifies the value in a character field Start at Position End at Position If you wish to work with only a certain section of a field or extract specific characters enter the starting and ending character positions you wish to extract For example if you wanted to conditionally update a field based on whether the third character in a field contained the letter A you would need to create a calculated field that only looked at position 3 i e Start at Position 3 and End at Position 3 You could then use that new field in the Field Conditions window You may not however use calculations in the primary table query expression Decimals to Round to If you wish to explicitly round a numeric field to a certain number of decimal places enter that number here If you link a field with more decimal places than the destination field the destination value is truncated rounded automatically 384 Cougar Mountain Point of Sale Edit Menu E Source Destination Date Order Use this option when your date is store
54. N nledaen diene A cain ia aT 62 CULL os tt eA sete Steet col sed te eels Slender wher rE eee deas 63 Working With US IS tices siete ntciets eit ten tclate diode tateldie aed aed weatecelae 63 Adding LIS CFS r saz 2os2 eere doc eent aaa eE aeee Eai 64 Defining User PasswordS 2 0 cccct ne ced bee ee 65 Changing User Passwords 2 2 cceesdeeteeteceseeseteeeteeesesnenenes 66 Deleting a USCr es sciiek ake leiced cite weetechs cin inaianei nannini inenika andes 69 Assigning User Rights 222252 octet Bes etn bennett Geen onctacees 70 Copying Users from Another COMpany cccccccceeeeeeeeeeeeteeeeeeeeee 71 Adding Deleting USers 2 222 c ccc ccceccckedeeeeen ceed eee beneeseececenacanoeanecdetes 72 Chapter 4 Point of Sale Options cccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 73 Module PreferenCesicticsschcnciaadl wes esteuedcatdeutl ones ivahelonwilcashonts atout bacata vanes 74 General Fabie de avcuwesheacn et aed a Reed t 74 integration SI AD escien ee ae E EE Oea EEE EE EEEE EE 80 Defaults Ta Dresens essnee e a a r 83 User Defined Fields Tab 5 cc cace siete acceecvece activ estecenieendech iy Aaceceseeetes 87 Print Options Taba a Cai se leaena Se EE erana S Aeae aeaa aiiis 89 Setting Up Your Sales Entry Screen ccccsseeceeeeeeeeeeeeeeeeeeeeeeeeeeeees 91 Header FaN aa e a a Sized olan Ea ae tian AE AEE 92 C stomer Tab advo inutates cist e a three eee ie os alata 93 Tender GAD a5 see ascend access
55. Number 30 02 Char Caps Yes GLJDACCT Detail Description 50 32 Character No GLJDTDES Debit Credit Flag 1 82 Character Yes GLUDCREDIT Transaction Amount 14 83 Numeric No2 GLJDAMOUNT 11 2 End of Record 02 97 Yes Nowhere used as record separator Record Length is 98 characters BS Notes The Debit Credit Flag must either be blank or contain a D for debit or a C for credit If left blank the field defaults to D The C must be in the field for credit transactions to process correctly Accounts Receivable File Format If the Transaction Amount is a negative number then the import process reverses the debit credit flag and makes the transaction amount positive The following tables show the requirements for the external file that is used to import Accounts Receivable transactions The first table shows the file Universal Bridge External File Formats 425 Accounts Receivable File Format definitions for the header record and the second table shows the file definitions for the detail records Table 4 Accounts Receivable Header Record xxxATaaa dbf sNum Field Description Field Pos Data Type Req Maps To Len Header Identifier 1 01 Char Caps Yes Use to identify Header Type H Row Customer Number 20 02 Char Caps Yes ARTHCUST Source Document 15 22 Char Caps Yes ARTHDOC Transaction D
56. Options amp Use this tab to control the way PS interfaces with other CMS modules GL Integration Report Only Detail x General Ledger Not Installed AR Integration Accounts Receivable Not Installed IN Integration immediate Commit Inventory Inventory Installed AP Integration Accounts Payable Not Installed Cancel Help General Ledger Select one of the following General Ledger integration options E Integration OFF Point of Sale does not share information with General Ledger and no report is generated showing what the General Ledger entries would have been E Integrated Detail Transactions post individually to General Ledger In General Ledger all elements post separately E Integrated Condensed Income Statement accounts receive detailed posting Balance Sheet accounts receive summary posting E Integrated Summary All transactions associated with the General Ledger post as one General Ledger transaction 80 Cougar Mountain Point of Sale Module Preferences E Report Only Detail Point of Sale and General Ledger do not share information Upon posting a report is generated that includes detail information as it would have posted to General Ledger E Report Only Summary Point of Sale and General Ledger do not share information Upon posting a report is generated that includes summary information as it would have posted to General Ledger Some reports
57. Paste Errors Cancel Importing Data 341 Creating a New Transfer Setup Selecting a Destination File All available program data files are found in the destination file window The file name and file type are listed in the left column with the description of the file in the right column 1 At the Destination Tables window locate the file to which you are transferring data Destination Tables x Tables DMOAPBAL DBF AP Monthly Balance History File DMOAPBAT DBF AP Transaction Batch File DMOAPCOD DBF AP Code File DMOAPDEF DBF AP Default Vendor File DMOAPHID DBF AP History Line Detail File DMOAPHIS DBF AP History Item File DMOAPINP DBF AP Dated Invoice Payment Report Fi AP Open Item Line Detail File B AP Open Item File DMOAPMSD DBF_AP Vendor Master File AP Recurring Invoice Header File DMOAPREL DBF AP Recurring Invoice Line Detail File DMOAPSYS DBF AP System File DMOAPTO1 DBF AP Temporary Header File gt Cancel Browse Data 2 Highlight the destination file and select OK Table Structure Options The Source Table Structure window appears Before you transfer the file you may need to edit some records define a filter to restrict the transfer of data set specific transfer options etc 342 Cougar Mountain Point of Sale Creating a New Transfer Setup Source Table Structure vendors XLS File Type EXCEL 2 1 5 0 Change Path DACMSWESWENDORS XLS
58. Print Options window may appear 11 Ifthe Print Options window appears select the report destination Printer Screen or File If you select Printer or Screen specify Laser or Dot Matrix If you select File type the output file name The default is REPORT TXT If you regularly save to a file the new file will append to the end of the existing file so you will not lose previously saved information 12 Enter the number of copies to print By default one copy will print unless you enter a different default number in your Module Preferences or unless you select File or Screen as the report output destination 13 Select OK to print the report or Cancel to exit without printing Sales By Register Report The Sales by Register Report lists sales activity at each register including salesperson item and customer information To print a Sales by Register Report Reports 277 Sales By Register Report 1 Select Sales by Register on the Reports menu from the Point of Sale menu bar ips sales By register aT Run this report to display all sales for each Register including item and price information Start End Register Start End Date Range ustno Report Type Detaiea Transaction Type Posta xH Subtotals Noe O Yd Cancel Help 2 Specify the range of registers you wish to include in the report in the Register Start and Register End boxes 3 Specify the range of dates you wish to include in the
59. Report The Control Report shows the following for a selected Inventory Code or for all Inventory Codes E Total number of items on hand E The book value of each of those items ix This report lets you know the total number of items on hand and their book value IV Process For All IN Codes IN Code Start End Vendor start ena 3 Cancel Help Report totals are calculated for both values and are shown at the bottom of the report Specify which vendors to include in the report by selecting a vendor range 310 Cougar Mountain Point of Sale N IZ gt U 4 m 7 11 PERIODIC TASKS Year end processing entails printing reports and providing an adequate audit trail to support your company s revenue and expenditures for the year While you must have records from all of the modules as well as from other areas of your business year end processing focuses primarily on General Ledger Some year end tasks such as purging history will delete some data permanently It is strongly recommended that you completely back up your data before performing year end processes Preparing for Year End Preparing for Year End Refer to the Period End section for each available module for details on preparing for year end In order to be able to quickly and easily retrieve historical information while still providing for maximum system speed and efficiency by purging as much past data as possible we recommend us
60. Req Maps To Length Check Printed 1 222 Numeric No BRTHPRINT O N A 1 No 2 Yes Transaction Date 10 223 Date Yes 3 BRTHDATE Transaction Amount 15 11 2 233 Numeric No4 BRTHAMOUNT Transfer GL Account 30 248 Char Caps No BRTHGL Print Comment 30 278 Character No BRTHCOMENT Print Comment Flag 1 308 Numeric No BRTHCOMETF 1 Yes 0 No End of Record 02 309 Yes Nowhere used as record separator Record Length is 310 characters LS Notes 1 The Bank Account Transfer To field is required only for Transfer type transactions Category Type is the same as Category Code Examples of Category Code would be ADMIN SALES or SHIP which are established by selecting Category Code on the Options menu see the Category Codes section of the Bank Reconciliation user s guide If the Transaction Date is invalid an error will be printed on the Import Error Report If the Transaction Date is blank it will be imported as is For transfers the Transaction Amount needs to be entered For all other types this amount will be calculated based on the detail The Transaction Amount consists of a or sign followed by 11 digits a decimal point and 2 decimals If BR is integrated to GL and the transaction type is a transfer then the Transfer GL Account field is required 434 Cougar Mountain Point of Sale Bank Reconciliation File Format Table 9 Bank Reconcil
61. Select Close Transfer from the File menu when you have an existing transfer file open and wish to exit it Save Save As Transfer You must have a transfer setup open to access either option Save or Save as Transfer Once you have defined your transfer specification you may save it from the File menu Once you save the setup under the name of your choice up to 40 characters you will not need to save it again Data Exchange has a built in auto save feature that saves specs immediately after you click OK You may optionally create a new library and create your new transfer setup in that library Use library files to separate groups of transfer routines that you wish to keep separate Think of a library as a DOS directory except in this case you are not limited to 8 character file names when saving your transfer Setups Data Exchange library files end with the extension MDB and are stored as a Microsoft Access database The current library path is always stored in your INI file under the defaults section 374 Cougar Mountain Point of Sale File Menu Validate Verify Setup When you modify a table structure outside of Data Exchange that is used in an existing transfer setup you must run the Validate Setup option against each of the affected setups for the changes to be recognized on the field mapping screen Be advised though if you rename or delete fields dependent calculations relations etc may be removed as well
62. To Length Header Identifier 1 01 Char Caps Yes Used to identify Type H Header Row Shipping Customer 20 02 Char Caps Yes OETHNUM Shipping Address 35 22 Character No OETHADD1 Shipping Address 35 57 Character No OETHADD2 Shipping Address 35 92 Character No OETHADD3 Shipping Address 35 127 Character No OETHADD4 Cash Check CC Chg 1 162 Numeric Yes OETHPAY 0 Cash 1 Check 2 CCard 3 AR Charge Transaction Type 1 163 Numeric Yes OETHTYPE O0 Normal 1 Hold 2 Quote 3 Work Order Invoice Number 15 164 Char Caps Yes OETHINVNO PO Number 20 179 Char Caps No OETHPONUM Ship Via Code 6 199 Char Caps No OETHSHIP 428 Cougar Mountain Point of Sale Order Entry File Format Table 6 Continued Order Entry Header Record xxxOTaaa dbf Field Description Field Pos Data Type Req Maps To Length Department Code 2 205 Char Caps Yes OETHCODE Salesperson Code 3 207 Char Caps No OETHSPC Sales Tax Code 6 210 Char Caps No OETHTXCD Terms Code 2 216 Char Caps No OETHTERM Discount Code 2 218 Char Caps No OETHDSCD Check Number 15 220 Char Caps No OETHCKNO Check Authorization 20 235 Character No OETHCKAU Check Account Num 20 255 Char Caps No OETHCKAC ber Check Routing Num 9 275 Char Caps No OETHCKRN ber Check Driver s Lic No 15 284 Char Caps No OETHLINO Credit Card Code 4 299 Char Caps No OETHCRCD Credit Card Number 20 303 Char Caps No OETHCRNO Credit Card Au
63. Up Your Sales Entry Screen Select the Allow Input check box if you want your salespeople to be able to enter or modify information in this column No input is allowed if this check box is left blank Enter the text that you want displayed in the Register window for the selected detail prompt in the Text for Heading box For example you might want the word Item Number displayed on the entry screen instead of Stock Number Enter the number of characters to allow for data entry in the Column Width box Be sure to include space for separating characters For example a Stock Number of 1245 387 would require a column width of 8 Enter the order that you want the selected item to appear in the Column Number box An entry of places that item first and entry of 2 places that item second and so on An entry of 0 disables the item Select Save to save your changes or select another prompt to configure Closeout Tab The Closeout tab allows you to customize the Closeout button and establish default and alternate tendering methods Ears setup solesentry screen Use this option to customize the way information is presented on Register Transaction screens ga You can have several screen configurations which can be based on how different departments operate Screen Code g Description Petaut Screen Cancel Use this option to change the closeout Del New Closeout Buttons button defaults You can change the text
64. Value of Qty Sold The YTD Totals column reflects the YTD Sales Revenue YTD Value of Qty Sold Reports 307 Promotional Sales Report E Sales Revenue For each period this row shows the sum of the cash amounts received for each inventory item sold in Order Entry Point of Sale or Job Cost This figure reflects the actual amount including promotions or discounts The YTD Totals column reflects the sum of sales revenue for each period included in the report E IN Turnover For each period this row shows the turnover ratio which is derived using the formula COGS Beginning Qty Ending Qty 2 COGS Per Unit 12 The YTD Totals column uses the formula COGS Beginning Qty Ending Qty 2 COGS Per Unit If the Beginning Qty or Ending Qty is less than zero zero is used for the quantity If both the Beginning Qty and Ending Qty are less than zero then a dash appears in this field If COGS 0 then IN Turnover 0 E Gross Profit For each period this row shows the gross profit for the inventory item This percentage is derived from the formula Sales Revenue COGS Sales Revenu 100 If the Sales Revenue is equal to zero then the percentage shows 0 E GMROL For each period this row shows the gross margin return on inventory which is derived using the formula Markup Inventory Turnover The Markup figure is derived using the formula Sales Revenue COGS COGS If COGS 0 GMROI
65. You can select Yes to overwrite the existing file or No to cancel and return to the Regenerate Electronic Check File window When the regeneration process is complete a message appears indicating the number of transactions processed and it offers the option to print a report showing the processed transactions To upload your file click the POS Check Conversion Services link located in the Transactions Processed window Make sure you have your login information that you received when you signed up for electronic processing Select the customer login option enter the login information and choose the option to upload If you closed the Transactions Processed window go to www cougarmtn com check conversion to upload the ZIP file For additional information on uploading the electronic check file refer to the processing company s documentation For information on how the back up process affects check images see Back Up Check Image Files on page 171 Point of Sale Sales 177 Sales Menu 178 Cougar Mountain Point of Sale INVENTORY OPTIONS Inventory contains master records for all inventory stock items The Options section of Inventory allows you to define high level operations for other menu functions Module Preferences Module Preferences Module Preferences define basic operational settings that apply to the entire Inventory module Follow the steps in this section to define module preferences 1
66. a character field the program converts that number to a text value Linking a text value to a number on the other hand may be converted to a zero if it does not contain any numbers E Field Alias Calculated Field Name For non calculated files the title for this line is Field Alias otherwise it is Calculated Field Name You must specify a unique name for the value being 382 Cougar Mountain Point of Sale Edit Menu calculated Field aliases for physical fields are displayed here but may not be modified Formatting All of the selections on the Formatting tab apply to the field value selected in the Basic Settings tab x Basic Settings Other Options General Formatting Trim Leading Spaces Last Name First ox I Trim Trailing Spaces First Name First I Trim Leading Zeros T Right Justify Cancel Add Leading Zeros F Left Justify Uppercase Start at Position o Li a oe End at Position Hints Decimals to Round to le All of the functions on this screen will apply towards A the field value selected on the Date Formatting previous screen Check one Source Field or more formatting options to t F apply to the field Date Order Date Delimiter Press F1 for additional help M T Four Digit Years Destination Field Date Order Date Delimiter z T Four Digit Years Check or fill in one or more formatting options from the General Formatting an
67. assign a new user a temporary password and that the user changes the password at the first login Retype the password exactly as you typed it before for verification Select the OK button and then the Save button to save and exit See Changing the Password When You Know the Old Password on page 66 for information on changing passwords Working with Companies 65 Working With Users Changing User Passwords There are several scenarios in which you may need to change a user s password The user may have forgotten their password they may have left your company or it may be time to change the password for maximum security This section contains information on how to handle each of this situations Changing the Password When You Know the Old Password Use the Change User Password feature if you know the user s old password If you don t know the user s old password and need to reset it see Resetting a User Password Without the Old Password on page 68 To change a password do the following 1 Inthe Main Menu select Change Password on the Security menu The CMS Change Password window appears You can only modify the password of the current user in this window F CMS Change Password i Kj To change a password you must first enter the Old existing Password amp then the New Password twice for validation of correct entry Note You may want to keep a master file of valid passwords in a secure place O
68. basic explanation of some common issues that you might have while working in Cougar Mountain software The information in this section only applies to the Inventory module If this issue occurs Try this to fix it I m getting an error message that says the system is unable to locate CMS21 The CMS21 exe file is missing from the program directory You need to reinstall this file from your Cougar Mountain CD or contact Customer Support at 800 390 7053 for assistance Point of Sale Troubleshooting This table provides a basic explanation of some common issues that you might have while working in Cougar Mountain software The information in this section only applies to the Point of Sale module If this issue occurs We open the registers with the same amount of cash every day How do set up the system so that my clerks don t have to re enter the opening amount every day Try this to fix it You can set up the registers in the PS Register Codes window Enter the correct opening amount in the Opening Cash box See Register Codes on page 122 for more information Troubleshooting 415 Point of Sale Troubleshooting If this issue occurs Try this to fix it Can save my register without it being balanced What will happen You can save your register even if the actual tender does not match the recorded transactions In this case the overage or shortag
69. business to the World Wide Web or already have then this add on is for you R amp R Report Writer R amp R Report Writer is a companion product for writing and designing customized reports from your Cougar Mountain data This data access and reporting tool enables you to produce custom reports to select analyze summarize and present data from your files After you have developed a custom report you can display it on screen or print it with any combination of fonts and print styles that your printer supports Once you have R amp R Report Writer installed select this option from the Reports menu to open the application The option is fully integrated with Cougar Mountain For details on how to use R amp R Report Writer refer to the documentation that came with Report Writer Find R amp R Report Writer The Find Report Writer option allows you to search a specified drive to find all copies of Report Writer and set up paths to the program To search for Report Writer 1 Select Find Report Writer from the Company menu 2 Enter the Report Writer executable rrw exe in the Search For box 3 Select the drive to search in from the drop down list 4 Select OK to begin the search 16 Cougar Mountain Point of Sale Common Software Features Common Software Features We have designed our software to be intuitive and efficient Part of this is done by using common design throughout the software when a similar feature i
70. caused by corrupt or missing data Register to Rebuild rot Register 1 If you dont see the register you want to work with change its status to Closed by Start Validation exiting the register screen J Auto fix files on detection of error 2 Select the register to rebuild from the drop down list Balanced registers do not appear in the list however If a register is balanced but does not match the edit report you must first activate the register before rebuilding it To activate a register so that it appears in the drop down list select Enter Sales on the Sales menu and then select the desired register A warning message appears indicating that the register is balanced Select Yes and when the Sales Entry window appears select Exit The register is now available for repair 3 Select the Auto fix files on detection of error check box to automatically fix the errors as they occur rather than prompting you for every fix 4 Select Start Validation to rebuild or Cancel to exit without rebuilding Select Save Output to Log File to save the log file to ERRLOG TXT Regenerate Electronic Check File If you posted the register before uploading the previously generated electronic check file for processing you need to regenerate the electronic check file Point of Sale Sales 175 Sales Menu BS Note Cougar Mountain recommends that you upload the generated check file to the processing company s websit
71. for this item the last time you bought it in the Last Cost box This box will be updated automatically when this item is purchased and received in the future Inventory Stock Items 203 Inventory Master Records NZ Y Warning Go d Type a number representing the point to reorder in the Minimum box This entry helps control the quantity of inventory on hand Type the maximum quantity for this item in the Maximum box The entry on this line helps control the quantity of inventory on hand When reordering inventory the Maximum Quantity figure is never exceeded This only applies if you have the Purchase Order Add On module and when purchase orders are automatically generated with the Generate POs from Inventory option is selected in Purchase Order The quantity in the On Order box represents the quantity of stock items on order in Purchase Order The Quantity On Order amount is automatically updated by Purchase Order transactions If you hover the mouse over this field you ll notice that the pointer changes into the drill down icon If you double click the mouse while it s over this field you can drill down to the On Order Report This option is only available if Purchase Order is installed The quantity in the Back Order box represents the number of stock items back ordered from Order Entry transaction entry The Quantity Back Ordered is automatically updated when you post Back Order transactions through Order E
72. format changes Select Save to save changes to the selected invoice format or Cancel to exit without saving Device Codes Device Codes define your cash drawers customer display devices and credit card readers so that Point of Sale can communicate with them Refer to the documentation for each device to gather the information necessary to use it with your Point of Sale system You need one Device Code for each type of cash register customer display device and card reader you use The window changes to accommodate the information needed for each device type To add a Device Code 1 Select Codes from the Options menu 132 Cougar Mountain Point of Sale Codes 2 Select Devices from the submenu x Use this option to create a device code which represents your device such as CD for cash drawer CCR for Credit Card Reader or PD for Pole Display Device Code Description Cancel Device Type Customer Display x Device Name lt n9 setting gt 7 Edit Clear Data Bits feno setting gt x Stop Bits feno setting aa ti Parity feno setting gt Baud Rate zno setting X Reset Status Customer Display Setting El Era E Number Rows po Number Columns p _ Luminance Control p e Carriage Return p Test Device Clear p Device Control p Enter a Device Code The code can contain up to four characters For example D might be the code for your cash drawer dev
73. from Done to something else if you Print prefer leel Help Default Field Cash hd Text For Button amp Done Alternate Field Cash Re Defaults If Default Field and Alternate Field fail the value of the transaction will default to CASH Header Customer Tender Detail Closeout Point of Sale Options 97 Codes LS Note Codes The Closeout button defaults to Done and is always visible To change the name of the button enter the text that you want displayed in the Text for Button box The ampersand amp character in the prompt means the following letter will be the Hot Key identified by being underlined and used by pressing it along with the ALT key The Default Field and Alternate Field drop down lists determine the tender method box that the Amount Due is entered into when the Closeout button is selected If the Default Field is not the tendered method for the sale then the Alternate Field is used If neither the Default Field nor the Alternate Field are the tendered methods for the sale the tender is assumed to be Cash The clerk can specify the tender method by entering the amount in each appropriate Tender Method box The defaults specified here are only used if the clerk leaves all the Tender Method boxes blank and selects the Done button Point of Sale uses codes to identify items and determine how to perform tasks The descriptions and procedures on the following pages describe
74. in the Idle Message field For example Welcome to Jon s Sporting Goods Store 4 Enter the message you would like to appear after the transaction is complete in the Thank You Message field For example Thank you for shopping at Jon Sporting Goods 5 Click on the Diagnostic Interface button In the PS Verifone Equipment Diagnostics window select the tests you would like to run 6 Select Close when you are finished testing the device After you have completed setting up your devices select the Test Device button to test the communication between your computer and the device Printer Codes Use the Printer Codes window to define the printers to which Point of Sale prints reports and other information When printing a report you have the option to print to a serial port LPT a COM port or a file You can define more than one printer Default printer codes have been established in Point of Sale for use with the Posiflex system If you are installing Point of Sale into a company for the first time but not using a STAR printer you must edit the default printer to avoid printing errors 136 Cougar Mountain Point of Sale Codes BS Note With the release of Version 7 0 reports that were printed to a file would append instead of overwriting an existing file It is important to note that for POS Receipts this is only true if the invoices are printed from the Reports menu If the receipt is printed to
75. include all items Select the Print Quantity On Hand check box if you want the report to show the on hand quantity of each item included Select the Price Levels to print on the report from the Price Level to Print drop down list 292 Cougar Mountain Point of Sale On Hand Report On Hand Report This report provides cost and quantity information about all inventory on hand If this report is run with detail each purchase of inventory and the associated cost is presented Fim onHandrepore aT r Run this report to see a current list of on hand stock items including quantities and cost Process For All IN Codes V IN Code l Sort By Stock Number Additional Filter fenone gt 7 Start End Stock Number Bae End Description Start Ena Product Type fit fra Vendor Start End Location Start End Print Detail Print Condensed J Print Last Cost Skip Zero Quantity Cancel Help This report is useful when adjusting inventory levels after taking a physical inventory It is also useful for reconciling your General Ledger The On Hand Report shows the following for each item selected E Stock Number Item description Stock location Last order date Quantity on order Quantity on hand You can print Detail or Condensed and can choose to include Last Cost and or Skip Zero Quantity Reports 293 Stock Value Report Stock Value Report The Stock Value Report reads the cost quantity for ea
76. include the Batch Number and User ID for all transactions If you would like both of these references to appear on your reports you must choose either the Integrated Detail or Report Only Detail integration option and use a laser printer If you choose either Integrated Condensed or the Summary options only the Batch Number will appear The status bar next to the GL Integration selection lets you know if GL is installed To install General Ledger go to the Main Menu select Install Modules from the menu select General Ledger and click Install Accounts Receivable if you have purchased and installed the module If you integrate Point of Sale to Accounts Receivable Point of Sale automatically updates customer balances Furthermore you can pull information from the customer master record into Point of Sale sales entry screens E Integration OFF Point of Sale does not share information with Accounts Receivable E Integration ON Point of Sale sends information to Accounts Receivable at posting which makes it possible to sell to credit accounts and add new Accounts Receivable customers without leaving Point of Sale Inventory Integrating Point of Sale to Inventory allows your sales staff to check inventory while entering a sale Also by selecting mmediate Commit Inventory items are deducted from total inventory when the sale is made preventing over selling Point of Sale Options 81 Module Preferences E Inte
77. indicate the Transaction Type Transaction Desc 50 47 Character No INTHDES Bill Of Materials Type 1 97 Numeric No INTHBTYPE O No 1 Yes Cost 14 9 4 98 Numeric No INTHCOST Quantity 14 9 4 112 Numeric No INTHQTY Serial Number 20 126 Char Caps Yes only INTHSERIAL for Seri alized item Location MLI Only 20 146 Char Caps Yes only INTHLOC if MLI To Location MLI Only 20 166 Char Caps Yes only INTHTOLOC Transfers for MLI Transfer Types 436 Cougar Mountain Point of Sale Accounts Payable File Format Table 10 Inventory Record xxxIHaaa dbf Field Description Field Pos Data Type Req Maps To Len Transaction Code 4 186 Char Caps Yes INTHTRCODE End of Record 2 190 Yes Nowhere used as record separator Record Length is 191 characters BS Notes Ifthe Transaction Date is invalid an error will be printed on the Import Error Report If the Transaction Date is blank it will be imported as is Accounts Payable File Format The following tables show the field definitions for the external file that is used to import Accounts Payable transactions The first table shows the file definitions for the header record and the second table shows the file definitions for the detail records Table 11 Accounts Payable Header Record xxxAlIaaa dbf Field Description Field Pos DataType Req Maps To Len Hea
78. is PARADOX NET for Paradox 3 x files or PDOXUSRS NET for Paradox 4 x files Paradox ISAM ParadoxNetStyle 3 x or 4 x ParadoxNetPath c paradox paradox net or PDOXUSRS NET ParadoxNetName DataExchangeUser or any name you wish The above entries in DX INI are only required in a multi user environment Since Data Exchange does not know the location of your shared network locking file you must specify it after installation if you plan to support record locking with Paradox tables BS Note Paradox users must define a primary key in order to perform any kind of updates to a Paradox table in Data Exchange Text or ASCII Files Basic Requirements Text files are much like any other supported format in Data Exchange except that by their nature their structure is not clearly defined However Data Exchange attempts to auto detect whether the file is a comma delimited or tab delimited file If it cannot determine this it defaults to a Fixed Length format To ensure the correct file format you should select the specific type of text file i e Delimited or Fixed Width in the table structure window Data Exchange uses defaults but you must make any changes where the actual format does not match the default selection Text files may have all sorts of extensions such as txt asc dat tab sdf etc Database and File Types 357 Text or ASCII Files Table Structures When creating a Transfer Setup Data Exchan
79. is not recoverable Period End in Inventory serves two functions Itresets variance accumulators to zero if you are using the Standard Cost Method of inventory valuation E It purges Inventory history up to a date specified by the user Periodic Tasks 317 Variance Amounts Variance Amounts If you use the Standard Cost Valuation Method variance accumulators associated with the Inventory Codes keep track of the variance between standard and actual costs The decision to purge variance amounts is entirely up to you To purge variance amounts 1 Select Variance Amounts from the Period End menu oix Select OK to clear variance accumulators in Period End Note this option only applies to the Standard Costing valuation method WARNING Always Back Up Data Before Processing Cancel 2 Select OK to clear variance accumulators in Period End Purging History Purge History removes unwanted transactions from the history file that have a transaction date older than the purge date you specify The decision to purge transactions is entirely up to you You may want to purge to reduce the amount of computer hard disk space occupied by the Inventory data files or to speed up the processing time when sorting or printing Inventory history 318 Cougar Mountain Point of Sale Purging History To purge Inventory history do the following 1 Select Purge History from the Period End menu
80. ison daa setienu E a loose E e cages 95 Detail Tab sctotiy gcse echt ote leat stators Nig oor cate a 96 CIOSGOUET aD isjtech mi eased e a E ceded daneed ieee 97 CODES E EE E E E AE 98 Sales Department Codes cccccccecceececeeeeesseeeeeeeseeeeeeeeeeeeeeeees 100 Salesperson COdES cit os eit iaeiveencir native r e e eiaeia e aS 101 Sales Fax CodeS erreien E RR 104 Non Inventory CodeS srssipisienirieitisii ienie atenei enored i setten 107 Table of Contents iii Table of Contents Credit Card CodeS nage See eee ected 111 DISGOUMUCODGS 5 ois reece tice hea weet ETA perce a eles 113 Price Level CodeS nrrinnearn ono ie 118 Register CodeSsicne n neei Sead iee a a end est pre lecesacecestcee 122 Invoice Format Codes 2 2s cccccccteecesteceneeetbenee epee cceececenehenedeneeeeeeees 128 D yvice CodeS eioen cs Rede id it deta ee te sk eked ee UE 132 Printer Codes csccss useet sasdsddasdetteseise tet cavlaeeiaeheneccedee Set eeeeee tao 136 Comment Codes sessionis ae Se eaten ei eee 139 Maintaining Flagged Checks 0 50 0cccccceceteeeeeeeebeesedeeessneeeteseeceentenee 141 Chapter 5 Point of Sale Sales ccecccceeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeees 143 Sales Menus ce ase eae ena id enee eiee e eee a Cen cede eE ds cee 144 Entering Sales escsinnn ne eee 144 Management WaSkS s2i een ial cel lil cen band ad eu a nenna 163 Chapter 6 Inventory Options cccecceeeeeeeeeeeeeeeeeeeeeeeeeeee
81. kits These reports function to let you know how many of each component you need to make each kit their cost and how your current stock quantities relate to what you will need Kit Assembly Report The Kit Assembly Report is used to help you monitor the cost and quantities of Bill of Materials items You can run this as either an Inquiry Report or an Understock Report for one kit at a time These variations to the Kit Assembly Report and what information is provided are explained in this section To run the Kit Assembly Report 1 In Inventory select Kit Assembly Report on the Kits menu ix Use this report to help you monitor the costs and quantities of the Bill of Materials items Assembly Stock Quantity to Build 1 Estimated 0 00 Estimated Production _ 0 00 Report Type Inquiry C Understock Cancel Help Inventory Kits 227 Kit Reports Type or use the Lookup to enter the stock number of the kit to use for the report In the Quantity to Build box enter the quantity of the specified kit that you want to assemble Select either the Inquiry or Understock report type Inquiry This report type shows the costs and quantities of the stock items necessary to produce the number of assembled items specified This report can be run for one Finished Good item at a time E Understock This report type shows you if you do not have enough of one or more of the components to build the num
82. last logged on to the register See Logging Off On in Sales Entry on page 148 Select a Tax Code if you sell to customers in different tax areas If the Sales Department box is visible select the Sales Department Code to track sales by department Select a Terms Code if this is a credit sale Terms Codes are set up in Accounts Receivable see the Terms Codes section in the Accounts Receivable Options chapter of your user s guide Enter the receipt number If you have On Line Invoice Numbering selected in Module Preferences see Module Preferences on page 74 you will see Gen on Save in this box and the receipt number will be automatically generated upon saving If the PO Number box is visible and you want to reference your customer s purchase order number on the sale enter it here If the transaction date is different than the system date enter the correct date Point of Sale Sales 145 Sales Menu 15 If any of the user defined fields are visible you can enter information in them See User Defined Fields Tab on page 87 16 Enter detail information as defined below Entering details for a sale differs according to the type of peripheral equipment you have If you have a scanner detail information is entered automatically see Scanner Mode on page 161 Item No A user defined code used to identify inventory or non inventory items This is required If the item is ser
83. limits for the register E Register Codes keep track of receipts and disbursements of cash credit card vouchers and checks and keep a running total for each Register Codes requires that the cash drawer be balanced with these totals before transactions are posted E Register Codes direct General Ledger posting for cash receipts payments on account if you have Accounts Receivable installed and overages or shortages E Register Codes direct invoice or receipt output to the appropriate printer and designate the format to use with the invoice or receipt form E Register Codes work in conjunction with Device Codes to establish communication between the Register and the other hardware devices in the Point of Sale system 122 Cougar Mountain Point of Sale Codes Adding Register Codes To add Register codes 1 From the Point of Sale menu bar select Codes on the Options menu and then select Register zizix Use this option to create a unique code for each register or for each shift that uses the register and to assign a default Salesperson The information you define will determine the controls for this register Register Code Description SEER s Salesperson Not Defined Cancel Opening Cash 0 00 J Prompt for Opening Edit Clear Default Tax code Not Defined Print Sales Department Not Defined z Find Starting Invoice I Allow Log On Off between Sales GL Cash Acct id GL Paym
84. means including electronic transmission The software contains trade secrets and in order to protect them you may not decompile reverse engineer disassemble or otherwise reduce the software to human perceivable form You may not modify adapt translate rent lease loan resell for profit or distribute the software or any part thereof Cougar Mountain Software warrants the original disks CDs are free from defects in material and workmanship assuming normal use for a period of ninety 90 days from date of purchase If a defect occurs during this period you may return your faulty disk CD to Cougar Mountain Software Cougar Mountain Software will replace it free of charge Except for the express warranty of the original disks CDs set forth above Cougar Mountain Soft ware grants no other warranties express or implied by statute or otherwise regarding the disks CDs and related materials Their fitness for any purpose their quality their merchantability or other wise the liability of Cougar Mountain Software under the warranty set forth above shall be limited to the amount paid by the customer for the product Cougar Mountain Software includes sample and shell company data In no way do we claim that this data will match your company structure com pletely The shell templates contain sample company account numbers and formats which should be modified to fit your specific business needs In no event shall Cougar Mountain Software be liable
85. multi user environment you must use the same transaction file BTRIEVE TRN as other users on the network To do this set the transaction file name option t in the Btrieve section of your WIN INI to point to the network location of BTRIEVE TRN Setting Btrieve Options in WIN INI When you install Data Exchange Setup adds the following section to the WIN INI file in your Windows directory unless it already exists Btrieve options m 64 p 4096 b 16 f 20 1 40 n 12 t C ACCESS BTRIEVE TRN Although these are the recommended option settings you can change these options in your WIN INI file using the following table as a guide If the option you want to set is not on the line add the option and desired setting at the end 352 Cougar Mountain Point of Sale Btrieve Option Description Memory size Required value At least 38 Page size 4096 Pre image buffer size 16 Open files At least 4 Multiple locks At least double the setting for the Open Files option f Files in a trans action At least 4 Transaction file name Valid path to a TRN file in a multi user environment TRN file shared by all users Compression buffer size If your Btrieve data files are compressed at least the length in kilobytes of the longest record in your data files Pre image file drive Index compaction Activate logging Discard unneeded seg ments
86. on and operating correctly User IDs and Batch Numbers are included in the Posting Audit reports for tracking purposes depending upon your set up in Module Preferences see Module Preferences on page 180 for more information To post adjustments 1 2 3 4 Select Post from the Adjustments menu If you are using batch processing select an existing batch Select OK to begin posting When posting is completed use the posting audit report to verify the accuracy of the entries BS Note To correct a posted adjustment you must post correcting entries or call Cougar Mountain Customer Support at 800 390 7053 Inventory Adjustments 251 Clearing Adjustments Clearing Adjustments Lt Example There may be a time when a large number of erroneous adjustments have been entered and you wish to remove them You could use the Delete Adjustment function however this can be a long process depending on how many adjustments exist The easiest way to remove entries in this situation is to use the Clear Adjustments feature A clerk enters 149 inventory adjustments from a physical inventory count Shortly after she has finished but prior to posting the warehouse manager tells her that the count is wrong He is sure that a whole row of product was missed and the inventory must be recounted Rather than delete the 149 entries one at a time her boss tells her to just clear the batch and start fresh with the new e
87. on purchase orders PO and invoices Sales Your choices are E Never Use Never use the checked description lines on purchase orders or invoices E Always Use Always use the checked description lines on purchase orders or invoices E Prompt Always prompt for the option to use the description lines when entering purchase orders or invoices Notes Tab Select the Notes tab to display the notepad for this stock item When notes have been saved in a stock item record an asterisk appears on the Notes tab alerting you that notes are associated with the record If you have activated the Notes Always Visible check box in Module Preferences the Stock Item record will default with the Notes tab displayed instead of the Qty Price Info tab Time Stamp Text Search Next Search 0503 2002 13 37 11 Type your note here Ti Qty Price Info Cost Quantity History Ext Description Notes Vendor Sales Info User Defined Select the Time Stamp option to insert the date and time of the entry in the notepad Use the Text Search option to locate a specific string of text Vendor Tab In the IN Stock window you enter a vendor to be used as a default for an inventory item That vendor is considered the primary vendor Select the Vendor tab to enter other vendors from which you may want to purchase this item You can also use this tab for a quick reference as to each vendor s prices and the last dates you purchased this
88. operations of a business A combination of determinants that represents a combination of circumstances surrounding a transaction It specifies which General Ledger accounts are affected by a transaction conducted under the associated set of circumstances Often used interchangeably with GL Key See GL Key A cumulative table of Application Interface Codes that directs posting of transactions from Order Entry Point of Sale and Accounts Receivable to the appropriate General Ledger accounts It is analogous to a lookup table that contains every possible set of transaction circumstances and the accounts affected by transactions conducted under each set of circumstances Indicators set within the Module Preferences window of each module that specifies communication of posted information between modules The practice used to assign costs to Inventory items sold Glossary 451 Glossary Invoice Only Transaction Invoice Landing Costs Liabilities Line Item Types LIFO last in first out Magnetic Media Payroll Master Files Master Records Module A Purchase Order transaction that invoices items that were previously received into Inventory but not invoiced An itemized statement of goods or services sold that shows quantities prices total charges payment terms and sales tax An invoice might also include many other items of information such as item description The invoice serves as the original evidenc
89. print options in your Module Preferences the Print Options window may appear If the Print Options window appears select the report destination Printer Screen or File If you select Printer or Screen specify Laser or Dot Matrix If you select File type the output file name The default is REPORT TXT If you 420 Cougar Mountain Point of Sale Requirements for Importing Transactions from an External File regularly save to a file the new file will append to the end of the existing file so you will not lose previously saved information 3 Enter the number of copies to print By default one copy will print unless you enter a different default number in your Module Preferences or unless you select File or Screen as the report output destination 4 Select OK to print the report or Cancel to exit without printing Correcting Errors While it may be possible to correct some of the errors on the error report in the Cougar Mountain batch file we recommend clearing the batch correcting the errors in the external file and then importing again BS Note Certain information such as dates will be required at posting but will not be required at the time of import Be sure to print an Edit Report and review it carefully prior to posting If errors are detected at posting an error report will be generated Use this to correct your entries Using the following instructions correct any errors prior to posting the batc
90. probably not the problem You must also make sure these applications have exactly the same drivers installed Data Exchange Troubleshooting 409 Frequently Asked Questions that Data Exchange uses or you may have problems when both applications tun at the same time Why can t I seem to modify my destination file structure You may only modify the file structure for a destination table on an export or for a Text File However if you export to an existing table structure Data Exchange will adhere to that structure exactly and will not let you edit the destination fields This has the effect of preserving any existing indexes and layout for the table which is sometimes desired To avoid the modification limitation simply export to a non existent file and say you simply wish to base your table structure on another table rather than exporting directly to the table How do I extract only certain characters from a text field You insert a calculated field and specify the Start at Position and End at Position on the Formatting tab of the Field Properties window Once you save the calculated field you can map that value to a destination field You may also conditionally update a record based on the value of the calculation from the Table Relation Conditions window How do I break out a proper name into separate fields or an address line into separate city state zip fields See the examples under the Requirements for Importing Tran
91. process WARNING All items prior to and up through this date will be removed from the system WARNING BackUp Data Before History Purge Purge Up To This Date 12 31 1999 v Cancel Help Always back up your data files and print a Sales History Report before purging the History file 316 Cougar Mountain Point of Sale Preparing for Period End Inventory Period End Period end processing consists of printing reports that disclose and analyze the results of operations in the period that just ended and then wiping the slate clean to start gathering information in the new period This section describes the steps required to complete period end processing Preparing for Period End LS Note NZ Y Warning In normal business operations fiscal periods usually overlap a day or two You do not need to halt operations at the end of a period to perform period end processing Continue to enter and post transactions in the new period making sure that you have the correct transaction date entered Your computer posts them in the next period accumulator Although you do not have to halt operations at the end of a period to perform period end tasks it is important that you print time sensitive reports such as the Control Report before you post in a new period Always back up your data files before running Period End Without a backup you might find yourself needing to retrieve transaction detail that
92. rebates Point of Sale Options 107 Codes To add Alternate Tender Codes do the following 1 From the Point of Sale menu bar select Codes on the Options menu Then select Alternate Tender on the Non Inventory submenu ixi Use this option to create codes used to identify methods of payment other than ga cash check credit or credit card If Alternate Tender will be accounted for separately select the Exclude Totals from Register Balance checkbox Alt Tender Code Save Description ih Cancel Edit cear GL Debit Account Print I Exclude Totals from Register Balance Unit Price so 0000 Eind 2 Unit Cost 50 0000 Help 2 Enter the Alternate Tender Code Codes can be up to ten letters numbers or special characters An example might be REBATE 3 Enter a Description For example the name of the alternate tender such as Food stamps 4 Ifintegrated to General Ledger or using a Report Only integration setting enter the number of the GL Debit Account to which the tender identified with this code will post When posting this transaction the debit will post to the account you specify here and the credit will post to the sales income account associated with the item sold If you are using the Interface Table enter the GL Key 5 Ifyou wish select the Exclude Totals from Register Balance check box You may want to do this if the alternate tender is accounted for in some other way
93. refer to the Installation and Conversion Guide to properly convert and upgrade your data Using Multiple Companies In some cases creating multiple companies within the software can work well for some companies and allow greater flexibility For example if you have several departments or divisions in your company you may choose to create a GL Chart of Accounts which contains a segment that defines the department or division affected by a particular transaction One example of this might be accounts 1000 01 and 1000 02 where the 01 and 02 define the different departments or divisions that are affected by this entry 40 Cougar Mountain Point of Sale Creating Your Company Another method of tracking multiple facets of a business would be to actually set up separate companies for each department or division What Information do I need When you create a new company there will be some basic information you need In general the more detail you have about the company the better However there are elements of the setup that you will be unable to change once they are established and other elements that you will not be able to change easily Much of what you must have to create the company will determine the minimum setup necessary What must set up now The Minimum Company Setup Requirements section covers the elements you must set up before the company will function properly However you should review the Advanced Compa
94. report in the Date Start and Date End boxes You can also select one of the predefined date ranges for this report by selecting it from the Date Range drop down list See Selecting Date Ranges for Reports on page 260 for more information about each date control option available Select the Report Type Detailed Condensed or Summary Select Posted from the Transaction Type drop down list to include posted transactions from the sales history file in your report Select Unposted to include only current transactions 6 Select tem from the Subtotal drop down list to include subtotals by stock item If you do not wish to include stock item subtotals in your report select None 7 Select OK Depending on the defaults you set for print options in your Module Preferences the Print Options window may appear 278 Cougar Mountain Point of Sale Price Variance Report 8 Ifthe Print Options window appears select the report destination Printer Screen or File If you select Printer or Screen specify Laser or Dot Matrix If you select File type the output file name The default is REPORT TXT If you regularly save to a file the new file will append to the end of the existing file so you will not lose previously saved information 9 Enter the number of copies to print By default one copy will print unless you enter a different default number in your Module Preferences or unless you select File or Screen as the repor
95. row check box if you are using a spreadsheet or text file type for the destination file This option fills the first record of the destination table with the names of the fields for each column in the table when records are exported to the file When looking at a source table this specifies where Data Exchange should expect the first row of data in the file to contain field names NZ Warning Checking the field names in the first row box on a text file causes Data Exchange to immediately refill the Table Structure Grid with the new field names a Define the field delimiter This is a single character used to delimit separate fields in the table Common examples are Comma Semicolon or colon D Select the surrounding character from the drop down list For delimited files this is the character that surrounds a text field Generally this is a double quote Data Exchange does not require all fields to be surrounded by the surrounding character For example numeric fields are generally not surrounded by quotes N Click OK to save the structure layout you have defined which will be built when the export begins For Imports the structure is displayed for reference only TEXT INI File You only have to define the format once the text file structures are saved to a TEXT INI file in the same directory as the text file Be aware that the TEXT INI saves only the last file layout specified Each record of a
96. select Save to save the entry screen or Cancel to exit without saving Header Tab Header items prompt for information expected to remain unchanged throughout a single transaction Information entered on this screen is used for every detail line entered on the transaction 1 Select the Header tab 2 Select the Header Prompt you want to configure 92 Cougar Mountain Point of Sale Setting Up Your Sales Entry Screen 3 Select the Column Visible check box to display your selected detail prompt Some detail prompts are already configured to display and will not allow you to change them 4 Select the Allow Input check box if you want your salespeople to be able to enter or modify information in this column No input is allowed if this check box is left blank 5 Ifyou select Zax Code in the Header Prompts box the Validate Tax Code check box appears Select this check box to force clerks to enter a valid tax code in the Register window during transaction entry 6 Enter the text that you want displayed in the Register window for the selected header prompt in the Text for Heading box For example you might want Credit Terms displayed on the entry screen instead of Terms Code BS Note The ampersand amp character in the prompt means the following letter will be the Hot Key identified by being underlined and used by pressing it along with the ALT key 7 Enter the number of characters to a
97. set up in your operating system If you selected File as the output type enter the file path for the created file here If the file name you enter already exists the new report will be appended to the existing information The new report will not overwrite the existing file 7 Ifyou want the ability to edit the printer information at the time you print the report double click in the Edit check box If you leave the check box 90 Cougar Mountain Point of Sale Setting Up Your Sales Entry Screen blank you will not be given the opportunity to edit your printer settings at the time you print the report BS Note With the release of Version 7 0 reports that were printed to a file would append instead of overwriting an existing file It is important to note that for POS Receipts this is only true if the invoices are printed from the Reports menu If the receipt is printed to a file by selecting the Done button in the POS Register window or by selecting Print Sale on the Option menu in the POS Register window the new receipt will overwrite the existing one In order to print the receipt to a file and have it append any existing receipts you must post the sale and then select Reprint Receipts on the Reports menu from Point of Sale Setting Up Your Sales Entry Screen The Set Up Sales Entry Screen option allows you to design customized sales entry screens to meet specific business needs By designing customized sales entry screens
98. source record dx 372 deleting a record 367 deleting a record dx 367 deleting promotional codes 193 delimited files 246 420 destination file 342 destination file dx 342 destination structure options dx 330 destination table dx 331 destination window dx 332 345 device codes 132 card reader settings 135 cash drawer settings 134 check imager reader settings 135 Index 459 Index customer display settings 134 verifone pinpad settings 135 disable status gauge 371 disable status gauge dx 371 disallow null values 372 disallow null values dx 372 discount codes 113 discounts applying 156 displaying file information 27 documentation help 3 done button 147 dos file name 336 drag amp drop to copy dx 325 drag amp drop to link dx 324 drill down feature 20 duplicate receipts 76 duplicate record 407 duplicate record dx 407 E edit menu dx 377 edit report inventory 248 edit report point of sale 165 editing and existing kit 223 electronic constants 22 end at position dx 384 entering sales 143 error messages dx 405 errors import process 421 422 excel dx 356 export process dx 334 exporting data dx 328 extended 147 extended descriptions tab 206 extended functions dx 387 external database driver 407 external database driver dx 407 external file formats 417 accounts payable 437 accounts receivable 425 bank reconciliation 433 general ledger 424 inventory 436 order entry 428 payroll 442 F fi
99. tendering section 1 Select the Tender tab Fa PS Set Up Sales Entry Screen a ga Use this option to customize the way information is presented on Register Transaction screens m x You can have several screen configurations which can be based on how different departments operate Screen Code l Save Description Cancel Edit ih Specify the kinds of tender your Clear salespeople can accept by highlighting the type in the Tender Prompts list and then Tender Prompts E le Check activate the Prompt For checkbox To z Check Number exclude a type remove the checkmark Bl Eind 2 Check Authorization from the Prompt For checkbox Check Account Routing Number Help Check Account Number Cash Check Drivers Licenses Credit Card Credit Card Number IV Prompt For Credit Card Expiration Credit Card Authorization Text For Prompt amp Cash Eam Credit Card Verification Code xl Header J Customer Tender 2 Select the tendering prompt you wish to configure Select the Prompt For check box if you want to be prompted for this type of payment method 4 Enter the text that you want displayed in the Register window for the selected tendering prompt in the Text for Prompt box For example you might want Currency displayed on the entry screen instead of Cash Point of Sale Options 95 Setting Up Your Sales Entry Screen BS Note The ampersand amp character in the pro
100. the Starting Date Range and Ending Date Range boxes You can also select one of the predefined date ranges for this report by selecting it from the Date Range drop down list See Selecting Date Ranges for Reports on page 260 for more information about each date control option available 3 Select the Report Type either Detailed Condensed Summary or Detailed with Notes 4 Specify the Line Types to include in the report by selecting the appropriate check boxes The line types available are All Inventory Non Inventory Special Order Comment Line and Deleted 272 Cougar Mountain Point of Sale Sales History Report 10 11 12 13 Specify what items to include in the report by selecting the items from the drop down lists in the Include portion of the window For each item selected enter a starting and ending range If you select Detailed with Notes as the report type your primary Include item will automatically be set to Invoice Number and cannot be changed To exclude specific items from a selected field specify a starting and ending range to the right of the item name in the Exclude portion of the window Select the check box es according to the module s from which you want to include report information The check boxes you will have available will vary depending on the modules you have installed Select the Print User Defined Fields check box to include the Point of Sale User Defined Fields in
101. the Stock Number field for the item to which you want to apply the discount Your field name may be different however 2 Select Apply Discount on the Option menu and then select Selected Item Apply Discount Percent Enter the discount percent to apply to the current line DESK 30 X 60 item The value you enter will be converted to x Cancel a percentage i e If you enter 5 00 then the program will convert it to 5 m 3 Type the discount percent to apply to the selected item without the percent sign 4 Select OK to apply the discount or Cancel to exit Creating Hold Sales Create Hold or Quote transactions by selecting Hold Sale on the Option menu before selecting the Done button When you save a transaction as a Hold Sale transaction any inventory items the transaction contains are not removed from inventory Therefore if another customer purchases the last of those items there will not be any stock to fill the Hold Sale transaction should the customer decide to go ahead with the purchase Hold Sale transactions do not post with the rest of the batch but remain in a global batch file until you retrieve them and either convert them into a regular sale or delete them Point of Sale Sales 157 Sales Menu LS Note Retrieving Hold Sales Existing Hold Sale transactions can be recalled for viewing editing or printing These transactions can also be converted into regular sales or void
102. the current amount is copied to the previous amount and the current amount is cleared and reset to zero The Previous Amounts 1 24 lines show the values for the previous amounts for the past 24 periods When you perform Period End the value from each previous amount is copied to the next previous period amount except for the value in previous amount 24 which is lost Adding Credit Card Codes Do the following to add Credit Card codes 1 From the Point of Sale menu bar select Codes on the Options menu and then select Credit Card Fiescreatcardcodes STF Inthe window below enter the Credit Card codes and details that will enable you to Gal process and track credit card sales You need a unique code for each type of Credit Card MC VISA etc Credit Card Code l American Express gt Save Description a Merchants Percent po Period Amount Edit Clear 0 00 a ee 2 112 Cougar Mountain Point of Sale Codes 2 Assign and enter a Credit Card Code Credit Card Codes can be up to four letters numbers or special characters For example a Credit Card s initials or an acronym such as AMX VISA or DISC Enter a Description usually the Credit Card s name Enter the percentage of the total sale kept by the merchant This is a reference entry only your response is not involved in data processing 5 Select Save to save the code or Cancel to exit without saving Discoun
103. the following 1 Select Set Up Select Company from the Company menu 2 Select the New button A prompt appears asking if you would like to run the conversion program so that you can use existing data from your Cougar Mountain DOS program Select Yes to convert data files from a DOS version see the Cougar Mountain Installation and Conversion Guide for more information or No to create a completely new company This is the window that appears if you select No and create a completely new company x To set up Cougar Mountain for Windows to most closely match your amp needs we have set up five different companies and several business types for each Please select the configuration that most closely matches your company Select your company type Select the type of business that most closely matches yours Appliance Store Beauty Shop Beer Distributor Corporation Bicycle Shop S Corporation Book Store s Broadcasting xl C LLC Limited Liability Corp If you want to set up a custom company select this one C Custom 44 Cougar Mountain Point of Sale Set Up Select Company 3 Select the company type and business type that most closely match your operation For example Sole Proprietorship Bicycle Shop If you have an existing GL chart of accounts select Custom and you can add your accounts later F Add New Company Sole Proprietorship q xj amp Please personalize your company Co Nam
104. the remainder This can save you typing time and also ensure that information is entered consistently Auto fill is available for a variety of records including IN stock number If you do not wish to use the Auto fill feature you can turn it off by modifying the system settings for the company with which you are working see Viewing Modifying Company Information on page 46 The Drill Down Feature The Drill Down feature is only available in certain windows for example the IN Stock or AR Customers windows When you hover the mouse pointer over the grid fields in a window the mouse turns into a magnifying glass and paper to indicate when you can drill down to view report information For example in the AR Customers window you can drill down to the Aged Analysis Report or Profit Margin Report Integration and Information Flow One of the most important aspects of using Cougar Mountain software effectively is understanding what happens after a transaction is posted You have a great amount of control over this but the following information assumes you have fully integrated your installed modules What is Integration Integration relates to the sharing of information between different modules in the system In a manual accounting system a company would need to enter a single transaction many times For example a sale would first be entered as a sale but the transaction would also affect Inventory Rather than enter each tr
105. the subtotals you wish to include in the report from the Subtotal On drop down list Select how you wish to sort the report from the Sort By drop down list Select the Report Type from the drop down list either Summary Condensed or Detailed 268 Cougar Mountain Point of Sale Reprinting Receipts 8 Select the types of transactions to include in the report from the Transaction Type drop down list Select Posted to include posted transactions from the sales history file or Unposted to include only current transactions 9 Select OK Depending on the defaults you set for print options in your Module Preferences the Print Options window may appear 10 Ifthe Print Options window appears select the report destination Printer Screen or File If you select Printer or Screen specify Laser or Dot Matrix If you select File type the output file name The default is REPORT TXT If you regularly save to a file the new file will append to the end of the existing file so you will not lose previously saved information 11 Enter the number of copies to print By default one copy will print unless you enter a different default number in your Module Preferences or unless you select File or Screen as the report output destination 12 Select OK to print the report or Cancel to exit without printing Reprinting Receipts Under normal operating conditions receipts are printed before they are posted Once a sale has b
106. they finish a Getting Started A Quick Tour 17 Common Software Features transaction they have to return the folder to the cabinet for someone else to use They might forget to return the folder Finally if one person decides to post his transactions and takes the folder back to his office progress will come to a standstill Obviously this is a very inefficient way to manage transactions A similar situation occurs if several people try to enter transactions into the same file in the computer Only one person can access a file at a time so people have to wait their turn to put in their transactions And people can easily forget to exit transaction processing when they finish Once again progress comes to a standstill Of course the solution is to give each person their own folder Then it would no longer be necessary to keep running to the file cabinet and colliding with each other This is exactly what batch processing does Each user has their own files for their transactions and can enter information independent of others Also each person can have a new batch each day and thereby keep their transactions organized for efficient processing Even when several people use a single computer batch processing is useful They can all use the same batch but use a different batch each day to keep the transactions organized Even if you don t post daily we recommend changing batches at least once a day for safety reasons Keepin
107. this Register Code If you have the On Line Invoice Numbering check box selected in Module Preferences the invoice number is updated automatically by the computer as you save your invoices If you specified a Starting Invoice number in Module Preferences however this box is not available Select the Allow Log Off On Between Sales check box to allow the sales clerk to log off after making a sale and to require them to log back on with their password before making another sale In order for this feature to be available the sales entry screen must also be set up to allow log off on between sales see Setting Up Your Sales Entry Screen on page 91 If Point of Sale is integrated to General Ledger Report Only and you are not using the Interface Table enter the appropriate GL Cash Account for posting all cash sales If Point of Sale is integrated to General Ledger Report Only and you are using the Interface Table enter the GL Cash Key to use for posting If Point of Sale is integrated to General Ledger Report Only and you are not using the Interface Table enter the GL Payment Account for posting all payments If Point of Sale is integrated to General Ledger Report Only and you are using the Interface Table enter the GL Payment Key to use for posting 124 Cougar Mountain Point of Sale Codes 13 If Point of Sale is integrated to General Ledger Report Only and you are not using the Interface Table enter the GL
108. this component required to make one If you selected Detail for your costing method enter the cost of each component to calculate the cost of the finished item If you leave this box blank the software will calculate the cost of each component and subkit for you based on the last cost for the item in the IN Stock window 222 Cougar Mountain Point of Sale Setting Up Kits LS Note LS Note Costs for items other than inventory items that go into the kit can be included by using non inventory detail lines These non inventory detail lines have nothing to do with Point of Sale Non Inventory Codes 10 Repeat the previous steps until you have entered all the components that make up the bill of materials list for theFinished Good item Use the TAB ENTER or arrow keys to move to the next line and enter more components 11 Select the Update Cost button to update the estimated cost with last cost information The inventory valuation method is used to determine the cost at the time of production The Inquiry and Requirements reports use the new estimated production cost last cost This way you can use last cost for estimates but use the inventory valuation method to determine the accurate cost of production 12 Select Save to retain the information for this kit or select Cancel to close the window without saving the information Editing an Existing Kit After you create kits there will be times when y
109. to continue The ability to override flagged checks is determined in the PS Salesperson Codes window To maintain flagged check information 1 Select Codes from the Options menu 2 Select Maintain Flagged Checks from the submenu Fj Maintain Flagged Check iol x ga Use this form to create delete and maintain records of customers who have issued Non Sufficient Funds checks Checking Account Save Drivers License Cancel Customer Name Edit Clear Street Address int Address 2 E ae es City o State E Zip Codef E End E Customer Phone o Help Date Check Number Amount Comments 05 43 2002 v Enter the Checking Account number of the NSF check Enter the customer s Drivers License Enter the customer s name address and telephone number Select the date the check was written from the drop down calendar NOOA amp Enter the check number Point of Sale Options 141 Maintaining Flagged Checks 10 11 12 13 Enter the amount of the check Enter any additional comments concerning the check Enter the NSF Fee if applicable Select the Contacted box after contacting the customer concerning the NSF check Select the Settled box after the check problem has been resolved Once all of a customer s flagged checks are marked as settled the flagged check warning message no longer displays when the customer attempts to pay with another check To purge settled checks from the sy
110. to determine the number of records it is dealing with in order to accurately compute the display complete percent In this case you may wish to disable the status gauge Sort Fields Alphabetically Sort the field listings on the field mapping window in alphabetical order Sometimes sorting the fields alphabetically is useful for linking fields with similar names Delete Primary Source Record After Transfer This option is useful if you wish to purge records from the primary source table after they have been exported to their destination records When the Delete Primary Source check box is activated each record is deleted from the source as soon as it is successfully transferred and not just when the transfer completes Therefore cancelling a transfer in progress will not undelete any records already transferred Global Options Use the following line descriptions to complete the Global Options window Title of Runtime Window Enter the name of the title caption for the runtime window This is the window amp status gauge which appears when you run your transfer The default caption name is TRANSFER Disallow Null Values in Destination Fields If you want to disallow null values in databases which support them example Microsoft Access check this check box 372 Cougar Mountain Point of Sale File Menu Instead of leaving string fields null if there is no data to be transferred a space will be saved to
111. to input check information for the current active transaction Enter amp the information manually or scan the customer s check if using a Check Imager Reader device Trans Type Validate Amount in Checking Trans Amount 12 00 Draft Type No On Line Authorization No Authorization number required to continue Routine Account 0002689002 Check Drv Lic fu 43559K Auth Input check number information into Check fields above Once the check information is input and you are satisfied it is correct press the Ok button If you have changed your mind and you need to make additional changes to the transaction click on the Cancel button Cancel Dial The Check Authorization window prompts for whatever information you chose to require when setting up the sales entry screen such as the routing number account number and check number It also provides a place for a Driver s License number and an authorization If the Process Checks Electronically check box is selected in the PS Module Preferences window the salesperson will be prompted to insert the check into the imager reader and the Check Authorization window will auto populate For more information on check prompts see Tender Tab on page 95 If you need to place the items from the current transaction on hold you cannot do so once you scan the check into the system If you need to change the transaction type you need to void the current transaction a
112. to locate the item for which you are searching Make any changes required Continue to search and make edits until you have finished POR amp Select Save after editing each stock number 224 Cougar Mountain Point of Sale Kit Costing Kit Costing Establishing the cost of your kits is a critical part of the inventory process This section covers how the cost of your kits is established and how to update it with the Product Name long add on Establishing Kit Costs The cost of a kit is determined by the your choice in the Costing Method group in the IN Set Up Kits window The costing method of the kit will in turn determine the method you will use to update the cost of the kit and components included in the kit This section contains information on establishing the initial cost of a kit Refer to Updating Kit Costs on page 226 for information on updating the costs of the kit and components Cost Based on Entering Component Costs Individually If you selected Detail as the costing method in the IN Set Up Kits window then the cost of the kit is the total of the costs entered in the Unit Cost column in the detail grid of the window Cost Based on the Last Cost of the Kit and Each Component If you selected Last Cost as the costing method in the IN Set Up Kits window then the cost of the kit is based on the sum of the costs of eachcomponent as shown in the IN Stock window in the Last Cost box for each component Co
113. using a different two letter code for each group Setting up Price Levels in Inventory The second half of the Price Level Code consists of an Inventory Code To set up Inventory Codes see Inventory Codes on page 183 The IN Stock window is also a factor in establishing Price Levels To set up Price Levels see Quantity Price Information Tab on page 201 Point of Sale Options 119 Codes Adding Price Level Codes in Point of Sale To enter your Price Level Codes in Point of Sale do the following 1 From the Point of Sale menu bar select Codes on the Options menu and then select Price Level iesrricetevelcodes o The computer uses the codes created here to determine what price to charge a specific customer based on a negotiated rate Price Level Code Cancel Description z zdi lear Price Level fi 7 Je A 2 Enter your Price Level Code such as RCI2 Enter a short Description such as Retail Customer no discount 4 Select the Price Level in Inventory that you want to associate with this Price Level Code 5 Select Save The system now automatically charges the right price for each customer and inventory item by combining the Customer Type and the Inventory Code and comparing this value to the Price Level Codes 120 Cougar Mountain Point of Sale Codes LJ Example You have identified three distinct groups of customers that you wish to offer three different sets of pr
114. when you run verify 1 With a transfer open select File Validate Setup Verifying Setup appears in the lower left corner of the window while your setup is validating 2 When finished Verify Complete appears Click OK to confirm A more limited version of the validate verify routine runs automatically before every transfer to check for the existence of required tables and fields Run Transfer Transferring and converting your data whether importing into an application or exporting to another file are both accomplished easily with Data Exchange 1 Select Run Setup from the File menu 2 Select an existing setup configuration that you have defined and saved in the active setup library file 3 Ifyou need to modify the transfer select the Options button see details on following page and make any necessary changes 4 Select Start to run your transfer setup When the files are verified you are given the option to cancel the transfer that is in progress if needed Button and Menu Options 375 File Menu NZ Y Warning Any records that have been processed before will have already been copied to the new file and may not be reversed Starting the transfer again starts at record one of the primary source table unless you set the record scope from the Query window Therefore it is important to make a backup before trying a new transfer setup Automatically make a backup copy of your data files before ru
115. you can control which customer information to view and how to view it modify the header and detail sections of the Register window and denote which forms of tender to accept and how to collect them Point of Sale Options 91 Setting Up Your Sales Entry Screen To customize a sales entry screen 1 Select Set Up Sales Entry Screen on the Options menu from the Point of Sale menu bar EaPssetupsalesentryscreen Use this option to customize the way information is presented on Register Transaction screens ga You can have several screen configurations which can be based on how different departments operate Screen Code l Description Cancel Hra Use this tab to define general sales entry Sear screen prompts Print Purchase Order Number Sales Department Invoice Number al End 2 Salesperson Code I Column Visible Tax Code Help Terms Code IV Allow Input Transaction Date Text For Heading amp invoice Transaction Number UDF1 Installer Column Width fio ee a Column Number p Defaults UDF4 zi Specify a value from 1 to 13 Enter a two character Screen Code The screen code is used to identify a particular sales entry screen when entering sales Enter a Description of up to thirty characters to identify this sales entry screen Enter additional information for each sales entry screen using the tabs described on the following pages When you have completed all of the steps
116. you may need to use the GL Interface Table If you converted from Cougar Mountain DOS software the interface table will still be in place from the DOS software There is no need to change it if you will still be using the same accounts to post the same types of activity If you did not convert from DOS and if for example you need to track sales of items by both stock number and department at the same time to different GL Accounts you may need to use the GL Interface Table See the Interface Codes section of the General Ledger for more information Sales Department Codes The Sales Department Codes in Order Entry and Point of Sale allow you to track sales by specific categories such as department geographical region product or customer You will need to specify at least one Sales Department Code to post sales Once you have created Sales Department Codes you can specify a default in Order Entry and in the Point of Sale Register Codes and by showing the Sales Department box in the Sales Entry window you can specify which Sales Department Code to use on each sale or on each detail item individually Sales Tax Codes The Sales Tax Codes are used to calculate the taxes on sales You will need at least one Sales Tax Code to apply to sales If you do not want to apply sales tax to an item or a sale you will need to specify a Sales Tax Code that equals zero Register Codes The Register Code defines the setup and controls activity at the
117. you want to change Select Edit The Edit button changes to read Del Select Del A message appears asking if you are sure you want to delete this code Select Yes to delete the code select No to cancel the process Printing Promotional Shelf Signs To print promotional shelf signs for each stock item attached to the selected promotional code s with prices that include the promotional discount 1 2 Select Promotional Pricing on the Options menu in the Inventory module Select the Detail Entry tab Inventory Options 193 Promotional Pricing 3 Select the Print Signs button The IN Print Promotional Signs window appears E Select the codes for which you would like signs printed and the number of signs per page J Print Current Code Only Code SUMMER Beginning Code Start fe Per Page z Ending Code jEnd j Cancel Help Select the Print Current Code Only check box and enter the name of the code to print or specify a range of codes to print by entering beginning and ending codes Select how many signs you wish to print per page from the drop down list Select OK Depending on the defaults you set for print options in your Module Preferences the Print Options window may appear If the Print Options window appears select the report destination Printer Screen or File If you select Printer or Screen specify Laser or Dot Matrix If you select File type the output file name The defa
118. 0 and 60 day increments For information on this alternative understock report see Advanced Understock Report on page 296 This report is considered an exceptions report to management indicating inventory items that are not being replenished often enough Hix 5 Run this report for a list of the minimum acceptable levels of each stock item Process For All IN Codes V IN Code Report Type Understock Sort By Stock Number x Additional Fitter JeNone x Start End Stock Number Start End Description Start End Product Type fet End Vendor Start End Location Start End J Print Last Cost Print Quantity On Hand J Print Quantity Committed J Print Vendor s Stock No Cancel Help The Inventory Understock Report includes the following detail for each stock item Stock Number Item description Understock quantity Stock location Vendor Product Type Alternate Stock Number Interchangeable Stock Number Reports 295 Understock Report Quantity on order Minimum quantity You can also choose Last Cost Quantity On Hand Print Quantity Committed and Print Vendor s Stock No To sort the report or filter information using one of the user defined fields select the field name from the Sort By or Additional Filter drop down lists and then specify the range of values that you wish to include For Starting and Ending items Stock Number Product Type Vendor etc enter the first item an
119. 0 transfer setup 340 371 transfer setup dx 340 371 trim leading spaces 383 trim leading spaces dx 383 trim trailing spaces 383 trim trailing spaces dx 383 U unable to locate net instance dx 406 unapplied credit memos 75 understock report 228 295 unit package 211 universal bridge correcting errors 247 422 external file formats 417 import error report 247 inventory 245 transaction validation 246 universal bridge see import external transaction file updating destination fields 389 updating destination fields dx 389 user defined codes 190 user defined fields tab inventory 181 user defined tab 211 user passwords defining 65 Index 467 Index users adding 64 adding deleting 72 copying from another company 71 V validate verify setup 375 validate verify setup dx 375 validation of import transactions 420 valuation method 183 203 changing 188 variance amount 187 318 vendor tab 207 verifone pinpad settings 135 verify setup on each run 371 verify setup on each run dx 371 viewing credit card information 112 voiding sales 159 credit card 160 WwW weighted average 183 186 Y year end general ledger 311 Z z report 173 468 Cougar Mountain Point of Sale Cougar Mountain Software 7180 Potomac Drive Boise ID 83704 Sales 800 388 3038 Customer Support 800 390 7053 Forms amp Supplies 800 454 1660 www cougarmtn com
120. 0 alphanumeric characters This number will be used for sorting and filtering in lookups and reports and you may want to come up with a numbering scheme to better utilize these tools AP Codes AP Codes direct the posting to the General Ledger You will need to have at least one AP Code to attach to your Vendors before you can save them Without the AP Code the software has no way of knowing how to post a transaction or how to age the vendor Minimum Setup Checklist Use the following checklist to review the minimum setup requirements you have completed while you create a new company Minimum Setup Items More Information Company Information Company Name page 44 Company Code page 44 Fiscal Calendar page 21 Module Installation page 11 Point of Sale Non Inventory Code page 107 Working with Companies 57 Advanced Company Setup Instructions Minimum Setup Items More Information Sales Department Code page 100 Sales Tax Code page 104 Register Invoice Tab Hardware tab Invoice tab page 125 Hardware tab page 127 Inventory Inventory Code page 183 Transaction Code page 188 Stock Item page 198 Advanced Company Setup Instructions The advanced setup is no less important than the minimum setup requirements but the software will operate once the minimum setup has been completed However although the software will be able to process information in your new compan
121. 101 2004 Additional Fiter Non Start End Inventory Code Piat End Stock Number Ba ooo End Description Bet End Product Type ian End Movement Start End JT Skip 0 Movement T Include Adjustments Transfers in Movement 2 Select the starting period you wish to set for this report The report will automatically show a 12 month view based on the starting period and the dates you established in your Fiscal Calendar So for instance if you select to start with Period 3 and this period begins on March 17th of the Reports 303 Monthly Movement Report current year your report will show March 17th through February 17th of the following year These periods are shown as column heads within the report and are in the format of MM DD MM DD If you have 13th 26th and 39th periods set up for the purpose of entering adjustment transactions any movement within one of these three periods is rolled into the preceding period for the purpose of this report For example if you have inventory movement in the 13th period it will show under the 12th period on the monthly movement report Set the starting and ending ranges for the Inventory Code Stock Number Description Location MLI only Product Type and Movement you wish to include in this report You can choose to view only certain stock items based on their stock number Inventory Code description or product type If you have the Multi Location Inventory add on installed you can
122. 125 2 51 23 Inventory Quantity Decimal Enter the number of places to the right of the decimal that you want to show in your quantity boxes If your quantities are always whole numbers choose zero to print just the whole number If you sell in quantities no smaller than the one tenth unit choose to print the one tenth place The acceptable range is 0 through 4 86 Cougar Mountain Point of Sale Module Preferences User Defined Fields Tab Use this tab to customize the general user defined field boxes that appear in the top portion of the sales entry window and the line item field boxes that appear in the detail section of the sales entry window Create up to five general user defined fields and five line item user defined fields To create a user defined field 1 Select the User Defined Fields tab Ei ps Module Preferences a xi General Integration Defaults User Defined Fields Print Options KS Use this tab to customize the general user defined fields that appear in the top portion of the POS sales window AYJ andto customize the line item fields that appear in the detail section of the POS sales window Q i General Field Type Caption Formatting Character 2 Number 1 Line Item Character 2 Number 1 MM DDAYWYY The character fields allow for a maximum of 30 characters The numeric fields allow for a maximum of 11 digits with 4 decimals The date field
123. 37 Data and File Maintenance 38 Cougar Mountain Point of Sale 3 WORKING WITH COMPANIES Cougar Mountain Software works on a company model You can operate with one company or many companies according to what will best fit your needs Read this chapter for general information about companies and specific minimum and advanced requirements for setting up a new company Company Data Company Data Once a company is created a folder is automatically created for the company and is given the name of the three character company code The software will store all the information for that company in this folder and most of the file names will begin with the three character company code Creating Your Company Once you have become familiar with the software and are ready to create your own company the first thing you will need to do is plan the company according to your specific business needs Because the setup can greatly impact how effective and useful the software will be for you we recommend taking the time to consider all the options and all your needs before you set up your company We strongly recommend consulting an accountant to aid you in this process Planning Your Company There are many elements of planning This software is designed to facilitate your accounting needs regardless of your business or your business organization If you are upgrading from a previous version of Cougar Mountain Software make sure you
124. 38 last name first 384 last name first dx 384 last posting 77 lead time days 209 leading spaces 383 leading spaces dx 383 leading zeros 383 leading zeros dx 383 left justify dx 384 level list pricing 201 level margin pricing 201 level markup pricing 201 lifo 183 186 link fields 346 link fields dx 333 346 link function dx 399 link table 346 link table dx 333 346 link using field s 392 link using field s dx 392 link using index 392 link using index dx 392 link window dx 333 345 links dx 392 list price 201 local transaction date 253 changing 253 log off on between sales 124 149 log status file dx 376 logging off on in sales entry 148 lookup feature 18 lookup list 259 lookup tables dx 397 lookups default search 19 lotus dx 356 Ipt serial port 138 luminance control 134 M maintaining flagged checks 141 margin pricing 201 markup pricing 201 462 Cougar Mountain Point of Sale Index master kit report 228 master report inventory 290 match case box dx 370 menus main 42 microsoft access 2 0 engine 350 microsoft access dx 337 351 modify button dx 368 module preferences inventory 180 module preferences point of sale 74 monthly movement report 303 movement report 302 movement report 303 multi batch mode 180 N non inventory codes 107 alternate tender 107 default paid out 85 normal 109 paid out 110 non inventory item lookup 146 normal non inventory codes 109 notes alway
125. 45 Creating a New Transfer Setup In order to transfer a table from one format to another Data Exchange must know which fields on the source side should be linked to which fields on the destination side When importing you are asked whether you want all matching field names to be linked Any field names that differ between the source and destination table must be linked manually Two linking options are available E Link Table To link the entire source table and fields to the destination table and fields highlight the source table and hold down the left mouse button Drag over to the Destination Table and release the mouse button dragging dropping function The files are now linked providing the mapping of the two tables match E Link Fields If the field names do not match you must link the fields individually Highlight the source field then the destination field and select the Link Fields button The linked fields are then listed in the Link list box in the center of the Field Mapping window BS Note Double clicking on a linked item in the Link list box removes the link Field Properties Window If you need to format the data being transferred or to perform a calculation access the Field Properties window 1 Highlight an existing field 2 Select Modify to edit the Field Properties menu 346 Cougar Mountain Point of Sale Starting the Import Process 3 Select Insert to insert a calculated field i
126. 5 E Digit placeholder Display a digit or a Zero Digit placeholder Display a digit or nothing Decimal separator acts like a comma Determines how many digits are displayed to the left and right of the decimal separator Percentage placeholder and modifier Multiplies the expression by 100 and inserts the percent character Thousand separator Separates thousands from hundreds within a number that has four or more places to the left of the decimal separator Scientific format If the format expression displays at least one digit placeholder to the right of E E e or e the number is 88 Cougar Mountain Point of Sale Module Preferences displayed in scientific format and E or e is inserted between the number and its exponent Be 23 E cee Display a literal character To display a character other than one of those listed precede it with a backslash or enclose it in double quotation marks DAs Coie niin eee ens Display the next character in the format string Many characters in the format expression have a special meaning and can t be displayed as literal characters unless they are preceded by a backslash The backslash itself is not displayed BY ABC ERE ean Display the string inside double quotation marks MO Qian ee an ns Character placeholder Display a character or a space Mele nat ean echt Character placeholder Display a character or nothing Mee Sette EEEE Force lowerc
127. 5 Payroll FUTA Payroll Any report that emphasizes the abnormal rather than the normal status In Accounts Payable the Cash Requirements Report can be considered an exceptions report since it shows invoices that are due but not paid The cost of goods or services used up for the purpose of generating revenue The process of allocating indirect expenses of a business among departments to measure the performance of each department The result when the quantity invoiced is multiplied by the price per unit The total for a detail line on an invoice A secondary party attached to an Accounts Payable vendor to whom you make invoice payments Ifa vendor is factored you typically purchase items from the vendor but make payments for those items to the associated factor Federal Insurance Contributions Act Social Security Tax paid equally by employee and employer An inventory valuation method based on the assumption that the first item acquired is the first item sold and that the remaining items are the most recently acquired A flag is an indicator that can be set to signify one of a small number of possible conditions Flags are most commonly used to signify which of an either or situation exists For instance a journal entry is either a debit or a credit When entering journal entries we set a flag to 0 to signify a debit or to 1 to signify a credit To set a flag on a data record Usually used when one particular flag setting ind
128. 5 Char Caps No OETLPROMO Discount 8 115 Numeric No OETLDIPC Quantity Ordered 14 9 4 123 Numeric No OETLOQTY Quantity Shipped 14 9 4 137 Numeric No OETLSQTY Quantity Back Ord 14 9 4 151 Numeric No OETLBQTY Unit Price 14 9 4 165 Numeric No OETLPRICE Promotional Price 14 9 4 179 Numeric No OETLPRI2 Serial Number 20 193 Char Caps No OETLSER User Defined 1 30 213 Character No OETLDUDF 1 User Defined 2 30 243 Character No OETLDUDF2 User Defined 3 15 11 2 273 Numeric No OETLDUDF3 User Defined 4 15 11 2 287 Numeric No OETLDUDF4 Universal Bridge External File Formats 431 Order Entry File Format Table 7 Continued Order Entry Detail Record xxxOLaaa dbf Field Description Field Pos Data Type Req Maps To Length User Defined 5 10 303 Date No OETLDUDF5 Misc Price 1 14 9 4 313 Numeric No OETLMSCCHG Base Price 14 8 4 327 Numeric No OETLBASE Original Price 14 8 4 341 Numeric No OETLORGPRCG BOM Parent Flag 2 355 Numeric No OETLBOMPAR Sub BOM Flag 2 357 Numeric No OETLSUBBOM End of Record 2 359 Yes Nowhere used as record separator Record Length is 360 characters BS Notes 1 For all transaction types except 2 9 and 12 the Stock Code field requires a valid stock number or Non Inventory Code 2 The Taxable field defaults to 0 if left blank If these transactions are to be taxed the must be included and a valid Sales Tax Code must be imported to th
129. 85 Printing Inventory Reports Inventory Reports Each Inventory report is designed to provide management with a different view of the status of each stock item By combining information from inventory master records with posted cost quantity information inventory reports provide a powerful way of maintaining control over the inventory resources of the company This section includes basic Inventory report generating and printing instructions It also includes a summary of each report type and the information the report produces Printing Inventory Reports As with the other modules Inventory Module Preferences allows you to define default settings for posting and other reports In addition all Inventory reports use the same Print Options window It allows you to select where to print the report and how many copies you want to print Refer to the Reports section of this guide or the core user s guide for report options available 286 Cougar Mountain Point of Sale Quick Stock List Quick Stock List This report shows a complete list of all stock items in Inventory It displays the following information E Stock Number E Item description E Product Type E Stock location Eiin oiek stoet T E Display or print a complete list of stock items Process For AIIIN Codes V IN Code Sort By Stock Number 7 Additional Filter lt None gt Start End Stock Number Start End Description Etant End Product
130. Cancel Help 2 Enter the company for which you want to schedule a backup 3 Enter the destination path for where you want to save the backup file You cannot schedule a backup to save on a floppy disk or indicate a floppy drive in the Destination Path box This type of storage requires that a Getting Started A Quick Tour 31 Data and File Maintenance person is present during the backup in which case you can run the backup without scheduling it in advance For more information about running an immediate backup refer to Back Up Your Company Information on page 29 4 Specify if you want to backup Data Reports and or Image Files Select the Schedule Backup check box and enter the hours and minutes that you want the system to wait before it starts the backup 6 Select OK to start the countdown to the backup or Cancel to exit Schedule Periodic Backups Scheduling periodic backups in conjunction with Microsoft Scheduled Task Wizard helps ensure that your data is backed up on a regular basis Cougar Mountain recommends backing up your companyinformation daily To schedule a periodic backup 1 Access the Control Panel by selecting Settings and then Control Panel from the Start menu Then choose Schedule Tasks and Add Scheduled Task 2 Follow the wizard s on screen instructions to add the Backup Scheduler as an application to run specifying when and how often you want it to run The time that yo
131. Code up to 10 characters in length Enter the description for this Promotional Code up to 45 characters in length 4 Select the Import Description to Comment Line check box to show the description for this Promotional Code when it is used in a Point of Sale transaction Leave it empty if you do not want to show the description Inventory Options 191 Promotional Pricing Promotional Period Tab 5 Select the type of discount to use for this Promotional Code E Ifyou select Percent Off the next box prompts you for a percentage to deduct from the regular price E Ifyou select Amount Off the next box prompts you for a dollar amount to subtract from the regular price E Ifyou select Fixed Price a Fixed Price column appears on the Detail tab prompting you to enter a fixed dollar amount for each stock item 6 If Inventory is integrated to General Ledger enter the GL discount account to direct the posting of promotional pricing discounts 7 Enter the starting date and the ending date of the sale or promotion in the appropriate boxes or press TAB to accept the system date 8 Enter the starting time and the ending time of the sale or promotion in the appropriate boxes or press TAB to select No Limit Times can be entered in military time or standard time Military time automatically sets the times for A M or P M If you use standard time be sure to use a zero before numbers under 10 e g 0900 for 9 00 Type A for A M
132. Cost according to the following formulas POSCost Per Unit IN Cost Per Unit x Sell Conversion Factor The Inventory cost per unit therefore is 1 00 per case 100 00 per pallet multiplied by 01 This cost is stored as the Last Cost in the IN Stock window The Point of Sale cost per unit is 0833 per can 1 00 per case multiplied by 08333 This cost is used when posting sales in Point of Sale The formulas listed above are also used to calculate price Substitute price for cost wherever applicable For example if you sell each can for 50 in Point of Sale the Inventory cost per unit is 6 00024 per case 50 per can multiplied by 0833 5 Type a dollar amount to be added to the selling price of the stock item in the Mise Chrg box This amount may represent additional charges for example royalties or fees that are difficult to build into the price scheme When this item is sold in Point of Sale the price that will appear on the Sales Entry Screen and the invoice receipt will be the price as established by any pricing methods plus the amount in the Misc Charge box Misc Charge appears on several Inventory reports 6 Enter the standard cost of this item if you use the Standard Cost Valuation method in the Stnd Cost box You may enter a number up to 9 999 999 9999 If another valuation method is being used the entry on this line simply appears as a reference on the Inventory Valuation report 7 Type the cost you paid
133. Current Company and User on page 83 for information about setting up a Point of Sale icon Salesperson It is important that you understand the relationships between the current salesperson the customer s salesperson the clerk and the current user because these relationships define which salesperson gets credit for a particular sale In the Register window the Salesperson Code defines which salesperson makes the sale The way this code works however is determined by this Salesperson box on the Defaults tab of the Module Preferences window Also depending on which option you select here the Salesperson identified in the customer files in Accounts Receivable may be reflected in sales reports Select one of the following options to determine which Salesperson is credited for a particular sale E Override Blank Salesperson with User This option automatically puts the user s Salesperson Code in the Register window but only if a Salesperson Code is not specified in the customer file E Always Use Customer Salesperson The Salesperson Code specified in the customer file created in Accounts Receivable automatically displays in the Register window BS Note The first two options only have an effect if the Accounts Receivable module is installed and if Point of Sale is integrated to Accounts Receivable 84 Cougar Mountain Point of Sale Module Preferences E Always Use User As Salesperson The current user s Salespers
134. DBVTX Level 0 State Food and Beverage Tax 4 0 Level 1 Municipal Food amp Beverage Tax 2 0 Third Code RECTAX Level 0 State Recreation Tax 6 0 Level 1 Municipal Recreation Tax 2 0 Fourth Code GLFSTB Level 0 State Golf and Stables Tax 6 0 Level 1 Municipal Golf and Stables Tax 2 0 Level 2 County Golf and Stables Tax 4 0 106 Cougar Mountain Point of Sale Codes Tax Codes enable the comptroller to keep track of collections for each different tax while keeping the invoicing process simple for the clerks At the hotel desk the clerks use the Sales Tax Code ROOMTX and both the State and Municipal room tax levels are automatically applied On the golf course the clerk uses GLFSTB and the State Municipal and County golf and stable tax levels are automatically applied Other recreational outlets use the Sales Tax Code RECTAX and the County tax level is not applied but the State and Municipal recreation tax levels are applied Non Inventory Codes Non Inventory Codes provide a way to track expenditures and sales of goods or services that are not categorized as inventory items There are three kinds of Non Inventory codes E Alternate Tender Codes E Normal Non Inventory Codes E Paid Out Codes Alternate Tender Codes Use Alternate Tender Codes to identify methods of payment other than cash check credit or credit card Examples include coupons food stamps store credit vouchers and
135. Destination Path for the restored data File Name to Restore Jemodata zip Cc cmsvg0 dmodata backups mon _ Local Disk 7 File Type zip Files Zip Destination Path eacmsvao1DMODATAN Dir NOTE ALL OTHER USERS MUST EXIT COUGAR MOUNTAIN SOFTWARE AND ALL OTHER MODULES SHOULD BE CLOSED PRIOR TO RESTORING DATA i Cancel Help 2 Enter the File Name of the source file backup file that you wish to restore If you are unsure of the filename and or path the easiest way to find it is to use the panes in the middle of the window to specify the drive and directory in which the backup was made Once you have selected a folder on the right in which a file of the specified type zip file exists all the files of that type in the folder will be displayed in the pane on the left Once you see the backup file you want to restore in the pane on the left side click it to automatically place it in the File Name to Restore box BS Note Since data report and image files are backed up separately you will need to select each file individually to restore them Cougar Mountain Point of Sale Data and File Maintenance 3 Enter the Destination Path where you wish to place the restored data for the restored data Select the Dir button to select from a list of available directories 4 Select OK to restore the data or Cancel to exit without restoring Getting Started A Quick Tour
136. Fom the Point of Sale menu bar select Codes on the Options menu Then select Normal on the Non Inventory submenu Eiesnon tnventory Codes TST Use the screen below to create non inventory revenue codes For example FR Freight SC Service Charge Non Inventory Code Save Description GL Sales Account it Price 0 0000 Unit Price Eind 2 Unit Cost 0 0000 I Taxable Tax Code iji Point of Sale Options 109 Codes 9 Enter the Non Inventory Code Codes can be up to four letters numbers or special characters For example SCH6 is a good code for Service Charge Quotes Enter a Description of the code For our example above the description would be Service Charge If Point of Sale is integrated to General Ledger or if you are using a Report Only setting enter the number of the GL Sales Account to which the tender identified with this code will post If you are using the Interface Table enter the GL Key Enter the Unit Price if established and constant If the price is not established but is determined at the time of sale leave this box blank Enter the Unit Cost if established and stable This is the default cost used for history reports It is not posted to General Ledger If you want to collect sales tax on items using this code select the Taxable check box You may also want to select this check box if you don t want to collect sales tax on sales for this code but you do want t
137. IMGS folder that is labeled Restore Posting Transactions Once you have printed and checked the Edit Report made any corrections and balanced your registers you are ready to post Your printer must be connected on line and ready to print before you can post To post transactions 1 Select Post Transactions on the Sales menu from the Point of Sale menu bar 2 Select the Register that you wish to post from the drop down list F Select Register for Posting xi Select the register to post transactions from the AY drop down list below Register Ror Register 1 f Cancel 3 Select OK to proceed with posting or Cancel to exit without posting Point of Sale Sales 171 Sales Menu The posting process first validates all of the entered information to ensure it meets the criteria of posting The information is written to the file and then the Posting Audit Reports are printed Examine these reports carefully before continuing User IDs and Batch Numbers are included in this report for tracking purposes depending upon your set up in Module Preferences See Module Preferences on page 74 for more information As Point of Sale goes through the posting validation it sometimes finds problems that must be resolved before the transactions can be posted When this occurs a Posting Error Report is generated that tells you exactly what is wrong The report references the transaction number and the problem
138. IN Purge History d xj amp Enter the date up to which you wish to purge IN Transaction Details NOTE Only period balances for each stock item will remain after purging WARNING BackUp Data Before History Purge Purge Up To This Date MMDD YY E Cancel Help Enter the date up to which you wish to purge transactions Select OK to process or Cancel to exit without processing Periodic Tasks 319 Purging History 320 Cougar Mountain Point of Sale 12 USING DATA EXCHANGE Data Exchange makes importing and exporting data efficient and easy Its ease of use and flexibility allow you to move your data between most of the popular database formats and Point of Sale The following are just a few uses for Data Exchange Export the monthly sales database to a spreadsheet for detailed analysis Convert files from one program or system to another Archive aged records Set up an export transfer that moves records to a history file then you may optionally purge the records from the original file s Import history information from a previous accounting software Getting Started Getting Started N IZ oe Warning Access 1 0 Supported File Formats Access 1 1 Data Exchange supports the following file formats Access 2 0 ASCII Delim ited ASCII fixed width Btrieve 5 1x Btrieve 6 x dBase III dBase IV Excel V2 1 V5 0 Lotus 123 V1 0 V5 0 Quat
139. IP02 IP03 IP04 Q Qu ta CM01 CM02 CM04 Customer Group Stock Item Group Discount Percentage Individual Players Discount 10 Ready made Clubs Individual Players List Custom Clubs Individual Players Discount 15 Club Components Individual Players Discount 30 Accessories Customer Group Stock Item Group Discount Percentage Club Makers List Ready made Clubs Club Makers List Custom Clubs Club Makers List Accessories Point of Sale Options 115 Codes PS02 PS03 PS04 DSO1 DS02 DS03 Pro Shops Custom Clubs Pro Shops Club Components Pro Shops Accessories Discount Stores Ready made Clubs Discount Stores Custom Clubs Discount Stores Club Components List Discount 25 List Discount 25 List List The Inventory Manager has identified the Discount Codes he needs Once he builds his codes in Point of Sale the system automatically administers the complex pricing policy with no additional effort from the sales clerks 116 Cougar Mountain Point of Sale Codes Adding Discount Codes To create your Discount Code 1 From the Point of Sale menu bar select Codes on the Options menu and then select Discount EPs piscount Codes STE ga Discount Codes gives the ability to give individual customers a fixed discount percentage on specific inventory items or groups of items Discount Code Description Ca
140. Module Preferences Module Preferences define basic operational settings that apply to the entire Point of Sale module Use this form to customize the module to fit your needs Ps Module Preferences k E4 General Integration Defaults User Defined Fields Print Options amp Use this tab to establish basic operational settings for the entire PS module IV Allow Hold Quote Transactions Last Posting 13 P Post Credits as Unapplied IV Apply Payments Automatically IV Inventory Over Sale Cash Drawer open Drawer And Save Transaction I Display Option for Printing an Additional Receipt on Charge and CC Sales J On Line Invoice Numbering JV Maintain Changed Price Credit Card No Security Print Only Last 4 Characters JV Auto Format Comments CC Verification Software Jeno authorization software installed gt JV Process Checks Electronically Check Authorization Proce ithout Authorization J Display Option for Additional Receipt Path Di File Code ain Save Cancel Help General Tab Use the General tab to define basic Point of Sale preferences Allow Hold Quote Transactions Check this box to allow sales to be placed on Hold or Quote status Sales on Hold or Quote status are retained in a global batch file until you retrieve them and either convert them into sales or delete them When a batch of sales is posted the Hold Quote sales do not post but remain in the global batch file To purge the Hold Quote ba
141. Nontaxable Sales Date Range Custom x Date 01 01 2004 z o8m8 2005 x Report Type Detailed x Subtotal None x Print from All J Job Cost J Order Entry IV Point of Sale Cancel Help Select the Transaction Type from the drop down list You may choose to include either posted or unposted transactions Select the range of Tax Codes to include in the report Select the Include Sales with no Tax Code check box to include sales for which no tax code has been entered If this check box is selected a section for Tax Code lt None gt will be printed at the beginning of the report and a subtotal for Sales Without Tax Codes will be printed at the bottom of the report Select the Skip Tax Codes with zero tax amount check box to exclude Tax Codes from the report that have had no sales tax posted to them If you check the Skip Tax Codes with zero tax amount check box the Include Nontaxable Sales check box becomes active and if checked includes sales for Sales Tax Codes where the amount of the tax was zero and still excludes Sales Tax Codes that were not used from the report Specify the range of dates you wish to include in the report in the Date Start and Date End boxes You can also select one of the predefined date ranges for this report by selecting it from the Date Range drop down list See Selecting Date Ranges for Reports on page 260 for more information about each date control option available Selec
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143. Over Short Account for posting all overages shortages If Point of Sale is integrated to General Ledger Report Only and you are using the Interface Table enter the GL Over Short Key to use for posting 14 Enter additional information for each Register Code using the tabs and buttons described on the following pages When you have completed all of the steps select Save to save the code or Cancel to exit without saving Invoice Tab Use the Invoice tab to define invoice format and printer options To complete the tab do the following 1 Select the Invoice tab 2 Select the Cash tender type 3 Enter the format to be used for printing invoices receipts for cash and check transactions E Format Select the Format to use from the drop down list Select None to bypass printing an invoice receipt for cash sales Printer Select the printer to use from the drop down list No of Copies Enter the number of copies of the invoice receipt to print BS Note With the release of Version 7 0 reports that were printed to a file would append instead of overwriting an existing file It is important to note that for POS Receipts this is only true if the invoices are printed from the Reports menu If the receipt is printed to a file by selecting the Done button in the POS Register window or by selecting Print Sale on the Option menu in the POS Register window the new receipt will overwrite the existing one In order to print the rec
144. Point of Sale Point of Sale Inventory Data Exchange Microsoft i CERTIFIED Integrated comprehensive Point of Sale Partner Cougar Mountain Point of Sale by Cougar Mountain Software UGPDF160008 D4 0 101206 Licensing Agreement and Warranty At Cougar Mountain Software Inc we strive to produce high quality software at reasonable prices We can only do this however if our rights as developers are respected Even though we provide exceptional software at low prices we do not consent to unlicensed use of our software The software is owned by Cougar Mountain Software or its suppliers and is protected by United State copyright laws that pertain to computer software and international treaty provisions A license is granted for software which is owned by Cougar Mountain Software while a sublicense is granted for software which is owned by a third party from whom Cougar Mountain Software has acquired a license to market the software Such third party retains all ownership rights in its software Third party software may only be used in combination with Cougar Mountain Software with which it is distributed A licensed user may make as many copies of the diskettes CDs as needed for his her use on a single personal computer or in the case of a multi user version a single network server but may not make unlimited copies It is strictly prohibited to give copies to another person or to duplicate the software by any other
145. Product Types and Vendor Numbers for which you wish to change the price or last cost BS Note Ifyou have Specialty Shop installed you will see an Update Multi Pack Pricing check box after the Vendor Number range fields Refer to the Specialty Shop user s guide for more information about how to use this window with Specialty Shop 3 To adjust the Last Cost select whether you wish to adjust the cost by a dollar amount or a percentage in the Adjustment Type column and then enter the amount 4 To adjust any of the five price levels select whether you wish to adjust the price by a dollar amount or a percentage in the Adjustment Type column and then enter the amount 216 Cougar Mountain Point of Sale Global Price Change 5 To adjust the price using a markup or margin percentage enter the percentage to use in the price calculation in the respective column A markup percentage specifies the percentage prices are marked up from cost A margin percentage specifies the percentage profit margin built into the calculated price 6 Select OK to process the global price change or Cancel to exit without processing Inventory Stock Items 217 Global Price Change 218 Cougar Mountain Point of Sale INVENTORY KITS The Set Up Kits feature allows you to create a finished good inventory item from a list of inventory components As you process Kit transactions the system decreases the quantity of the component stoc
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147. Reader Hardware Invoice Hardware 2 Ifthis register operates a cash drawer use the drop down list or the Lookup F5 to enter the Cash Drawer Device Code 3 Ifthis register operates a credit card reader use the drop down list or the Lookup F5 to enter the Card Reader Device Code 4 Ifthis register operates a check imager reader user the drop down list or the Lookup F5 to enter the Check Imager Reader Device Code 5 Ifthis register operates a customer display use the drop down list or the Lookup F5 to enter the Display Device Code Point of Sale Options 127 Codes Miscellaneous Tab The Misc tab allows you to select the sales entry screen for this register To set up a sales entry screen see Setting Up Your Sales Entry Screen on page 91 The Misc tab is also where you specify the Terminal Number for use with credit card verification software The Terminal Number is used to specify which register should receive the credit card authorization or decline information To complete the tab do the following 1 Select the Mise tab Screen Format for Default Screen Terminal Number foo2 Get Next Terminal Default to Scanner Mode on Load Invoice Hardware Misc 2 Select the Screen Format to use with this register from the Lookup 3 Ifyou are using credit card verification software select the Get Next Terminal button to assign a Terminal Number to this register Th
148. Rights Reserved 1 Select the module s you want to use 2 Select OK to load Data Exchange For more information on the Data Exchange module see Using Data Exchange on page 321 364 Cougar Mountain Point of Sale Browse Button Browse Button When setting up a data transfer you may want to browse the data records to verify the contents and to make changes to any file types that support editing 1 While in the source or destination window with the table name highlighted select the Browse Data button W Browse DMOAPMSD DBFDAP endor Master File F ol x AP_VENDOR 2200 Pennsylvania Jan Moore CPA 3000 Plaza Street East NORTHWEST BANK Northwest Bank 941 TAX DEPOSIT Bank Of Idaho 1245 E Magnolia Street GRAPHIX INC Graphix Specialties Inc 2877 E Main Street KTSF TV 13 KTSF Television P O Box 23 KYCF RADIO 100 KYCF Radio Station 2999 Clover Street 2 005236 Zamora Delivery P O Box 889 WAREHOUSE 99 WareHouse 99 Furniture 234 Winston Rd WOOD CRAFTS Wood Craft Co 1334 Old Farm Rd HARRIS OFFICE Harris Office Supply House 2334 E State Street TOMARROWS OFFICE Tomarrow s Office Supply 2000 West 5th BLUE CROSS Blue Cross Inc 1200 N 8th TOTAL HARDWARE Total Hardware Inc 2525 Main Street THE FIRST BANK First Bank of the USA 000 Park Plaza Center U ad afaajRecord 15 A gt pi 2 Search for data by using the right and left bottom scrol
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150. STORE Created 95 16 2005 Description Complete bicycle kit including accessories Active C Superseded cen Primary Vendor RARRIS OFFICE Superseded om Serialized anae M Eind gt Sell On the Web I Interchangeable E Help Pricing Type List Alt Price 4 0 0000 Minimum 0 0000 Break List Alt Price 2 0 0000 Maximum 0 0000 5250 0000 Buy Cony f1 0000000 On Order 0 0000 5225 0000 Sell Cony f1 0000000 Back Order 0 0000 200 0000 Misc Chrg j0 0000 Reserved 0 0000 0 0000 Stnd Cost 0 0000 Committed j0 0000 0 0000 Last Cost 0 0000 Available 4 0000 Cost Quantity History Ext Description dee deel aoe Qty Price Info Sales Info User Defined 198 Cougar Mountain Point of Sale Inventory Master Records Enter the Stock ID number in the Number box This number must be a unique number and can be any combination of letters and numbers up to 20 characters The Stock Number appears on Order Entry invoices Point of Sale receipts and several Inventory reports It is also a sort option for Inventory reports Click the camera button to see a graphic image of the item you are editing See Sales Info Tab on page 209 for more information on linking the stock item with a graphic image Enter the IN Code associated with the Stock Item The code entered in this box is originally established in the Options menu see Inventory Codes on page 183 An Inventory Code is atta
151. Scheduler you can simplify how and when you create backups of your company data by scheduling the backup in advance Regularly backing up your company s data files helps to protect against data loss 30 Cougar Mountain Point of Sale Data and File Maintenance Launch the Backup Scheduler from the Start menu if you want to schedule specific backups or access it using Microsoft Scheduled Task Wizard to schedule periodic backups BS Note All users must exit the software and all modules must be closed prior to backing up any data So you need to schedule backups during a time when the system isn t being used for other purposes Schedule Specific Backups Use this option to schedule a one time only backup set for a specific time To schedule a specific backup 1 Open the CMS Backup Scheduler by selecting its icon from the Start menu Ea CMS Backup Scheduler ol x Back up your Company s data files to protect against system failure and amp data corruption errors Cougar Mountain Software recommends backing up your data daily Back Up Company Jomo Demonstration Account Company x Destination Path EACMSWINDDMODATAIBACKLPSIFRN Dir BackUp V Data Reports V Image Files File Name DMODATA ZIP Source Path C CMSVVIN DMODATA Schedule Backup IV Hours Minutes 2 30 NOTE ALL OTHER USERS MUST EXIT COUGAR MOUNTAIN SOFTWARE AND ALL OTHER MODULES SHOULD BE CLOSED PRIOR TO BACKING UP DATA
152. Setting Up Kits If you decide to use dummy kits with placeholder subkits and components and substitute the actual subkits and components at the time of the sale we recommend selecting either Last Cost or Valuation Method This way when you substitute the actual subkits and components at the time of the sale their costs will be accurately reflected For more information on the different valuation methods refer to your Accounting user s guide Activate the Update At Post check box to have the cost updated each time a bill of materials transaction is posted for this item BS Note The Update At Post option only applies to items that use the Last Cost or Valuation cost methods In the Detail Type box select either Inventory or Non Inventory from the drop down list The line number is automatically assigned by the system to the component detail line entry as it is added to the list Enter the stock item or subkit stock number in the Component box You may add a new component on the fly if necessary by typing the new number When you press ENTER you are asked if this is a Non Inventory item Answer No if this is an Inventory item and the IN Stock window appears Fill out the boxes as described in Adding Inventory Stock Item Records on page 198 The description is generated from the inventory stock item list but you can change it by highlighting the box and typing over it In the Quantity box enter the quantity of
153. System Settings Tab on page 47 Select the desired status for the stock item either Active or Superseded E Active The stock number is a viable item and is the actual item being sold E Superseded The stock number is substituted with the stock number entered in the Superseded box below If you select the Superseded option enter the stock number in the Superseded box that you wish to substitute for the primary stock number anytime that stock number is keyed into a transaction Enter an alternate stock number of up to 20 characters that can be substituted for this stock number This box is informational only 200 Cougar Mountain Point of Sale Inventory Master Records Lt Example Your store had a big sale and sold out of the stock item A123 You can look in the Alternate box to see what stock item number to substitute for A123 until the actual stock is replaced 15 Enter an interchangeable stock number if you have an item that is similar 16 or identical to the current stock number and can be used interchangeably with it This is an informational box only Enter up to 20 characters Enter additional information for each stock item using the tabs described on the following pages When you have completed all of the steps select Save to save the record or Cancel to exit without saving You are now ready to enter the next stock item Quantity Price Information Tab To complete the Quantity Price Informati
154. Tender column and enter the alternate format to be used for printing charge transactions If anything other than None is selected for this line then both the Charge Primary and Charge Alternate will print when a transaction is completed Also enter the Printer and No of Copies to print Hardware Button The Hardware button in the PS Register Codes window allows you to select from a list of pre configured hardware systems and their peripheral devices that have been tested with Cougar Mountain Point of Sale This allows you to avoid the process of setting up your devices one box at a time in the PS Device Codes window 126 Cougar Mountain Point of Sale Codes To select a pre configured hardware system 1 Select the Hardware button in the PS Register Codes window EPs Register Code Maintenance xi Select from one of the pre established systems in the System Name drop down list to automatically define the values which apply to the specific system System Name Cancel 2 Select a pre established system from the System Name drop down list 3 Select OK to attach to the system or Cancel to exit without connecting Hardware Tab The Hardware tab allows you to attach individual peripheral devices to your register Set up your devices in the Device Code window see Device Codes on page 132 To complete the tab do the following 1 Select the Hardware tab Hardware evice Description heck Imager
155. The date of the The current CMS date Sunday immediately date preceding or equal to the current CMS date This Month The first day of the The last day of the month containing the current CMS date month containing the current CMS date This Month to date The first day of the month containing the current CMS date The current CMS date This Fiscal The first date of the The last date of the Quarter fiscal quarter fiscal quarter containing the containing the current CMS date current CMS date This Fiscal The first date of the The current CMS Quarter to date fiscal quarter containing the date current CMS date This Fiscal Year The first date of the The last date of the fiscal year fiscal year containing the containing the current CMS date current CMS date This Fiscal Year The first date of the The current CMS to date fiscal year date containing the current CMS date Reports 261 Printing Reports in Cougar Mountain month immediately preceding the month containing the current CMS date Date Range Start Date for End Date for Option Report Report Yesterday The date The date immediately immediately preceding the preceding the current CMS date current CMS date Last Week The date of the The date of the Sunday immediately Saturday preceding the week immediately containing the preceding the week current CMS date containing the curr
156. Type Etant End Vendor Start End J Print Last Cost J Print Quantity On Hand Cancel Help 1 Choose to sort using any of the following sort keys Stock Number Description or Product Type or any of the user defined fields 2 To sort the report or filter information using one of the user defined fields select the field name from the Sort By or Additional Filter drop down lists and then specify the range of values that you wish to include 3 For Starting and Ending items enter the first item and the last item in the range you want to print To print for a single item enter the same item in both boxes 4 Select the Print Last Cost check box to print the last cost paid for each stock item You can also choose the Print Quantity On Hand check box Reports 287 Stock Labels Stock Labels Choose the information you want included on your labels and print them for a single Stock Number a range of Stock Numbers or all Stock Numbers FAV IN Stock Labels E 0 xj Choose the information from the options below that you want included on your labels Inventory labels will be printed for the range of selected stock numbers Process For All IN Codes IV IN Code l Sort By Stock Number Additional Fitter fenone gt x Start End Stock Number start ena Description Ba s Ena Product Type Start ena Location Start End Print Selections IV Stock Number IV IN Code IV Unit Package IV Price Price Level ALL
157. X JV Description IV Location IV Product Type JV System Date C Full Precision IV Default Vendor IV Last Cost IV Standard Cost To The Penny No of Copies According to On Hand Quantity C Select Quantity Barcode On Cancel Help 1 To sort the labels or filter information using one of the user defined fields select the field name from the Sort By or Additional Filter drop down lists and specify the range of values that you wish to include 2 Activate the Print Selections check boxes next to the items you want to print on the labels 3 Ifyou select the Price check box enter the price level to print on the labels Price levels are established in the IN Stock window 4 Select Full Precision to express the price to the fourth decimal place Select To The Penny to round the price to the second decimal place 5 Check According to On Hand Quantity if you want the number of labels printed for each stock item to be equal to the on hand quantity 6 Check Select Quantity to print an exact number of labels for each inventory item For example if you enter 2 as the quantity the number of labels printed will be two times the number of inventory items 288 Cougar Mountain Point of Sale Stock Labels Printing Barcode labels To generate barcodes for your stock labels select the Barcode On button BS Note You must have the BarTender Label Maker program installed to use this option To order the BarTender p
158. a Use the up and down arrow keys to move through the list or use the PAGE UP or PAGE DOWN keys to move through the list one page at a time Source Tables xj Tables DMOAPBAL DBF _AP Monthly Balance History File iii DMOAPBAT DBF AP Transaction Batch File Conceal DMOAPCOD DBF AP Code File DMOAPDEF DBF AP Default Vendor File DMOAPHID DBF AP History Line Detail File DMOAPHIS DBF AP History Item File Browse Data DMOAPINP DBF AP Dated Invoice Payment Report Fil DMOAPITD DBF AP Open Item Line Detail File DMOAPITM DBF AP Open Item File DMOAPMSD DBF AP Vendor Master File DMOAPREC DBF AP Recurring Invoice Header File DMOAPREL DBF AP Recurring Invoice Line Detail File DMOAPSYS DBF AP System File DMOAPTOI DBF AP Temporary Header File gt BS Note Pay close attention to the title of the window to be sure which type of table it is asking you to select All available program data files are found in the source file window The file name and file type is listed in the left column e g APMSD DBF with the description of the file in the right column e g AP Vendor Master File 2 Highlight the Source Table file and use the Browse Data button to look at the data to be sure it is the file you intend to use in the transfer 3 When you are sure you have the correct file click OK to select Selecting a Destination File 1 From the List Files of Type window located in the lower left corner of the Select Destinat
159. a file by selecting the Done button in the POS Register window or by selecting Print Sale on the Option menu in the POS Register window the new receipt will overwrite the existing one In order to print the receipt to a file and have it append any existing receipts you must post the sale and then select Reprint Receipts on the Reports menu from Point of Sale Defining a Printer The steps below describe how to define a printer 1 Select Codes from the Options menu 2 Select Printer from the submenu oix ga Use this option to create a code and define the printer settings for each available printer Printer Number Description Cancel Output Setting lt Edi ql LptT C com CFE E i cear nee La Print LPT Printer Setting l z ere Use current default printer no matter what the setting Currently WSTATION 9HP Ne01 Help Force ouput to printer below WSTATION VHP Ne01 Set As Default Now 3 Enter a Printer Number of two numerical characters or less Usually your first printer is number and your second printer is number 2 and so forth 4 Enter a Description that defines the printer s use such as Invoice Printer on LPT Point of Sale Options 137 Codes 5 Select an Output Setting The setting you select determines the information needed in the Printer Setting section of the window 6 Complete the Printer Setting section of the window using the following ins
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161. accounting program for a company to adopt to their own purposes These templates eliminate a great deal of the work required in setting up a new company in the accounting program Financial statements presenting the combined financial position and operating results of affiliated companies Online instructional and explanatory text that is relevant to the specific operation being performed Help is available throughout the software and changes with the screen and cursor position to coincide with the task at hand A help button is available in some screens and the default help key is F1 Glossary 447 Glossary Contra Account Contra Asset Account Credit Credit Memo Custom Companies Days to Lose Discount Debit Debit Memo Deduction Default Entry Department Code Detail Line Type Detail Section A ledger account which is deducted from a related account An account with a credit balance that offsets an asset account to reflect the appropriate balance sheet value for the asset An amount entered in the right hand column of a ledger account A credit decreases an asset or expense account balance and increases a liability equity or income account balance A document issued that reduces the amount of a receivable or increases the amount of a payable These are used to record returned goods defective goods or services miscellaneous charges or credits and error corrections Companies establishe
162. ach module You have the option of setting default printers output type number of copies and formats for business and posting reports Inventory Options 181 Module Preferences To define default printers and options 1 Select the Print Options tab FTe ES amp If your inventory consists of serialized items be sure to activate the Serialized System option General User Defined Fields Print Options Report Type Output Type o A Format Printer File Name Laser Default x ces ee 2 For each Report Type in the first column select which default output type to use in the Output Type drop down list The options are Printer Screen and File 3 Ifyou selected Printer as the output type enter the number of copies to print by default in the of Copies column 4 Select the format to use either Laser or Dot Matrix in the Format box If you selected Printer as the output type select the printer to which to send the report in the Printer File Name column or select Default to print to the default printer set up in your operating system If you selected File as the output type enter the file path for the created file here If the file name you enter already exists the new report will be appended to the existing information The new report will not overwrite the existing file 6 Ifyou want the ability to edit the printer information at the time you print the report double click in the Edit check box
163. adjustments necessary are periodic quantity adjustments However if you run Inventory as a stand alone module you must process all of your additions and subtractions of items through inventory adjustment processing Batch Control Batch Control Enabling Multi Batch Mode allows more than one person to enter adjustments at the same time You can also use this setting to enter and hold adjustments in different batches so they can be posted at different times If you leave the Multi Batch Mode check box empty only one network station can enter adjustments at a time In this case all adjustments that have been entered but not posted are held together in one batch and must be posted together The Batch Control option is not visible unless the Multi Batch Mode check box is activated in Module Preferences Setting Up a Batch To define a new batch do the following 1 Select Batch Control from the Adjustments menu 2 Choose Set Up Batch from the submenu 3 Enter an identity that helps you recognize the batch 4 Select Save to create the batch or Cancel to exit without saving Selecting a Batch After defining one or more batches select the one you want to work with Do the following 1 Select Batch Control from the Adjustments menu 2 Choose Select Batch from the submenu 3 To select an existing batch click the arrow and select the batch you want to work with from the drop down list 4 To add anew batch select
164. ales Menu Option Menu When you select Enter Sales on the Sales menu the register screen appears and the Option menu appears on the menu bar The Option menu provides additional sales processing functions Applying Discounts During sales entry you can apply a discount percentage to a selected item or the entire invoice total Invoice Total To apply a discount to the invoice total 1 Select Apply Discount on the Option menu during sales entry 2 Select Invoice Total from the submenu Ea Specify a Discount Code x amp Select a discount below to apply to your total invoice Be sure also to specify an amount to discount Enter the value as a percentage Discount osc Discount Value 0 00 Cancel Help 3 Select a Normal Non Inventory Code from the Discount drop down list that you have set up specifically for sales discounts To set up a Normal Non Inventory Code see Normal Non Inventory Codes on page 109 4 Enter the discount percent you wish to apply to the invoice in the Value box Enter the value without the percent sign For example to apply a 20 discount type 20 5 Select OK to apply the discount or Cancel to exit The Normal Non Inventory Code selected directs the posting of the discount to the appropriate General Ledger account 156 Cougar Mountain Point of Sale Sales Menu Selected Item To apply a discount to the selected item 1 Your cursor must be in
165. ales income account number to use for posting Enter the unit of measurement in which you purchase the selected stock item in the Purchasing Size box For example if you purchase the item by the pallet enter Pallet Enter the unit of measurement in which you store the selected stock item in Inventory in the Storing Size box For example if you store the item by the case enter Case 210 Cougar Mountain Point of Sale Inventory Master Records 10 Enter the unit of measurement in which you sell the selected stock item in the Unit Package box For example if you sell the item individually enter Each 11 If you would like to attach a Non Inventory item to the stock item so that it will automatically be entered in a sales entry window when the stock item is entered enter the Non Inventory Code in the Non Inventory Code box 12 The Advanced Sales Info button is only visible if the Specialty Shop add on is installed Refer to the online help or the Specialty Shop user s guide for more information on the Specialty Shop add on 13 If you want to include a graphic image of this item type the file name of the image up to 100 characters in the Image File Name box i e chair 12345 jpg The image can be in bmp jpg gif tiff ico png or exif format and must be placed in the CMSWIN CCC Images folder where CMSWIN is the folder into which your Cougar Mountain Software is installed and CCC is your three character Compa
166. alled Price Level Codes enable you to automatically administer unique and complex pricing policies designed to promote particular markets or products You can extend special prices on selected inventory items to targeted groups of customers and effectively have your computer implement strategic pricing plans At the time of sale the computer identifies the Accounts Receivable customer and each Inventory item invoiced and activates the Price Level Code specified for this particular customer and item The Price Level Code determines which of five price levels established in the IN Stock window to charge Planning To determine what codes you need first print your customer list and determine how many different customer groups you have You may have up to five groups of customers with each group receiving a different price level such as cash prices retail credit prices and wholesale credit prices If you extend the same prices to all customers you do not need Price Level Codes If you have two or more categories assign a two character identifier to each category and enter the identifier in the Type box of the AR Customers window A group of customers can receive the same price level for all items or you can set up groups that receive one price level for some items and another price level for other items Now print a list of your Inventory items and determine how many different pricing categories you have Assign a two character identi
167. also be specific reporting requirements such as taxes that outline the type of information needed Cougar Mountain Software provides a wealth of reports applicable to the needs of any business Yet any report is only as good as the information it is reporting For this reason it is very important to consider what kind of information needs to appear in the end on reports when an accounting system is set up Once the information is entered into the database it can be retrieved and used in a variety of ways in various reports This chapter covers each report and the set up and customization options available Many of the reports use similar filtering and sorting features If the reports provided in the software are still not enough you can use R amp R Report Writer to customize or create your own reports with the information you need formatted in the way you want Customizing Reports If you need reports that go above or beyond the reports provided by Cougar Mountain Software or you simply want to highlight or bold a few of the items in an existing report you can use R amp R Report Writer to create and customize reports to fit your specific needs For in depth information regarding customized reports refer to the Integration Security and Reporting in CMS Professional guide R amp R Report Writer R amp R Report Writer is an add on product for writing and designing customized reports from your Cougar Mountain data This data access and
168. also choose to view monthly inventory movement for a specific location or all of your locations If you set up User Defined Fields UDF in Module Preferences in Inventory you can use the UDFs for filtering purposes by selecting the UDF from the Additional Filter drop down list Once you select a filter option other than the default of lt None gt the UDF will appear as an option with starting and ending ranges Specify the range criteria in these fields If you want to omit stock items with zero movement or include movement generated by adjustment or transfer transactions check the Skip 0 Movement check box If you check the Include Adjustments Transfers in Movement check box then adjustment and transfer movement is included inthe MV field on the report Once you set up the report criteria select OK to run the report or Cancel to exit For information on the calculation used for each field of information on the report refer to Monthly Movement Report Calculations on page 305 304 Cougar Mountain Point of Sale Monthly Movement Report Monthly Movement Report Calculations This robust report provides valuable information regarding your inventory movement The information in this section defines the basis and calculation used to obtain the figure information in each row We recommend you review this information closely to ensure you understand how each figure is determined before planning any future purchasin
169. ancing 167 repair utility 174 register balance report 172 register codes 122 hardware button 126 hardware tab 127 invoice tab 125 miscellaneous tab 128 register status query report 163 register status report 163 register totals printing daily 172 register window 144 command buttons 153 comment editor 163 function keys 162 option menu 156 reindexing data files 28 relation transfer method 393 relation transfer method dx 393 release notes 3 renumbering stock item numbers 215 renumbering stock item numbers 215 repair library 377 repair library dx 377 repair register utility 174 replacements dx 395 report writer for windows 16 256 reports accounts payable 255 inventory 286 reports date controls 260 date ranges 260 filter 264 monthly movement 303 point of sale 265 printing 257 querries 264 reprinting receipts 269 resetting credit card totals 315 retrieving hold sale 158 right justify 384 right justify dx 384 round price to dtigit 85 S sales clearing 173 sales by item report 274 sales by register report 277 sales by salesperson report 275 sales department codes 100 147 sales entry 143 function keys 162 log off on 148 sales entry screen closeout tab 97 customer tab 93 detail tab 96 header tab 92 setup 91 tender tab 95 sales history report 285 sales information tab 209 sales tax code 105 sales tax codes 104 sales tax report 280 Index 465 Index salesperson 84 customer salespe
170. ange is almost always faster and less costly than having to write a customized program by hand to do each transfer especially when you consider the time required to write each program and the possibility of still not achieving a significant gain in performance anyway 404 Cougar Mountain Point of Sale Error Messages Error Messages An error message can appear for a variety of reasons Most appear to keep you from selecting an incorrect option However a program bug disk error or other problem could cause an unexpected error to occur Data Exchange employs an extensive error trapping system to minimize problems if an error occurs Generally a window will appear and display the error message and giving you the chance to retry ignore abort or end the program If the error is minor Abort will easily get you out of the window or procedure and allow you to try the operation again Reloading the current window is recommended in this case Retry should be used if a temporary record or file locking conflict appears If problems persist after the initial error occurs you should exit and re load the program Any unexpected errors are recorded in ERROR LOG in the application directory and may be printed with a text editor along with the optional description that you may enter at the time of the error Please fax this file to Cougar Mountain support along with a description of the conditions in which the error occurred and the sequen
171. ansaction separately you can set up Cougar Mountain Software so it knows 20 Cougar Mountain Point of Sale Changing the System Date how to handle each transaction and it will record the effects of the transaction throughout your accounting system automatically For in depth information on integration and how it can benefit your business refer to the Integration Security and Reporting in CMS Professional guide Changing the System Date When you installed your accounting software or when you created your company you chose whether to use the Cougar Mountain system date or your computer system date To adjust the system date do the following 1 Select Change Date from the Company menu The Change Date window appears 2 Enter a new date in the window 3 Select OK For companies using the computer date the new date applies to the current session only When you stop the software and open it again it returns to the current computer date Maintaining the Fiscal Calendar When you create a new custom company the Fiscal Calendar window automatically appears so you can specify the fiscal year for the new company If you create a company from an existing template it uses the current year starting on January 1 Getting Started A Quick Tour 21 Electronic Constants BS Note Changing the fiscal calendar after you have posted information is complicated and time consuming We recommend you double check your
172. ant to track the prices at which your nearest competitors sell the same item 3 Enter the appropriate Buy Conversion number This number is used as a multiplier when purchasing stock items The Buy Conversion appears on several Inventory reports but only functions when Accounts Payable is installed and integrated to Inventory To calculate the buy conversion number divide the unit by which you purchase the selected inventory item in Accounts Payable by the unit in which you store the item in Inventory Buy Conversion AP Unit IN Unit BS Note Buy Conversions only function properly if you have either Accounts Payable and or Purchase Order installed and integrated to Inventory 4 Enter the appropriate Sell Conversion number This number is used as a multiplier when selling stock items The Sell Conversion appears on several Inventory reports and is functional only when Inventory is integrated to Order Entry and or Point of Sale To calculate the sell conversion number divide the unit by which you store the selected item in Inventory by the unit in which you sell the item in Point of Sale Sell Conversion IN Unit Point of Sale Unit 202 Cougar Mountain Point of Sale Inventory Master Records Lt Example In Point of Sale you sell the item by the can Each case consists of 12 cans The sell conversion factor therefore is 08333 1 case divided by 12 cans The sell conversion factors are then used to calculate
173. ar IN Code enter the same code in both the Start and End boxes Enter the range of Product Types for which you wish to copy stock items To only copy stock items of a particular product type enter the same type in both the Start and End boxes Enter the range of Vendors for which you wish to copy stock items To only copy stock items from a particular vendor enter the same vendor in both the Start and End boxes Select the Copy Extended Descriptions check box to include each stock item s extended description as specified in the IN Stock window Select the Copy Alternate Vendors check box to include the alternate vendor information for each stock item Leave this check box unchecked to only include the primary vendor information Select OK to copy stock item master records or Cancel to exit without copying Renumbering Stock Items In special circumstances you may want to change the number on your stock items The Renumber Stock Items feature only applies to inventory it does not renumber transactions in other modules 214 Cougar Mountain Point of Sale Global Price Change To renumber stock item numbers 1 Select Renumber Stock Items on the Stock menu from the Inventory menu bar ix Use this option to renumber stock items This option only applies to amp Inventory it does not renumber history or transactions in other applications Old Stock item Description IN Code Type Location
174. ar Mountain Point of Sale Sales Menu LS Note To recall an unposted sale follow these steps 1 Use the Recall Sale on the Option menu command to display a list of unposted sales 2 To display a specific sale select the sale from the list Your ability to edit a recalled sale will depend on your Salesperson rights For more information on Salesperson rights see Salesperson Codes on page 101 Clearing Sales The Clear Sale command on the Option menu clears the current sale from the Register window If the sale has not been completed and saved any information entered is lost Printing Sales Select Print Sale to display a lookup window containing a list of unposted sales To print a specific sale select the sale from the list With the release of Version 7 0 reports that were printed to a file would append instead of overwriting an existing file It is important to note that for POS Receipts this is only true if the invoices are printed from the Reports menu If the receipt is printed to a file by selecting the Done button in the POS Register window or by selecting Print Sale on the Option menu in the POS Register window the new receipt will overwrite the existing one In order to print the receipt to a file and have it append any existing receipts you must post the sale and then select Reprint Receipts on the Reports menu from Point of Sale Voiding Sales The Void Sale command deletes a sale from the li
175. ard Exp Date Dial O __Bescen_ Auth Verification Code Scan or input card number information into Card Number field above Press TAB to move to new field Once the card number is input and you are satisfied the information is correct press the Dial button to receive an authorization If you have changed your mind and you need to make additional changes to the transaction click on the Cancel button If authorization software is installed click the Dial button to receive an authorization The authorization software will fill in the authorization code If authorization software is not installed or is not active you must manually enter an authorization code Point of Sale Sales 151 Sales Menu Observe the following rules The card number must contain the specified number of characters as determined by the credit card company When entering the expiration date use two characters for the month For example use the following format 0899 If you enter a single number for the month and then enter the first number of the year the software interprets that information to be that the first number of the year is part of the month and usually generates an error message telling you that years have only twelve months If you selected the Use CC Address Verification check box in Module Preferences optional the Credit Card Authorization window includes and requires the entry of a street address and zip code
176. ars select the report destination Printer Screen or File If you select Printer or Screen specify Laser or Dot Matrix If you select File type the output file name The default is REPORT TXT If you regularly save to a file the new file will append to the end of the existing file so you will not lose previously saved information 5 Enter the number of copies to print By default one copy will print unless you enter a different default number in your Module Preferences or unless you select File or Screen as the report output destination 6 Select OK to print the report or Cancel to exit without printing Generate Electronic Check File If you balanced the register but did not yet post you can generate the electronic check file and prepare it for upload to the processor s website To generate the electronic check file 1 Select Generate Electronic Check File from the Sales menu F Generate Electronic Check File loj x J The file created from this process will be named xxxPSyyy zip where xxx is your 3 character company code and yyy is the register from which the file is being generated Register rez Register 2 Destination File Path EACMSWIN2DMODATANTRANSFERIMONY te Path File Name C CMSVVIN2 DMODATA TRANSFER IMON IDMOPSRG2 ZIP Cancel Help Point of Sale Sales 169 Sales Menu 2 Select the register from which you want to generate the electronic check file and the loc
177. art End Vendor start End J Print Last Cost Print Quantity On Hand The On Order Report shows the following information for each included stock item Stock Number Item description Vendor Product Type Date of last order Reports 299 Back Order Report Back Order Report The Back Order Report includes those items that have quantities in the Back Order box of the Inventory Master Record sox E Run this report for a list of stock items which are back ordered Process For AILIN Codes V IN Code l Sort By Stock Number Additional Fitter fenione gt Start End Stock Number Bae End Description Start End Product Type e a End Vendor start End J Print Last Cost IV Print Quantity On Hand Cancel Help The Back Order Report can be sorted by stock number description product type or vendor It includes the following E Stock Number Item description Vendor Stock location Quantity on order Quantity on back order You can also print the Last Cost and Quantity on hand 300 Cougar Mountain Point of Sale History Report History Report The History Report shows a brief history of each stock item you carry zx 5 Run this report to see a brief history for each stock item you carry or for a range of items Process For AIIIN Codes V IN Code Sort By Stock Number Adational Fiter knon x Start End Stock Number Bat End Description Ba o End Product Type fet End Ve
178. as many other powerful features then the Bank Reconciliation add on is for you Accounts Receivable The Accounts Receivable module is designed to handle all your customers and charges to and payments from them Not only can you receive payments from customers but you can specify how the payment applies and review the status of your customers and track any past due accounts Order Entry Order Entry is designed to allow you to manage your sales orders whether over the phone in person or by mail Track ordered and shipped quantities automatically fulfill backorders handle work orders and returns along with many other functions Use the software to help you make important business decisions based on sales history of certain items or to certain customers And best of all just like all the other Cougar Mountain modules everything flows through to your back office accounting Getting Started A Quick Tour 15 R amp R Report Writer e Commerce With the popularity of Internet commerce we haven t ignored the needs of our customers who want to utilize the power of the Internet to expand their business Our e Commerce add on is designed to integrate and streamline your online business needs with a third party provider E Commerce will allow you to upload Stock Items and Customers to your Web Site using Account Wizard and then download and import the internet orders directly into Cougar Mountain Software If you want to expand your
179. ase All characters are displayed in lowercase format E nA e ee Force uppercase All characters are displayed in uppercase format eee EEE EE Force placeholders to fill from left to right instead of right to left Print Options Tab The Print Options tab allows you to set up default printer options for the different types of reports you will be printing from each module You have the option of setting default printers output type number of copies and formats for business and posting reports To define default printers and options do the following Point of Sale Options 89 Module Preferences 1 Select the Print Options tab FF PS Module Preferences l xi General Integration Defaults User Defined Fields Print Options Use this tab to define posting and Report printing options for the Point of Sale Module Report Type Output Type or Format Printer File Name 7 Cancel Help 3 For each Report Type in the first column select which default output type to use in the Output Type drop down list The options are Printer Screen and File 4 Ifyou selected Printer as the output type enter the number of copies to print by default in the of Copies column Select the format to use either Laser or Dot Matrix in the Format box If you selected Printer as the output type select the printer to which to send the report in the Printer File Name column or select Default to print to the default printer
180. at the software has to offer For this reason we consider training to be a critical part of the learning process We offer several different types of training one or more are sure to meet your educational needs time constraints and budget Contact Cougar Mountain at 800 388 3038 for your training needs Online Training To ensure you get the most out of your accounting software it is important that you understand all its capabilities For this reason as part of our Software Assurance program we include the opportunity for you to participate in e learning This educational resource is offered online through the Cougar Mountain Customer Service Center CSC website Depending on the subscription you purchase you can access a wealth of short presentations on various features of Cougar Mountain software Since these presentations are accessed online you can view a topic whenever it is convenient for you and or your employees For more information on this resource contact your account executive at 800 388 3038 Classroom Training in Boise We offer training classes on a regular basis at our corporate headquarters in beautiful Boise Idaho If you have only one or two people to train this is a great way to learn all that the software has to offer and how you can use it to its full potential for your needs One of the benefits of coming to our training classes is that you will hear from other users of the software and that can remind you
181. ata Exchange will not know that the numeric field represents a date Numeric to Boolean Logical A value of 1 or 1 is interpreted as True A value of 0 is interpreted as False 402 Cougar Mountain Point of Sale Performance Tips Date to Numeric A date field linked to a long numeric will be converted to Julian date format of YYYYMMDD automatically Date to Text Dates will be converted to a text string of YYY Y MM DD format by default unless you specify a different format using the date formatting functions on the Field Property window Memo Fields Memo fields are treated much the same as text except they can contain much more data than a standard text field which is generally limited to 254 or 255 characters depending upon the file format Another limitation of memo fields under Data Exchange is that any special formatting on a memo field will be ignored Performance Tips The speed of any transfer will depend upon a large number of varying factors These include The number of tables in your setup the number of fields the most significant factor the number of calculations in each table the file format being exported to the number of records being processed and so on Although the speed of Data Exchange depends largely on the performance of the Microsoft Access Engine there are some things you can do to optimize performance Data Exchange Troubleshooting 403 Performance Tips Factors That Can Imp
182. ate 10 37 Date Yes ARTHDATE Transaction Code 4 47 Char Caps Yes ARTHTCODE 2 3 4 5 6 7 9 Description 30 51 Character No ARTHTDES Terms Code 2 81 Char Caps No ARTHTCODE Transaction Amount 14 83 Numeric No ARTHAMOUNT 11 2 Electronic Flag 1 97 Char Caps No ARATEFT Y or N Bank Account Code 03 98 Char Caps No ARTHBANK Discount Amount 14 101 Numeric No ARTHDISC CC Payment 1 115 Numeric No ARTHCCPMT CC Code 4 116 Character No ARTHCRCD CC Number 20 120 Character No ARTHCRNO CC Exp Date 5 140 Character No ARTHCREX CC Authorization 15 145 Character No ARTHCRAU Code CC Processed Flag 1 160 Numeric No ARTHCPROC 1 Yes 0 No CC Authorization 1 161 Numeric No ARTHCREL 1 Yes Flag 0 No CC PCCharge Tran 10 162 Character No ARTHCCPCTN 426 Cougar Mountain Point of Sale Accounts Receivable File Format Table 4 Accounts Receivable Header Record xxxATaaa dbf Field Description Field Pos Data Type Req Maps To Len CC Address 20 172 Character No ARTHCRADDR CC Zip 192 Character No ARTHCRZIP CC Clerk 6 201 Character No ARTHCLERK End of Record 02 207 Yes Nowhere used as record separator Record Length is 208 characters BS Notes Ifthe Transaction Date is invalid an error will be printed on the Import Error Report If the Transaction Date is blank it will be imported as is A blank entry in the Electronic EFT field will be treated the same as a 0 No If
183. ation to which you want to save the file By default this file is saved in one of the transfer folders within your com pany directory based on which day the file is generated For example if the file is generated on a Monday the electronic check file is stored in a location similar to this C CMSWIN DMODATA TRANSFER MON However you can select a different destination location Keep in mind that for each day a register is processed a file is placed in the daily transfer file For instance if you have three registers for which you generate an electronic check file on a Monday the Monday transfer folder will contain three separate files BS Note If you need to generate the file for the same register more than once in a day each generation process overwrites the previous check file After you finish entering the information select the Process Now button The generated ZIP file is automatically named xxxPSyyy zip where xxx is your three character Company Code and yyy is the Register Code This file name cannot be changed prior to generation When the generation process is complete a message appears indicating the number of transactions processed and it offers the option to print a report of the processed transactions To upload your file click the POS Check Conversion Services link located in the Transactions Processed window Make sure you have your login information that you received when you signed up for electron
184. atting Fields A CRLF Carriage Return Line Feed Test Output Device fi c Center on Line CVYour Company Name cCVYour Address Line 1 CVY our City State Zip CVY our Phone optional unt Credit Card Alt Tender Select the Tape Format that most closely matches your needs from the drop down list You can view each format by selecting the Preview button when the format is selected Select the Edit button Enter the number of columns to determine the width of the invoice The most common sizes are 40 column and 32 column Enter the number of lines separating one invoice from the next one in the Sep Lines box Select a Test Output Device using the lookup tool The Test Output Device box determines the printer to which test invoices are sent To print a test invoice select the Preview button and click Test Print 130 Cougar Mountain Point of Sale Codes 8 Select the tab that identifies the section of the invoice you want to change such as the Header Footer etc The following preview format identifies the individual parts of an invoice Fj Preview Receipt Formati x r invoice Your Company Name Your Address Line 1 Your City State Zip Your Phone optional A H SHIFSSISISIGISIGISS HHA HHA ARE PEPE SFFSFFFFIFFFFFIFIFIFIFIFIFFIFIFSIFFS Sub Total GRRR Fee RRR AR Tax PERR RRR RRR AR Total PARR ARR ARR AR Header Line It
185. audit trail is maintained This is the module you will use to get a complete financial picture of your business and run reports such as Balance Sheets and Income Statements General Ledger is the destination for all the information from the other modules For this reason the General Ledger module itself does not have any integration options Payroll Payroll is a powerful module designed to meet all your payroll needs Whether you have one employee or 1000 you can effectively manage taxes time off and any other employee information important to you and your business You can use the Payroll module to manage employee information pay employees including direct deposit and use our powerful reports to effectively manage your payroll Purchase Order The Purchase Order module is designed to create and manage your purchase order needs This module facilitates and streamlines creating purchase orders and receiving the items and invoices into your accounting system when they arrive If your business relies on Purchase Orders and you would like to streamline this process then the Purchase Order module is for you Multi Location Inventory The Multi Location Inventory module is designed to meet the unique needs of our customers with more than one location of stock This powerful add on allows you to track all your Inventory by location receive it into specific locations and keep track of the Inventory when it comes time to make a sale Best
186. ave several functions E Establish settings that control the activity of each salesperson These settings specify whether each salesperson can perform certain activities such as override a price or void a transaction Provide password protection to prevent someone from performing unauthorized activities using another person s Salesperson Code E Place limits on the dollar amounts acceptable for certain payment types E Track sales for each salesperson These figures are useful for salesperson performance analysis sales commission calculation bonus evaluations and sales contest judging Point of Sale Options 101 Codes Do the following to add Salesperson Codes 1 From the Point of Sale menu bar select Codes on the Options menu and then select Salesperson EiessolespersonCodes ga Use this option to assign financial and security limits to each salesperson authorized to use the system Salesperson Code Mer Description Manager Password ti s Maximum Discount 1000 Maximum Check Amount 50 000 00 Credit Card Amount Limit 800 000 00 Check Over Amount sm Maximum AR Credit Amount 100 000 00 k Refunds Customer Query V Special Orders All i Inqui 7 Void Transaction Not Allowed Inquiry Only Inquiry amp Edit JV Terms Codes inventory Query IV Paid Out e Not Allowed C Inquiry Only G Inquiry amp Edit IV Credit Limit Override IV Price Override JV Save Transact
187. bar FiivMasterkieneport ST r Run this report for a list of parts required for each finished assembly Start End Assembly Start End Component Start End J Cancel Help 2 Type or use the Lookup to enter the starting and ending kit number s to include in the report 3 Type or use the Lookup to enter the starting and ending component numbers to use for the report 4 Select OK to generate the report or Cancel to exit without running the report Component Requirement Report The Component Requirement Report is similar to the Kit Assembly Inquiry Report except that you can print this report for single component or for a range of components Inventory Kits 229 Kit Transactions To run the Component Requirement Report 1 In Inventory select Component Requirement Report on the Kits menu from the menu bar F IN Component Requirement Report oj x Run this report to get specific information about the r components used to make up each assembly If a component is used in more than one assembly all stock numbers are listed Starting Component Start Ending Component ena Cancel Help Type or use the Lookup to enter the starting and ending component numbers to use for the report Select OK to generate the report or Cancel to exit without running the report Kit Transactions Before you can process a Kit inventory transaction all the stock items you plan to use in the table must be e
188. ber could start with the first 5 characters of their last name and continue with their Zip Code Whatever numbering scheme you use once a Customer is saved this can only be changed by using the Renumber Customer feature under the Customer menu in Accounts Receivable Customer Name You can enter the Customer s name in this box One feature that you may want to use as your Customers are entered is the Name Reversal Character feature You can select from among a number of characters to use as the reversal character and specify it in Module Preferences By using this character in the Customer Name box you can enter the Customer s last name the reversal character you selected and then the first name This will allow the Lookups and Reports to sort and filter based on the last name However when the name prints on checks and reports the first and last name are reversed and so the first name is printed followed by the last name and the reversal character does not appear Working with Companies 55 Minimum Company Setup Requirements AR Code You will need to have at least one AR Code entered to attach to your Customer before it will save If you do not have an AR Code or you would like to use a different one you can create a new AR Code on the fly by opening the lookup and selecting the Add button Stock Items You will need to set up at least one Stock Item before you can process transactions in Inventory The following infor
189. ber of assemblies requested Select OK Depending on the defaults you set for print options in your Module Preferences the Print Options window may appear If the Print Options window appears select the report destination Printer Screen or File If you select Printer or Screen specify Laser or Dot Matrix If you select File type the output file name The default is REPORT TXT If you regularly save to a file the new file will append to the end of the existing file so you will not lose previously saved information Enter the number of copies to print By default one copy will print unless you enter a different default number in your Module Preferences or unless you select File or Screen as the report output destination Select OK to print the report or Cancel to exit without printing Master Kit Report The Inventory Master Kit Report provides specific information about the components used to make up the selected kit s This report lists each detail line individually and shows which bill of materials components is used in the Finished Good and the quantity and cost of each You can run this report for a single kit or a range of kits 228 Cougar Mountain Point of Sale Kit Reports If a component is used in more than one assembly all assembly stock numbers are listed under the component stock number To run the Master Kit Report 1 In Inventory select Master Kit Report on the Kits menu from the menu
190. both PS and OE Cancel Help Select the Report Type Detailed Condensed or Summary Specify the range of registers you wish to include in the report in the Register Start and Register End boxes Specify the range of items you wish to include in the report in the Item Start and Item End boxes Specify the range of salespeople you wish to include in the report in the Salesperson Start and Salesperson End boxes Specify the range of dates you wish to include in the report in the Date Start and Date End boxes You can also select one of the predefined date ranges for this report by selecting it from the Date Range drop down list See Selecting Date Ranges for Reports on page 260 for more information about each date control option available Select tem from the Subtotals drop down list to include subtotals by stock item Select None to exclude stock item subtotals in your report Select Posted from the Transaction Type drop down list to include posted transactions from the sales history file in your report 276 Cougar Mountain Point of Sale Sales By Register Report 9 Ifyou want the report to include information from both Point of Sale and Order Entry select the Print from Both PS and OE check box This check box is only active if you have Order Entry installed and Posted selected in the Transaction Type box 10 Select OK Depending on the defaults you set for print options in your Module Preferences the
191. by saving a copy of a default CMS report Accounts Payable C ACMSVVIN REPORTS Monthly Aging Report Accounts Payable Print Checks CADOCUME 14 Part Time Payroll Checks 2 Select the module and type of report for which you want to set a custom report The Report Type is the report option that you will select from the Reports menu in the specified module e g Understock 3 Enter the location of the custom report and a name to which to refer to the report 26 Cougar Mountain Point of Sale Data and File Maintenance When you access the report window from the Reports menu for which a custom report option is set you can select the customized report in the Use a custom report field After you define a custom report in the Define Custom Reports window you can also then access that report along with the default reports from the Report Writer Interface Edit Your Reports Here window within R amp R Report Writer As with many of the other features and functions of Cougar Mountain a security option is available to ensure that only users that you want to have the ability to create custom report options can do so Refer to Assigning User Rights on page 70 for information on setting user rights in Cougar Mountain Data and File Maintenance Select File Maintenance on the Options menu to view and reindex your data files Select Back Up Company on the Options menu to back up and restore you
192. cable field for the new record Deleting a Record 1 Selecting a record with the mouse click on the left hand margin of the grid and with the record highlighted press the DELETE key 2 Respond to the confirm question by selecting Delete to remove the record or Cancel to not remove 3 Double click on the top left corner of the browse window to close it and return to the Source Destination Tables window BS Note Browsing large tables with many fields may take a moment to pull up the first window of records Query Button Define a Query filter for a primary source table to select only records that match a certain set of conditions Use the Query Conditions window to specify the following E Update a field on the Field Properties window E Update a record on the Table Relationships window E Replace a value on the Replacements window Button and Menu Options 367 Query Button Select the Query button to insert modify and delete conditions or rules that will query data from the primary source table This function allows you to filter undesired records from a transfer that do not match the conditions you specify Query Conditions Include all records where DMOAPMSD DBF_AP VENDOR MASTER FILE gt AP CITY is equal to Sprinafield Cancel Help Insert Modify Append Delete Instructions Record Scopes You may insert modify and delete conditions or rules that will query data
193. calendar settings and correct any errors before you post information to any module If you do have to change your fiscal calendar after you have posted transactions call Cougar Mountain Customer Support at 800 390 7053 Setting Up the Fiscal Calendar To set up your fiscal calendar before you post do the following 1 2 Select Fiscal Calendar from the Company menu Enter the number of the present period in the Present Period box This box is only used to set the default for the period range when running reports in the General Ledger It has no effect on posting and does not change automatically when a new month begins Enter the number of the period to block from posting in the Date Block Period box Users are prevented from posting in the period specified as well as any period prior to it Enter the number of periods in your company s fiscal calendar either 2 or 3 If you use a 13 period fiscal calendar the 13th period will consist of a single day which is the last day of the fiscal year This provides a place for the year end adjusting entries in a way that doesn t skew your monthly figures Select the date of the first day of your company s fiscal calendar from the Fiscal Year Start drop down calendar Press ENTER Check to make sure all periods are correct Select OK to save your changes Electronic Constants Select Electronic Constants from the Company menu to enter the basic information requ
194. cally filled in with the same information that you entered in the Billing fields If the Shipping address is not the same as the Billing address tab to each of the Shipping address boxes and enter the correct information Check your entries for accuracy and when you have finished defining the company select OK A window appears that gives you the option to use the Setup Wizard Select Yes to set up your company using the Setup Wizard see page 23 or select No to complete the new company setup Viewing Modifying Company Information To view or edit an existing company 1 2 3 Select Set Up Select Company from the Company menu Select a company Select the View Modify button The CMS Company Information window appears Company Detail Tab Select the Company Detail tab to edit or view billing and shipping address information for the selected company Modify the information by overwriting the existing information 46 Cougar Mountain Point of Sale Set Up Select Company System Settings Tab Select the System Settings tab to set system wide options for the selected company cms Company Information Lo amp Use this window to input information about your company Company Detail System Date Prompt Misc C No Prompt Use CMS Date J Use Interface Table C Prompt Use CMS Date JV Auto Fill Enabled No Prompt Use Computer Date I e Commerce Enabled r Data Path EACMSWE5NIDMODATA Dir
195. ce field on the Point of Sale Register window The stock item price will be rounded to the number of decimal places selected in the Round Price to Digit box and then that rounded number will appear in the Price field and it will be used to calculate the Extended field value A number of 0 through 4 may be selected The Extended field value is always rounded to two decimal places Point of Sale Options 85 Module Preferences For example if a stock item has a sale list price of 25 6125 in Inventory and you select to round to two decimal places the price will appear in the Point of Sale Register window Price field as 25 61 and the Extended field value for a purchase of 2 of the stock item would be 51 22 This amount is calculated by multiplying the quantity of 2 by the Price of 25 61 and not by multiplying the quantity of 2 by the full stock price of 25 6125 In some cases this could cause a slight variation between the extended price calculated from the rounded price verses the price in Inventory see the following table The following examples show how each setting appears and prints a stock item selling price of 25 6125 It also shows how this setting affects the extended price which is always rounded to two decimal places Extended Number of Rounded Price Decimal Quantity quantity x Price Places rounded price 0 26 2 52 00 1 25 6 2 51 20 2 25 61 2 51 22 3 25 613 2 51 23 4 price in 25 6
196. ce of steps to duplicate it It is very important that the error can be duplicated for us to be able to quickly locate and correct the problem We will attempt to correct the problem as soon as possible and notify you of an available update Uninstallable ISAM Error Check that your DX INI settings contain the correct path to the DLL drivers in your Windows System directory If the problem only occurs occasionally such as when another program is loaded at the same time as Data Exchange you may have a conflict with a program that also utilizes the MS Access database engine To correct the problem make sure both applications have the exact same entries under the INSTALLABLE ISAMS section of each application s INI file Data Exchange Troubleshooting 405 Error Messages General Protection Fault Errors These errors occur when something unexpected occurs within the Windows environment After any General Protection Fault error regardless of the application it occurs in you should exit Windows and restart the computer The most common cause for a GPF error under Data Exchange is an incorrect version of a DLL or VBX file being loaded If you are updating Data Exchange from a ZIP file on our BBS or installing the runtime files yourself make sure you copied the required files to your Windows System directory and reloaded Windows after doing so If that s not the problem always try and reload Windows and see if the problem persists U
197. ces Each module includes a feature called Module Preferences This feature contains various settings options and preferences for the module as summarized below The Module Preferences window can be found under the 50 Cougar Mountain Point of Sale Minimum Company Setup Requirements Options menu in each module Refer to the Options chapter for each module for more information General Ledger in Back Office E Single or Multi Batch transaction processing E Journal Entry balancing method E Default printer settings Accounts Receivable in Back Office Single or Multi Batch transaction processing Integration to General Ledger Customer numbering options Customer statement messages Default bank account or EFT account code Default view to Notes or general information User Defined fields Default printer settings Inventory page 180 Ability to track serialized inventory Single or Multi Batch transaction processing Default view to Notes or quantity price information Integration to General Ledger AP Vendor lookup option User Defined fields Default Printer settings Accounts Payable in Back Office E Integration E Default Cash Account or Bank Account Working with Companies 51 Minimum Company Setup Requirements Federal Tax ID Number Last AP Check Number Accrual vs Cash basis method Single vs Multi Batch transaction processing Prompting options for Immediate Checks Recurri
198. ch stock item and gives a total dollar amount of inventory for a particular period The Condensed report shows the totals for each item while the Detailed report contains a separate line for each purchase of each item detailing how many of each item are on hand at each cost aici E Print this report to see the quantity unit cost and total amount invested in your inventory for each item Process For AllIN Codes IV IN Code Report Type Detailed Sort By Stock Number X Additional Filter fenone gt Start End Stock Number start End Description Start Ena Product Type Start ena J Print Last Cost Skip Zero Quantity Cancel Help The Stock Value Report shows the following for each selected item E Stock Number Item description Unit Package Method Weighted Average cost Value You can also choose to include the Last Cost and or Skip Zero Quantity If you select the Detailed report you will see a separate line for each date the item s were purchased as well as the costs and values for each purchase date 294 Cougar Mountain Point of Sale Understock Report Understock Report The Understock Report shows minimum acceptable levels of inventory and the required quantities needed to return inventory to the predetermined levels With this report you can choose the Advanced Understock report type to learn what stock items need replenished along with the total sold of each item over the last 15 3
199. ched to every stock item record to determine which GL Inventory account is affected when an item is added or subtracted Inventory Codes determine the accounts to which Inventory adjustments variances or miscellaneous charges are posted Inventory Codes also determine the valuation method of the associated stock item LIFO FIFO Weighted Average or Standard Cost Inventory Codes provide reference to General Ledger Inventory accounts that are updated when Order Entry transactions and Point of Sale transactions containing inventory items are posted and appear on several Inventory reports When setting up a new stock item enter the beginning balance in the On Hand box This box shows the current inventory balance for this stock number This number is updated as transactions are posted and cannot be changed once the record has been saved If the item is serialized you will not be able to enter an on hand quantity here You will use the Adjust Stock Quantities option on the Adjustments menu This process will require you to enter the serial numbers of all the items you have on hand Type in the product description in the Description box up to 45 characters The description generally accompanies the Stock Number to help identify the item wherever it appears in the system The description functions as a sort option and appears on Inventory reports If the date this record was created is different than the system date enter the correct date
200. company IN Codes The IN Code is used to specify how your stock items are handled by the software This includes the valuation method and the accounts associated with the item Depending on how you do business you may want to set up multiple IN Codes to apply to different groups of stock items You need at least one IN Code for your company AP Codes POS with Back Office only The AP Code is used to specify how transactions involving your vendors will be handled and reported within the software This includes determining the GL Accounts that will be affected by invoices and payments as well as the aging methods for the transactions Depending on how you do business you may want to set up multiple AP Codes to apply to different groups of vendors You will need at least one AP Code for your company Transaction Codes The Transaction Codes are used to define the GL accounts that are used for transactions This applies only to Inventory and Accounts Receivable Non Inventory Codes You will need to set up Non Inventory Codes in Order Entry and Point of Sale to track sales revenue generated by sales of services or supplies not in Inventory You will need to set up at least one Non Inventory Code for any sales that are not stock items Examples include freight delivery charges consulting and the like Working with Companies 53 Minimum Company Setup Requirements Interface Codes Depending on how your business is structured
201. compatible with most of the popular database and spreadsheet formats This chapter covers several database and spreadsheet formats and user details for each of them Overview Overview Data Exchange utilizes the Microsoft Access 2 0 engine to perform most database conversion operations The advantage to this is if you already own a copy of MS Access 2 0 or have a Visual Basic application that uses the Access engine Data Exchange shares many Access files thereby saving you disk space as well as memory Network compatible record locking is supported for all database formats except for text amp Excel files which overwrite any existing files once the conversion is complete If you create or modify a table structure you will find that the number of data types and how they are named differs from one database format to another For example Access tables support OLE object fields whereas dBase files do not This is not a limitation of Data Exchange but a limitation of that database format Data Exchange tries to preserve the original data type terminology for each format A character or text field may be called depending upon the format Text Character AlphaNumeric or String Names may also vary for other data types Limits on field sizes will vary depending upon the database driver Data Exchange is compatible with the following database and spreadsheet formats Database Formats Spreadsheet Microsoft Access Excel Text Fil
202. complish and keep track of and get familiar with what the software has to offer you may be pleasantly surprised Dates dominate any accounting system and are very important Cougar Mountain Software offers a number of flexible features that allow you to set up how to handle time but it also keeps track of posted transactions according to Working with Companies 61 Time the settings in the software and for this reason it is a good idea to be aware of what date and time the software is operating on what time it thinks it is In any module in the software you can look at the information bar at the bottom of the screen to find the date and time along with other information What is the Fiscal Calendar The fiscal calendar is the annual clock on which a business operates and it can be different than the standard calendar that begins in January and ends in December Whether the fiscal calendar begins at the end of December or the beginning of July the software will operate accordingly The year to date totals and amounts will begin accumulating at the beginning of the fiscal calendar and you can close out a year at any time following the end of the first fiscal year Amounts and features sensitive to the standard calendar such as taxes are tracked on a separate timeline for this purpose Dates Once the fiscal calendar is defined Cougar Mountain Software offers a number of ways to manage the timeline Many reports include Da
203. d or by using the included Data Manager utility You may also define a specific range of records to process record scope For example you could tell it to transfer only records 1 to 200 362 Cougar Mountain Point of Sale BUTTON AND MENU OPTIONS Data Exchange offers various management tools available either as menu options or from buttons located on transfer setup source destination and field mapping windows This chapter explains in detail the data management tasks provided by these buttons and menu options and how they can be used to fine tune your transfer setups for exports and imports Select Modules to Use With Data Exchange Select Modules to Use With Data Exchange When opening Data Exchange select which modules you would like to use with the Data Exchange import export module This speeds up the opening of Data Exchange by only building the library files for the modules you need When Data Exchange is loaded again the modules that were used the last time will be automatically selected You still have the option to select different modules to open this time The following window appears when you open Data Exchange Only those modules that are installed will be listed in the window x mae DATA EXCHANGE er Data Import Export Module Select the modules you would like to work with I Inventory IV Point of Sale Cancel Copyright 1982 2005 by Cougar Mountain Software Inc All
204. d or will be stored as a character field and not as a date type All the supported file formats contain data types called Date In certain cases generally when dealing with text files you may need to interpret or create dates which are stored in a character format Data Exchange allows you to specify the format of both the source date field and destination date field from this window This only works if you define the date field as a character field instead of a date Data Exchange can then format the field as desired When using the Date options for either the Source or Destination fields you may specify the Date Order Date Delimiter and Four or Two Digit Years BS Note It is not necessary to set the source destination date settings if you are simply converting between two fields of type DATE Lt Example Example source value 030197 Source Date OrderDate DelimiterFour Digit Year MDY blank No Destin Date OrderDate DelimiterFour Digit Year YMD No Destination result value 97 03 01 Data Exchange also reads three character month abbreviations such as Jan Feb etc Button and Menu Options 385 Edit Menu Other Options Use this window to further define field properties xl Basic Settings Formatting ee O Increment to Next available ID C Increment ID starting with Cancel Extended Functions z Help Update destination field MHints Al m aes In the Functions
205. d Date Formatting lists to apply to the selected field E Trim Leading Trailing Spaces Check these boxes if you want to trim or chop off any spaces before or after the field value being worked with E Trim Add Leading Zeros These two check boxes either remove leading zeros from a number or add leading zeros to it For example if you check add leading zeros and the destination field it is being linked to is five characters in length you would get the result 00001 assuming that the source value originally contained the number 1 Adding leading zeros is only applicable for character fields Numeric table fields automatically remove any leading zeros Button and Menu Options 383 Edit Menu E Upper Lower Proper Case All three of these functions convert the value to upper lower or proper name case Proper name case capitalizes the first letter of each word while forcing all other letters to lower case The proper case function is intelligent enough to handle proper names such as McDonald where the D in Donald should remain capitalized as well as other common names such as O Reilly Last Name First Converts a field in the format of First Name Middle Name Last Name to list the last name first such as Last Name First Name Middle Name Be sure that the field you are dealing with is currently in the format of first middle last or you will not get the desired result BS Note Please note that the presence of a
206. d Description Tab Select the Ext Description tab to maintain extended descriptions for this stock item You can use the extended descriptions to flash messages to your salespeople For example when a salesperson enters a sale for a new VCR a message would automatically appear saying Would you like a set of video cables with your new VCR To add an extended description proceed as follows 1 Select the Extended Description tab Description PO Line 1 J Include Line 2 J Include Line 3 l T Include Line 4 Include Qty Price Info J Cost Quantity J History Ext Description Vendor Sales J Include J Include J Include J Include Sales Info User Defined PO Never Use C Always Use C Prompt Sales Never Use C Always Use Prompt Enter a description of up to 45 characters for each of the four available description lines and select the following boxes for each line if they apply E PO If this description line is to be used on purchase orders make sure the PO check box is selected You must have the Purchase Order module installed and integrated to Inventory to use this feature E Sales If this description line is to be used on invoices make sure the Sales check box is selected 206 Cougar Mountain Point of Sale Inventory Master Records 3 Select the appropriate option to specify how often the extended descriptions should print
207. d Quotes Purge Up To This Date 12 3141999 x Cancel Help Purging Check Images After you upload electronic check files you may want to purge the images that are stored in the directory in order to free up space on your system To purge check images 1 Select Purge Check Images from the Period End menu E ga Enter the date up to and through which you wish to purge Check Images WARNING Back Up Data Before Purging Check Images Purge Up To This Date 01 01 2006 z 314 Cougar Mountain Point of Sale Resetting Credit Card Totals 2 Choose the date that you want to purge up to and select OK BS Note By default employees are assigned the right to purge checks in the Assign Rights window If you don t want an employee to have the ability to purge check images you need to unassign the right Resetting Credit Card Totals Each credit card code is associated with a distinct set of accumulators that collect and store sales figures Every time a transaction is posted the transaction amount is added to the accumulators that keep running totals of the posted transactions During period end processing the Current period accumulator is set to zero Transaction totals are accumulated for the credit card codes which can be viewed at any time during the period At the end of the period when all transactions for the period have been entered and posted print the sales figures for the codes The figures
208. d anapeana Select a field from drop down list Comparison 0 Select from the drop down list of applicable operators E Compared To Specify a field or value to which you want to compare the Field box selection Surround literal text with double quotes Specify field names by selecting a value from the Field button window or enter a TableName gt FieldName expression Lt Example A Select all records where Invoice_date gt 2 22 94 AND Invoice_date lt 2 29 94 Greater than or equal to 2 22 94 Less than or equal to 2 29 94 This filter query generates a list of records with dates beginning on 2 22 94 through 2 29 94 but nothing before or after B Set Comparison Equal to and Compared To Sm The wild card asterisk All This retrieves all records beginning with Sm such as Small Smally Smeed Smultz Field Button The Field button allows you to look up fields in related tables to make comparisons For primary source queries this list contains only values from the source table itself and not from any related tables or calculated fields To conditionally transfer data based on a calculated field refer to the Conditions button on the Table Relationships window Button and Menu Options 369 Options Button Lt Example Match Case If the Match Case check box is checked Data Exchange matches the case upper lower of all text fields exactly
209. d and the other half is entered as part of each Inventory master record The original evidence of a business transaction such as checks sales receipts or a cash register tape A system in which the total dollar amount of debits must equal the total dollar amount of credits An indicator that specifies how the due date of a payable is determined For instance a due date can be determined by counting off a number of days from the transaction date or from the first day of the next month The number of days used in conjunction with the due date control to determine the due date of a payable Wages salary or other recompense earned by working A listing of entered but not posted transactions for checking the accuracy of the data entry work Electronic Funds Transfer The electronic transfer of funds from one bank account to another via modem in an encrypted format Charges are made automatically through the Federal Reserve s automated Clearing House ACH Electronic Federal Tax Payment System must be used to make electronic deposits Earned Income Credit Employer Identification Number The sequence of accounting activities performed during an accounting period See owner s equity Glossary 449 Glossary Exceptions Report Expense Expense Allocation Extended Price Factor FICA Payroll FIFO first in first out Flag noun Flag verb Form 940 Payroll Form 941 Payroll Form 94
210. d from scratch in which you set up all Profile variables required for operation The number of days after a sale that an early payment discount is available A debit increases an asset or expense account balance and decreases a liability equity or income account balance A document issued that reduces the amount of a payable These are used to record returned goods defective goods or services miscellaneous charges or credits and error corrections Sum or amount deducted from pre tax or after tax wages A value placed in a data entry field that is recorded as the entry to the field unless overridden to a different value A Profile Code that defines the sales departments within a company Department Codes determine which General Ledger income accounts are affected by a sales transaction The type of transaction item entered on a particular line of a transaction document That portion of a transaction document that shows the itemized detail of the transaction 448 Cougar Mountain Point of Sale Glossary Discount Code Documents Double Entry Accounting System Due Date Control Due Date Days Earnings Edit Report EFT Payroll EFTPS Payroll EIC Payroll EIN Payroll Entire Accounting Cycle Equity A two part code established in Order Entry or Point of Sale which specifies a discount percentage by inventory item and customer One half of the code is entered on the customer master recor
211. d other reports In addition all Point of Sale reports use the same Print Options window which allows you to select where to print the report what type of printer to use printer options and how many copies you want printed Cash Receipts Report The Cash Receipts Report determines the amount of revenue generated in cash for a specified range of registers and salespeople A variety of sort options make this report a useful tool for balancing registers evaluating salesperson performance monitoring inventory and many other tasks To print the Cash Receipts Report 1 Select Cash Receipts on the Reports menu from the Point of Sale menu bar aici 3 This report provides you with a list of all cash receipts In the form below define the sort method range of registers and salespersons you wish to include Start End Register Start End Salesperson Start End Date Range custom Date 010172004 m 12 31 2006 5 Sort By Register X Transaction Type Posted TF Both PS and OE Cancel Help 2 Specify the range of registers you wish to include in the report in the Register Start and Register End boxes 3 Specify the range of salespeople you wish to include in the report in the Salesperson Start and Salesperson End boxes 266 Cougar Mountain Point of Sale Credit Card Receipts Report Specify the range of dates you wish to include in the report in the Date Start and Date End boxes You can also sel
212. d password This can happen if the user has forgotten a password or if the employee has left the company without informing others of their password 68 Cougar Mountain Point of Sale Working With Users To reset a password without the old password 1 Inthe Main Menu select Reset Password on the Security menu aio amp Use this window to reset user passwords User ID fear User Name Barry peeveesyy 2 Type or use the lookup in the User ID box to select the User ID for which you want to reset the password Once the User ID has been entered the user s name will automatically appear in the User Name box Type the new password for this user in the New Password box Retype the new password exactly as you did before in the Retype New Password box 5 Select Save to save this new password When the user logs into Cougar Mountain for the first time after their password is reset they will see a message indicating that they should change their password as soon as possible It is recommended that the user change their password at this time to maximize system security For instructions on changing a user password see Changing User Passwords on page 66 Deleting a User You must have Add Change Users access rights to delete a user from a company 1 Inthe Main Menu select Add Change Users on the Security menu 2 Highlight the User ID you want to delete 3 Select Delete A warning message ap
213. d the last item in the range you want to print To print for a single item enter the same item in both boxes Select the Print Last Cost check box to print the last cost paid for each stock item You can also choose to Print Quantity On Hand and the Quantity Committed Check the Print Vendor s Stock No check box if you want to print the vendor s stock number on the report Advanced Understock Report Select Advanced Understock as the Report Type to monitor what stock items need replenished along with the total sold of each item over the last 15 30 and 60 day increments This report also provides the average delivery time the last three purchase orders and days The Inventory Advanced Understock Report includes the following detail for each stock item E Stock Number Item description Understock quantity Stock location Vendor Product Type Quantity on order Minimum quantity 296 Cougar Mountain Point of Sale Overstock Report Maximum quantity Last cost Quantity on hand Quantity back ordered Quantity committed Quantity sold in last 15 30 and 60 days Average delivery time Last three Purchase Orders and days 1 To sort the report information using one of the user defined fields select the field name from the Sort By drop down list and then specify the range of values that you wish to include 2 For Starting and Ending items Stock Number Product Type Vendor etc enter the first item and
214. dard cost select the appropriate option under Post Standard Cost Variances at time of The choices are Purchase and Sale Use this option to calculate the standard cost variance at both the time of purchase and the time of sale E Sale Only If Standard Cost is selected you have the choice Use this option to calculate the standard cost variances at the time of sale only or at both the time of purchase and the time of sale E Variance Amount If Standard Cost is selected the variance amount appears on the screen The amount displayed is the variance between standard and actual costs It is automatically tracked by the software and you cannot enter changes BS Note The Post Standard Cost Variances options are available only when using the LS Note Standard Cost inventory valuation method 11 Activate the Taxable check box if you wish to specify that some or all of the items associated with this Inventory Code are taxable Check this box if some items are taxable and some are not or if items are sometimes taxable and sometimes not You have the option of overriding the default when items are sold Leave this check box empty if the items associated with this Inventory Code are not taxable If the Taxable check box is selected but the tax code charges 0 00 tax the items belonging to this inventory code will not be printed in the Taxable portion of the invoice They will however be included on the Sales Tax report
215. day immediately Saturday following the week immediately containing the following the week current CMS date containing the current CMS date Next 4 Weeks The date of the The date of the Sunday immediately Saturday of the following the week fourth week containing the containing the current CMS date current CMS date Reports 263 Printing Reports in Cougar Mountain following the fiscal quarter containing the current CMS date Date Range Start Date for End Date for Option Report Report Next Month The first day of the The last day of the month immediately month immediately following the month following the month containing the containing the current CMS date current CMS date Next Fiscal The first day of the The last day of the Quarter fiscal quarter fiscal quarter immediately immediately following the fiscal quarter containing the current CMS date Next Fiscal Year The first day of the fiscal year immediately following the fiscal year containing the current CMS date The last day of the fiscal year immediately following the fiscal year containing the current CMS date Custom The specific start date entered in the Date Start field This specific end date entered in the Date End field Setting Up Queries in Key Reports In some of the reports available in Cougar Mountain you can set up queries to futher define your report In report windows that a
216. dded anywhere within the field Use this option with caution since it could easily replace strings of characters embedded within other words which you did not intend Conditions Attach conditional logic on whether a replace should be performed on a record by record basis See The Query filter data Button on page 362 for more information Click OK when you are finished and you will move back to the Replace window If the criteria is correct select OK to process Configuration This option is accessed from the Edit menu and allows you to set several options for either the transfer setup being defined or for the application as a whole For details on what is defined on these windows see Transfer Setup Options on page 371 396 Cougar Mountain Point of Sale Insert Menu Lookup Tables The following lookup tables are available to be modified E States E Name Prefixes E Name Suffixes a Last Name Prefixes These tables are used in the Address and Name parsing functions provided on the field properties window under Extended functions In order to parse names Data Exchange must know what the valid name prefixes are Mr Mrs etc as well as name suffixes Jr III etc and last name prefixes Mac Van etc E To add additional records move to the bottom of the table Then type in the new record s To delete a record click the left most portion of the data entry grid to select a record and then pr
217. dditional Filter None gt be Start End Stock Number fiat End Description Bae SS End Product Type Start End Vendor Start End Location Start End I Print Last Cost J Print Quantity On Hand Cancel Help For each stock item selected this report lists the following information E Inventory Code Stock Number Item description Product Type Stock location Unit Package You can also print the Last Cost and Quantity on hand To make quick adjustments to Inventory based on physical count see Adjustment Transaction on page 241 Reports 291 Price Book Report Price Book Report The Price Book Report shows both the quantity on hand and the various pricing breaks for each inventory item zix r Run this report for a current list of the quantity on hand and the various price breaks for each stock item Process For All IN Codes IV IN Code l Sort By Stock Number Adational Fiter ewon x Start End Stock Number tan End Description Ba End Product Type Ba o End Vendor Ba End J Skip Zero Quantity Print Quantity On Hand Price Level To Print fan X Cancel Help This report shows only retail pricing breaks and is often provided to customers as a pricing reference The report includes E Stock Number Item description Vendor Product Type Location Product Code Activate the Skip Zero Quantity check box to exclude items with a quantity on hand of zero Leave this box empty to
218. der option in the Cougar Mountain Software Installation window 3 From the Windows desktop click Start and point to Programs From the Programs menu point to Cougar Mountain Software 5 Point to the Documentation folder and select the user s guide you want to open Customer Support If you come across a problem or an error message that you cannot resolve call our Customer Support Department Cougar Mountain Software maintains a full time Customer Support staff specially trained to solve problems Our Customer Support staff has the expertise to efficiently and effectively answer your questions about installation and operation of the software You can receive customer support over the phone from Cougar Mountain Software or you can be referred to a Cougar Mountain dealer in your area who can provide personalized local support Cougar Mountain Software offers several annual support contract plans that allow you to get help when you need it Visit our Customer Support Center online at www cougarmtn com support You can also visit the customer service site at http service cougarmtn com to search for software updates that you can download We provide this option so you can obtain the latest updates at your convenience Learning About Your Available Resources Where to Find More Help Information to Gather Before Contacting Customer Support When you contact Cougar Mountain Customer Support please have your support number r
219. der Identifier 1 01 Char Caps Yes H determines a Header Type H record Vendor Number 20 02 Char Caps No APTIVENDOR Invoice Number 15 22 Char Caps_ Yes APTIINVOIC Check Number 15 37 Char Caps No2 APTICHECKN PO Number 20 52 Character No APTIPONUM Address Line One 35 72 Character No APTIADDR1 Address Line Two 35 107 Character No APTIADDR2 Universal Bridge External File Formats 437 Accounts Payable File Format Table 11 Continued Accounts Payable Header Record xxxAIaaa dbf ments Field Description Field Pos DataType Req Maps To Len Address Line Three 35 142 Character No APTIADDR3 Address Line Four 35 177 Character No APTIADDR4 Paid Out Flag 1 212 Char Caps_ No APTIPAID P Saves 1 in P Yes APTIPAID Immediate Check 1 213 Char Caps No l check not printed Flag Saves 1 in APTIIMMED and 1 in APTICHECK C Check Printed Saves 1 in APTIIMMED and 2 in APTICHECK Electronic EFT Flag 1 214 Numeric No APAIEFT 1 Yes 0 No 1 Yes 0O No Invoice Date 10 215 Date Yes APTIINDATE Due Date 10 225 Date Yes APTIDUDATE Discount Due Date 10 235 Date Yes APTIDSDATE Check Date 10 245 Date No APTICHDATE GL Date 10 255 Date Yes APTIGLDATE Discount Dollar Per 1 265 Numeric No APTIDISCF 0 Dollar cent Flag 1 Percent Discount Rate 17 266 Numeric No APTIDISC if APTIDISCF is
220. des can be grouped Grouped codes are codes with the first three characters alike and the fourth character different The following example shows grouped Comment Codes ABC1 ABC2 ABC3 ABC4 Each Comment Code identifies a different comment line line of text When you select a Comment Code during invoice entry the system adds all of the comments for all of the codes that have the same first three characters to the invoice If you have a description that does not fit into the usual description box use comment lines to complete the description By starting each of the codes with the same first three characters each line is automatically added to the invoice one after the other If you chose ABC1 from the lookup all four Comment Codes would appear on the invoice If however you chose ABC3 from the lookup only ABC3 and ABC4 would appear L Example Suppose you have the following comment codes set up ABC1 This is the first comment code line ABC2 This is the second comment code line ABC3 This is the third comment code line ABC4 This is the fourth comment code line If you use the comment code ABC in the enter orders window while creating an invoice all four comment lines will print one after the other This is the first comment code line This is the second comment code line Point of Sale Options 139 Codes This is the third comment code line This is the fourth comment code line If you use the comment code
221. designate the field as empty and not null A null value means that the field is not only empty but has never contained any value at all Disallow nulls only works for destination fields which have a field linked to them Click OK when you have finished defining the options to return back to the Source Destination transfer setup window File Menu Select File from the Data Exchange menu bar for the following transfer options E Define Transfer Open Transfer Close Transfer available from an open transfer Save Transfer Save As Transfer Validate Transfer Run Transfer Define Transfer See the Export Import chapters for details on the Define Transfer function Open Transfer Select Open Transfer from the File menu to open an existing transfer or to open or create a Library Button and Menu Options 373 File Menu LS Note Library Use library files to separate groups of transfer routines that you wish to keep separate Think of a library as a directory where files Transfer Setups are kept The library file can be up to 8 digits and always has the extension of mdb which is stored as a Microsoft Access database Transfer setups however are not restricted to 8 digits they can be unique names up to 40 characters in length You may create a new library and then create you transfer setup in that library by first using the Open Transfer command and then Define Transfer from the File menu Close Transfer
222. diting selections are listed as follows E Table Properties Field Properties Table Relationships Replacements Configuration Lookup Tables Table Properties Selecting the Table Properties option from the File menu takes you to the Source Table Structure window where you can make changes to the Transfer Setup Details on this window are covered in the Export Import chapters Also additional details regarding text file structures can be found in Text or ASCII Files on page 357 Field Properties Before you can access the Field Properties option you must have a valid transfer setup open and the source file that you wish to edit highlighted Highlighting the source table will not work as you must select a specific file 378 Cougar Mountain Point of Sale Edit Menu NZ y Warning Select Field Properties from the Edit menu when you wish to format the data being transferred or perform a calculation Two options are available E Modify properties on an existing field from the Edit Field Properties menu E Insert a calculated field from the File Insert Calculated Field menu Formatting Other Options x Field Value Double click on or more fields to select Bl p_vendor E I ElAp_name sls ElAp_code E Ap_bank Help oe a ala 1 Calculated field expression Hins _4 When creating calculated fields you may drag and drop fields from the tables fields list and drop
223. dle of the road method between actual price paid and current market value It should be used when you want to downplay market fluctuations LL Example FIFO You have three items in stock One was bought six months ago for 1 00 another three months ago for 1 10 and the third a week ago for 1 15 If you use FIFO and sell one item the oldest cost of 1 00 is used When you sell the second item the cost of 1 10 is used and 1 15 is used for the third item LIFO Using the three item example above and the LIFO cost method when you sell one item the cost used is 1 15 When you sell another it is costed at 1 10 Now suppose you receive a new item and pay 1 20 for it The next item you sell will be costed at 1 20 Weighted Average Use the three item example from above and cost the items using Weighted Average The total paid for the three items is 3 25 Divide 3 25 by the quantity of 3 which equals 1 0833 You would sell the first two items at 1 08 and the third at 1 09 1 08 1 08 1 09 3 25 E Standard Cost Standard Cost is used in situations where items are sold before their actual cost is known A standard cost value is assigned to each stock item which is used when an item is sold before its cost is known When the purchase invoice is received and the actual cost is known the ledger is adjusted to reflect the actual cost 186 Cougar Mountain Point of Sale Inventory Codes 10 If the valuation method is stan
224. e Abbreviation This code is used in setting up your Hm company files and must be unique Billing information r Shipping information Addr Line 1 Addr Line 2 City State Zip Code Telephone eaf FAX Contact Name E Mail Addr Cancel Help In the Add New Company window enter the name of your company up to 30 characters Notice that the first three characters of the Company Name automatically appear in the Abbreviation box as they are typed This is the Company Code and it cannot be directly changed after it has been saved and entered into the system If you do not wish to accept the three character code that is automatically entered tab to the Abbreviation box and type over the entry Enter your billing information using the TAB key to move from box to box Enter the telephone number including the area code Do not enter any separating characters When you select the ENTER key the cursor moves to the next field and the program adds the separating characters For example 2085551212 formats automatically as 208 555 1212 Enter the FAX number including the area code without separating characters Working with Companies 45 Set Up Select Company 8 9 10 11 Enter the name of the primary contact person in the Contact Name box Enter the company s or contact person s e mail address if applicable Shipping Information is automati
225. e Terminal Number directs authorization activity to and from the selected register 4 Select the Default to Scanner Mode On Load check box to automatically set the selected register to Scanner Mode when entering sales For more information see Scanner Mode on page 161 Invoice Format Codes Point of Sale provides seven pre configured invoice formats numbered 1 through 7 Formats through 4 were created using the formatting interface provided in Point of Sale Invoices using these formats print on a register tape The remaining three formats were created in the R amp R Report Writer software package Invoices using these formats print on a standard laser or dot matrix printer 128 Cougar Mountain Point of Sale Codes BS Note In some cases reports that are printed to a file would append instead of overwriting an existing file It is important to note that for POS Receipts this is only true if the invoices are printed from the Reports menu If the receipt is printed to a file by selecting the Done button in the POS Register window or by selecting Print Sale on the Option menu in the POS Register window the new receipt will overwrite the existing one In order to print the receipt to a file and have it append any existing receipts you must post the sale and then select Reprint Receipts on the Reports menu from Point of Sale New formats cannot be added from within Point of Sale but the existing formats can be ed
226. e a password Passwords are associated with specific access privileges and work similarly to locks and keys Assigning a password is like putting a lock on a door Giving out the password is like handing out keys to the lock If you are the only one who has the password then you are the only one able to open the lock By controlling who has knowledge of the password you control who has access to your files The best passwords are not simply words names or initials modified in some way Good passwords contain both alphabetical and numerical characters used in unpredictable combinations In Cougar Mountain Software passwords must be a minimum of seven alphanumeric characters Also your security is increased because users are limited to six attempts to access the system After six attempts that fail due to either the User ID or password being incorrect the user is locked out of the system This lock out will last 30 minutes or until the system administrator re enables the User ID Use the following steps to define a password 1 Select Add Change Users from the Security menu 2 Select the user to which you wish to assign a password or if entering a new user select the Add button If you are changing the password for an existing user select the Change button 3 From the CMS New User or CMS Change User window select the Password button 4 Enter a password with a minimum of seven characters For security purposes we recommend that you
227. e an lated 322 Supported File POrmialSes 2 xincescscsesascadasacctinveideaseeadeset SG eraxenseesee eens 322 Referential Integrity tncnn aid noes ee ROG he 322 OOPSRAUING VIDS 6 ae a a EEE A E EE E E E 323 Accelerator Keys cccccccececcceeccceeaeeeeeecseeeeeseeeeeeeeeeeeeeeeeeeenaaaaes 323 Copying and Drag Drop wvescicccsctsiccncsvscsebeccvecnesvniansbacaledarvelceieetuced sass 324 Starting Data ExcMnanges 2 sceccceldscwsiee les sudd snide Set Sete eeeec hee oeulece des 325 Table of Contents vii Table of Contents Chapter 13 Exporting Data s seeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 327 Creating a New Transfer Setup ceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeee 328 Transfer Directions eneren e e aa 328 Selecting a Source File cisie atetea dei centdestecedenaeeseceskees 329 Selecting a Destination File 2 22 ccccccceceeeee ener tee ee eteeeeeeeeen 329 Destination Table Options ccsceeeeeeeeeeeeeeeeeeeeeeesseeseseeeess 331 Field Mapping ssi venei desi aca stata ete a aaa asada das cacdhicecaetsemeemanedides 332 Starting the Export Process 2 22 2 s sccesdsessecedenececeeeeeeeceeeeeeeeeetenenens 334 File Types Additional Information ccccccccsccseseeseseeseeeeeeeeeeeeeeees 336 TEXt OTA Cl FHOS S ai eaea a aie iene ot etats 336 Text Table Structure cai ise bacrece see aacesaeneiee eenceesseeGeimeenabet deena 336 ACCE
228. e cases perform edits add delete E Options Additional transfer options are available when you select this button 2 When you finish editing highlight the destination table file 3 Click OK to move to the Field Mapping window Exporting Data 331 Creating a New Transfer Setup Field Mapping The Field Mapping SETUP window illustrates both the source and destination files and the fields in each It also illustrates the connections between the fields of each file Field Mapping SETUP1 a oi x Source Links Destination E Ap_vendor E Ap_name E Ap_code E Ap_bank E Ap_addrl E Ap_addr2 E Ap_city E Ap_state EB Ap_zip EAp_cont E Ap_phone E Ap_phone2 ff Dmoapmsd dbf ap By Ap_vendor Testxls Ap_vendor Ap_name Test xls Ap_name Ap_code Testxls Ap_code Ap_bank Test xls Ap_bank Ap_addr1 Test xls Ap_addr1 Ap_addr2 Test xls Ap_addr2 Ap_city Testxls Ap_city Ap_state Testxls Ap_state Ap_zip Ap_cont Test xls Testxls Ap_zip Ap_cont a far est xls E Ap_vendor E Ap_name Ap_code E Ap_bank E Ap_addrl BiAp_addr2 E Ap_city E Ap_state B Ap_zip E Ap_cont E Ap_phone E Ap_phone2 Ap_phone gt Testxls Ap_phone Ap_phone2 gt Testals Ap_phone2 Ap_fax gt Testxls Ap_fax had gt 1 prod Insert Modify Link Fields Export Delete Browse
229. e does not support these kinds of indexes or any indexes which contain imbedded calculations except for Access indexes which are always fully supported Replacements 1 Open an existing transfer or define a new transfer 2 Select Edit Replacements when you need to search for certain data and replace it with something else For example you might want to replace all occurrences of TX with Texas You could even place a condition on whether TX should be replaced with Texas as well Button and Menu Options 395 Edit Menu Select Insert to move to the Search Replace window where you can enter the data according to the details below that you want to search for and replace Search Replace x Seach For tl Replace With Cancel Search In Conditions Only for Field z _ Conditions All Fields in Table bi Help i Match Case x Match Whole Field E Search For Replace With You may enter any value to search for and a value to replace matching data with To search for null data leave the field blank Only for Field All Fields in Table You may search for a value in a single field or throughout the entire table E Match Case This designates whether the field s case upper case lower case letters makes a different in searching for data to replace E Match Whole Field If this option is not checked Data Exchange looks for the Search For value embe
230. e external file it will be imported into one or two files see the information contained later in this section in the batch selected by the user The selected batch must be empty or an error message will display Depending on the module you are using the following files in the selected batch are updated where xxx is your company s three character company code and aaa represents your batch identity E General Ledger xxxGDaaa DBF and xxxGJaaa DBF E Bank Reconciliation xxxBTaaa DBF and xxxBLaaa DBF E Accounts Payable xxxAlaaa DBF and xxxAEaaa DBF E Order Entry 000 xxxOTaaa DBF and xxxOLaaa DBF E Payroll eee eeeeeeeee XxxPRDLY DBF E Accounts Receivable xxxATaaa DBF and xxxALaaa DBF E Inventory ee xxxIHaaa DBF Transaction numbers will be generated automatically based on the next available number in the batch Universal Bridge External File Formats 423 General Ledger File Format The file will contain multiple records each having a CR LF at the end and an H or D as the first character Records with an H at the beginning are header or master records and subsequent records with a D at the beginning are the detail lines sometimes referred to as child lines for that header record The remaining pages in this section describe the external file formats for each of the above modules BS Note In the tables on the following pages
231. e header record 432 Cougar Mountain Point of Sale Bank Reconciliation File Format Bank Reconciliation File Format The following tables show the requirements for the external file that is used to import Bank Reconciliation transactions The first table shows the file definitions for the header record and the second table shows the file definitions for the detail records Table 8 Bank Reconciliation Header Record Field Description Field Pos Data Type Req Maps To Length Header Identifier 1 01 Char Caps Yes Use to identify Header Type H Row Bank Account Code 3 02 Char Caps Yes BRTHCODE Check Doc Number 20 05 Char Caps Yes BRTHCKNO Payee Description 35 25 Character Yes BRTHPYCODE Memo Description 30 60 Character No BRTHMEMO Payee Address 1 35 90 Character No BRTHADDR1 Payee Address 2 35 125 Character No BRTHADDR2 Payee City 20 160 Character No BRTHCITY Payee State 2 180 Char Caps No BRTHSTATE Payee Zip Code 30 182 Character No BRTHZIP Bank Account Trans 3 212 Char Caps No1 BRTHBNKTO fer To Transaction Type 1 215 Numeric Yes BRTHTYPE 0 Check 1 Deposit 2 Deduction 3 Addition 4 Bank Charge 5 Transfer 6 Void Category Type 6 216 Char Caps No2 BRTHCAT Universal Bridge External File Formats 433 Bank Reconciliation File Format Table 8 Bank Reconciliation Header Record Field Description Field Pos Data Type
232. e immediately after it is complete This helps to ensure that all of your checks are processed and that you don t duplicate image files check processing or your work To regenerate the electronic check file 1 Select Regenerate Electronic Check File from the Sales menu fj Regenerate Electronic Check File loj x Use the Regenerate Electronic Check File to create from history the file used to process electronic checks The default file name will be ecmmddyy zip where mm month dd day and yy year Register rez Register 2 x Start End Date 02 13 2006 02 13 2006 p Time fi 2 00 AM fi 1 59 PM File Path C CMSVVIN2 DMODATA TRANSFER Ey File Name JECO21306 ZIP Cancel Help 2 Select the register from which you want to regenerate the electronic check file the date and time range and the location to which you want to save the regenerated file The file is saved by default in the Transfer file folder located inside the CMSWIN folder on your local drive 3 Select Process Now after you have entered all the information The regenerated file is automatically named ecmmddyy zip The date is included by default so that you can easily identify it from other regener ated files in the folder If you have already regenerated on a specific day and you choose to regen erate again you will receive a message indicating that ecmmddyy zip 176 Cougar Mountain Point of Sale Sales Menu already exists
233. e imported as is A blank entry in the Paid Out field Immediate Check field or Electronic EFT field will be treated the same as a 0 No Universal Bridge External File Formats 439 Accounts Payable File Format Table 12 Accounts Payable Detail Record xxxAEaaa dbf Field Description Field Pos Data Type Req Maps To Len Detail Identifier 1 01 Char Caps Yes Use to identify Detail Type D Row Line Type 1 02 Numeric 1 3 Yes APTELTYPE 5 7 Stock Description 20 03 Char Caps No1 APTESTKDES Expense Account 30 23 Char Caps No2 APTEGLEXP Prepaid Account 30 53 Char Caps No APTEGLPREP Discount Flag 1 83 Numeric No APTEDISCOK 1 Yes 0O No 1 Yes 0O No Discount Amount 15 84 Numeric No APTEDISC Serialized Inv Flag 1 99 Numeric No APTESER 1 Yes 0O No Serial Number 20 100 Char Caps Yes only APTESERIAL for serial ized inventory Expense Date 10 120 Date Yes APTEEXDATE Quantity 14 8 4 130 Numeric No APTEQTY Cost Per Unit 14 8 4 144 Numeric No APTEUNCOST Cost Per Unit Per 14 8 4 158 Numeric No only APTEUNCOSP cent used if this is an allocation Code entry Landing per Unit 15 11 2 172 Numeric No APTELAND 440 Cougar Mountain Point of Sale Accounts Payable File Format Table 12 Continued Accounts Payable Detail Record xxxAEaaa dbf Field Description Field Pos Data Type Req Maps To Len Inve
234. e is replaced with an empty value in destination field and the error is logged E Numeric too large for destination field Value is set to zero in destination and the error is logged Compact Library This option purges out records that have been marked as deleted in the past from the active setup library This will keep your library file as compact as possible A library file is stored as a Microsoft Access database MDB Repair Library If a power failure or other interruption occurs during saving it is possible to corrupt the library file If you have reason to believe that the file may be corrupted even slightly run Repair Library Data Manager This option loads a modified version of a utility program which comes as a supplement to Microsoft Visual Basic It has been included with Data Exchange from the file menu to assist in the creation of indexes You may obtain additional help using Data Manager by pressing F1 from a Data Manager window Ignore any references to Microsoft Visual Basic This utility is aminimal program for modifying databases Full featured database applications such as Microsoft Access do a much better job than Data Manager Edit Menu The Edit menu offers several tools which allow the movement of data and the modification of your transfer setups The edit functions of Cut Copy Paste Button and Menu Options 377 Edit Menu are used the same as they are in any Windows program The other e
235. e of ownership transfer for both the buyer and seller The costs of acquiring inventory besides the purchase cost Sales tax and freight charges can be landing costs The claims against the assets of a business The debts or financial obligations of a business The different types of transactions that can be documented on a detail line of an invoice An inventory valuation method based on the assumption that the last item acquired is the first item sold and that the remaining items are the first acquired Method of saving data in a report format to tape or disk in order to submit the report electronically rather than on paper The files that hold the records containing general information about the participants or objects of transactions within a module In General Ledger the master file contains the account names numbers and balances In Accounts Receivable the master file contains the customer names numbers balances and other general information In Inventory the master file contains the inventory item descriptions stock numbers and cost and quantity information The individual records found in a master file General information about the participants or objects of transactions within a module One of the functional applications of Cougar Mountain Software for Windows Modules available are General Ledger Accounts Receivable Accounts Payable Order Entry Point of Sale Inventory Payroll Bank Reconciliation and Data Excha
236. e strongly recommend that you change the supervisory user password to one of at least seven alphanumeric characters for maximum system security To add a new user do the following 1 2 Select Add Change Users from the Security menu Select the Add button ixi amp Use this screen to create or add an ID number for your company s users User ID ver Save User Name veronica Close JV Prompt User to reset password after 90 days Password Rights Help Enter a User ID of up to three alphanumeric characters Enter a User Name of up to 30 characters If you want the system to prompt this user to reset their password every 90 days select the Prompt User to reset password after 90 days check box If this check box is selected then when the selected user logs into Cougar Mountain 90 days following the creation of this password a window will appear prompting them to reset their password For information on setting user passwords see Defining User Passwords on page 65 for information on changing user passwords see Changing User Passwords on page 66 and for information on resetting user passwords as when a user has forgotten their password see Resetting a User Password Without the Old Password on page 68 Select Save and then select Close when finished 64 Cougar Mountain Point of Sale Working With Users Defining User Passwords In addition to user identification users should hav
237. e the Close button in the upper right corner of the window To correct this problem so the error doesn t occur add the line PDFDRIVER 0 to the Defaults section of the C Windows rrw ini file Printing Reports in Cougar Mountain There are some standard options available in several of the reports in Cougar Mountain This section presents some of the standard printing sorting and filtering options and how to set up these options Refer to each of the options before running any report to ensure you get the most out of Cougar Mountain reporting Reports 257 Printing Reports in Cougar Mountain Printing a Report The Module Preferences for each module allows you to define default settings for posting and other reports In addition all Cougar Mountain reports use the same Print Options window that allows you to select where to print the report what type of printer to use printer options and how many copies you want to print To run a report and select the print options 1 Select the report you want to print from the Reports menu 2 Complete the report setup window as explained in each section following 3 Select OK Depending on the defaults you set for print options in your Module Preferences the Print Options window may appear 4 Ifthe Print Options window appears select the report destination Printer Screen or File If you select Printer or Screen specify Laser or Dot Matrix If you select File type
238. e the Inventory Code attached to a stock item unless you reduce the quantities to zero change the Inventory Code and re adjust the quantities back to their actual numbers For information on changing the valuation method after processing begins refer to Changing the Valuation Method on page 188 Inventory Adjustments 235 Adjusting Stock Quantities Adding Stock Adjustments to Inventory 1 Ifapplicable select a batch or create a new batch 2 Select Adjust Stock Quantities from the Adjustments menu SIN adjust stock quantities ST Use this screen to add or remove stock items from your physical inventory records Be sure to run the edit report when finished General Information Notes l Adjustment No 0001 Date 05 02 2002 v J7 Bill of Materials Type soo1__ Cancel Stock Number T Ed Clear Ait On Hand r Print Edit Document Last Cost Tran Code i E Eind 2 Description Help Quantity 0 Cost 0 0000 Enter an adjustment date or accept the system date 4 Activate the Bill of Materials Type check box if this is a Bill of Materials stock item if not leave this check box unchecked BS Note You must first set up a BOM item in the Stock and Set Up Kits sections of the Inventory module with the components added to create the complete stock item 5 Enter a Stock Number of up to 20 characters If you are unsure of the stock number use the Lookup to display a list of ava
239. e will be posted to the specified GL Over Short Account If you don t have General Ledger installed or if Sales is not integrated to General Ledger the amount will not be posted to an account but the register can still be saved See Balancing Registers on page 167 for more information When try to generate or regenerate my checks receive an error message because the system does not detect a corresponding check image file tif file What should do This can occur if the corresponding image file was deleted or otherwise lost In this case you need to restore from backup See Back Up Your Company Information on page 29 for more information 416 Cougar Mountain Accounting UNIVERSAL BRIDGE EXTERNAL FILE FORMATS This Appendix outlines the requirements for the external files that are used for the Cougar Mountain Universal Bridge feature This feature imports transactions into several of the Cougar Mountain Point of Sale core and Add On modules General Ledger Accounts Receivable Accounts Payable Inventory Order Entry Payroll and Bank Reconciliation Import External Transaction File Import External Transaction File The External File option allows you to import unposted transactions from an external data file The option to import is accessed from different menus within these modules as shown in the table below The following pages contain the external file requirements fo
240. e1 Description1 PriceCode2 Description2 Your two relational tables would be Customer Eile FirstName LastName PriceCode1 PriceCode2 Price Code File PriceCode this field would be indexed for the Merge Description In the above example you would have two Merge imports both based on PriceCode index where the first import you linked the PriceCodel and Description1 fields to the Price Code file and the second Merge import you Data Exchange Troubleshooting 411 Frequently Asked Questions linked the PriceCode2 and Description fields to the Price Code file You create a third import which transferred the customer data to the Customer File There are many variations on the above scenario but in most cases you should be able to accommodate them using multi pass imports 412 Cougar Mountain Point of Sale A P T E R 18 TROUBLESHOOTING At times problems errors or other questions can arise that are simple to resolve without contacting Customer Support In this chapter we indicate some common issues and ways to correct them If you do not find what you are looking for here refer to the help options in the Where to Find More Help section in this user s manual and or check the FAQ topic of our Customer Service Center at http service cougarmtn com before contacting Customer Support If you would like to offer suggestions for additions to this chapter please email us at documentation cougarmtn com Inve
241. eady This is typically your telephone number with the area code first You will also need to know your operating system the Cougar Mountain product s you have purchased and installed and the version of the product if possible If you are not sure how or where to find out this information Customer Support can help Contacting Customer Support Refer to the table in this section for various options available to contact a Customer Support Specialist for answers to your questions or solutions to your software problems You may also use one of these options to purchase an annual support contract which will ensure you get the help you need when you need it most Support Type Contact via Contact a Customer 800 390 7053 Support Specialist Purchase a Software 800 388 3038 Assurance plan Email questions to a techsupport cougarmtn com Customer Support Specialist Complete the online www cougarmtn com support Call Back Request form Click on the Contact Customer Support link to have a Customer Support Specialist contact you Training While Cougar Mountain Software is a comprehensive business accounting solution the information you can get from the software will only be as good as the information you put in and the more you know about the software s 6 Cougar Mountain Point of Sale Where to Find More Help features and functions the more you will be able to take advantage of all th
242. eceipts you wish to print in the Receipt Number Start and Receipt Number End boxes 8 Select OK BS Note With the release of Version 7 0 reports that were printed to a file would append instead of overwriting an existing file It is important to note that for POS Receipts this is only true if the invoices are printed from the Reports menu If the receipt is printed to a file by selecting the Done button in the POS Register window or by selecting Print Sale on the Option menu in the POS Register window the new receipt will overwrite the existing one In order to print the receipt to a file and have it append any existing receipts you must post the sale and then select Reprint Receipts on the Reports menu from Point of Sale Depending on the defaults you set for print options in your Module Preferences the Print Options window may appear 9 Ifthe Print Options window appears select the report destination Printer Screen or File If you select Printer or Screen specify Laser or Dot Matrix If you select File type the output file name The default is REPORT TXT If you regularly save to a file the new file will append to the end of the existing file so you will not lose previously saved information 10 Enter the number of copies to print By default one copy will print unless you enter a different default number in your Module Preferences or unless you select File or Screen as the report output destination 11 Sel
243. ect OK to print the report or Cancel to exit without printing Sales History Report The Sales History Report provides extensive detail on posted Point of Sale transactions Use the various sort options to define relationships between different aspects of your business such as which items sell better at certain times of the year which products customers are buying and which ones they Reports 271 Sales History Report are not which products cash customers purchase which products credit customers purchase etc Because of the extensive sort options provided on this report a variety of different reports can be generated To print the Sales History Report 1 Select Sales History on the Reports menu from the Point of Sale menu bar EPs Sales History Report x E Use this report to display the PS sales history using a variety of sort options Report Options Search For Date Range custom 7 Line Type All a Starting Ending M uc Date Range 01 01 2004 x 0818 2006 x Report Type Detailed M melupea Starting Ending Customer Number Start End lt None gt z Start End None gt x Start End AP aaaaLZLaAAAAAAaa Starting Ending Customer Number one one None one one None ione one Print from All J7 Job Cost J Order Entry V Point of Sale J Print User Defined Fields Cancel Help 2 On the Report Options tab specify the range of dates you wish to include in the report in
244. ect one of the predefined date ranges for this report by selecting it from the Date Range drop down list See Selecting Date Ranges for Reports on page 260 for more information about each date control option available Select a sorting method from the Sort By drop down list Select Posted from the Transaction Type drop down list to include posted transactions from the sales history file in your report Select Unposted to include only current transactions Select OK Depending on the defaults you set for print options in your Module Preferences the Print Options window may appear If the Print Options window appears select the report destination Printer Screen or File If you select Printer or Screen specify Laser or Dot Matrix If you select File type the output file name The default is REPORT TXT If you regularly save to a file the new file will append to the end of the existing file so you will not lose previously saved information Enter the number of copies to print By default one copy will print unless you enter a different default number in your Module Preferences or unless you select File or Screen as the report output destination 10 Select OK to print the report or Cancel to exit without printing Credit Card Receipts Report The Credit Card Receipts Report determines the amount of revenue generated in credit card receipts for a specified range of registers and salespeople A variety of sort options
245. ed 1 Select Retrieve Hold Sale on the Option menu to display a list of all Hold Sale transactions To retrieve a specific transaction select the transaction from the list While the Hold Sale transaction is displayed select Hold Sale from the Option menu to convert the transaction into a regular sale 4 Select the Done button to complete the sale Printing Hold Sales To print a Hold Sale follow these steps 1 Select Print Hold Sale to display a lookup window containing a list of Hold Sale transactions 2 Select the transaction from the list With the release of Version 7 0 reports that were printed to a file would append instead of overwriting an existing file It is important to note that for POS Receipts this is only true if the invoices are printed from the Reports menu If the receipt is printed to a file by selecting the Done button in the POS Register window or by selecting Print Sale on the Option menu in the POS Register window the new receipt will overwrite the existing one In order to print the receipt to a file and have it append any existing receipts you must post the sale and then select Reprint Receipts on the Reports menu from Point of Sale Recalling Sales Existing sales can be recalled for viewing or printing and can be cleared or voided Posted sales however are not available for viewing or printing When sales are posted the recall and print sale lookup lists are cleared 158 Coug
246. ed transaction Printing the Edit Report The Adjustment Edit Report is a valuable aid for verifying the accuracy of your data entry work This report shows every adjustment in the adjustment file allowing you to make any necessary changes before you post Print an Adjustment Edit Report after every adjustment entry session whether or not you are using batches Check each adjustment for correct quantities costs and dates Once adjustments are posted errors are much more time consuming to correct 248 Cougar Mountain Point of Sale Printing the Edit Report To Print an Adjustment Edit Report 1 Select Print Edit Report or Adjust Stock Quantities from the Adjustments menu and then select the Print Edit button select a batch first if you are operating in Multi Batch Mode Einn adjustment edt T r Use this report to identify transactions entry errors Correct any errors before posting Sort By Tran Number x Report Type pea o Start End Stock Number Ban End Transaction Number pi ooo End Document Bar o End H Cancel Help Select the appropriate Sort By option from the drop down list to specify how to sort the information The choices are E Tran Number adjustment number E Stock Number inventory stock number E Description inventory description Select the appropriate report type from the Report Type drop down list either Detail or Summary In the Stock Number Start and the Stock Number End b
247. ee 20 Changing the System Date cc c2sc ccccccecceceeteceeeeene sees eee teneeeeeetenen 21 Maintaining the Fiscal Calendat ccc cccccccecceceeeeeeeeeeeeeeeeeeeeeentteneaaaees 21 Electronic Constants acnes a a a aa 22 Set p Wizard n ireceneeu e E a De a 23 Tip off the Day e ea eaa a teat aa aana a ra Deri Se oa ea aaa Aaaa ESE DiRe aiiai nak 23 Set Up PCCharge Pro act ccek Seek eset cand ait etree 24 Define Custom MenUS ics i s ssi etiseri natria ee Slee ees Cees 25 Define C stom Reports G a e 26 Data and File Maintenance 2 2 ccccececedeeeeeteeeeeeseeeeensnedenesseceteneteees 27 Displaying File Information 0 000 2 0 cee eteeeeeeeeeeetesteeeesesneccte eee 27 Reindexing Data Files 1 0 0 sie tested erie peace elon 28 Protecting Your Data Files eeeeceecceeeeeeeeeeeeeeeeeeeeeeeeeeneaaaaaaaees 28 Chapter 3 Working With Companies cccccccceeeeeeeeeeeeeeeeeeeneeeeeeeeeees 39 Company BAVA sist co ite dena ceeceees ea a eee esos 40 Creating Your Company es sscrececess cies aleve ease a eaen eenen 40 Planning Your Gomipany cescoa2c 4025 04 iossnc peo btoonen aate Kone oeae 40 What Information do need 0 0 ccccccceeeee cece cette eeeeeeeeeeenaaaaaeeeeeeeeees 41 Set Up Select COMPANY sires ctisisive cari nl teeiviviacibedee Baitaetienseded dave 42 Setting Up a New Company c s cccccceccceeeeeegeeceeeeteesnseeeeesenss 44 Viewing Modifying Company Information
248. eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenees 197 Inventory Master RECOrds sic c5 25 1 0 alec cedtcedeavelaverebecuadendele inner eles 198 Adding Inventory Stock Item Records eeeeeeeeeeeeetetteeeeeeees 198 Set WD SOCK AllAS x sniccasced recess ea eiee ea a e a e ie o een 212 iv Cougar Mountain Point of Sale Table of Contents Copying Stock NGM S 2 5 0 5 cb teh ce ttt ee hace ee eae 213 Renumbering Stock tems 002 0ccecceccceceseeeeeeseneseeeeeesseesseeceeceeenees 214 Global Price Change iis renenennir a a aa 215 Chapter 8 Inventory Kits 0 0 cccccceeeeeeeeeeeeeeeeeseeeessneeeeeeeeeeeeeeeeeeeeeeeeens 219 Setting Up Kits c ccitiinua nn ee tees 220 Adding a Bill of Materials Table ccc eeseeeeesececececeernensneeeee 220 Editing an Existing Kity icsciccscet ces scene cetececnsniges eestecendceedetseeeceslcabten 223 Kit COSUN oe ot Sect ets a eae a lu N Rie eels Ol sah deh a 225 ESlaDMSMINGsIECOSES ish oihciledat cast ease eetere ieri eei nese ete Odea 225 Upd ting Kit COSTS miee a te Sue tude oe cee 226 Kit REDONS ee ae a eaea a a a Ee E EE eE aee EEEa 227 Kit Assembly REDON scsi icaecesiccth e a a e ss 227 Master Kit REDOM ics c on irk retina deh Gara sdietel micas ied radia 228 Component Requirement Report ccccccseeeeeeeeeseeeeeeeeeeeeeeeeeees 229 Kit UA S ACUONS seis 8 A wehesh ohen chied oats eoatonbte ieee RIG a ea ai 230 Chapter 9 Inventory AdjUStMent
249. eeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeeeeeeeeeees 413 Inventory TroubleshOOung 2352 224 teed ad meres alee ecient 414 Main Menu Troubleshooting ceeeccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeteaaaaes 415 Point of Sale Troubleshooting 2 2 22 c cccccceeeceeeseseneseneesenedeceeeenecees 415 Appendix A Universal Bridge External File Formats 000 417 Import External Transaction File cccccceeeecccecceeeeeseeeeeeeeeeeeeeeeees 418 Requirements for Importing Transactions from an External File 419 Import Transaction Validation eeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeees 420 Printing the Import Error Report c cceeeecceeeeeeeeeeeeeeeeeeeeeeeeees 420 Connecting EOTS signet eecce oe acetate secre ee Che eds 421 Requirements for Importing Transactions from an External File 422 BENEA PONV isi gcse R NTE A ehGa enw E N E E 422 Extemal Files sneonen a e 423 General Ledger File FOr at ssccececce nee Rasesctece tence ctncainentyoneees eesccied 424 Accounts Receivable File Format cccccccccceceeeeeeeeeeeeeeeeeeeeeeeeeees 425 Order Entry File FOUmMatnccnt lot acca unl at ected terete eee 428 Bank Reconciliation File Format cccccecsceeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 433 Inventory File Format cn ne neniiheede unin nee 436 Accounts Payable File Format 00 cccccccecceeseeeseeeseeescceecueceeenetenee 437 Payroll File FOrmat cs l
250. eeeeeeeeeeeeees 179 Module PreleremGes afc a2siescoetinceee tae ereiten rererere eienenn 180 General Tabie cite eo Ce acct ihe caida el tied 180 User Defined Fields Tab 0 2 ccccc cecccdccccceeneeenessneceneceevesedeuecenecden 181 PRIME Options Tabiano e ae ii 181 Inventory COGSS i ccaccds sen case strwt Soap inev stove tdeeus sash sutetaver bad caataas ines enticed lead da 183 Adding Inventory GOdGS 4 2120 bee etheina wane nied 184 Changing Inventory Codes o 0cc c cc5 sina recebeneced se ceecee cnet exzese vend euseesance 188 Changing the Valuation Method ceeseeeeeeeeeeeeeeeeeeeeeeeeeeeeee 188 TRANSACTION CodeS ork oatu css tage a e ee aeee EE eraan 188 User Defined Codes ccccccccccccecececeeeceseeeeeeeeesnensnensensssessseenenenees 190 Promotional Pricing eeseeeseeeeeeeeeeeeenereererresesssssssssrererrerrrrnrnnnenseeeesene 190 Adding Promotional Codes ccccccccccceeeeeeeeeeeeeeeeeeeeeeeeeeentnnaaaaes 191 Changing Promotional Codes ceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeee 193 Deleting Promotional Code s 2 sccccccccccceeceeeteeeeseeeseeedeseeeeetedenee 193 Printing Promotional Shelf Signs 0 cccceeceeeeeeeeeeeeeeeeeeeeeenteeaaes 193 Printing a Promotional Items Repott cceeeeeeeeeeeeeeeeeeeetneeaaes 195 Recalculating Inventory Files ccc eceeecceeeeeeeeeeeeeeeeeeeeeteeeeeeeeeeaaaaaaas 195 Chapter 7 Inventory Stock Items ccce
251. een posted and cleared however the Reprint Receipts option allows you to reprint receipts from the history file This feature is handy during a customer inquiry when questions arise concerning a previously posted sale Reports 269 Reprinting Receipts To reprint receipts from history 1 Select Reprint Receipts on the Reports menu from the Point of Sale menu bar Fi PsReprnt Recents o E Use this form to print transaction receipts from the history file Receipt Type Both Cash and Charge X Receipt Format FormatS Hist X Primary Sort Register x Secondary Sort customer J Print Location Start End Register Start End Customer Number start End Receipt Number start End 2 Select the types of receipts you wish to print from the Receipt Type drop down list The following options are available Cash Receipts Charge Receipts Both Cash and Charge Credit Cards Checks m All 3 Select one of three preconfigured Receipt Formats from the drop down list 4 Select a Primary Sort option and a Secondary Sort option for printing the receipts from the drop down lists 5 Specify the range of registers for which you wish to print receipts in the Register Start and Register End boxes 6 Specify the range of customers for which you wish to print receipts in the Customer Number Start and Customer Number End boxes 270 Cougar Mountain Point of Sale Sales History Report 7 Specify the range of r
252. eference material to fit your company s needs Creating a New Transfer Setup Creating a New Transfer Setup The File menu lets you create a transfer setup specifying what to export and what formatting options to apply You may create and open more than one transfer setup window at a time similar to opening multiple documents in most Windows applications Complete the following setup windows to export data to another application Transfer Direction 1 From the Main module select Data Exchange from the Toolbar using the icon or the File menu 2 Select Define Transfer from the File menu Transfer Direction x K Cancel Export will copy selected records from a source file to a NEW destination file or will overwrite an existing destination file table Use this option when you wish to export data for use in another application 3 Inthe Transfer Direction window select Export Data then click OK Use Export when you want Data Exchange to copy selected records from an existing source file to a new destination file or to overwrite an existing destination file or table BS Note Select the Export option when you wish to export information from Cougar Mountain Point of Sale for use in another application 328 Cougar Mountain Point of Sale Creating a New Transfer Setup Selecting a Source File 1 At the Source Tables window locate the name of the file from which you will be exporting dat
253. eipt to a file and have it append any existing receipts you must post the sale and then select Reprint Receipts on the Reports menu from Point of Sale 4 Select Check Primary in the Tender column and enter the primary format to be used for printing check transactions Also enter the Printer and No Point of Sale Options 125 Codes of Copies to print Automatically printing two copies of the reciept instead of promting the salesperson to determine whether or not to print a second receipt can be useful if you generate through Automated Clearing House Select Check Alternate in the Tender column and enter the alternate format to be used for printing credit card transactions Also enter the Printer and No of Copies to print Defining this is optional Select CC Primary in the Tender column and enter the primary format to be used for printing credit card transactions Also enter the Printer and No of Copies to print Select CC Alternate from the Tender column and enter the alternate format to be used for printing credit card transactions If anything other than None is selected for this line then both the CC Primary and CC Alternate will print when a transaction is completed Also enter the Printer and No of Copies to print Select Charge Primary from the Tender column and enter the primary format to be used for printing charge transactions Also enter the Printer and No of Copies to print Select Charge Alternate from the
254. eld alias 382 field alias dx 382 field button dx 369 field mapping screen 344 field mapping screen dx 344 field mapping dx 332 field properties 378 field properties screen 346 field properties screen dx 333 346 field properties dx 378 fifo 183 186 file formats external see external file formats file maintenance displaying file information 27 reindexing data files 28 file maintenance 27 file menu dx 373 file types dx 336 files error log 405 openex ini 404 find report writer 16 257 finding help 3 first name first 384 first name first dx 384 fiscal calendar 21 changing after posting data 22 setting up prior to posting 22 fixed length 360 fixed length file 360 460 Cougar Mountain Point of Sale Index fixed length file see also column position file fixed length file see column position file flagged checks maintaining 141 purging 313 settling 142 formatting general dx 383 G general ledger year end 311 general protection fault errors 406 generate electronic check file 169 generating adjustments from an external file 245 from hand held scanner 242 getting started 9 gl control acct 184 gl keys inventory 192 gl misc charge acct 185 gl variance acct 185 global options 372 global options dx 372 global price change 195 H hand held scanner generating adjustments from 242 hardware button 126 header tax code 85 help customer support 5 documentation 3 online 4 release notes 3 resources
255. eld for you in the currently selected row It is important to create and select the desired field row in the grid before highlighting each column of data BS Note A new column Start Pos is inserted in the Table Structure Grid where you may enter the starting position number example for an 80 column file you may want the data to start at column 32 2 Specify the date format and the date delimiter Lt Example The date format of yyyy mm dd will translate to 1996 07 24 The date delimiter is which is the separator between the year month and day fields E Source From the source table window this is the format in which Data Exchange expects to find the date field If you fail to set this properly your date fields will not be interpreted correctly when transferred to your destination file E Destination When setting the date format from the destination table window you are specifying the output format in which to put the dates This formatting applies to all fields of type Date for the text file If different formats are required you must identify date columns as Text fields and then create calculated fields for each date you wish to format 360 Cougar Mountain Point of Sale Text or ASCII Files 3 Define the implied decimals For text and spreadsheet files you may specify the number of decimal places to output in the destination file The default is 2 4 Activate the field names in the first
256. em Tendered PARR RRR RRR AR Change PARR ARR ARR AR Thank You 05 13 02 14 18 13 TRANSACTION PARRE INVOICE 5535S5S3S5S55 Register Footer Check Credit Card Account and Alt Tender Information CHECK NUMBER SSSSSSS55S ACCOUNT NER SSSSSSSFSFFSSFIFS DL NUMBER SSS5335333S5 j Test Print BS Note You have the option of printing credit card and charge receipts on an alternate printer See Invoice Tab on page 125 for more information BS Note Ifyou use the ACH method to process electronic checks your customers must sign the receipt acknowledging the electronic process in order to meet the requirements of the law To accommodate this add a signature line on the check invoice receipt format on the Check tab Point of Sale Options 131 Codes 10 11 Edit the selected format using the descriptions in the Data Fields and Formatting Fields boxes The scroll boxes are arranged with codes on the left and corresponding item descriptions on the right To add an item to the invoice simply double click the code representing the item you wish to add For example the following code inserts the name of the company in which you are currently working into the invoice script COMPANY System Company The item is inserted at the cursor location in the format definition box in the lower half of the window Select the Preview button to view your
257. emovable disks floppy disks Zip disks or other removable media then the number of disks you will need for the backup will depend on the type of disk you are using If you are using floppy disks you will need a minimum of three disks to back up all your data if you are using images for your stock items one for the data files one for reports and one for images Even if the floppy is not full when one facet of the backup is complete the backup process will not accomodate different types of Zip files on one floppy disk so you ll need to put in a new disk when prompted for the next type of file that you are backing up If you are using Zip disks you can back up more than one Cougar Mountain file type onto the same Zip disk The only exception to this is if you are backing up multiple file types and the last of a certain file type fills the disk In this instance you will need to insert a new Zip disk when prompted to begin backing up the new file type Getting Started A Quick Tour 29 Data and File Maintenance To back up your data from within Point of Sale 1 Select Back Up Company on the Options menu and then select Back Up fa CMS Back Up Company Information oj xj Back up your Company s data files to protect against system failure and amp data corruption errors Cougar Mountain Software recommends backing up your data daily During the process of backing up to a floppy drive all data on the disk wi
258. emove stock items from your physical inventory records Be sure to run the edit report when finished General Information Notes Date 05 02 2002 x J Bill of Materials Type Stock Number WATERCOLOR SERIES Signature Series Watercolor Original Edit Clear On Hand 3 0000 Document fi 325 Last Cost 125 0000 Adjustment No 0001 Pi Tran Code fi ADD i Description Help Quantity F Cost 5125 0000 Serial Number fi 00010 Review the table of Generated Serial Numbers and edit the list if necessary Press Save to automatically generate the appropriate transactions press Clear to begin a new transaction or press Clear Table to clear 100013 the Generated Serial Numbers table 100014 Clear Table 100011 Enter an adjustment date or accept the system date Enter a stock number that you have designated as serialized A serial number grid appears at the bottom of the window Enter the document number e g INV 00001 This is a required entry If you wish enter a description for the adjustment up to 50 characters in length Enter the Transaction Code for this adjustment Transaction Codes determine the type of adjustment additions to inventory or subtractions Inventory Adjustments 239 Adjusting Stock Quantities 10 11 from inventory as well as the General Ledger account affected by the opposing entry for the adjustment if Inventory is integrated to Genera
259. ent Acct GL Over Short Acct d Tender Format Printer Cash None f Check Primary None Check Altemate None CC Primary None EC Altemate None Invoice Hardware Misc x No of Copies Hardware 2 Enter a Register Code Register Codes can be up to three letters numbers or special characters For example RG is the code we use for the default register Enter a Description usually the Register s name 4 Enter a default Salesperson Code We suggest you assign a default Salesperson Code for all registers Impose all limits on the Salesperson Code so the register is not without controls when no Salesperson is logged on 5 Select the Prompt for Opening check box to have the operator prompted for an opening amount Leave this check box empty if you open with the same amount of cash each session Point of Sale Options 123 Codes 10 11 12 If you leave the Prompt for Opening check box unchecked enter the amount of cash with which the register will open each session in the Opening Cash box Enter a Default Tax Code to use when this Register Code is used in sales entry This Tax Code can be overridden at the time of sales entry Enter the Sales Department to use as a default when this Register Code is used in sales entry This Sales Department can be overridden at the time of sales entry Enter the Starting Invoice number for
260. ent CMS date Last Week to The date of the The current CMS date Sunday immediately date preceding the week containing the current CMS date Last Month The first day of the The last day of the month immediately preceding the month containing the current CMS date Last Month to The first day of the The current CMS preceding the fiscal quarter containing the current CMS date date month immediately date preceding the month containing the current CMS date Last Fiscal The first day of the The last day of the Quarter fiscal quarter fiscal quarter immediately immediately preceding the fiscal quarter containing the current CMS date 262 Cougar Mountain Point of Sale Printing Reports in Cougar Mountain preceding the fiscal quarter containing the current CMS date Date Range Start Date for End Date for Option Report Report Last Fiscal The first day of the The current CMS Quarter to date fiscal quarter date immediately Last Fiscal Year The first day of the fiscal year immediately preceding the fiscal year containing the The last day of the fiscal year immediately preceding the fiscal year containing the current CMS date current CMS date Last Fiscal Year The first day of the The current CMS to date fiscal year date immediately preceding the fiscal year containing the current CMS date Next Week The date of the The date of the Sun
261. enu options dx 363 buttons alt vendor 207 search 224 buy conversion 202 C calculated field name 382 calculated field name dx 382 calculated fields function dx 398 carriage return 134 case dx 384 cash drawer 77 134 155 cash receipts report 280 catalog number 210 cc address verification 79 cc verification software 78 changed price 76 changing local transaction date 253 changing user passwords 66 check authorization 79 150 check imager reader settings 135 clearing sales 159 173 close transfer 374 close transfer dx 374 closeout tab 97 closing z report 173 cms date 47 code report point of sale 98 codes inventory 183 promotional pricing 191 sales tax 104 transaction 188 user defined 190 codes alternate tender 107 comment 139 credit card 111 device 132 discount 113 non inventory 107 normal non inventory 109 paid out non inventory 110 point of sale 98 price level 118 printer 136 register 122 sales department 100 salesperson 101 column position file 246 420 com port 138 comma delimited 359 comma delimited file 359 comment codes 139 adding 140 lookup 146 planning 139 comment editor 163 common features drill down 20 compact library 377 compact library dx 377 company company templates 43 custom companies 43 deleting 49 setting up 44 viewing modifying 46 company detail tab 46 compared to dx 369 component requirement report 229 components search 224 computer date 47 458 Cougar Mountain P
262. eport output destination Select OK to print the report or Cancel to exit without printing Changing or Deleting Codes The steps below describe how to change or delete codes 1 2 3 Select Codes on the Options menu from the Point of Sale menu bar Select the code category from which you want to change or delete a code Enter the code you want to change If you are unsure of the code use the Lookup tool Point of Sale Options 99 Codes 4 When the code you want to change appears in the box select the Edit button 5 Make your changes and select Save to save the record or Cancel to exit without saving 6 To delete a code select Edit then Del Sales Department Codes Sales Department codes provide a means of tracking sales by department Department codes also enable you to direct the posting of sales to different General Ledger income accounts You need at least one Sales Department Code for each sales income account you have on your General Ledger Chart of Accounts Do the following to add Sales Department codes 1 From the Point of Sale menu bar select Codes on the Options menu and then select Sales Department aici The Sales Departments created in the options below provide a means of tracking ga sales by categories such as department geographical region product or consumer category Sales Department Description Cancel General Ledger Sales Accounts
263. equired to control your customer display If you enter a value in this box the corresponding number of boxes appear to the right Enter the Device Control codes from your device documentation one code for each box Card Reader Settings To configure a card reader do the following 1 Enter the track number that this device reads in the Track to Read box Your choices are only 2 only and 1 and 2 This information is contained in your card reader documentation Enter the ASCII code for the character that signifies the end of the track in the Track Ending Char box This code is listed in your card reader documentation Check Imager Reader Settings To configure a check imager reader do the following 1 2 Select the Settings button Use the drop downs to enter the correct information in the Serial Port Data Bits Parity Stop Bits and Baud Rate fields Enter a number in the Time Out Secs field Verifone Pinpad 2000 Settings To configure the Verifone Pinpad 2000 do the following 1 Use the drop downs to enter the correct information in the Data Bits Parity Device Name Stop Bits and Baud Rate fields Enter the message you would like to appear when the pinpad is ready to swipe the customer s card in the Swipe Card field For example Please swipe your card now Point of Sale Options 135 Codes LS Note LE Note 3 Enter the message you would like to appear when the pinpad is idle
264. erchant Account Number This is the number that was assigned to you when you set up your PCCharge Pro account with GO Software When you set up your preferences for Order Entry Point of Sale and or Job Cost you ll specify your credit card and check authorization software on the General tab of the Module Preferences window The system will use the settings you established here to transmit card and authorization information 24 Cougar Mountain Point of Sale Set Up PCCharge Pro Define Custom Menus To enhance your interaction with Cougar Mountain and streamline business processes you can define a Custom Options menu for any module This Custom Options menu can include links to frequently used windows within Cougar Mountain or even to external programs such as Microsoft Outlook If lt No Custom Options gt appears under the Custom Options menu it indicates that no links have been defined This customization is set up in the Main Menu for each module you wish to define a custom menu To set up a custom menu 1 Inthe Main Menu module select Define Custom Menus from the Options menu zax Use this window to set up your custom menu options With Custom Options you can creste links to files including reports or exe files to open other programs Accounts Payable C CMSVVIN REPORTS Payroll Company Calendar CAPROGRA 1OUTLOO 14 Accounts Payable CACMSVVIMIREPORTS 2 When the Def
265. erify that the sum of the costs you entered in the Unit Cost column is what you expect 3 Once you have made the necessary changes select Save to keep your changes Updating Costs Based on Kit and Component Last Cost If you are determining the costs of the kit by the last cost of each component then the cost of the kit will be updated automatically by using the Update Cost option on the Kit Assembly Report When you use this option the cost of each subkit or component is updated from Last Cost box in the IN Stock window for that subkit or component See this section for instructions To update the costs for kits and components when using Last Cost 1 In Inventory select Kit Assembly Report on the Kits menu from the menu bar 2 Type or use the Lookup to enter the stock number of the kit to use for the report 3 Select OK 226 Cougar Mountain Point of Sale Kit Reports Updating Costs Based on the Valuation Method of the Kit Subkit and or Component If you are using the valuation method of each kit subkit and component to determine the final cost of the kit then you can update the cost of the kit and each subkit and component by running the Update Cost option in the IN Kit Assembly Report window Refer to Updating Costs Based on Kit and Component Last Cost on page 226 for instructions Kit Reports Aside from the reports on the Inventory Reports menu there are three reports that deal specifically with
266. erm debt equity cash and can include both tangible and intangible costs In Accounts Receivable a credit memo that reduces the amount remaining to be paid on a specific debit item instead of merely reducing the total amount owed on the account In Accounts Payable a credit memo that reduces the amount remaining to be paid on a specific credit item instead of merely reducing the total amount owed on the account In Accounts Receivable a payment that reduces the amount remaining to be paid on a specific debit item instead of merely reducing the total amount owed on the account This is established when adding Benefit Deduction Addition Tip Codes to PR employee master records The Apply type specifies how a code calculates and applies each pay period Glossary AR Code Assets Audit Process Audit Trail Backups Balance Forward Bank Reconciliation Batch Processing Batch Status Batch Type A two character alphanumeric code attached to customer master records and used to categorize customers The AR Code is used in the Interface Table to specify a GL Accounts Receivable account The economic resources owned by a business for the purpose of conducting business operations An accounting activity involving the independent review of accounting records to ensure accuracy of those records The audit process is aimed at finding any deviations from generally accepted accounting principles The documentation of
267. es Btrieve Lotus Novell Network LAN Manager Quattro dBase FoxPro Symphony Paradox 350 Cougar Mountain Point of Sale Microsoft Access Microsoft Access The Microsoft Access database format is the fastest and most efficient format to use under Data Exchange It also supports the widest variety of data types being equaled only by Novell s Btrieve in data type flexibility Basic Requirements Btrieve MS Access databases generally end with the MDB extension but this is not required Password protection and security for Access databases are currently unsupported by Data Exchange Disable any security in order to access the tables during a conversion Data Exchange can read and write Access 1 0 1 1 and 2 0 databases However Data Exchange may only create new 1 1 and 2 0 databases It does not support Access 1 0 databases unless you modify the installed drivers section of the OPENEX INI file to point to Access 1 1 DLL files instead of Access 2 0 files This assumes that you have a copy of the Access 1 1 runtime engine Doing this however disables support for Access 2 0 Btrieve 6 x and Paradox 4 x To read and write to Btrieve files in Data Exchange you must first have a copy of Btrieve running on your computer or network If you are currently running Btrieve and are unable to access Btrieve files read the following to identify possible setup problems Basic Requirements Performance du
268. ess the DELETE key Warning Changing values in these tables affects the way the parsing functions work Therefore you may wish to consider backing up your setup library file before making changes Insert Menu The Insert menu on the Data Exchange menu bar contains the following selections E Table H Calculated Field E Link Button and Menu Options 397 Insert Menu Table 1 When you are in a transfer setup and wish to insert an additional table select Insert Table The source window appears where you can select the path and table file to insert Select Source File E xj File Names Directories als test xls 123 abe 6 ali E dmodata O dx E miidata E new xl List Files of Type Drives Jexcel v2 1 5 0 xls x Jae Local Disk bd After selecting the table for insertion click OK A message appears asking if you wish to automatically link all matching fields Select YES to link or NO to not link 4 Automatically link all matching field names between table Test xls and Dmoapmsd dbf ap Yendor Master File es Calculated Field While in an open transfer setup 1 Select Insert Calculated Field to add calculations to the setup The Field Properties window appears where you can add an expression in the Calculated Field Expression section Refer to Field Properties on page 378 for more details 2 Click OK to confirm the add and exit
269. essing the software s Online Help system or reading electronic PDF versions of Cougar Mountain Software documentation Cougar Mountain Software also offers training classes at our Boise Idaho location and trainers are available to come to your office or conduct telephone training sessions Call your account executive at 800 388 3038 for more information about the training options available to you Ifhave suggestions for or comments about our documentation email us at documentation cougarmtn com we welcome your input Release Notes Cougar Mountain Software provides Release Notes that include last minute changes and technical issues that are not covered in other documentation Procedures for locating the release notes 1 Configure your computer s according to the Cougar Mountain Installation and Conversion Guide and then install Cougar Mountain Software as instructed 2 From the Windows desktop click Start Learning About Your Available Resources Where to Find More Help 3 Point to Programs 4 From the Programs menu point to Cougar Mountain Software 5 Locate the Release Notes file on the Cougar Mountain Software menu Online Help Cougar Mountain Software has an online Help system within the software that focuses on helping the user understand how to accomplish tasks The online Help system means that it is connected to the software and can be accessed while in the software it is not accessed through t
270. eten EA Shifts the focus to the Links window Alte iccscecceeecicccsececsteees Links the two currently highlighted tables or fields together ME OINSERT ou cc ecceccecesceeseeeeees Inserts a new table or calculated field This is sensitive to whether the focus is in the source window or the destination window Whether it inserts a table or field depends upon whether a table or field is currently highlighted E SHIFT INSERT Always inserts a new table even if a field item is currently highlighted CTRL INSERT 0005 Opens the Field Properties window DELETE 00 00cccceceeees Deletes a table calculated field or link in the same context sensitive manner in which the insert key works You are asked to confirm the deletion Using Data Exchange 323 Operating Tips M ENTER 30h a While in the source or destination window ENTER opens the table structure menu to allow you to modify the currently highlighted field or table Double clicking does the same thing In a window pressing ENTER when the OK button is selected saves the changes you made and exits the window E TAB onionenn a Shifts the focus moving the cursor between fields sub windows and buttons E CTRL F4 0 a Closes active setup windows and gives you the option to save the setup before closing E ALT F penenr Closes the program E ESE Exits windows and cancels any changes made Ei Cili nce ickienccs Cuts selected text
271. etting them up you will also use Inventory to make adjustments to your stock items You can also use the Inventory module to run reports on various other aspects of your Inventory Point of Sale Point of Sale is designed to allow you to manage your sales and the hardware you use to track them Handle sales returns and many other functions Use the software to help you balance the registers and run any of the many reports Use the software to help you make important business decisions based on sales history of certain items Add On Modules The add on modules are designed to meet the specific needs of your business Although the core package is designed as a comprehensive accounting tool you may have specific needs that go beyond the scope of the core package For this reason we offer add on modules that will fully integrate and function with the other modules The add on modules include General Ledger Payroll Purchase Order Multi Location Inventory Job Cost Bank Reconciliation Accounts Receivable Order Entry and e Commerce If you would like more information about these added features and the functionality of these powerful additions to the software call Cougar Mountain Sales at 800 388 3038 Getting Started A Quick Tour 13 The Modules General Ledger The General Ledger is the final destination of your accounting information Depending on your setup all your transactions will end up in the General Ledger where the
272. existing data from your Cougar Mountain DOS program To convert your data files select Yes see the Cougar Mountain Installation and Conversion Guide for more information Select No if you are installing Cougar Mountain 42 Cougar Mountain Point of Sale Set Up Select Company Software for the first time or if you are creating a new company but not converting from DOS A window appears providing two options E Create a company using a template E Create a custom company Company Templates If you select to create a company using one of the company templates many of the required codes and a full chart of accounts are set up for you The preloaded information is meant to serve as a starting point as you set up your company all of the information is fully editable Five different company structures and a variety of business models are available Select the company and type of business that most closely match your operation E Sole Proprietorship Partnership Corporation S Corporation LLC Limited Liability Company See Setting Up a New Company on page 44 for further information on creating a company using a company template Custom Companies If you elect to create a custom company you will need to enter your own chart of accounts and set up all of your own codes Working with Companies 43 Set Up Select Company Setting Up a New Company To create a new company using one of the five templates do
273. f copies to print By default one copy will print unless you enter a different default number in your Module Preferences or unless you select File or Screen as the report output destination 4 Select OK to print the report or Cancel to exit without printing Correcting Errors While it may be possible to correct some of the errors on the error report in the Cougar Mountain batch file we recommend clearing the batch correcting the errors in the external file and then importing again BS Note Certain information will be required at posting but will not be required at the time of import Be sure to print an Edit Report and review it carefully prior to posting If errors are detected at posting an error report will be generated Use this report to correct your entries Using the instructions in this section correct any errors prior to posting the batch Inventory Adjustments 247 Printing the Edit Report Correcting Errors in the External File 1 Edit the transactions in the external file as necessary 2 Clear the transactions you previously imported using the Clear Adjustments option on the Adjustments menu 3 Import the file again Correcting Errors in the Imported Batch 1 Select the Adjust Stock Quantities option on the Adjustments menu 2 Use the Find button to locate and select the transaction s you want to change Click Edit to change the transaction and update it as needed 4 Save the correct
274. f the window that contains the characters specified LU Example f you are looking for an account that begins with the letters SA you can type those two characters in the search box A window appears on the screen showing the first record that starts with SA The record you are looking for should be close by Setting a Default Search for Lookups This feature increases the ease and speed of looking up information in any Lookup window within Cougar Mountain software To set the default click on the Sort By button until the column type you wish to set as the default lookup is active and then select the Save as Default button The next time you access this Lookup window your sort choice will be in effect Keep in mind that this sets a default for the entire system Adding On the Fly The Add on the Fly feature gives you the ability to add new items such as IN stock items while you are entering transactions When you open the Lookup window for a box you can either select from the list displayed add a new item by clicking the Add button or view the selected item by clicking the View button Getting Started A Quick Tour 19 Integration and Information Flow The Auto fill Feature The Auto fill feature helps you enter information by filling in the remaining text in a box as you are typing information that is already stored in a record For example if you begin entering an existing general ledger account Auto fill fills in
275. f the box for a calendar from which to select You will see a scroll bar and left and right arrows at the bottom of the calendar When you click on the left arrow you will move back a month When you click on the right arrow you will move forward a month If you move the scroll bar you will move forward or backward through the years After you select the month and year you want double click on the day and the system will enter the complete date including separators in the date box Selecting Date Ranges for Reports There are several predefined date ranges available for specific reports in Cougar Mountain When you access a report in Cougar Mountain that contains this date control option use this table to determine which data range is best for the report you want to print Since you can only run Payroll reports for five quarters some of the date range options are not available in Payroll Date Range Start Date for End Date for Option Report Report All The start date of the The current CMS Fiscal Calendar date Today The current CMS The current CMS date date This Week The date of the The date of the Sunday immediately Saturday preceding or equal immediately to the current CMS following or equal to date the current CMS date 260 Cougar Mountain Point of Sale Printing Reports in Cougar Mountain Date Range Start Date for End Date for Option Report Report This Week to
276. face Table check box if you wish to use Interface Codes to control posting to General Ledger Interface Codes are an advanced feature and are not required to integrate the Cougar Mountain Software modules The Auto Fill Enabled check box determines whether the auto fill feature will be turned on when you are working with the selected customer see The Auto fill Feature on page 20 This check box defaults to being checked when you create a new company To turn auto fill off remove the check mark from this box Select the e Commerce Enabled check box to enable e Commerce for this company This box is available only if you have installed Cougar Mountain e Commerce Cougar Mountain e Commerce is an Add On product that allows you to upload inventory stock items and customers to your web site using Account Wizard by POSitive Software For more information about Cougar Mountain e Commerce contact your Account Executive 10 Select the Pass Printer Information to Report Writer check box to have CMS send the printer instructions to Report Writer and override the printer settings in the report template rrw Otherwise the report will print to the default printer stored within the report rrw when it was last saved Uncheck this check box if you get the error message Cannot match printer to port control file Note the path to your data files Select the Dir button to browse a list of available directories Check your entr
277. fier to each category of Inventory items Use the identifier for the Inventory Code of the stock items The system takes the two character identifier from the customer record and combines it with the two character identifier from the Inventory item It then compares this four character combination to the Point of Sale Price Level Codes When it finds a match it charges the price from the price level indicated on the matching Price Level Code For example if the Price Level Code indicates level 3 the computer charges the level 3 price for the stock item 118 Cougar Mountain Point of Sale Codes BS Note Price Level Codes work only with Inventory items that are priced by a Level type Pricing Code The Pricing Type on the stock item master record must be Level List Level Margin or Level Markup Setting up Price Levels in Accounts Receivable Begin creating Price Level Codes by assigning the customers to groups in the AR Customers window 1 Select the Customer menu in Accounts Receivable The AR Customers window appears 2 For each customer in your first group enter a two character code in the Type box of the AR Customers window For our example the first code is RC retail customer Select Save for each customer to save the change Repeat the steps above for each customer in your second group except enter a different code in the Type box in the AR Customers window 5 Repeat steps 1 3 for all of your customers
278. files in the current directory Data Exchange then determines the file type selected based on the file extension Exporting Data 337 File Types Additional Information 338 Cougar Mountain Point of Sale 14 IMPORTING DATA This chapter describes using Data Exchange to create transfer setups for importing data from other compatible applications to Cougar Mountain Point of Sale For a complete list of file types supported by Data Exchange refer to Supported File Formats on page 322 Creating a New Transfer Setup Creating a New Transfer Setup The specifications that make up a data transfer are called a Transfer Setup The File menu lets you create a Transfer Setup specifying what to import and what formatting options to apply You may create and open more than one Transfer Setup window at a time similar to opening multiple documents in most Windows applications This allows you to copy data between windows by using the drag amp drop windows function The following steps walk you through the process used to import data from another application Refer to the File Structures documentation included with your Cougar Mountain installation disks before you import data Importing incorrectly can contribute to incorrect data processing or reporting Cougar Mountain Software does not validate imported data in all areas and is in no way liable for data incorrectly imported Transfer Direction 1 From the CMS Main
279. for any special consequential or other damages for breach of warranty The Agreement shall be governed and construed in accordance with the laws of the State of Idaho Recognized Trademarks This manual makes reference to the following trademarks Microsoft Windows Windows 95 Windows 98 Windows NT Windows XP and Windows 2000 are registered trademarks of Microsoft Corporation Other brands or products are the trademarks or registered trademarks of their respective holders and should be treated as such Copyright 2000 2006 Cougar Mountain Software All Rights Reserved Printed in the United States of America TABLE OF CONTENTS Chapter 1 Learning About Your Available Resources 1 Using This Guide cso coke id coe leit ete Alec te 2 Document Conventions cccccecsceessseeseeeeeeeeeeeeeeeeeceeeeeeaaneeesseeseess 2 How This Guide Is Organ Zed as isc cent cceciene see senusheien blend neet ues cased cernaees 2 Where to Find More Help sissccisrceta eth teliclsice ania tettniteenacixianels 3 Documentation Help oasa jug tardasteaecedadaat oe ce tieiedseeenadiean dxaeadsendteseteas Gatzers 3 Customer Support crits scncdina pe datas dl eakc tins isan Sunil Selaadleriabuadbn eteledareiest 5 UEREANAG Perenn E E 8 ec E E EES cag hcl AE hae 6 Chapter 2 Getting Started A QUICK TOU ccccccceeettteeetteeeeeeeeeeeeeeeeeeees 9 Opening the Software cc cccccncceeeeeeteseedegedu ce deceecnnneedeneeeeeeeeeeeeeeenseeesenes 10 The DMO C
280. from 7 the primary source table Thus you may filter undesired records from a transfer From Record that don t match the conditions you specify To Record Hl Insert Modify Append Delete Buttons A condition is built by adding one or more condition criteria lines You may insert a new line at the current selected line or append a condition line to the end of the list The example shown in the Query Conditions window above is filtering for all records where AP_CITY Springfield i e only transfer records for vendors who are in the city of Springfield The following example contains two conditions joined by an And 1 Select the Query button The Query Conditions window appears 2 To create a Query click the Insert button To add another statement to the Query click Modify 3 Select information from the fields as described below Insert Selection Criteria xj Enter a left parenthesis if you wish to group expression to be evaluated And Or Field Comparision Compared To E O es Cancel Help Field Match Case 368 Cougar Mountain Point of Sale Query Button M And OP 0 0 eee And includes only records that satisfy both conditions Or includes records that satisfy either condition E Parenthesis For multiple condition queries enter left and right parentheses as necessary to control the order in which Data Exchange evaluates selection rules Fiel
281. g or category managment options When reviewing the information about the various figures included in the report keep in mind that inventory costs are determined at the time of purchase and do not reflect adjustments made afterwards Also sales revenue is based on the sale price of the inventory item at time of sale E Beginning Qty For the first period in the report this row shows the sum of the quantities of any subtractions made on or after the first day of the period added to the on hand quantity Then this total has the sum of the quantities of any additions made on or after the first day of the period subtracted from it to obtain the beginning quantity The formula for this calculation is On Hand Qty Sum of Subtraction Quantities Sum of Addition Quantities Beginning Qty For subsequent periods beginning quantity equals the ending quantity of the previous period The YTD Totals column reflects the beginning quantity for the first period included in the report E Qty In For each period this row shows the quantity of inventory received for the month from Accounts Payable Job Cost and Purchase Order transactions This field also includes returns posted from Order Entry and Point of Sale The YTD Totals column reflects the sum of the quantity received or returned for each period included in the report E Qty Sold For each period this row shows the monthly per item quantity sold in Order Entry Point of Sale and Job Cos
282. g several days transactions in the same batch is risky Should you experience a power failure or other interruption during the posting process you can lose the batch and consequently all the information contained in that batch To process transactions using multiple batch entry select the Multi Batch Mode check box in Module Preferences window from the Options menu for the appropriate module The Lookup Feature The Lookup feature displays lists of specified information stored in the database When you put your mouse pointer in a field that uses the Lookup feature the cursor turns into a magnifying glass The Lookup is available for a variety of records including Stock Numbers 18 Cougar Mountain Point of Sale Common Software Features You can make use of the Lookup in three ways E Press the F5 key Double click in the data box Select the Find button in a window or dialog box When you use one of these Lookup methods a window appears listing all the available items for that field starting with the first record in the file You can then use the PAGE UP and PAGE DOWN keys or the mouse to scroll through the window to find the item for which you are looking Searching the Lookup List You can reduce the amount of time it takes to locate the record you are looking for by typing one or two characters of the record name or description in the search box The window automatically changes to display the section o
283. ge a Table Structure window appears if you are exporting to a text file or importing from a text file Define the Text File Check the Primary Source Table check box if the table being inserted is the main or primary file from which to read the records Any secondary look up tables inserted in the transfer setup must be either directly or indirectly related back to the primary source table For each primary source record read in a transfer one record in the destination table is updated or appended The first source table inserted in a setup becomes the primary source default Table Structure Grid The Table Structure Grid is located on the top half of the window You may change the table structure of text files or exported destination files only The data types available for creating fields in the table vary depending upon the selected file type It may take a few moments for the structure to be determined and then to be loaded into the structure grid A grid listing each field currently in the table appears To add new fields move your cursor to the next line under the last entry at the bottom of the grid when exporting to a destination table only or when defining a text file Use the scroll bar at the bottom of the grid to move from left to right while accessing and defining the desired data type and size for each field Complete the following steps to change the table structure of the text file or exported destination file 1 Spec
284. gration OFF Point of Sale and Inventory do not share information E Batch Mode Updates inventory and the quantity available for sale when information is posted Immediate Commit Inventory Updates the quantity available for sale each time a stock item is entered as a line item on an invoice Accounts Payable if you have purchased and installed the module Integrating Point of Sale to Accounts Payable allows you to post sales tax collected in Point of Sale directly to an Accounts Payable Vendor Select one of the following Accounts Payable integration options E Integration OFF Point of Sale does not share information with Accounts Payable Sales tax is posted to a General Ledger liability account E Integration ON Point of Sale shares information with Accounts Payable Sales tax is posted to an Accounts Payable vendor 82 Cougar Mountain Point of Sale Module Preferences Defaults Tab Use the Defaults tab to establish defaults for the Point of Sale module Default entries are provided for your convenience and can be changed at any time E PS Module Preferences E xj General Integration Defaults User Defined Fields Print Options l K Use this tab to establish default settings for the entire PS module I Automatically Select Current Company and User Starting Invoice 000163 Automatically Start Register or addition Salesperson override Blank Salesperson with User x JV Use Header Tax Code For
285. h Correcting Errors in the External File 1 Edit the transactions in the external file as necessary 2 Clear the transactions you previously imported The menu option used will vary depending on the module 3 Import the file again For more information see Import External Transaction File on page 418 Correcting Errors in the Imported Batch 1 Select the option that allows you to enter transactions from the main menu of the module with which you are working For example in Accounts Payable select the Enter Bills option on the Enter Bills menu Universal Bridge External File Formats 421 Requirements for Importing Transactions from an External File 2 Use the Find button to locate and select the transaction s you want to change Select Edit to change the transaction and update it as needed 4 Save the corrected transaction Requirements for Importing Transactions from an External File BS Note When you import transactions from an external file using one of the Universal Bridge options the information in the file being imported must be in the correct format to be written to the Cougar Mountain files For example fields must be of the correct lengths and be delimited as expected Date Formats The import will accept the following date formats E YYYYMMDD _ If the import is based on column position then two spaces will be required on the end of this format to accept the dates correct
286. hat if you are using one or more of the add on modules you may have additional setup and other options not covered in this guide The core package Point of Sale guide contains the information you will need to use each module included in the software The guide s for the add on modules you purchased contains the information you will need to know to successfully utilize the add on modules Installing Uninstalling Modules The modules installed for each company can be changed at any time as long as you have purchased the module and installed it on your computer In some cases the computer can corrupt the installation or create problems with the Getting Started A Quick Tour 11 The Modules software and in many cases simply following these instructions to uninstall and reinstall a module can repair the problem Installing Modules Use the Install Modules command on the Company menu to install and uninstall Cougar Mountain software modules 1 Select Install Modules from the Company menu 2 The Install Uninstall window appears in one of two modes E CMS Install Modules Software modules not installed appear in the list box Select the module you wish to install and click the Install button E CMS Uninstall Modules To uninstall a module select the Uninstall button The window now appears in the second mode Software modules currently installed appear so you can uninstall them Select the module you wish to uninstall and click t
287. he Internet To do this Do this Open the online help Open the help with the keyboard Click the Help menu in the software and then select Contents You can also access the help by selecting the question mark button at the right side of the toolbar Press the F1 key This will open help specific to the open and active window Open help for an active window Most windows in the software contain a Help button Select the button to open help specific to the active window Find a topic Use the hyperlinks to navigate through the topics that are organized based on the organization of the module menus and menu items To search for a specific topic open the help for the module with which you need help Select the Search button and enter text relating to the topic Try different variations if you do not find what you want immediately You may also need to try the search in the help for different modules Cougar Mountain Point of Sale Where to Find More Help User s Guide Cougar Mountain Software includes PDF Portable Document File versions of user s guides and other documentation that can be opened with Acrobat Reader Procedures for installing and opening a PDF 1 Follow the instructions in this guide to configure your computer s and install Cougar Mountain Software 2 Install Acrobat Reader and manuals by selecting the Install User s Guides and Adobe Rea
288. he Lookup to call up an existing stock item record Inventory Stock Items 209 Inventory Master Records 3 Select the Sales Info tab Product Type Local SPEcAL Purchasing Size b St S Web Subcategory OoOo Storing Size Eoo Discount pe Unit Package ooo Catalog Number j2 Non Inventory Code Advanced Sales Info GL Sales Income fa030 03 Image File Name wne label jpg Display Mode Scale Tort x Qty Price Info Cost Quantity History Ext Description Notes Yendor Sales Info User Defined Assign a product type This is a user defined code up to 15 characters used to differentiate various categories of stock items The product type functions as a sort option and appears on several Inventory reports Enter a two character code in the Discount box This is the second half of the entire Discount Code established by selecting Codes on the Options menu Point of Sale and then selecting Discounts This discount code and the one from Accounts Receivable work together to provide an automatic discount and or markup to specific customers when they buy particular Inventory items BS Note The automated Discount Code feature only functions if Accounts Receivable is installed If you are not using Accounts Receivable you can use the Discount Code box for other sorting and reporting purposes Enter a catalog number for the selected stock item if you wish to sort inventory items for cataloging purposes Enter the GL s
289. he Uninstall button Module Preferences Each module contains a Module Preferences window This area is where you can specify integration set up defaults and set up preferences for how the module will operate Integration Integration refers to whether and how much information is shared between the modules You can keep the modules isolated so transactions in one module do not impact other modules or you can integrate them and take advantage of the seamless integration of the software so that changes that are posted will be automatically reflected throughout the software When each module is opened the graphic at the center of the screen displays the current integration status of that module Integration in each module affects only those modules to which the module in question sends information If a module only receives information from other modules and does not post to them the module will not appear as an integration option 12 Cougar Mountain Point of Sale The Modules Data Exchange Use this powerful import export tool to import data quickly when you first install Cougar Mountain Software or after you ve been using it to speed up major changes in the way you want to handle your data You can also use this tool to export information for use with other spreadsheet or reporting tools Inventory The Inventory module is designed to track your Inventory and stock items In addition to entering stock items and s
290. he sales to be included in your sales tax reports Enter a Tax Code as defined in Sales Tax Codes on page 104 If you select the Taxable check box and do not specify a Tax Code you can specify a Tax Code while entering the transaction Select Save to save the code or select Cancel to exit without saving Paid Out Non Inventory Codes Paid Out Non Inventory Codes are for recording miscellaneous purchases and expenditures that are not accounted for in other ways For example perhaps your competitor ran a big advertisement in the local newspaper so you purchase a paper to read the ad Or perhaps you need register tape or light bulbs for your store so you take the cash out of the register and purchase the items 110 Cougar Mountain Point of Sale Codes To add Paid Out Non Inventory Codes 1 From the Point of Sale menu bar select Codes on the Options menu Then select Paid Out on the Non Inventory submenu iix Use the screen below to create Paid Out transaction codes These codes are used ga for recording miscellaneous purchases and expenditures that are not accounted for in other ways Paid Out Code L Description Cancel GL Debit Account e e Edit Clear 3 Unit Price 0 0000 El Eind 2 Unit Cost 0 0000 Help 2 Enter the Paid Out Code Codes can be up to four letters numbers or special characters For example MISC is usually used for Miscellaneous 3 Enter a Description
291. his is only true if the invoices are printed from the Reports menu If the receipt is printed to a file by selecting the Done button in the POS Register window or by selecting Print Sale on the Option menu in the POS Register window the new receipt will overwrite the existing one In order to print the receipt to a file and have it append any existing receipts you must post the sale and then select Reprint Receipts on the Reports menu from Point of Sale Selecting Done causes the software to total prices and enter the amount due in the default tender box The default is established on the Closeout tab of the PS Set Up Sales Entry Screen window If your customer pays using tender other than the default enter the amount paid in the correct box Cash Check Credit Card or Charge before selecting Done The only Tender Method boxes that will be active are those selected in the PS Set Up Sales Entry Screen window see page 91 and those payment types specified for the customer in Accounts Receivable see the Adding Customers section of the Accounts Receivable Customers chapter of your user s guide If you try to open a cash drawer which uses the print routine or print a receipt while the printer is off line or not connected an error will appear Also the sales entry window and the Exit menu are disabled while receipts are being printed to prevent errors Logging Off On in Sales Entry If the register has been set
292. however use the structures option from the tables window Calculated fields may be removed from the setup by simply selecting Cut or by clicking the Delete button The item affected depends upon whether the destination or source window contains the focus Starting Data Exchange When you start Data Exchange you select which modules you would like to use This speeds up the opening process by only building the library files for the modules you need When Data Exchange is loaded again the modules that were used the last time will be automatically selected You still have the option to select different modules with which to work Using Data Exchange 325 Starting Data Exchange The following setup window is displayed when you enter Data Exchange Only those modules that are installed will be listed on the screen OOOO hhh m DATA EXCHANGE Data Import Export Module Select the modules you vould like to work with I Inventory IV Point of Sale E Cancel Copyright 1982 2005 by Cougar Mountain Software Inc All Rights Reserved 1 Select the modules you want to use 2 Select OK to load Data Exchange 326 Cougar Mountain Point of Sale EXPORTING DATA This chapter describes using Data Exchange to create transfer setups for exporting data from Cougar Mountain Point of Sale to other applications such as a spreadsheet or database You can then manipulate the data to produce custom reports and or r
293. ialized you will be required to enter the serial number of the item you are selling before you can move to the next line BS Note To see a graphic image of a stock item activate the lookup then select the View button at the bottom of the Lookup Then click the camera button in the IN Stock window that appears LS Note To look up a non inventory item in the Item box press SHIFT F5 To look up a Comment Code press ALT F5 To manually enter a comment press CTRL C and type your comment in the PS Comments Editor window see Comment Editor on page 163 To enter a special order item see Creating a Special Order Item on page 152 Description The default description for the selected item entered in the IN Stock window Qty The total number of the selected item purchased To enter a return select the item being returned in the Item No box and enter the quantity being returned as a negative number in the Qty box To look up quantity break pricing for inventory items that use price breaks for different quantities of items click on the arrow in the Qty box or press F5 Salesperson Code User defined code used to track sales by salesperson 146 Cougar Mountain Point of Sale Sales Menu E Sales Department Code User defined code used to track sales by department E Tax Code User defined code used in the calculation of sales tax for the selected item E Price The price of the selected ite
294. iation Detail Record xxxBLaaa dbf Field Description Field Pos Data Type Req Maps To Length Detail Identifier 1 01 Char Caps Yes Used to identify Type D Detail Row Line Description 40 02 Character No BRTDDES GL Expense Acct 30 42 Char Caps Yes If BRTDGL BR is inte grated to GL Inv Doc Number 15 72 Char Caps No BRTDIVNO Detail Amount 15 11 2 87 Numeric Yes BRTDAMOUNT Cash Deposit 1 102 Numeric No BRTDCASH 1 Yes 0 No End of Record 02 103 Yes Nowhere used as record separator Record Length is 104 characters BS Notes The GL Expense Account is required only when BR is integrated to GL Universal Bridge External File Formats 435 Inventory File Format Inventory File Format The following table shows the field definitions for the external file that is used to import Inventory transactions Before importing you will be prompted for Default Addition and Subtraction Codes Any transaction that is imported with a blank transaction code will get the default based on the Transaction Type flag 0 Addition 1 Subtraction Table 10 Inventory Record xxxIHaaa dbf Field Description Field Pos Data Type Req Maps To Len Stock Number 20 01 Char Caps_ Yes INTHSTOCK Source Document 15 21 Char Caps Yes INTHDOC Transaction Date 10 36 Date Yes1 INTHDATE Transaction Type 1 46 Numeric No INTHTYPE Not required since the Trans action Code will
295. ic processing Select the customer login option enter the login information and choose the option to upload If you closed the Transactions Processed window go to www cou garmtn com check conversion to upload the ZIP file For additional infor mation on uploading the electronic check file refer to the processing company s documentation 170 Cougar Mountain Point of Sale Sales Menu BS Note Cougar Mountain recommends that you upload this file to the processing company s website immediately after it is complete This helps to ensure that all of your checks are processed and that you don t duplicate image files check processing or your work Back Up Check Image Files We recommend you implement a solid backup system for example hourly backups to ensure that electronic check files are secure For instance if for some reason the check file images are deleted from the hard drive or otherwise lost before they are uploaded to the processing company s website you will need to restore the files from backup To accommodate this type of solid backup system when you back up your data files in Cougar Mountain the check image files are also backed up If you are unable to implement the recommended type of backup system you might consider retaining the original check instead of returning it to the customer after scanning When you restore check images from a backup the images are placed in a subfolder of the CK21
296. icates a need for special attention Employer s Annual Federal Unemployment FUTA Tax Return Employer s Quarterly Federal Tax Return Annual Return of Withheld Federal Income Tax Federal Unemployment Tax see Form 940 450 Cougar Mountain Point of Sale Glossary GL Key Gross Profit on Sales Held Invoice Header Section Historic Transactions Income Interface Code Interface Key Interface Table Integrations Inventory Valuation Method Two character alphanumeric entries found in various codes throughout the accounting modules that are used in the Interface Table to specify an associated GL account The result when the cost of goods sold is subtracted from the revenue from sales A sales invoice that is retained in the batch for further action A held transaction remains in the batch and does not post until it is retrieved and released The portion of a transaction document that contains general transaction information applying to all aspects of the transaction Header information includes items such as names and addresses of the parties involved the transaction date and payment terms Transactions from the past that are entered to provide an accurate history of business operations These transactions commonly were recorded in some other accounting system and now are being entered in the new system so as to be reflected in reports generated from the new system Revenue resulting from the
297. icc sects cine ci As reece eee 255 What Report Information You Need ceeceeeceeeeeeeeeeeeeeeeseeeeeeeees 256 Customizing Reportsicccscccceeek beeen ieee 256 R amp R Report WING icinaniiemdiacneuilnd ansaid mahal na sae 256 Printing Reports in Cougar MOuUntain cc eceeceeeeeeeeeeeteeeeeeeeeeeeeeeee 257 Printing a FRE OM casos ie ci ce toch ot det tent Aine Deel ea seeded 258 Stahndard SO OPONSE ee Eees 258 Filter Ranges and Filter Methods 0 0 0 0 cecceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 259 Searching the Lookup LiSti c sic 2s cesdceto8 dese cote noncecbevet da lenevendeeseneacnee 259 Selecting Dates From the Online Calendar ccceeeeeeeeeeees 260 Selecting Date Ranges for Reports 0 0 0 0 csessseeececeeeeeeeeeeeeeeeeeeees 260 Setting Up Queries in Key Reports eeeeeeeeeeeeeeeeeeeeeeeees 264 Point of Sale Reports iicicdccedeccecsesssccaseceva chvstcstscdescsccastessassesassaceversexsene 265 Printing Point of Sale Reports cchec 5305 Sea tidctenceieguceteeeieeetel abuse 266 Cash Re eipts Repor nnsrene nen a a a 266 Credit Card Receipts Report ccccccccssseseeeesesessseeeeeeeeeeeeeeeeeeeeeeaees 267 Reprinting RECEIDIS se sts dc cet Golys sues uatese tlealuce sates outs Suhacudrbtapstince dastised cewedats 269 Sales History REDON ati actme Wie i eee A nla and ee 271 ales By ltem Report cisarina cosh eens eaa a n a peapa Etere 274 Sales By Salesperson Report ccccccsee
298. ice Enter a Description usually the name of the device For example Generic Cash Drawer Select the Device Type from the drop down list Your choices are Cash Drawer Customer Display Card Reader Check Imager Reader or Verifone Pinpad 2000 Select the port through which data is sent from the Device Name drop down list If you specify a serial port such as COM1 you must complete the Data Bits Stop Bits Parity and Baud Rate boxes This information is supplied by the manufacturer of the device If you cannot find the answer in the device documentation contact the manufacturer E Data Bits ee Select the number of data bits the device uses to communicate with the port E Stop Bits 0 Select the number of stop bits used by the device E Parity Select the parity check used by the device when communicating with the port Point of Sale Options 133 Codes E Baud Rate 0 Select the rate at which the device communicates with the port If you specify a parallel port such as LPT you do not need to define the data bits stop bits parity and baud rate 7 Depending upon the Device Type selected above the remainder of the screen changes to accommodate the selected device type Enter the additional settings necessary for each type using the instructions provided on the following pages When you have completed all of the steps select Save to save the code or Cancel to exit without saving Cash Dra
299. ices and have assigned them to groups identified by two letter codes Customers who buy at retail on credit group RC Customers who buy at wholesale on credit group WC Customers who pay cash group CA You have also set up price levels in Inventory Stock Level 1 prices highest prices Level 2 prices medium prices Level 3 prices lowest prices Next you assign the customer groups to the price levels Group RC will get level 1 prices Group WC will get level 3 prices Group CA will get level 2 prices Now assume you create the Inventory code 11 for discountable merchandise and a code I2 for premium products You never lower the price of premium items everyone pays the same list price The Price Level Codes would be as shown below RCI2 Level 1 WCI1 Level 2 CAI1 Level 3 Point of Sale Options 121 Codes Register Codes Register codes control activity at the register sometimes while working in conjunction with other codes The following is a list of ways Register Codes are used Usually you need one Register Code for each terminal on which you plan to do sales entry However in some cases sales need to be broken down further For example if you have multiple shifts you might want to have one Register Code per terminal per shift This enables you to track and post sales by shift as well as by register E By attaching a Salesperson Code to the Register Code you can restrict activity and dollar amount
300. ich search option you select History Tab A running history is kept of transactions associated with this stock item Select the History tab to view the history in descending order from newest to oldest You will be able to view additions to inventory subtractions to inventory or both You cannot change the displayed information Unit C o 3 0 16 9000 50 7000 OE 02 8 2003 000253 Chair 1 Swivel j 02 01 2003 55605035 Chair 1 Swivel 6 0 17 5200 105 1200 AP 07 22 2002 000153 Chair 1 Swivel 84 5800 PS 5 0 16 9160 I I Adal Subtracti Both Last Sale Invoice Sale Order Purchase Antons ae _Subtractons_ ee ee 000253 0278 2003 05 07 2003 05 07 2003 Qty Price Info J Cost Quantity History Ext Description Notes Vendor Sales Info User Defined History information is only displayed if transactions were posted in Transaction Entry using the selected stock number The history is displayed in descending date order from newest to oldest Inventory Stock Items 205 Inventory Master Records The following options are available H Additions Click this button to view the occurrences of this stock item being added to stock E Subtractions Click this button to view the occurrences of this stock item being subtracted from stock H Both Click this button to view all occurrences of this stock item being added to or subtracted from stock Extende
301. ide details on how to fill out or select these fields 1 From the Text Format drop down list select one of the following common formats E Comma Delimited This is probably the most common type of ASCII text file Each field is separated by a comma and generally surrounded by double quotes The primary limitation of this format is that field data cannot contain embedded commas E Tab Delimited Tabs are used to separate each column of data Surrounding characters are generally not used with this format E Custom Delimited You specify any delimiting character that the file uses to separate field information When you select this you are allowed to select from the drop down menu coma semi colon pipe Database and File Types 359 Text or ASCII Files E Fixed Length Each column is of a fixed length If the data in the column falls short of that width the remainder is padded out in spaces Fixed length files are the most awkward to work with since you must define the exact width of each data column You must know the column width of existing files and there is no standard automatic way to determine this The column widths for Fixed Length files are defined by changing the sizes of each field in the structure grid or visually highlighting the width of each column with the mouse in the text display below the structure grid This display appears only when using text files Data Exchange enters the size of the fi
302. ies for accuracy and when you have finished defining the company select OK To set up your company s fiscal calendar see Maintaining the Fiscal Calendar on page 21 To install the individual accounting modules see Installing Uninstalling Modules on page 11 48 Cougar Mountain Point of Sale Set Up Select Company Deleting a Company To delete a company 1 Select Set Up Select Company from the Company menu 2 Select an existing company other than the company you wish to delete in which you have Supervisory user rights Select Set Up Select Company again Highlight the company you wish to delete Select the Remove button The System Security window appears E E a Enter your User ID and Password and select OK A message appears asking if you are sure you want to delete the existing company 7 Select Yes to delete or Cancel to exit without deleting Creating a Copy of Your Company Use the Copy Company utility to copy all data files into a separate Company Code It is basically a mirror image of your company with the exception that it does not contain any stock item images One benefit of this utility is that you can create a company copy to test a new process without the risk of damaging data and possibly having to restore from your backup BS Note Copying your company does not copy any images of stock items This is so that your stock item images will not be overwritten without your knowledge If
303. ify the Order of the fields or columns for the destination table structure using the table structure grid The order column is incremented by a default of 10 The actual number entered here is not significant since the fields are sorted by the numbers found in the order column Order applies to Export Only 358 Cougar Mountain Point of Sale Text or ASCII Files 2 Click the Include field to toggle between Yes and No Yes defines which lines fields to include in the destination output table for exports BS Note You may modify the table structure later and re include a field if needed 3 Enter the Field Name for the table Field names are limited by the specified file type FoxPro and dBase fields are limited to 10 characters or less and may not contain spaces or other special characters Access tables may contain 64 character field names and any number of spaces between words although no leading spaces are allowed 4 Select the appropriate data type from the drop down list Enter the field size For text character types enter the number of characters to allocate in the table For numeric or number types you are given various options such as byte integer long and double where Integers and Long types may not contain decimals but Double and Single types can Text File Options Text File Options located in the lower portion of the window must be defined when working with Text files The following steps prov
304. ilable stock numbers for selection When you select a stock number the description quantity on hand and last cost are displayed to the right 6 Inthe Document box enter a source document description for your reference up to 15 characters in length 236 Cougar Mountain Point of Sale Adjusting Stock Quantities 7 Enter the Transaction Code for this adjustment Transaction Codes determine the type of adjustment additions to inventory or subtractions from inventory as well as the General Ledger account affected by the opposing entry for the adjustment if Inventory is integrated to General Ledger For additional information on Transaction Codes see Transaction Codes on page 188 Enter a description of up to 30 characters for this adjustment 9 Enter the number of items to add or subtract in the Quantity box If you are using the serialized system this number will be used for generating serial numbers This box allows a total of 13 digits including the decimal eight digits before the decimal and four digits after the decimal e g 99999999 9999 Only numeric digits and one decimal are allowed no commas 10 If this adjustment is a subtraction of serialized items you can either type the beginning serial number in Serial Number box or use the Lookup to select the first serial number you will be adjusting If this adjustment is an addition of serialized items you can omit the serial numbers when sa
305. in at another time to change your password select No If you select No then you will see this message each time you log into Cougar Mountain until you change your password Working with Companies 67 Working With Users 2 Ifyou select Yes the CMS Change Password window appears x To change a password you must first enter the Old existing Password amp then the New Password twice for validation of correct entry Note You may want to keep a master file of valid passwords in a secure place Old Password New Password l Retype New Password l Cancel Help 3 Type your current old password in the Old Password box BS Note If you have converted from a prior Cougar Mountain version and your password was fewer than seven characters then zeros were added to the front of your password during the conversion process until the password reached seven characters For example if your password in version 9 was BETTY your old password after the conversion would be 0OBETTY 4 Type your new password in the New Password box Your password must be at least seven alpha numeric characters You will be prohibited from using any of your last four passwords as your new password 5 Retype your new password exactly as you typed it before in the New Password box Resetting a User Password Without the Old Password Use the instructions in this section to reset a password in the event that you don t have access to the ol
306. ine Custom Options Menu window appears enter the name you wish to show as the menu option 3 Enter the path to the location of the item to which the menu option will link 4 Select the module for which you wish to create the Custom Options menu 5 When all custom menu options are entered select OK to create the Custom Options menu s or Cancel to exit Getting Started A Quick Tour 25 Set Up PCCharge Pro As with many of the other features and functions of Cougar Mountain a security option is available to ensure that only users that you want to have the ability to create custom menus can do so Refer to Assigning User Rights on page 70 for information on setting user rights in Cougar Mountain Define Custom Reports With this feature you can customize a selection of custom reports from within certain Cougar Mountain report windows This means that if you create a custom report with Report Writer you can access the report s directly within a specified report window This is accomplished by setting up links to the custom reports from within the Main Menu module To set up a link s to a custom report s 1 Inthe Main Menu select Define Custom Reports from the Options menu The Define Custom Options Menu window appears Fa Define Custom Reports 3 10 x Use this window to set up your custom Cougar Mountain Reports With Custom Reports you can create custom versions of Cougar Mountain Software reports
307. information is presented on Register Transaction screens You can have several screen configurations which can be based on how different departments operate Screen Code g Description Petaut Screen Cancel eT If you want a customer name attached to Prompt For Customer every sale activate the Prompt for Customer checkbox To authorize Text For Prompt salespeople to view customer financial Customer data or customer notes activate the IV Financial Button Visible appropriate checkboxes Notes Button Visible i Defaults Customer 2 Select the Prompt for Customer check box 3 Enter the text that you want displayed in the Register window for the Customer prompt in the Text for Prompt box 4 Ifyou want your salespeople to have access to customer financial information select the Financial Button Visible check box 5 Ifyou want your salespeople to have access to customer notes select the Notes Button Visible check box 6 Select Save to save your changes or select another tab to configure 94 Cougar Mountain Point of Sale Setting Up Your Sales Entry Screen Tender Tab The Tender tab makes it possible for you to specify the kinds of tender your salespeople can accept If you choose not to accept credit cards you can configure that section of the window to be disabled and your salespeople will not have the ability to enter credit card information Do the following to format the
308. ing the Copy Company Utility This utility creates a new company from your historical data so that you can refer to it at any time And since you can easily refer to this information using a separate Company Code you can keep the company data files that you use daily as streamlined as possible speeding up processing and reporting time For information on this utility refer to the Working with Companies chapter of your user s guide Point of Sale Period End The purpose of Period End processing is to purge transaction detail that is no longer needed from the hard disk thereby making more hard disk space available for other uses Data files can become extremely large especially towards the end of the year It is not uncommon to fill your hard disk to the point where processing becomes slow or impossible By purging some of the information you can often recover significant amounts of hard drive space The data you purge however is erased and can only be recovered from a data file backup Be sure to back up your data files before doing any period end processing especially data purges 312 Cougar Mountain Point of Sale Purging Settled Checks Purging Settled Checks AIZ Warning The Purge Settled Checks option removes all NSF checks marked as Settled in the Maintain Flagged Check window that have a check date older than and including the purge date specified Once all of the NSF checks for a particular checki
309. ion File window select the desired or correct file type Exporting Data 329 Creating a New Transfer Setup The file type list displays all the available file formats that Data Exchange supports or that are currently installed x4 File Names Directories vendors xls test xls E 123 abe 6 ali E dmodata O dx E miidata new xl List Files of Type Drives Jexcel 2 1 5 0 xls x Jae Local Disk v LJ Example f you wish to use an Excel Spreadsheet for your destination file select the file type Excel V2 1 5 0 xls BS Note Data Exchange lets you know if it is unable to open a file using the file type selected An error message displays if the file type driver has not been installed If you receive an error message during the selection of a file type run the installation setup program again and install the necessary driver 2 Enter a name for the export file up to 8 characters long such as JUNE1999 XLS 3 Select OK A message appears asking you to confirm that the file does not exist and if you wish to create it when the export begins Select Yes 4 The Destination Structure Options window appears There are two available output structure types to select from Select the type of output structure you wish then select OK E Base destination on source structure The layout of the destination output file defaults to that of the source file E Base destination on structure another fi
310. ion without Printing IV Delete Detail Lines Allow Flagged Check Override JV Select Zero Quantity JV Edit Saved Receipts Totals l Date of Last Sale 0847 2006 2 Enter the Salesperson Code Salesperson Codes can be up to three letters numbers or special characters For example a salesperson s initials Enter a Description usually the salesperson s name 4 Enter a Password of a minimum of seven characters for this salesperson If you leave this blank anyone can use this Salesperson Code We encourage you to use strong passwords Strong passwords are those that use both alphabetic and numeric characters in unpredictable combinations 5 Specify the check cashing discount and credit limits assigned to this salesperson 6 The check boxes on the left side of the window allow you to define the tasks a salesperson can perform For example select the Special Orders check box to allow this salesperson to include a special order item on a transaction 102 Cougar Mountain Point of Sale Codes 10 11 Define the level of access this salesperson has to customer records by selecting the appropriate Customer Query button This option only has an effect if you have Accounts Receivable installed and if Point of Sale is integrated to Accounts Receivable If you select Inquiry and Edit the salesperson can both view and change customer records Define the level of access this person has to inventory information b
311. ional trainers to focus on whatever specific parts of the software you choose The trainer will be able to see your computer screen and you will be able to see theirs This way you can work with either your own data or the demonstration data to learn how to best utilize the software for your business This is a great solution if you have one or two modules that are new to you and you want thorough training on them without travelling to our training facility or having a trainer come to you 8 Cougar Mountain Point of Sale 2 GETTING STARTED A QUICK TOUR This chapter provides general information about setting up your new software as well as general information on file maintenance and security Opening the Software Opening the Software Cougar Mountain Software is a mixture of modules and a Main Menu module that is the entry point to the additional modules You can also change the icon shortcut or create a second icon shortcut that will open directly into the Point of Sale module When the Cougar Mountain Software icon is selected the Main Menu opens and you must select a company if more than one company has been created and a user if more than one user has been created for the company The DMO Company For the purpose of learning the software or seeing how the software looks with information entered we have created the Demonstration Account Company DMO The Main Menu The Main Menu is the primary module in which yo
312. ipt is signed by the customer acknowledging the electronic check process and is kept by you and the second receipt is given to the customer File Code The system administrator must enter a four digit alphanumeric code that is obtained from the processing company Last Posting This box indicates the last posting number used for Point of Sale transactions Cash Drawer This function defines when the cash drawer opens You have three choices E Don t Open Drawer W O Sale Trans Prevents a sales clerk from entering the cash drawer unless a sales transaction is completed E Open Drawer and Don t Save Trans Lets your sales clerks open the cash drawer without entering a sales transaction and without any record of the drawer being opened E Open Drawer and Save Transaction Allows sales clerks to open the cash drawer without entering a sales transaction but a NO SALE transaction is recorded each time it happens Point of Sale Options 77 Module Preferences Credit Card No Security This label is an indicator only and reflects that only the last four characters of the customer s credit card number will appear on receipts and other reports CC Verification Software The CC Verification Software drop down list allows you to specify which software you are using to verify credit card sales Select from these credit card verification options E lt no authorization software installed gt Use this option if no author
313. ired to create your magnetic media file for transfer to the 22 Cougar Mountain Point of Sale Setup Wizard government You must also set up a code using the PR W 2 Electronic Format window by selecting Codes from the Options menu in Payroll Lastly you need to select Electronic W 2 from the Reports menu in the Payroll module For more information on Electronic settings see the Payroll user s guide Setup Wizard The Setup Wizard walks you through the process of setting up the software It allows you to select the modules you want to use then takes you to those modules and leads you through the process of configuring the system It helps you configure the software to work best in your business environment After you enter basic information for a new company such as name address and phone numbers a window appears with the option to use the Setup Wizard You can also access the Wizard from the Company menu If you begin to configure a company using the Wizard and are interrupted or have to stop and quit the setup session for some reason you can continue where you left off the next time you start the software Select Setup Wizard from the Company menu A window appears with the option to either continue the previous unfinished session or begin a new session Select Yes to continue setting up your company where you left off Tip of the Day Point of Sale displays a Tip of the Day upon startup The Tip of the Day feat
314. is also used as a sort option when defining and printing reports Inventory records are accessed by the stock number which can be a combination of alpha and numeric characters Pre planning your numbering system so that it is both logical and meaningful will save you time setting up your inventory A logical pre planned numbering system also simplifies entering sales transactions and running reports Inventory Master Records Inventory Master Records The Inventory master record is used in five important ways E To track cost quantity and pricing information To record changes to Inventory caused by transactions processed in Inventory Accounts Payable Order Entry and Point of Sale To maintain pricing information To provide supplemental information to Point of Sale regarding vendors and inventory quantities To provide a link to a graphic image of the stock item To provide information for management reports Adding Inventory Stock Item Records To add an Inventory master record 1 From the Inventory menu bar select Stock Item Maintenance on the Stock menu Fal IN Stock 15 x Use this window to setup new stock items For example assign a stock number enter the information on the supplier vendor enter the item s cost enter the item s selling price and any other pertinent details Qty All Locations 1 0000 Number cyce START UP KIT J IN Code 18 On Hand i 000 a Cancel Location n
315. is chapter will help you use Data Exchange more efficiently and identify and solve problems that might occur within the program Data Type Conversion Data Type Conversion Data Exchange automatically handles data conversion between various data types Some of the conversion rules that Data Exchange follows are as follows Text to Numeric If you link a text field to a numeric destination Data Exchange will determine the numeric value if any of the text during the transfer If it is unable to convert the text to a valid numeric value it will convert it to a zero Text to Date In this case you must define the date format of the text field from the field properties window or in the case of text files on the table structure window Text to Boolean Logical A value of Yes Y True or T in upper or lower case will be interpreted as True Conversely a value of No N False or F will be interpreted as False Numeric to Text Numeric values can always be converted to a text field without problem unless the text destination is not wide enough in which case the value will be truncated and the error logged in the log file Numeric to Date Assuming your data is in Julian YYYYMMDD numeric format you can tell Data Exchange to read it as YMD order with a four digit year and no delimiters from the Formatting tab of the Field Properties window If you fail to set these options D
316. is file type is sometimes referred to as fixed length E Tab Delimited File The fields in the file to be imported are separated by tabs E Semi Colon Delimited File The fields in the file to be imported are separated by semicolons 5 Select Begin Import to start importing the transactions or Cancel to exit without importing Import Transaction Validation When transactions are imported each piece of information is checked to make sure it is in an acceptable format required fields are not empty etc See Appendix A for the field definitions for the modules that use the Universal Bridge 246 Cougar Mountain Point of Sale Generating Adjustments from an External File Printing the Import Error Report If errors were detected during the import process an error report is generated and a message appears To print the error report do the following 1 When the error report message appears click OK Depending on the defaults you set for print options in your Module Preferences the Print Options window may appear 2 Ifthe Print Options window appears select the report destination Printer Screen or File If you select Printer or Screen specify Laser or Dot Matrix If you select File type the output file name The default is REPORT TXT If you regularly save to a file the new file will append to the end of the existing file so you will not lose previously saved information 3 Enter the number o
317. ited Additional invoice and statement formats can be added however using the optional R amp R Report Writer Software The available formats are described as follows E Formats through 4 Preconfigured register tape formats you can modify in the PS Invoice Format Codes window as described on the following pages M Formats 5 6 Preconfigured dot matrix format you can modify using R amp R Report Writer M Format T eeens ioes Preconfigured laser printer format you can modify using R amp R Report Writer Modifying Invoices Using Report Writer To modify formats 5 6 and 7 refer to your Report Writer user s guide Modifying Invoices Using the Invoice Format Option in Point of Sale The register tape formats 1 2 3 and 4 use escape sequences to send signals that direct the formatting your register uses You can edit the formats by changing the escape sequences To edit the register tape formats do the following 1 Select Codes from the Options menu Point of Sale Options 129 Codes 2 Select Invoice Format from the submenu zox Select the invoice type you wish to use from a list of Invoice Formats These formats are pre formatted to print to ga your standard laser or dot matrix printer Data Fields Date And Time Fields DATETIME mmidd yy hh mm ss TIMEDATE hh mm ss mmddyy Required input Tape Format Format x Columns jo Sep Lines f Test Print Setting Form
318. item from each vendor Inventory Stock Items 207 Inventory Master Records If you hover the mouse over the grid on this tab and you have Purchase Order installed you ll notice that the mouse icon changes to the drill down icon If you double click the mouse while it s over a vendor you can drill down to the Vendor Performance Report for that vendor To add an Alternate Vendor 1 2 Select Stock Item Maintenance on the Stock menu Enter a new stock number or use the Lookup to call up an existing stock item record If you are modifying an existing stock item record select the Edit button Select the Vendor tab Current vendors for this item are listed along with your last cost from that vendor for the selected item Click the AddiModify Vendor button to edit vendor or pricing information AddModify Vendor Qty Price Info Cost Quantity History Ext Description Notes WYendor Sales Info User Defined To add or modify an alternate vendor record select the Add Modify Alternate Vendor button E a Use this option to add another supplier or display existing alternate sources for this stock item Stock Item CHAIR 1 SWIVEL l Description Chair 1 Swivel Vendor Vendor Stock Order In Multiples Of Last Cost Last Purchased fa co Sales x Help 5 Type the vendor 208 Cougar Mountain Point of Sale Inventory Master Rec
319. ith this adjustment select the Notes tab 240 Cougar Mountain Point of Sale Adjustment Transaction Adjustment Transaction The Adjustment Transaction option allows you to make quick adjustments to the quantity on hand for a selected inventory stock item BS If you are importing adjustment transactions that contain serialized stock items you will need to manually enter the serial numbers into the imported transacton before posting You can do this in the IN Adjust Stock Quantities window which is accessed by selecting Adjust Stock Quantities on the Adjustments menu To adjust the stock item quantity 1 Select Adjustment Transaction from the Adjustments menu 2 Ifyou are using batch processing select an existing batch EY adjustment Transaction T Please select the transaction codes that will be used for adding and subtracting the adjustment quantity Addition Tran Code f1 App Subtraction Tran Code j2SuB Cancel Help 3 Select the Transaction Codes you wish to use for adding and subtracting the adjustment quantity Transaction Codes determine the type of adjustment additions to inventory or subtractions from inventory as well as the General Ledger account affected by the opposing entry for the adjustment if Inventory is integrated to General Ledger For additional information on Transaction Codes see Transaction Codes on page 188 Inventory Adjustments 241 Generate Adjustmen
320. ities An Accounts Payable invoice paid to a vendor that does not have a vendor record established in the AP module Also a PO made out to a vendor that does not have a vendor record established in the AP module Occurring at regular time intervals A set of company specific transactions that reoccur on a regular basis usually monthly but sometimes quarterly and even yearly The process of recording the effects of transactions in the general and subsidiary ledgers Glossary 453 Glossary Profile Codes Profit Recurring Batch Retained Earnings SSN Payroll Stand Alone Module Standard Cost Terms Code Tips Payroll Trailer Character Trailer Spaces Transactions Unapplied Debit Data records that define the company operations These records are relatively unchanging and general in scope They define such things as departments within a company product categories payables categories receivables categories and company policies The amount by which the revenue from business operations exceeds the cost of operations A transaction batch that holds template invoices that can be generated time after time It is used to invoice periodically recurring transactions without having to retype the information each time The portion of owner or stockholder equity that is a result of profit earned by the business Social Security Number A module of the accounting program that does not interact with other m
321. ization software is currently installed E PCCharge Pro V 5 7 GO Software Use this option if you are using PCCharge Pro version 5 7 for authorization E PCCharge Pro V 5 7 GO Software with Verifone Use this option if you are using PCCharge Pro version 5 7 for authorization along with the Verifone PINPad card reader s E Authorizer V 4 x for Windows Use this option for Windows versions if you are using GO Software s Authorizer version 4 x E Authorizer V 4 x for Windows Verifone Use this option for Windows versions if you are using GO Software s Authorizer version 4 x along with the Verifone PINPad card reader s If you are using Authorizer version V 3 x select Authorizer V 4 x for Windows GO Software If you are converting from a prior version of Cougar Mountain and had selected Authorizer version V 1 6 V 2 x or V 3 x the conversion process will automatically update your selection to Authorizer V 4 x for Windows GO Software Keep in mind that if you are converting and are using Authorizer version V 1 6 V 2 x you must upgrade your Authorizer installation to V 4 x or change to PCCharge Pro Both of these products can be purchased through your Cougar Mountain account executive at 800 388 3038 78 Cougar Mountain Point of Sale Module Preferences Check Authorization This box indicates whether or not check authorization will be processed through the authorization software The b
322. k items and increases the quantity of the finished good Setting Up Kits Setting Up Kits Setting up kits is a two step process E Create stock numbers for each component and the finished assembly using the process detailed in Inventory Master Records on page 198 E Create a bill of materials table for each finished good stock item see Adding a Bill of Materials Table on page 220 Use the table to create Kit transactions This is done through Adjust Stock Quantities which is located on the Adjustments menu see Adjusting Stock Quantities on page 235 Adding a Bill of Materials Table A Bill of Materials BOM table can be thought of as a parts list for the assembly It shows the quantity and part number of each subkit and component that is used to build a finished good We recommend that you have all the stock items you plan to use in the bill of materials table pre established This includes the stock numbers of the components used to create the finished good Once you have created stock items for each component and subkit that will be in the kit you are ready to create the kit itself which is also referred to as a bill of materials table 220 Cougar Mountain Point of Sale Setting Up Kits To create a bill of materials table 1 In Inventory select Set Up Kits on the Kits menu from the menu bar wbx Gal Use this window to create the Bill of Materials table which is your parts lis
323. l Ledger For additional information on Transaction Codes see Transaction Codes on page 188 Enter the quantity of serialized items you are adding to or subtracting from the system in the Quantity box Type the starting number that you wish to use for generating serial numbers in the Serial Number box The generated numbers appear in the Generated Serial Numbers area of the window If you are subtracting serialized inventory type the first serial number you wish to subtract and the quantity specified is subtracted in numerical order If you don t know the serial number s to subtract use the Lookup in the Serial Number box to see a list of available serial numbers If you are increasing serialized stock items you can omit the serial numbers when saving the adjustment transaction but you will need to include the serial numbers before posting BS Note Serial numbers are generated by the program and are displayed in the Generated Serial Numbers area of the window based on the quantity and beginning serial number you established You can edit the list by placing your cursor on the line you wish to change and typing the appropriate changes 12 13 Enter the cost for each unit in the adjustment Click Save to generate the adjustments 14 Click Clear to refresh the screen and begin a new adjustment 15 Click Cancel when you are finished making adjustment entries BS Note To view or enter notes associated w
324. l bars Up Down Left and Right arrows or by using the special quick move buttons at the bottom of the window These allow you to quickly move around within the file records Button and Menu Options 365 Browse Button Quick Move Buttons The following table describes how to use the arrow buttons Button Function First Record Beginning of File Page Up One Line Up One Line Down Page Down Last Record End of File push pin Bookmark select record and click this button accelerated Up arrow GoTo Bookmark click this to return to the line on which you applied a bookmark BS Note You may edit records in the browse window for all formats except spreadsheet and text files To edit spreadsheet and text file formats import to a temporary format that supports editing or use another application to edit the file directly If you select a table in Paradox it must have a primary key defined before you can edit records or export them to that file You will receive an error until you have defined a primary key 366 Cougar Mountain Point of Sale Query Button Adding New Records 1 Go to the bottom of the table using the arrows on the scroll bar or the Last Record gt quick move button 2 Put your cursor in the first available line after the last line entry and enter the new record Use the TAB key to move across the columns as you type the data in each appli
325. l be reset to the default for the current register you are using Printer for Printer 1 HP 1100 7 Cancel Help Keyboard Mode When the entry window is in Keyboard Mode the cursor automatically goes to the next box to the right after selecting the item that is being sold so the sales clerk can manually enter detail such as quantity If you are using the keyboard there is a much higher chance the sales clerks will manually enter a quantity rather than entering the same item multiple times Scanner Mode When the entry window is in Scanner Mode the cursor automatically goes to the next line after scanning an item ready for the sales clerk to scan another item If you are using a scanner this allows the sales clerk to immediately scan another item without pressing ENTER on the keyboard or tabbing through the detail boxes Default Menu When you select Enter Sales on the Sales menu the register screen appears with the Default menu on the menu bar This menu provides an additional way to navigate within the Sales Entry window When you select one of the field Point of Sale Sales 161 Sales Menu choices on this menu your cursor will automatically be advanced to the field selected Your selections in Module Preferences and the PS Set Up Sales Entry Screen windows will determine what choices are included on this menu Sales Entry Function Keys The Sales Entry window uses function keys to help speed the entry
326. l stock items in the User Defined tab of the IN Stock window see User Defined Tab on page 211 Promotional Pricing Promotional Pricing is used to assign change or delete pricing on sale or promotional items for a specified time period The time period can be a day range an hour of the day range or a combination of the two For example you could assign stock item AAA 123 which regularly sells for 8 50 to sell for 6 75 between the dates of June 10 through June 17 but only during the hours of 8 00 A M to 2 00 P M This feature is useful for specials such as Holiday Sales Midnight Madness or Clearance sales 190 Cougar Mountain Point of Sale Promotional Pricing Adding Promotional Codes To establish the details of the Promotional Code and to add stock items to it follow these steps 1 Select Promotional Pricing on the Options menu in the Inventory module ESiNPromotionalPricng ST Use this window to define promotional codes You may assign change or delete pricing on sale or promotional items for a specified time period in this option Code SUMMER JV Import Description To Comment Line Description Summer Clearance Promotional Period Detail Entry Discount Percent Off x Percent Off f20 0000 GL Discount Account fast 0 Sales Discounts Cancel Edit Clear Start End Date 06701 2002 0670372002 X Time o Limit o Limit 2 Enter a user defined Promotional
327. lationship window appears In this window you define your data transfer Table Relationships i x Link From Table To Table VENDORS XLS oo gt gt DMOAPMSD DBFIAP VENDOR MASTER Link Using Field s Using Index Cancel e AP_VENDOR E Conditions APVENDOR ces gt gt AP_VENDOR Help Relation Transfer Method F Relation Description For records in file VENDORS XLS use the value of field s MERGE Updates or Appends records AP VENDOR to look up matching records in file APPEND records DMOAPMSD DBFIAP VENDOR MASTER FILE via index C EXPORT to new file oe Epon ihe match is found then update record otherwise 1 Activate one of the following according to your needs W Merge cccsciicescncics overwrite existing data in destination file E Append add to end of data that is already in destination file E Export oe send to a new destination file 2 Ifyou are working with a text file you can also define the text delimiters field size etc 3 When you have reviewed the data displayed in the Table Relationships window select OK to move to the Field Mapping window Field Mapping The first time you define a transfer setup and access the Field Mapping Setup window a message appears asking if you want Data Exchange to automatically link all matching field names Reply Yes to link or No not to link 344 Cougar Mountain Point of Sale Creating a New Transfer Setup
328. ld Password New Password l Retype New Password l i Cancel Help 2 Type the existing password in the Old Password box If this user had no password prior to this you will not be able to type anything into the Old Password box but will be moved directly to the New Password box 66 Cougar Mountain Point of Sale Working With Users BS Note If you have converted from a prior Cougar Mountain version and your password was fewer than seven characters then zeros were added to the front of your password during the conversion process until the password reached seven characters For example if your password in version 9 was BETTY your old password after the conversion would be 0OBETTY 3 Type the new password in the New Password box 4 Type the new password again exactly as you typed it the first time 5 Click OK followed by Save to save and exit Changing the Password in Response to the Change Password Prompt If your User ID has been set up to prompt you after 90 days to change your password you will see the following window when you log in 90 days after your User ID was created 90 Day Expiration x x 90 days have expired we recommend that you create a unique password For this User ID Do you want to change your password Ww To change your password follow these steps 1 Inthe 90 Day Expiration window that appears select Yes to reset your password now Or if you instead want to be reminded aga
329. le The layout of the destination output file is based on any file you choose 330 Cougar Mountain Point of Sale Creating a New Transfer Setup Destination Table Options The Destination Table window appears as shown below Before you transfer the file you may need to edit some records define a filter to restrict the transfer of data set specific transfer options etc Do the following to edit a source file File Type EXCEL V2 1 5 0 Change Path D CMSWES VENDORS XLS st Order Include Field Name Data Type Field Size Cancel 10 Yes AP_VENDOR Text 20 5 20 Yes AP_NAME Text 35 30 Yes AP_CODE Text 6 Query 40 Yes AP_BANK Text 3 50 Yes AP_ADDR1 Text 35 Browse Data 60 Yes AP_ADDR2 Text 35 70 Yes AP_CITY Text 20 Options 80 Yes AP_STATE Text 2 90 Yes AP_ZIP Text 30 100 Yes AP_CONT Tent J Help 110 Yes AP_PHONE Text 12 120 Yes AP_PHONE2 Text 12 Yes 12 1 Highlight the source file you wish to edit and select the button applicable to what you want to do A quick summary of the buttons follows E QUEL o The Query option will allow you to select a group of records that meet a set of conditions which you define For example you may use Query to filter out unwanted records from the primary source table so they do not appear in your destination file E Browse Allows you to browse the data in the currently selected table and in som
330. list enter your password and select OK to open the Register Register rot Register 1 User mer Manager Password Starting Balance ono J Set this register as default 2 Select the register you wish to work with from the Register drop down list 3 Select your user identification from the User drop down list 144 Cougar Mountain Point of Sale Sales Menu 11 12 13 14 Enter your password If you selected the Prompt for Opening check box when setting up the selected Register see Register Codes on page 122 enter the Starting Balance Select the Set this register as default check box to automatically default to the selected register each time the PS Entry Register Code window is accessed Select OK The register window appears The fields displayed will vary depending on specifications established on the Header Customer and Detail tabs of the PS Set Up Sales Entry Screen window Whether a field is displayed prompted for or skipped is also determined in the PS Set Up Sales Entry Screen window Enter your salesperson code in the Clerk box or use the Lookup to select from a list of available Salesperson Codes If the register has been set up to allow users to log off on between sales and the Log Off Between check box has been selected for the Salesperson Code prompt in PS Set Up Sales Entry Screen window a Log Off On button appears with the Salesperson Code of the person who
331. ll be deleted and replaced with this file Destination Path JC CMSW80 DMODATA Backup Thu Dir Back Up V Data M Reports IV Image Files File Name C CMS W80 DMODATA Backup T hu Source Path C CMSWB0 DMODATA Cancel Help i Enter the Destination Path for your backup file Select the Dir button to select from a list of available directories The default destination is a sub folder BACKUPS XXX where XXX is a three character abbreviation for the day of the week of the data directory specified on the System Settings tab of the Company Information window see the System Settings Tab on page 47 You can specify a different destination however including any writable media drive floppy Zip writable CD etc If you specify a folder that does not exist you will be prompted to verify that it should be created If you specify a drive that does not exist you will be prompted to enter a new path Specify which type s of files to back up Data Reports and or Image Files Data files will be backed up to a file with the name XXXdata zip where XXX is your three character Company Code Report files will be backed up to a file with the name XXX7rpt zip and Image files will be backed up to a file with the name XXXimg zip Select OK to back up your data files or Cancel to exit without backing up All data needed to completely restore your Cougar Mountain Software installation is backed up Backup Scheduler With Backup
332. llow for data entry in the Column Width box Be sure to include space for separating characters For example a Stock Number of 1245 387 would require a column width of 8 A column width of 0 disables the item 8 Enter the order from 1 9 that you want the selected item to appear in the Column Number box An entry of places that item first and entry of 2 places that item second and so on An entry of 0 disables the item 9 Complete the steps above for all Header Prompts you want to configure When you have completed the Header Prompts section save your changes or select another tab to configure Customer Tab Use this tab to designate which customer information to display during sales entry If you select the Prompt for Customer check box your salespeople can attach a customer to every sale This is especially important for credit Point of Sale Options 93 Setting Up Your Sales Entry Screen BS Note customers but in some businesses is also important for cash check and credit card customers This tab only has an effect if the Accounts Receivable module is installed and if Point of Sale is integated to Accounts Receivable If you do not have Accounts Receivable installed you can leave this tab with its default settings To configure the Register window to prompt for customer information do the following 1 Select the Customer tab Ps set up sales Entry screen ST ga Use this option to customize the way
333. llow queries a Search For tab provides options to further define the report The Search For fields have the options of Amount Batch Number or User ID The query fields comparison operators have the options of Equal To Not Equal To Greater Than Greater Than or Equal To Less Than and Less Than or Equal To The 264 Cougar Mountain Point of Sale Printing Reports in Cougar Mountain information in this table explains the differences of each query option operand Select the operand To return information Equal To Equal to the entered value or the selected field s value Not Equal To Not equal to the entered value or the selected field s value Greater Than Greater than the entered value or the selected field s value Greater Than or Equal To Greater than or equal to the entered value or the selected field s value Less Than Less than the entered value or the selected field s value Less Than or Equal To Less than or equal to the entered value or the selected field s value Point of Sale Reports Point of Sale reports help you track sales receipts salesperson performances and much more This chapter describes the steps required to set up and print Point of Sale reports Reports 265 Printing Point of Sale Reports Printing Point of Sale Reports As with the other modules Module Preferences in Point of Sale allows you to define default settings for posting an
334. ly Without the two spaces the record size will be incorrect E MM DD YYYY When using this date format be sure to use all 4 digits of the year If all four digits are not used the date may not be imported correctly Certain information such as dates will be required at posting but will not be required at the time of import Be sure to print an Edit Report and review it carefully prior to posting If errors are detected at posting an error report will be generated Use this to correct your entries 422 Cougar Mountain Point of Sale Requirements for Importing Transactions from an External File External Files The external files must be named as follows where xxx is your company s three character company code These files must be located in the CMSWIN directory or wherever your Cougar Mountain software is installed E General Ledger GLEXT xxx E Accounts Receivable AREXT xxx E Order Entry 00 00 OEEXT xxx E Inventory cee INEXT xxx E Accounts Payable APEXT xxx E Payroll eee ceeeeeeee PREXT xxx E Bank Reconciliation BREXT xxx The external file must be in one of the following file formats column position sometimes referred to as fixed length semicolon delimited or tab delimited The user must indicate which of these formats will be used when they start the import process When information is imported from th
335. m The unapplied item is an open item until the full amount is applied A payment in Accounts Receivable that reduces the total amount owed by the customer but does not reduce the amount remaining to be paid on a specific debit item The unapplied item is an open item until the full amount is applied The number by which the pay rate is multiplied to calculate gross pay The most commonly used units in Payroll calculations are hours but other measures of time or production can be used The Cougar Mountain feature that imports unposted transactions from an external file Modules that support this feature are General Ledger Accounts Receivable Accounts Payable Inventory Order Entry Payroll and Bank Reconciliation The means by which a computer user exchanges information with the computer The menu and data entry screens are good examples of user interface Expenses such as rent and insurance which are paid in advance The unused portion of prepaid expenses are a balance sheet asset Employee wage and tax statement provided by the employer to the employee Transmittal of Wage and Tax Statements Information filed with the Social Security Administration by the employer This method of inventory valuation divides the total cost of stock items available to sell by the number of units available Glossary 455 Glossary 456 Cougar Mountain Point of Sale A access file format 336 accounts payable enter bills 39
336. m less any discounts BS Note To look up level pricing for inventory items that use one of the level pricing methods Level List Level Markup or Level Margin select the down arrow in the Price box to select from a drop down list or press F5 to display the Lookup window E Base Price If the Base Price column is visible you can view the base price of the stock item selected E Discount Percent If the Discount Percent column is visible this field will show the percentage of any discount for the stock item and it will also show the percentage of any discount manually applied to the item by selecting the Apply Discount on the File menu or by entering it directly into this field Total Extended The total cost of the line item User Defined Fields If User Defined Fields have been set up you can make them visible in the PS Set Up Sales Entry Screen window and make entries here 17 Select Done The current transaction is automatically saved and a receipt prints on the default printer To save the transaction without printing a receipt see Saving Without Printing on page 161 To save the transaction and print to an alternate printer see Alternate Printer on page 161 Point of Sale Sales 147 Sales Menu LS Note LS Note LS Note With the release of Version 7 0 reports that were printed to a file would append instead of overwriting an existing file It is important to note that for POS Receipts t
337. make this report a useful tool for balancing registers evaluating salesperson performance monitoring inventory and many other tasks Reports 267 Credit Card Receipts Report To print the Credit Card Receipts report 1 Select Credit Card Receipts on the Reports menu from the Point of Sale menu bar Eiescredi cordrecemts TST This report provides you with a list of all Credit Card receipts Define the sort method range of registers and salespesons you wish to include Start End Register tat Z Salesperson Start End Credit Card Start End Date Range ustom S Date 010172004 fe onezo f Subtotal On Register Sort By Transaction Number Report Type fsummary ssi Transaction Type Postea o Both PS and OE Specify the range of registers you wish to include in the report in the Register Start and Register End boxes Specify the range of salespeople you wish to include in the report in the Salesperson Start and Salesperson End boxes Specify the range of credit card types you wish to include in the report in the Credit Card Start and Credit Card End boxes Specify the range of dates you wish to include in the report in the Date Start and Date End boxes You can also select one of the predefined date ranges for this report by selecting it from the Date Range drop down list See Selecting Date Ranges for Reports on page 260 for more informa tion about each date control option available Select
338. mation is required for each Stock Item before it can be saved Refer to the Help and Inventory Stock Item section for more information about other Stock Item Options Stock Number The Stock Number can be any combination of up to 20 alphanumeric characters This number will be used for sorting and filtering in lookups and reports and you may want to come up with a numbering scheme to best utilize these tools IN Code The Inventory Code determines the General Ledger account affected when the Stock Item is added or removed the accounts to which Inventory adjustments variances or miscellaneous charages are posted and the Inventory valuation method You will need to attach an IN Code to each Stock Item before it will save If you have not already created an IN Code or you would like to create a new one you can add one on the fly by opening the IN Code Lookup and selecting Add Last Cost If you entered a quantity in the On Hand box you will need to enter the amount you paid for the stock item This number will be updated automatically when you purchase new stock in the future but you will need to enter an amount to start 56 Cougar Mountain Point of Sale Minimum Company Setup Requirements Vendors only with Back Office Your Vendors are the people from whom you buy products and services When you enter Vendors the following information is required Vendor Number The Vendor Number can be any combination of up to 2
339. mbling a bicycle 8 Enter the GL Cost of Goods Sold account number If an item is oversold in Point of Sale the Cost of Goods Sold account is debited with the last purchased cost of the item The cost of the merchandise sold during the year appears in the income statement as a deduction from the net sales of the year The determination of inventory value and the cost of goods sold may be the most important steps in measuring the profitability of a business BS Note The GL Cost of Goods Sold Acct box is displayed only if the Interface Table is not used see the Interface Codes section of the General Ledger chapters of your user s guide Inventory Options 185 Inventory Codes 9 Select the appropriate valuation method from the methods described here E FIFO First In First Out This method uses the cost of the oldest inventory items first It should be used when you want to cost inventory items at the price paid no matter how long ago the inventory item was purchased E LIFO Last In First Out This method uses the cost of the most recent price paid for an item It should be used when you want to cost inventory items regardless of the acquisition date at the current market value E Weighted Average This method uses at the average cost of all like items in stock The average cost is determined by taking the total amount paid for all items in stock and dividing it by the number of items in stock It is a mid
340. menu select Data Exchange 2 In Data Exchange select Define Transfer from the File menu Transfer Direction 3 x Export Data Import Data Cancel J Import will copy records from a selected source file into an EXISTING destination file Records may be appended or updated merged Use this option when you wish to bring data ir from another application or data source 3 Inthe Transfer Direction window select Import Data then select OK Use the Import function when you wish to bring data in from another application or data source Records may be appended or updated merged 340 Cougar Mountain Point of Sale Creating a New Transfer Setup Selecting a Source File 1 At the Select Source File window select the file type from the List Files of Type drop down list in the lower left corner 2 A list of available files appear in the File Names list box Highlight the name of the file you want to import and select OK test xls vendors xls E dmodata O ds E miidata E new xl List Files of Type Drives Jexcel v2 1 5 0 xls fad Jie Local Disk v BS Note Access and Btrieve files require that you select both a source table and a source file Other file types require that you select only a source file 3 At the Source Tables window Access and Btrieve only highlight the source table name and select OK to confirm Source Tables x D ACMSWES WIZHELP MDB Tables
341. mmand line after dc lt Company Code gt bk 34 Cougar Mountain Point of Sale Data and File Maintenance Backup Scheduler 2 x Task Schedule Settings Security C C AWINDOWS Tasks Backup jab Run C Cmswin CMSBACKUP EXE de dmo bk dtrpim Browse Start in C AWINDOWS system32 Comments i backup Run as JENTERPRISES Manager Set password I Run only if logged on IV Enabled scheduled task runs at specified time BS Note Ifyou only include the company command in the Run box but do not indicate which data type s to back up the Backup Scheduler will back up just your company data by default In order to specify other combinations of data types you want to back up you must use the data type commands indicated in this section 5 Complete the options in the window by adding a password if you like and ensuring that the Enabled check box is selected at the bottom of the Backup Scheduler window Also ensure that the Run only if logged on check box is deselected 6 Click OK when you are finished or Cancel to exit without saving Getting Started A Quick Tour 35 Data and File Maintenance Restoring Your Company Information To restore your company s data files 1 Select Back Up Company on the Options menu and then select Restore FJ CMs Restore Company Information lol x amp Enter the File Name of the source file backup file that you wish to restore and the
342. modified Enter the Starting and Ending Register to include in the report To print the report for a single transaction enter the number of that transaction in both the Starting Transactions and Ending Transaction boxes To print for a range of transactions enter the first and last transaction numbers of the range to print To print for all transactions press TAB without making entries Select the sort type from the Sort drop down list Select Register to print all the transactions in the first register before moving on to the next register Select Transaction to print the first transaction from each register then the second and so forth Select the Report Type from the drop down list E De tdi eects Includes all fields in the Register window E Condensed ooeec Excludes line item detail E SUMMATY aoee Prints totals only Ifa you wish to use a custom report select the Use a custom report check box and choose the desired report from the drop down list This option is only available if a custom report is set up Select the Help button in this window for more information about setting up custom reports If you want to include transactions that have been placed on Hold select the Print Held Transactions check box If you want to include voided transactions select the Print Voided Transactions check box Select OK Depending on the defaults you set for print options in your Module Preferences the Print Options window may appear
343. mpt means the following letter will be the Hot Key identified by being underlined and used by pressing it along with the ALT key 5 Select Save to save your changes or select another prompt to configure Detail Tab The Detail tab allows you to describe information that can vary within each sale Inventory stock item number item description and salesperson are typical details 1 Select the Detail tab Haa Use this option to customize the way information is presented on Register Transaction screens ga You can have several screen configurations which can be based on how different departments operate Screen Code Description Cancel Line Item Column Prompts Discount Percent Line Number Use this option to define the columns you want included on the Register Screen You can customize them by changing the Description heading name location and so forth Print Jefa Price JZ Column Visible Text For Heading Base Price Sales Department Salesperson Code Stock Number Tax Code Column Width 15 UDF xl Header Customer Column Number po Specify a value from 1 to 16 Help Defaults Select the Line Item Column Prompt you wish to configure Select the Column Visible check box to display your selected detail prompt Some detail prompts are already configured to display and will not allow you to change them 96 Cougar Mountain Point of Sale Setting
344. n the Field Properties menu BS Note Refer to Insert Modify Append Delete Buttons in the Button and Menu Options chapter for more details on the Modify Insert functions Warning Ifyou change the formatting option of a field then any calculated fields that use that field in their expression are also changed It is sometimes desirable to apply formatting to a copy of the field and then link the copy to the destination field rather than format the field itself Starting the Import Process 1 When you have everything defined and linked select Import A message appears asking if you want to Save Setup before importing 2 Select Yes to save to a transfer setup name No to not save the new transfer settings or Cancel to exit x Library d cmsw65 default mdb Setup Name vendors Cancel i Delete Setup Help 3 Inthe Save Setup window type a unique name for the transfer setup then select OK Importing Data 347 Starting the Import Process BS Note Once this setup is saved you do not need to save it again The next time you want to run this transfer just select Open Transfer from the File menu 4 Atthe Transfer window view the source and destination tables by selecting the Options button This allows you to browse the data and modify your setup if additional changes are necessary 348 Cougar Mountain Point of Sale DATABASE AND FILE TYPES Data Exchange is
345. n the editor line continue typing and the text will wrap If you selected the Auto Format Comments check box in Module Preferences then the comment you type will be automatically formatted to fit the width of the Description column of your sales entry window If you left the check box unchecked then the comments will appear in the sales entry window exactly as you type them in the PS Comments Editor window including any blank lines 4 Select OK to add the comment or Cancel to exit without saving To edit an existing comment select the line the comment is on and press any alphanumeric key Management Tasks Refer to this section for information on tasks usually performed by management staff such as printing the Edit Report printing the daily register totals and posting sales Register Status Report The Register Status Report allows you to view the status of each register prior to posting The report lists the Register Code register description register status opening cash amount and total receipts for each register Point of Sale Sales 163 Sales Menu The Register Status Report is a management tool used to determine which registers need further attention before posting It is also a good way to quickly ascertain the amount of receipts accumulated in each register To print the Register Status Report 1 Select Register Status on the Sales menu from the Point of Sale menu bar iPS Register statu
346. ncel Percent o0 Edit GL Disc Account l E a e Clear 2 a Enter the four character Discount Code combination from the AR customer record and the Inventory stock item record Use the two character Discount Code set up in the AR Customers window for the first two characters and the two character Discount code set up in the IN Stock window as the third and fourth characters Enter a Description of up to fifteen characters Use a description that easily identifies the customer and stock item group Enter the Percentage to deduct from the price of the stock item Enter the GL Disc Account to direct discounts to the correct GL Account If you are using the Application Interface Table enter the GL Key If Point of Sale is not integrated to General Ledger you may leave this box blank If you have a Terms Code established in AR for timely payment discounts and you want your PS sales discounts to be posted to the same GL account use the same GL Key that was used on the AR Terms Code If not make up a GL Key to be used as an Interface Code in the Interface Table Use any combination of one or two letters numbers or special characters Be careful however not to duplicate an already existing Interface Code Select Save to save the code or Cancel to exit without saving Point of Sale Options 117 Codes LS Note Price Level Codes This feature only has an effect if you have Accounts Receivable inst
347. nclude in the report Select the range of Register Codes to include in the report Only sales for the selected registers are included in the report If you are printing the Daily Sales Activity Report select how you wish to sort the line item detail from the Sort By drop down list The options are Quantity and Dollar Select OK Depending on the defaults you set for print options in your Module Preferences the Print Options window may appear If the Print Options window appears select the report destination Printer Screen or File If you select Printer or Screen specify Laser or Dot Matrix If you select File type the output file name The default is REPORT TXT If you regularly save to a file the new file will append to the end of the existing file so you will not lose previously saved information Enter the number of copies to print By default one copy will print unless you enter a different default number in your Module Preferences or unless you select File or Screen as the report output destination Select OK to print the report or Cancel to exit without printing Clearing Sales If for some reason you decide that you do not want to post transactions you can clear all of them for a specified register using the Clear Sales command Point of Sale Sales 173 Sales Menu Always print an Edit Report and verify that you want to delete all transactions on the report before you clear the file To clear un
348. nd re enter it as a Hold transaction For more information on Hold transactions see Creating Hold Sales on page 157 150 Cougar Mountain Point of Sale Sales Menu After you manually enter the information or the window auto populates click OK and the Check Authorization process searches for the account number and or driver s license in the Maintain Flagged Checks file If found a Flagged Check Detected message appears stating you need to refuse to take a check from this customer or find someone who can override this option for you depending on your company s policies Credit Card Authorization If you have Credit Card selected as the Tender method and you chose to prompt for credit card authorization in the PS Set Up Sales Entry Screen window when you click Done the Credit Card Authorization window appears If you use a card reader the information required by the Credit Card Authorization window is acquired from the reader If you do not use a card reader because you are selling over the phone for example you must manually enter the information required before you can record the transaction and continue using the software Fa Credit Card Authorization Terminal 000 o Use this form to input credit card information for the current active transaction You may enter the amp number manually or scan using a card reader Trans Type Charge Amount to Credit Card Amount 48 36 Cancel Credit C
349. nd what information you need to get from your reports and other tools in the software How do know how need to set it up How you need to set it up is entirely up to your specific needs This guide covers the elements of the software that need to be in place but the rest is up to you You can use built in templates similar to your business or you can build your company data and information from scratch The main consideration is to review what you need or want to get out of the software in the end what information you want to track and how much detail is necessary and then set up the software so you can get this information Because how you set up your company depends largely on your needs both accounting and business we strongly recommend consulting a professional accountant when setting up your accounting system and using Cougar Mountain Software Set Up Select Company When you start Cougar Mountain the Main Menu appears Commands in this window select the accounting modules install or load company data files manage your files and set up security Select Set Up Select Company from the Company menu to choose a company create a new company or edit an existing company You can create as many companies as you wish The only limitation is the storage available on your hard drive When you select the New button in the Company window a prompt appears asking if you would like to run the conversion program so that you can use
350. ndor feet Ss End Location Ba End Date Range custom Date 01 01 2004 xj 12 31 2006 x The History Report shows the following for each item E Stock Number E Item description includes transaction description color size lot number serial number and ending serial number E Product Type includes source document module transaction customer vendor and stock location Quantity on hand includes quantity cost and price Additional information as specified by using the Sort By and Additional Filter drop down lists You can also choose one of the predefined date ranges from the Date Range drop down list see Selecting Date Ranges for Reports on page 260 Reports 301 Movement Report Movement Report The Inventory Movement Report provides an indication of how fast inventory items are selling The movement is presented as a percentage calculated as the number of items sold over the sum of inventory on hand and purchased during the period sisi 5 Run this report to see which inventory items are selling and which are not Process For AllIN Codes IV IN Code Group by IN Code M Sort By Stock Number x Additional Fitter enone Start End Stock Number Start End Description Start End Product Type Etar End vendor Bae s End Location Start End Date Range custom h Date 01 01 2004 x 12 31 2006 x J Skip 0 Movement The Movement Report shows the following for each item
351. ng Invoices and Paid Out transactions User Defined fields Default Printer settings Point of Sale page 74 Integration Allowable transaction types Method of applying payments and credits Handling Inventory oversales Invoice numbering Cash drawer options Credit card and check authorization options Credit card number security options Integration to General Ledger Accounts Receivable Inventory and Accounts Payable Default settings for sales tax register startup receipt numbering and quantity and price decimal display Default Printer settings Codes Codes are used throughout the software to specify how various aspects of the software work together For this reason a few of the codes need to be set up before the software will operate You will need to set up the following codes for your new company 52 Cougar Mountain Point of Sale Minimum Company Setup Requirements AR Codes POS with Back Office only The AR Code is used to specify how customer transactions are handled and reported by the software This includes determining the Accounts Receivable account to which customer payments and charges are posted It is also used to set default Terms for the specified group of customers and to establish aging methods for these customers Depending on how you want to track your customers you may want to set up several AR Codes to apply to different groups of customers You will need at least one AR Code for your
352. ng account and drivers license number have been marked as settled and purged from the system using this option the entire record for that checking account and drivers license number are deleted from the flagged check file F PS Purge Settled Checks Kj Enter the date up to and through which you wish to purge Flagged Checks ga Note This will only purge Flagged Checks with a Settled Status WARNING BackUp Data Before Purging Flagged Checks Purge Up To This Date 12 31 1999 v Cancel Help Always back up your data files and print a flagged check report by selecting the Print button in the Maintain Flagged Check window before purging settled checks Purging Hold Quotes NZ Y Warning Always back up your data files before purging the Hold Quote file Sales with a Hold or Quote status are retained in a global batch file until you retrieve them and either convert them into sales or delete them When a batch of sales is posted the hold quote transactions do not post but remain in the global batch file To purge the hold quote batch file select Purge Hold Periodic Tasks 313 Purging Check Images Quotes from the Period End menu Running this option purges all hold quote sales that have a transaction date older than the purge date specified Ea PS Purge Hold Quote Batch f xl ga Enter the date up to and through which you wish to purge Hold Quotes WARNING BackUp Data Before Purging Hol
353. ng purchase orders in the system This is because the method that is in effect when a purchase order is created will control whether or not that purchase order can be edited Accounts Receivable only with Back Office The Name Reversal Char box allows you to enter customer names with the last name first for alphabetical listing and ordering but then when the name is printed on reports and checks the reversal character disappears and the first name prints first followed by the last name It will be easiest to decide if you will use this before you begin entering customers User Defined Fields Inventory Accounts Receivable Payroll Order Entry Point of Sale Purchase Order and Accounts Payable contain user defined fields These are fields that you can define and customize according to information you want to track and keep in the database that is not already provided Changes made to user defined fields will only apply to information entered and posted after the fields are defined Codes Many of the codes can be changed and implemented at any time However some of the codes relate to grouping and you will want to create and implement the codes at the outset so all the relevant information will be included For example if you would like to group customers you can create multiple AR Codes and multiple Terms Codes for this purpose You may want multiple IN Codes if you want to group stock items If you will be using automated disc
354. nge 452 Cougar Mountain Point of Sale Glossary Nested Tax Codes Non Inventory Code Open Item Operating Capital Operator Identity Orientation Other Time Outstanding Checks Owner s Draw Owner s Equity Paid Out Periodic Periodic Activity Cycle Posting A set of Sales Tax Codes that are set up to charge tax on a sale for more than one taxing agency The total for all agencies is assessed on the sale and the amounts for the individual agencies are recorded separately A Profile Code that defines product categories that are not Inventory items A line item from a receivable or payable transaction that has an amount remaining to be paid or applied Current assets minus current liabilities The net amount of liquid resources available to finance business operations A label attached to an invoice batch to identify the transactions in the batch Used to define how a report will print such as Portrait oriented vertically or Landscape oriented horizontally In Payroll units worked at other than the regular pay rate such as overtime units Checks issued on a bank account that have not been presented to the bank for payment Amounts of cash or other assets removed from the business by the owner and or the account used to record them The resources invested in a business by the owner plus profits retained in the business The amount by which the assets of a company exceed liabil
355. nning a transfer by specifying a batch file to run before the transfer begins This option is available from the Configuration window Backups are particularly important when importing records to existing files Exporting data to new files is less dangerous since you are prompted before any existing files are overwritten Options Window 1 Select Options from the run transfer window The Options window provides a list of all tables in your transfer setup Double clicking a table allows you to browse it so that you may inspect the results after a transfer 2 Select Modify to change various properties associated with the currently highlighted table You may change the file type database name or path table name run a query and more These same options are available from the field mapping window Log Status File Data Exchange writes a simple log file to the Data Exchange application directory of the status of the last transfer or batch of transfers ran This file OE LOG contains the name of the Setup ran whether the transfer completed or was canceled and the total records processed The starting and ending date and time are also recorded 376 Cougar Mountain Point of Sale Edit Menu In addition three types of data errors may occur that are logged E String too long for destination field Value is truncated automatically and then the error logged for reference E Invalid date encountered in source file Valu
356. nowledge or consent If you want the actual image file to be copied you can manually copy them from the source folder into the destination folder To copy inventory master records 1 In the CMS Main Menu module s menu bar select Set Up Select Company on the Company menu Select the company from which you wish to copy the inventory master records In the Inventory module select Copy Stock Items on the Stock menu from the menu bar Ein copy stock tems ST Use this option to copy all or part of an established inventory master file from one company to another Destination Company js x Start End Stock Item Ban End IN Code Ba Ena Product Type pan End Vendor fet End IV Copy Extended Descriptions IV Copy Alternate Vendors Cancel Help Select the Destination Company the company to which you wish to copy stock items by selecting it from the drop down list Enter the range of Stock Items you wish to copy Inventory Stock Items 213 Renumbering Stock Items BS Note If you use images with your stock items the Image File Name will copy to the destination company but the image itself will not be copies This is so that images will not be overwritten without your knowledge If you need to copy images from one company to another you can do so using Windows Explorer 10 11 Enter the range of IN Codes for which you wish to copy stock items To only copy stock items with a particul
357. ns Possible Cause You are doing a Merge import but the linking fields you specified on the Table Relationships window don t correspond to the fields in the index you selected Solution Specify the corresponding linking fields found in your source file as those which are indexed in your destination file Create calculated fields if necessary to make the linking expression correspond exactly Possible Cause You specified the proper linking fields but you failed to link fields to all of the required fields making up a unique index in your destination table Solution Make sure any fields which are indexed as unique or primary key are being filled in with proper unique values for each record being transferred Check the source record that the duplicate was triggered on for clues to what field s are not being updated Frequently Asked Questions Q How do I run multiple transfers in batch mode A Create and save your transfer setup definitions using the Data Exchange application You may then run one or more transfers in succession from Windows or from another program by using the RUN command line parameter described in the Automating Transfer Command Line You may schedule these transfers to run at a specific time using any of a number of program scheduling utilities available 408 Cougar Mountain Point of Sale Frequently Asked Questions Q How do I link a source field to more than one destination field
358. ns menu 2 Select Recalculate Inventory Files from the submenu Inventory Options 195 Recalculating Inventory Files 3 Select the rebuilding sequence from the drop down list Four options are available E Rebuild Master File from Cost Quantity File Recreates the master file using Cost Quantity file data E Rebuild Cost Quantity File from Master File Recreates the Cost Quantity file using master file data Cost Quantity line detail is eliminated in the conversion process E Correct Problems with Serialized Items in Cost Quantity File Recreates the Cost Quantity file correcting errors with serialized items and quantities For example If a serial number has a quantity of zero the serial number will be deleted through this process E Correct Problems with Quantities Committed Back Order On Order Recreates the Cost Quantity file correcting errors in committed back order or on order quantities This option is only available if you have Advanced Bill of Materials installed 4 Select the Starting and Ending Inventory Codes to recalculate or accept the defaults of Start to End 5 Select the Starting and Ending Stock Numbers to recalculate or accept the defaults of Start to End 6 Select OK to recalculate or Cancel to exit without recalculating 196 Cougar Mountain Point of Sale INVENTORY STOCK ITEMS Inventory uses the Stock Number as the primary identifier for each Inventory record The stock number
359. nt the Edit Report This report allows you to check the accuracy of your data entry before posting User IDs and Batch Numbers are included in this report for tracking purposes depending upon your set up in Module Preferences See Module Preferences on page 74 for more information BS Note We strongly recommend that you print and check this report carefully Errors are easily corrected if caught before transactions are posted Once a transaction is posted the only way to correct an error is to post an offsetting entry Do the following to print an edit report 1 Select Print Edit Report on the Sales menu from the Point of Sale menu bar ioii Use the Transaction Edit Report to identify any errors prior to posting Be sure to correct all errors before you post Note Once you have posted you cannot make changes to transactions Start End Tmefizooam frem Register Start End Transaction Pa End Sort Register X Report Type Detai v J Print Held Transactions Print Yoided Transactions T Use a custom report X Cancel Help Point of Sale Sales 165 Sales Menu 10 11 Enter the Starting and Ending Date for orders to be printed on the report The dates default to the current system date but can be modified Enter the Starting and Ending Time for orders to be printed on the report The start time defaults to 12 00 A M and the end time defaults to 11 59 P M but these times can be
360. ntory Location 20 187 Char Caps Yes For APTELOC MLI Only Inventory lines in MLI Allocation Child 1 207 Numeric No APTEALCHIL 1 Yes Flag 0 No 1 Yes O No 1099 Type 2 208 Numeric No APTE1099T End of Record 2 210 Yes Nowhere used as record separator Record Length is 21 1 characters LS Notes 1 The Stock Number is required for line types 5 and 15 Otherwise the information is optional The Expense Account number is required for line types 1 2 3 11 12 or 13 Otherwise the information is optional The Prepaid Account number is required for line types 2 or 12 Otherwise the information is optional If you are importing a future type invoice and want to use 00 00 00 as the Expense Date you will need to change this date after importing See the Editing Bills section of Accounts Payable for more information A blank entry in the Discount field Serialized Inventory field or Allocation Child field will be treated the same as a 0 No Universal Bridge External File Formats 441 Payroll File Format Payroll File Format The following table shows the field definitions for the header record of the external file that is used to import Payroll transactions Each record in the import file is a transaction in the Daily file If an employee already has information for a specific day the Daily Sequence PRDLLINE will be incremented up to 99 The user will need to make
361. ntory Troubleshooting Inventory Troubleshooting This table provides a basic explanation of some common issues that you might have while working in Cougar Mountain software The information in this section only applies to the Inventory module If this issue occurs Try this to fix it Why can t see vendor Make sure that the AP Lookup information from within the Enabled option is selected in the Inventory module Accounts Payable drop down list on the General tab of the IN Module Preferences window See Module Preferences on page 180 for more information My Inventory Control Report Recalculate your inventory files shows discrepancies in the on Select File Maintenance from the hand stock quantities How can Options menu and then fix this Recalculate Inventory Files You should always back up your data files and print the Inventory Control Report before recalculating See Recalculating Inventory Files on page 195 for more information When try to assemble a kit and In the IN Adjust Stock use the Lookup all my stock Quantities window select the Bill items are listed How can see of Materials Type check box only the kits available Then when you access the Lookup only your Kits will show See Adjusting Stock Quantities on page 235 for more information 414 Cougar Mountain Accounting Main Menu Troubleshooting Main Menu Troubleshooting This table provides a
362. ntries To clear adjustments 1 Select Clear Adjustments from the Adjustments menu 2 Ifyou are using batch processing select an existing batch z amp Clear unposted IN transaction entries that have been entered into the batch Clear Pending Transactions I Remove Batch Cancel Help 3 Activate the Remove Batch check box if you wish to remove the adjustments and the batch If you wish to remove the adjustments but leave the batch accessible leave the check box unchecked 4 Click Yes to clear pending adjustments or Cancel to exit without clearing The following message appears Removing Batch will Delete Batch Record Continue 5 Answer Yes to the above warning to clear the related adjustments from the system 252 Cougar Mountain Point of Sale Changing the Local Transaction Date Changing the Local Transaction Date The Local Transaction Date menu item is a memory variable that allows you to set a new default system date for the entire Inventory module it is not a global system change You can set the date forward or backward from your system date to any date within the Fiscal Calendar For example this might be useful if you missed some adjustments a week ago You can change the adjustment date and enter as many adjustments as you wish for that date If you purchased Point of Sale in the middle of the year you may want to use this function for entering adjustment history int
363. ntry If you hover the mouse over this field you ll notice that the pointer changes into the drill down icon If you double click the mouse while it s over this field you can drill down to the Back Order Report This option is only available if Purchase Order is installed The quantity in the Reserved box represents the number of stock items reserved in Transaction Entry This box is automatically updated The quantity in the Committed box represents the number of unposted inventory items sold in Point of Sale transactions This number is automatically updated when you post Point of Sale transactions While you can make entries on the Back Order Reserved and Committed lines it is not recommended 14 The quantity in the Available box represents the number of inventory items available for sale in the physical inventory The Quantity Available is automatically updated through Point of Sale and Inventory postings 204 Cougar Mountain Point of Sale Inventory Master Records Cost Quantity Tab Select the Cost Quantity tab to display a list of the quantities for this stock item along with cost and date purchased Search For Date Serial Number Quantity 12 Search For Qty Price Info Cost Quantity Sales Info User Defined Use the Search For button to toggle between a search by serial number and a search by date Cost and quantity information is shown in order according to wh
364. nventory Code are bought or sold the GL inventory asset account will reflect the transactions 184 Cougar Mountain Point of Sale Inventory Codes 5 Enter the GL Adjustment Expense Account number in the GL Adjustment Acct box This account number is used when adjustments to the cost of goods sold are posted If an item is oversold in Point of Sale the Cost of Goods Sold Account is debited with the last purchased cost of the item When a new shipment is invoiced the difference between the last cost and the actual cost is posted to the Adjustment Expense Account specified You may set this up to post to a special expense account for accumulating adjustments or enter the same account number in both the GL Cost of Goods Sold Acct and GL Adjustment Acct boxes 6 Enter the GL Variance Expense Account number in the GL Variance Acct box This account is where the difference between the actual and the standard cost is posted This can be a special expense account for accumulating variances BS Note The GL Variance Acct box is used only when using the Standard Cost Inventory Valuation method 7 Enter the GL income account number used to designate miscellaneous charges in the GL Mise Charge Acct box Miscellaneous charges are specified on an item by item basis when you enter your inventory item master records Miscellaneous charges might include an excise tax on tires a royalty fee on a publication or a dealer prep fee for asse
365. ny Code folder 14 Select the display mode for the image in the Image File Name box The following options are available M Scale to Fit eee This option will expand or shrink the image to fit the viewer while maintaining the image s aspect ratio so the displayed image is not distorted E Stretch to Fite This option will expand or shrink the image to fill the image viewer Images viewed in this mode may be distorted M Actual Size eee This option displays the image in the same size in which it was saved If the image is larger than the viewer window use the scroll bars to view the entire image User Defined Tab If you defined one or more user defined fields in Module Preferences see User Defined Fields Tab on page 181 select the User Defined tab to enter information in the fields you defined To create codes for User Fields 1 and 2 see User Defined Codes on page 190 Inventory Stock Items 211 Set Up Stock Alias Set Up Stock Alias Aliases allow you to have several stock numbers and descriptions for any one item This is handy if you purchase identical items from more than one supplier or if you replace an item from one supplier with a similar item from another supplier There is no Lookup associated with aliases However you can print a report that lists them sorted in alphabetical order by alias or stock name When sorted by stock name the alias is listed directly below the name To set
366. ny Setup Instructions to make sure your company will operate the way you want and to ensure the integrity and usability of the information you will collect once information is entered for the company What can I change later Most of the settings for your company can be changed later However many of the changes may impact the data and may not apply to any information entered before the change For example if you decide to add a new expense account after you have entered many expenses any expenses that apply to the new expense account but that were entered before you added the account will not be included As a result any data previous to the change will not be included Of course GL Journal Entries can be used to transfer the funds from one account to the other Can I set it up as I go A minimum amount of setup is required before the company will operate properly because the software needs a minimum amount of information to know how to process the transactions Other advanced setup is not required for operation but will affect how information is processed and stored If these options are set up after transactions are entered the information may not be consistent and accurate Some options and setup information can be entered or changed at any time Working with Companies 41 Set Up Select Company It is highly recommended to spend as much time as possible planning and deciding what you want the software to accomplish for you a
367. o your system To change the default system date for Inventory 1 Select Change Local Transaction Date from the Adjustments menu FJ IN Change Local Transaction Date lol xj This form will change the date for the current module until you exit it Transaction Date 05 02 2002 v Cancel Help 2 Enter the transaction date This must be numeric and entered in the following format mmddyyyy e g 10022004 As you enter the date the system separates the month day and year with forward slashes e g 10 02 2004 3 Select OK to save the new date and exit or Cancel to exit without making any changes to the date Inventory Adjustments 253 Changing the Local Transaction Date 254 Cougar Mountain Point of Sale REPORTS Reports and financial statements are the lifeblood of any good accounting system It is the reports and financial statements that provide a snapshot of a business and provide the information needed to make good business decisions Reports also provide specific business information needed to satisfy reporting requirements such as for tax purposes This chapter covers the reports available in each module along with some information about the report setup options available What Report Information You Need What Report Information You Need Reports can provide a snapshot of the status of a company and provide the information necessary for wise and educated business decisions There may
368. ocation therefore this information only shows if the company is using the Multi Location Inventory add on The YTD Totals column reflects the sum of all inventory transfer out adjustments for each period included in the report E Ending Qty For each period this row shows the sum of adding any addition quantities or addition adjustments and subtracting any quantities sold or subtraction adjustments from the beginning quantity for each item If Multi Location Inventory is used by the company the beginning quantity is also adjusted by adding or subtracting the transfer quantity The formula for this calculation is Beginning Qty Qty In Qty Sold Add Inventory Subtract Inventory Transfer In Transfer Out The YTD Totals column reflects the ending quantity for the last period included in the report 306 Cougar Mountain Point of Sale Monthly Movement Report Movement For each period this row shows the calculated percentage based on the following formulas If the Beginning Qty Qty In Transfer In 0 then 0 is shown If the Beginning Qty is less than 0 then a value of 0 will be used for the Beginning Qty If the Include Adjustments Transfers in Movement check box is unchecked then Qty Sold Beginning Qty Qty In is shown If the Include Adjustments Transfers in Movement check box is checked then Qty Sold Inventory Out Transfers Out Beginning Qty Qty In Inventory In Transfers In is sho
369. ode Sort By Stock Number w Additional Filter fenione gt x Start End Stock Number Start End Description Start Ena Product Type Start End Print Detail J Print Extended Descriptions J Print Alternate Vendor Information J Print User Defined Fields 1 To sort the report or filter information using one of the user defined fields select the field name from the Sort By or Additional Filter drop down lists and then specify the range of values that you wish to include 2 Activate the Print Detail check box to print detailed cost quantity information 3 Select the Print Extended Descriptions check box to print extended descriptions Extended descriptions contain up to 45 characters 4 Ifyou use alternate vendors you can display a list of vendors from which to choose by selecting the Print Alternate Vendor Information check box 5 To include user defined fields on the report select the Print User Defined Fields check box 290 Cougar Mountain Point of Sale Physical Count Worksheet Physical Count Worksheet Generate this report prior to performing an inventory count Space is provided on the report to write in the actual physical inventory and for noting any discrepancies between physical and computer counts for later adjustments FIN Physical Count Worksheet loj x E Generate this report to use when performing a physical inventory count Process For All IN Codes V IN Code Sort By Stock Number x A
370. odules Any of the modules can be used as stand alone or as elements of a fully integrated accounting system An Inventory valuation method by which the cost assigned to an Inventory item at the time of sale is a predetermined estimate When the actual cost is recognized any variance between standard and actual costs is posted to an inventory variance account and an expense adjustment account A Profile Code in Accounts Receivable that outlines terms for early payment discounts and finance charges When a Terms Code is attached to a transaction the terms specified in the code apply to the transaction A gratuity paid in addition to earned wages A designated character that always follows a printed field on a document A designated number of blank spaces that follow a printed field on a document Business events which can be measured in money A debit in Accounts Payable that reduces the amount owed a vendor but does not reduce the amount remaining to paid on a specific credit item The unapplied item is an open item until the full amount is applied 454 Cougar Mountain Point of Sale Glossary Unapplied Credit Unapplied Payment Units Payroll Universal Bridge User Interface Prepaid Expenses W 2 Payroll W 3 Payroll Weighted Average Cost Method A credit in Accounts Receivable that reduces the total amount owed by the customer but does not reduce the amount remaining to be paid on a specific debit ite
371. of all you can do all this while keeping your entire Inventory in a single system and make the overall management seamless If you have multiple locations for Inventory or have unique Inventory grouping or management needs then the Multi Location Inventory add on is designed for you 14 Cougar Mountain Point of Sale The Modules Job Cost The Job Cost module is designed for businesses who need to track expenses of projects manufacturing contracts or virtually any process Like all Cougar Mountain software the Job Cost add on will not lock you into a specific type of job costing or the needs of only a narrow industry Instead we have worked diligently to design and create a Job Cost module with the flexibility to meet virtually any job costing need You can use this powerful tool to effectively manage multi year projects in businesses such as construction any service industry or you can use Job Cost to manage a manufacturing environment building thousands of items in a single day Regardless of your business if you want to track your expenses and costs effectively and make informed business decisions then the Job Cost add on is for you Bank Reconciliation The Bank Reconciliation module is designed to accumulate and manage checking account activity as well as other Bank activity such as deposits withdrawals and transfers If you want the power to reconcile your information in Cougar Mountain Software with the bank as well
372. of issues that are important to you as well Another benefit is that it removes you from the day to day tasks at your own office and allows you to concentrate more fully on the tasks at hand You can use this as a powerful tool to train the trainer once the staff member s who attended the training arrive back home they can teach other staff members the aspects of the software that they will need to know On Site Training at Your Business If you have more than a couple of people to train you may want to consider on site training In this scenario one of our professional trainers travels to your site and works with your employees One advantage to this type of training is that you can train as many people as necessary without incurring additional costs and you can have specific people participate for specific sessions depending on their job duties For example during the training for Payroll Learning About Your Available Resources Where to Find More Help only those associated with handling your business payroll need to be present This will enable your company less interruption in daily productivity Another advantage of on site training is that you can work with your own company s data and business practices while focusing on the specific needs of your business Telephone Training Training can also be done over the telephone Using network streaming technology you and your employees can work with one of our profess
373. of sales transactions The functions performed by each key are described on the bottom of the screen when the Register window is active Displays online help Moves the cursor to the Customer section of the window If Accounts Receivable is installed and integrated Moves the cursor to the Detail section of the window The exception to this is if the cursor is in an active Date User Defined Field in the header section of the window In this case F4 will open the calendar Opens the lookup window for the active box If Item No is the active box SHIFT F5 displays the Non Inventory Lookup window Moves the cursor to the Tender section of the window Selects the Paid Outs button Selects the Alternate Tender button Selects the On Account button If Accounts Receivable is installed and integrated Selects the Open Drawer button Copies the Total Due to the active box in the Tender section 162 Cougar Mountain Point of Sale Sales Menu LS Note Comment Editor Enter comments on your sales invoices using the Comments Editor in the Register window All comments are treated as a single block of text and appear in paragraph format on your screen The software breaks comments into lines of the appropriate length for your invoices To create a new comment 1 Select the detail line where you want to insert the comment 2 Type CTRL C The PS Comments Editor appears 3 Type your comment If it is longer tha
374. of the code For our example above the description would be Miscellaneous 4 If Point of Sale is integrated to General Ledger and you are not using the GL Interface Table or if you are using a Report Only integration setting enter the number of the GL Debit Account for the tender identified with this code to post If you are using the Interface Table enter the GL Key 5 Enter the Unit Price if established and constant If the price is not established but is determined at the time of sale leave this box blank 6 Enter the Unit Cost if established and stable This is the default cost used for history reports It is not posted to General Ledger 7 Select Save to save your new code or Cancel to exit without saving Credit Card Codes Credit Card Codes enable you to process and track credit card sales Each code is associated with a set of accumulators that keep track of sales in the current Point of Sale Options 111 Codes period and each of the 24 previous periods You need one Credit Card Code for each type of Credit Card you accept Viewing Credit Card Information To see how much has been charged on a particular credit card complete the steps below 1 From the Point of Sale menu bar select Codes on the Options menu and then select Credit Card Enter the code for the credit card for which you wish to view information The Period Amounts box displays total charges When you perform Period End the value in
375. oint of Sale Index conditions 389 conditions dx 389 configuration dx 396 control report inventory 310 converting data types 402 converting data types dx 402 copying and drag drop dx 324 copying users from another company 71 copying users from another organization 71 cost of goods sold 185 cost quantity tab 205 creating kits 220 credit card codes 111 adding 112 viewing 112 credit card receipts report 267 credit cards authorization 151 resetting totals 315 credit memos posting as unapplied 75 custom companies 43 custom delimited 359 custom delimited file 359 customer display settings 134 customer support 17 customer support 5 cut copy paste dx 325 D daily register reports 172 data bits 133 138 data exchange exporting data 327 importing data 339 introduction 321 troubleshooting 401 data manager dx 377 data type conversion 402 data type conversion dx 402 database and file types 349 database and file types dx 349 database formats 350 database formats dx 350 date cms 47 computer 47 local transaction 253 selecting from the on line calendar 260 system 21 date controls 260 date formats for importing from external file 422 date order dx 385 date ranges 260 date local transaction 253 dbase foxpro dx 354 decimals 384 decimals dx 384 default searches 19 define transfer 373 define transfer dx 373 defining user passwords 65 delete button dx 368 delete primary source record 372 delete primary
376. on Text or ASCII Files If you selected a Text or ASCII file as your destination file you can select the specific type of text file i e Delimited or Fixed Width when you move to the Table Structure window Data Exchange attempts to detect the type of Text file selected but you should confirm this best guess Text Table Structure If you selected a Text file type you automatically receive the Table Structure window Refer to Text or ASCII Files on page 357 for more details on defining the text file structure Access Btrieve Two of these formats Access and Btrieve group tables together into a single database file For these files select the name of the database file first An additional window appears asking you to select a specific table from within the database file DOS File Name or Table Name For databases that store tables in a DOS directory such as dBase and Paradox formats you are required to enter or select a valid DOS file name A default extension is added for you if you do not specify one 336 Cougar Mountain Point of Sale File Types Additional Information Microsoft Access Microsoft Access attached tables may not be used in Data Exchange directly You must open the actual table that the attachment refers to rather than the attachment entry in the Access MDB Attached tables are not displayed in the list of available table names All Files Selecting All Files lists all
377. on Code always appears in the Register window The salesperson can be changed in the Register window but sales reports always reflect the salesperson defined in Module Preferences according to the options described above For more information about Salespersons and Salesperson Codes see Salesperson Codes on page 101 Use Header Tax Code For All Detail Lines Select this check box to apply the tax code entered in the header portion of the transaction screen to each individual line item If you leave this check box empty the tax code for each detail line defaults to the Default Tax Code specified in the stock item s Inventory Code Starting Invoice If you have the On Line Invoice Numbering check box selected the invoice number is updated automatically by the computer as you save your invoices and cannot be changed by the user The only time you need to update this box is when you install Point of Sale and any time you have an interruption in the number sequence Default Non Inventory Paid Out Code Select the default Paid Out code which is used when you need to take money from the drawer for incidental or miscellaneous expenses This code appears automatically in the Register window Paid Out box You define paid out codes by selecting Codes on the Options menu and then selecting Paid Out on the Non Inventory submenu Round Price To Digit This setting determines the number of decimal places that will be used in the Pri
378. on tab 1 Select the pricing type that corresponds to the method you want to use for this inventory item These lines work in conjunction with the sales price Break boxes and change according to your selection as follows E List Margin and Markup These types represent quantity break methods of pricing inventory When using these pricing codes the Break box in lower left corner of the window accepts quantity breaks and prices for those breaks When pricing type is set to List Margin or Markup two columns are turned on A quantity break column and a price column where you enter prices associated with the breaks Level List Level Margin and Level Markup These types represent level methods of pricing inventory and are used only when Price Level Codes are established in Point of Sale When using these pricing codes the entries on the Break box represent price levels that are later assigned to customers When Pricing Type is set to Level List Level Markup or Level Margin only one column is activated which accepts price levels only with no quantity breaks Inventory Stock Items 201 Inventory Master Records BS Note The Level List Level Margin and Level Markup pricing types will only function properly if you have Accounts Receivable installed 2 Ifyou have alternate prices enter them in the Alt Price 1 and or Alt Price 2 boxes These boxes are informational boxes only and used if for instance you w
379. or P for P M Detail Entry Tab 9 The Detail Entry tab is used to add stock items to this promotional code To add a range of stock items enter the starting and ending stock numbers and select the Add to Grid button All stock numbers within the specified range are added to the grid You can also add each stock item individually by simply entering the stock number in the Stock Item column To remove all of the items from the grid select the Remove All button To print promotional shelf signs see Printing Promotional Shelf Signs on page 193 10 If you selected Fixed Price as the discount type enter a fixed dollar amount for each stock item 11 Continue to add stock items When you are finished select Save to save the promotional code or Cancel to exit without saving 192 Cougar Mountain Point of Sale Promotional Pricing Changing Promotional Codes To change information in an existing Promotional Code such as description time ranges discount type or stock items follow these steps 1 Select Promotional Pricing on the Options menu in the Inventory module Enter the code number in the Code box or use the Lookup to select the code you want to change Select Edit then make your changes Select Save when your changes are complete Deleting Promotional Codes To delete a Promotional Code 1 SE ee eS Select Promotional Pricing on the Options menu in the Inventory module Enter the code
380. ords 6 Inthe Vendor Stock box enter the stock number you want to print on purchase orders 7 Enter the quantity to order by in the Order in Multiples Of box This is an informational box to remind you that the stock item is purchased from this vendor in multiples of the number entered on this line 8 Enter the last cost paid for this item This box should be updated when you notice changes in purchasing from this vendor 9 Enter the last cost paid for this item not including landing costs freight taxes etc 10 Enter the estimated lead time in days that it takes for you to receive this item once it has been ordered This is an informational box which is only functional if you are using the Purchase Order module This box specifies the number of days after ordering until the item is received 11 Enter the date you last purchased this item from this vendor The default in this box is the system date 12 Select Save to save the alternate vendor or Cancel to exit without saving Sales Info Tab The Sales Info tab allows you to enter and view sales information for the selected stock item You can also use this tab to attach a Non Inventory Code to the stock item Once attached the non inventory item will appear in the sales entry screen automatically whenever this stock item is sold To enter sales information 1 From the menu bar select Stock Item Maintenance on the Stock menu 2 Enter a new stock number or use t
381. ou need to add change or delete components or subkits from the kit The information in this section can help you accomplish this task To edit an existing kit 1 In Inventory select Set Up Kits on the Kits menu from the menu bar 2 Type or use the Lookup in the BOM Stock box to select the stock number of the kit you wish to change 3 Select the Edit button to enable editing of any of the information about the kit except the BOM Stock that is not available for editing Inventory Kits 223 Setting Up Kits 4 Make any necessary changes Use the Search function as necessary to find the components you want to change 5 Select Save after you have made your changes to retain the updated information Searching for Components If you are editing a kit with a large list of components you might want to use the Search function to find specific ones This tool will help you identify your component stock items quickly and easily 1 Inthe IN Set Up Kits window select the Toggle Search Item button to change the search criteria to the one you want to use The text to the left of the box changes each time you select the button to one of the following types Search for Line Number Search for Type Inventory Search for Component Search for Description Search for Quantity Search for Cost 2 After setting the Search box to the desired search type enter the search criteria in the search box Use the Find buttons
382. ou select the Conditions button the Field Update Conditions window appears where you can set a conditional statement based on the same structure as that used in Query The condition is evaluated after each record is read and if successful the destination value is updated with the linked source value See Query Button on page 367 for more information Range Checking E From To Range This option provides a convenient method to check and see if values are within a given range The value you enter in these fields may be an alpha character or a numeric character E If Not in Range If the field value falls outside of the given range you may require Data Exchange to respond in one of the available ways by activating the appropriate radio button Continue Ignore the range failure but log the error Ask to Continue Prompt the user to continue or cancel the transfer E End Transfer Aborts the transfer immediately Button and Menu Options 389 Edit Menu In addition you may specify the following options E Log Error Range error is recorded to a log file called RANGE LOG in the Data Exchange application directory Skip Record Tell Data Exchange to skip the current primary source record without performing any updates and continue to the next record Click OK when you are finished defining the properties This exits to the setu
383. ough the use of User Defined Fields Refer to the Module Preferences section of this guide or the core user s guide for more information on setting up User Defined Fields Defining Filter Ranges Methods for defining filter ranges are as follows E Start End Start and End are the defaults for all filter boxes If you accept the default of Start in the Start box and End in the End box all values for that item are included in the report Selection List Double click on any box where the magnifying glass icon appears to view a list from which to select Highlight the desired item from which to start or end then choose Select E Specific Filters If you wish to select a specific alphabetical or numerical range as your criteria for the report you can type this criteria in the Start and End boxes Searching the Lookup List You can reduce the amount of time it takes to locate a record by typing one or two characters of the record name or description in the Search box The window automatically changes to display the section of the window that contains the characters you type Reports 259 Printing Reports in Cougar Mountain Selecting Dates From the Online Calendar Cougar Mountain has made it easy to enter dates when setting report criteria When you see a date box you can either type the date without separators using the mmddyyyy format e g 09282006 09 28 2006 Or click on the down arrow located at the right o
384. ount codes you will need to create and specify the Discount Codes Two of the characters of the four character Discount Code come from the Discount box in the AR Customers window and the other two characters come from the Discount box in the IN Stock window 60 Cougar Mountain Point of Sale Additional Setup Options Customers only with Back Office For the purpose of pricing you can specify how different pricing schemes will affect your customers If you are using Level pricing you will need to fill in the Customer Type box If you will be using automated Discount Codes you will need to fill in the Discount box Stock Items When you first create a company and enter stock items you will need to consider how you might want to group the stock items set up price levels or discounts and whether or not you will use user defined fields Vendors only with Back Office For grouping GL or reporting purposes you may want to separate your vendors into different groups One way to do this is to set up several AP Codes and attach different AP Codes to different groups of vendors Additional Setup Options Time In addition to the setup covered in the Minimum and Advanced setup sections there is a great amount of flexibility throughout the software Many of these options can be changed at any time but some will affect how the software operates and handles your data The most important thing is to consider what you want to ac
385. ox defaults to Process without Authorization If you selected one of the authorization options in the previous box you have the following choices E Process without Authorization Use this option to process checks without the authorization software E On Line Authorization Immediate Use this option to authorize checks using the authorization software Path If you selected one of the authorization software options in the CC Verification Software box the Path box activates Enter the path to the selected verification software Use CC Address Verification Select this check box to activate the address verification option for selected credit card authorization software If checked the Credit Card Authorization form includes and requires the entry of a street address and ZIP Code This check box only appears if one of the CC Verification Software options is activated Allow Blank Address If you selected to use credit card address verification in the previous box select this check box to allow the address boxes to be left blank If this check box is not selected the Credit Card Authorization form requires the entry of a street address and ZIP Code Point of Sale Options 79 Module Preferences Integration Tab Set up your integration to other Cougar Mountain modules Point of Sale can run either as a stand alone module or as a fully integrated module Eps Module Preferences E Kj General Integration Defaults Print
386. oxes enter the range of stock numbers you wish to include in your report If you want a report on all stock numbers leave the defaults set to Start and End In the Transaction Number Start and Transaction Number End boxes enter the range of adjustment numbers you wish to include in your report Leave the defaults set to Start and End to include all adjustments In the Document Start and Document End boxes enter the range of document names you wish to include in your report Leave the defaults set to Start and End to include all documents Inventory Adjustments 249 Printing the Edit Report After your report options are set select OK Depending on the defaults you set for print options in your Module Preferences the Print Options window may appear If the Print Options window appears select the report destination Printer Screen or File If you select Printer or Screen specify Laser or Dot Matrix If you select File type the output file name The default is REPORT TXT If you regularly save to a file the new file will append to the end of the existing file so you will not lose previously saved information Enter the number of copies to print By default one copy will print unless you enter a different default number in your Module Preferences or unless you select File or Screen as the report output destination 10 Select OK to print the report or Cancel to exit without printing Changing an Adjustment
387. p window Table Relationships If you are doing a simple export between just two tables you may not be concerned with the Table Relationships window However Data Exchange allows for fairly sophisticated relationships to be defined during a single import or export The Table Relationships window automatically appears when setting up an Import Transfer go to step 4 below to fill out the window To modify the relationship on an existing setup do as follows 1 Open an existing transfer setup and highlight the source file 390 Cougar Mountain Point of Sale Edit Menu 2 Select Edit Table Relationships This displays the Modify Table Relationships window where you make necessary changes to the relationship Modify Table Relationships p x Table Relations Modif TEST XLS y DMUAPMSD DBF AP VENDOR MAS Meaty Description For records in file TEST XLS use the value of field s AP_VENDOR to look up matching records in file DMOAPMSD DBFIAP VENDOR MASTER FILE via index AP_VENDOR If a match is found then update record otherwise append a new one BS Note Network record locking is performed on all update and append operations so that a transfer may be ran safely under most multi user network environments All tables defined in a setup must be related to each other in some fashion Ultimately every additional source table must relate back to the primary source table Each time Data E
388. pear in the list Data Exchange keeps track of indexes you associate to each table in a small information text file called INF Any dBase FoxPro indexes you wish to maintain during the transfer process must be added to this text file either by selecting them in Data Exchange or listed manually in the correct format in the INF file with a text editor The INF file will be located in the same directory as the DBF file BS Note MDX NDX CDX and IDX index types are all supported Clipper NTX indexes are not supported If you are importing data into an existing DBF file that is indexed it is important to make sure all of the indexes associated to the DBF have been selected under Data Exchange at one point so a proper INF file can be built in the same directory as the DBF Otherwise Data Exchange may not be aware of the associated index files and will not maintain them during the import This will cause index corruption errors to occur later in your application which uses the DBFs NZ Warning To delete an index from the list press the DELETE key after selecting the index This only deletes the index from the list on the table relationships window but not physically from your disk Relation Transfer Method E Merge Updates or Append records import only This setting appends records only if it cannot find the same record already on file If it finds that the record exists it updates it instead of appending Whether a
389. pears asking if you are sure you want to delete the selected user Working with Companies 69 Working With Users 4 Select Yes to continue with the delete or No to exit without deleting 5 When you are finished select Close Assigning User Rights For accounting software the ability to control who has access to what information is essential Cougar Mountain allows you to assign access rights for all modules from the Security menu in the Main Menu The following steps describe assigning user rights 1 Select Add Change Users from the Security menu 2 Highlight the User ID to which you are going to assign program rights 3 Select the Change button or double click the User ID in the list 4 Select the Rights button 5 When the Assign Rights for User window appears select the module for which you wish to assign rights in the CMS Modules list on the right side of the window qj Assign Rights for User BAR Barry loj xj amp Use this screen to assign rights to the selected user Module Settings PS Main far Sales Enter Sales CMS Modules Register Status Print Edit Report SBalance Register CMS Main Save Accounts Payable Accounts Receivable Close Bank Reconciliation Data Exchange Copy From General Ledger tlhe Purchase Order Help erSales By Salesperson SSales By Register Price Variance 70 Cougar Mountain Point of Sale Working With Users 7 8
390. posted sales 1 Select Clear Sales on the Sales menu from the Point of Sale menu bar x Caution If you use this option you will remove all transactions prior to posting from the selected register Note Once you have cleared a register you can not recall or post any of those transactions Register rot Register 1 X E Cancel Select the Register containing the transactions you wish to clear from the drop down list Select OK to proceed with clearing sales or Cancel to exit without clearing If you try to clear a batch that contains scanned check images you will receive an error message You must either post or void the transaction that contains a scanned check image before you can clear the batch Repair Register Utility Rebuilding eliminates errors in the transaction register Data corruption can occur due to power outage system failure etc If the Transaction Edit Report does not match the Balance Register window rebuild the register before writing off the difference as an overage or shortage The Repair Register Utility may take a considerable amount of time depending on the size of the register files number of transactions 174 Cougar Mountain Point of Sale Sales Menu To rebuild transaction registers 1 Select Repair Register Utility on the Sales menu from the Point of Sale menu bar Fj Register Trans Header Rebuild lol x Rebuilding transaction registers eliminates inconsistencies amp
391. r Date Range Custom x Line Type all Starting Ending J Job Cost Date Range 0101 2004 v 08 18 2006 x W Inventory I Non Inventory Report Type Detailed x I Special Order X Include Starting Ending Customer Number X Start End fenone gt X Start End fenone gt v Start End Exclude Starting Ending Customer Number one one lt None gt one Pe lt None gt one Pe ss S Print from All J Job Cost J Order Entry V Point of Sale 2 Specify the range of dates you wish to include in the report in the Starting Date Range and Ending Date Range boxes You can also select one of the predefined date ranges for this report by selecting it from the Date Range drop down list See Selecting Date Ranges for Reports on page 260 for more information about each date control option available 3 Select the Report Type from the drop down list either Detailed Summary or Condensed 4 Specify the Line Types to include in the report by selecting the appropriate check boxes The line types available are Inventory Non Inventory and Special Order 5 Specify what items to include in the report by selecting the items from the drop down lists in the Include portion of the window For each item selected enter a starting and ending range 284 Cougar Mountain Point of Sale Profit Margin Report 6 To exclude specific items from a selected field specify a starting and ending range to the righ
392. r data files Displaying File Information Select File Maintenance on the Options menu and then select Display File Information to view the following information about your data files E File Name File Description Number of Records File size in bytes File Date Time stamp Getting Started A Quick Tour 27 Data and File Maintenance LS Note Reindexing Data Files Reindexing your data files updates the indices that track the record sort order It also checks your files for certain types of corrupt records We recommend you reindex every two months and more often if you have a large organization with several users Reindexing is a local single user function limited to users with supervisory rights To avoid data file corruption reindex on a regular after hours maintenance basis Make sure no other users are on or accessing the system when reindexing is in progress We recommend that the first thing you do when troubleshooting is reindex your data files Often this is all you need to do to solve unexplainable problems To reindex your data files 1 Select File Maintenance from the Options menu 2 Select Reindex Data Files 3 Press Y or double click any files you wish to reindex You can also select all files by clicking the Select All button 4 Select OK to reindex Protecting Your Data Files System failure and data corruption problems do occur Without a good backup the possibility of having to recons
393. r each module Table 1 1 Module Menu Option General Ledger Journal Generate Journal Entries From External File Bank Reconciliation Accounts Payable Enter Activity Generate Activity From External File Enter Bills Generate Bills From External File Payroll Enter Payroll Track Daily Units Generate Transactions From External File Accounts Receivable Transaction Generate Transactions From External File Inventory Adjustments Generate Adjustments From External File Order Entry Manager Generate Orders From External File 418 Cougar Mountain Point of Sale Requirements for Importing Transactions from an External File To import transactions from an external file in the above modules do the following 1 Select the import option from the appropriate menu see previous table in this section 2 Create a new batch into which to import or generate transactions BS Note Transactions can only be imported into or generated in an empty batch If you are in single batch mode you must post or clear any unposted transactions that are currently in the batch before you can import Requirements for Importing Transactions from an External File Transactions can only be imported into or generated in an empty batch If you are in single batch mode you must post or clear any unposted transactions that are currently in the batch before you can impor
394. r software directly i e through Windows Explorer and not through Cougar Mountain the information in this box will help you locate the files with which you need to work The Misc Options section applies to various aspects of the system operation If you do not want boxes in the software to auto fill you can remove the check from this check box Fiscal Calendar The fiscal calendar is very important when setting up your company The Number of Periods and Fiscal Year Start boxes cannot be changed directly after you lock them when you create your new company How this information is set up will affect how transactions will be posted If the fiscal calendar is changed after transactions have been posted the date on the transactions will remain unchanged Module Preferences Each module contains settings and information in the Module Preferences that define and configure that module It is a good idea to review the Module Preferences options for each module before you begin using the software The following options are preferences that should be considered before you begin posting information because they influence what information is stored and how it is stored Working with Companies 59 Advanced Company Setup Instructions Purchase Order In Module Preferences you will want to choose whether or not to allow people to edit saved purchase orders This is referred to as the Open PO Method and should be selected prior to enteri
395. r window must be free of items in the detail and tender sections Paid Outs mean you take actual money from your register so they have an impact when it is time to balance the register see Balancing Registers on page 167 You have the ability to limit a salesperson s ability to complete a Paid Out transaction see Salesperson Codes on page 101 Point of Sale Sales 153 Sales Menu To complete a Paid Out transaction 1 Select the Paid Outs button Paid Out Paid Out Code pan Description Paia Out Amount fp0 00 7 Cancel Select the Paid Out Code For information on setting up Paid Out Codes see Paid Out Non Inventory Codes on page 110 Enter a description for the Paid Out Code Enter the amount Select Save and Print to complete the transaction or Cancel to exit without saving Alternate Tender Use the Tendered button to accept methods of payment other than cash check credit card or charge Examples include gift certificates and coupons To enter an alternate tender transaction 1 Select the Tendered button The Alternate Tender Amount window appears Select the applicable Alternate Tender Code For information on setting up Alternate Tender Codes see Alternate Tender Codes on page 107 Input the amount for this alternate tender line 154 Cougar Mountain Point of Sale Sales Menu 3 Enter the amount for the alternate tender detail line
396. racters in this box for the Sales Tax Code This code will appear in Lookups and on some reports Enter a description for the code that will help you or others identify the code The description will appear in Sales Tax Code lookup windows and on some reports In the detail grid enter the various elements that make up this tax code such as State County City and or Local elements Use the Description column to create a description for each facet of the code If Point of Sale is integrated to Accounts Payable enter the Vendor to which each level of the taxes identified with this code will post If Point of Sale is not integrated to Accounts Payable but is integrated to General Ledger enter the GL Accounts to which the taxes identified with this code will post Enter the Tax Percents as specified by the taxing agencies If the tax is only collected until a certain limit select Limit from the drop down list and enter the maximum dollar amount on which the tax should be assessed in the Taxable Limit box However if you select Limit and leave the limit amount at 0 00 this effectively disables the limit feature so the tax will be applied to all sales If the tax is not activated until the total sale reaches a certain dollar limit and only the amount above that limit is taxed select Activation Above from the drop down list and enter the minimum sale amount in the Taxable Limit column If the tax is not activated until
397. ransaction Date is blank it will be imported as is The F O B field was a Character field in DOS in Windows it is a Numeric field The Batch Number field OQETHBNUM will be populated with the batch selected The following fields will be calculated after importing OETHTOT OETHTXAM OETHTAX and OETHTOTSA A blank entry in the CC Authorization Flag Check CC Processed field or Check Printed field will be treated the same as a 0 No If you have disallowed certain payment types to any of your customers you will still be able to import any payment type using the Universal Bridge The Allowable Payment Type function only operates in the Order Entry window 430 Cougar Mountain Point of Sale Order Entry File Format Table 7 Order Entry Detail Record xxxOLaaa dbf Field Description Field Pos Data Type Req Maps To Length Detail Identifier 1 01 Char Caps Yes Used to identify Detail Type D Row Line Type 2 02 Numeric Yes OETLLTYPE 1 2 3 9 11 12 13 Stock Code 20 04 Char Caps Yes OETLSTK Stock Location 20 24 Char Caps No OETLSTKLOC Description 45 44 Character No OETLDES Sales Dept Code 2 89 Char Caps No OETLCOCD Salesperson Code 3 91 Char Caps No OETLSPCD Sales Tax Code 6 94 Char Caps No OETLTXCD Comment Code 4 100 Char Caps No OETLCC Taxable 1 104 Numeric Yes OETLTAX 1 Yes 0O No Promotional Code 10 10
398. ransfer Setup Options window Program to Run Before Transfer Load and execute the program defined on this line prior to running a transfer Program to Run After Transfer Load and execute the program defined on this line after the transfer BS Note The After Transfer option can be used to run another task automatically to tidy things up or to reindex files whose index format is not supported by Data Exchange Transfer Should Wait Until Program Completes Activating the boxes for the before after program transfers tells Data Exchange not to continue with the transfer until the selected program completes and its window closes Minimize Minimizes the application that is running so that the program s display does not overlay the Data Exchange window Verify Setup On Each Run This option should normally be left on It checks to make sure that the files used in the transfer still exist in the format that Data Exchange expects If you are certain that the database and table structure will never change you may choose to uncheck Verify Setup to speed up the transfer by a few seconds Disable Status Gauge Disable the percent complete status gauge for the active setup Normally this will not noticeably affect the speed However when importing particularly Button and Menu Options 371 Options Button NZ Ve i Y Warning large text or spreadsheet files it may take Data Exchange a few moments or possibly minutes
399. rce field then the destination field and select the Link Fields button The link list box in the center of the field mapping window lists the linked fields When exporting to a file based on the source table the fields are linked automatically Any field names that differ between the source and destination table must be linked manually Double clicking on an item in the Link list box removes the link to that item Field Properties Window If you need to format the data being transferred or perform a calculation access the Field Properties window 1 Highlight an existing field 2 Select Modify to edit the Field Properties menu Exporting Data 333 Starting the Export Process 3 Select Insert to insert a calculated field in the Field Properties menu BS Note Refer to Insert Modify Append Delete Buttons on page 368 for more details on the Modify Insert functions Warning Ifyou change the formatting option of a field any calculated field that uses the changed field in its expression also changes Itis sometimes desirable to apply formatting to a copy of the field and then link the copy to the destination field rather than format the field itself Starting the Export Process Y 3 When you have everything defined and linked select Export A window appears asking Save Setup before exporting Select Yes to save to a transfer setup name No to not save the new
400. re ever appended or updated in a lookup related table You could use this option to get information from a related table and then link one or more of its fields to a destination table 394 Cougar Mountain Point of Sale Edit Menu BS Note If you need to perform update operations against text or spreadsheet files use a temporary Access database to merge to and then send the resulting records to your text or spreadsheet file in a second transfer Conditions If you wish to conditionally update or lookup records on related files you may specify a set of conditions here Specifying a query from the Table Structure window gives better performance but does not allow the inclusion of calculated fields like the Relationship Conditions window This is because the relationship condition is evaluated after the data has been queried and the results of any calculations have been computed Refer to the section on setting query conditions for more information Index Limitations Data Exchange supports indexes for all the included file types except for text and spreadsheet files which by definition do not support indexes Indexes may contain compound field expressions in ascending or descending order They may also contain unique and primary keys However calculated values which affect the format and length of an index key are not supported For example in dBase you may index off of the left most X characters of a field Data Exchang
401. re required Tables of valid name prefixes and suffixes exist under Lookup Tables in the Edit menu You may add to this list if needed The parse names functions allow you to create calculated fields which extract either a first name middle name last name or prefix from the field specified in the field expression text box on the Basic Settings window The steps to divide a single proper name field into separate fields are as follows 1 Insert a calculated field from the Field Mapping window 2 Enter or double click the field from the field list that contains the proper name data so it appears in the Calculated Field Expression box Type in a name for this calculated field such as FirstName Select the Other Options tab and select ParseFirstName from the Extended function drop down box Click OK to save the calculated field Link the new first name field to the appropriate destination field Create additional fields in the same way for Middle Name Last Name and Prefix if desired 388 Cougar Mountain Point of Sale Edit Menu Updating Destination Fields The information below describes how to update destination fields E Always always update the destination field Ifcertain conditions are met E If destination field is blank Conditions Select If certain conditions are met to access this powerful option which allows you to place a condition on a field that has been linked to a destination When y
402. record exists is based on the key field s listed in the index you specify Button and Menu Options 393 Edit Menu NZ yS Warning You must specify an existing index for the update relation to work Indices may be built using the Data Manager or other database utility if they are not already present You must provide a corresponding field from the source table for each element in your index You may use calculated fields if needed in order to build the proper lookup key Append Always appends or adds records to an existing file Import only Imports records from file SourceFile into the DestinationFile If you run the import more than once you may be appending a duplicate set of records to DestinationFile Export Export to a new file A new file is created and then records append to it Overwrite Any records in the destination table are erased before the conversion begins It then operates exactly like an append relation Lookup This option is only available when you link two tables together within the source window in order to perform an informational lookup To establish a lookup relation drag any field from one source table and drop it onto any field in another source table using the right mouse button The appropriate record will be looked up each time the primary source table changes records If the lookup fails all values in the related look up table will be blank No records a
403. register You will need at least one Register Code set up to use the sales entry window Device Codes Device Codes are needed to set up the communication between the software and any hardware you use such as credit card readers cash drawers and pole displays You will need to set up a device code for each type of hardware device you use before they will communicate with the software 54 Cougar Mountain Point of Sale Minimum Company Setup Requirements Printer Codes The Printer Code defines the communication between the software and the printer You will need to set up a Printer Code for each printer before you will be able to print Customers only with Back Office When you create a new company you will need to enter Customers However you do not need to enter all your customers immediately You may even be just starting your business Before you can process transactions in Accounts Receivable you will need at least one Customer in the system Refer to the information in Accounts Receivable on entering a Customer for more information Customer Number The Customer Number can be any mix of up to 20 alphanumeric characters The Customer Number is used to sort in the Customer Lookup and in several reports As a result of this you may want to use a numbering scheme that will make these features more usable and make the most out of them A simple example might be to separate customers by geographic region The Customer Num
404. reporting tool enables you to produce custom reports to select analyze summarize and present data from your files After you have developed a custom report you can display it on screen or print it with any combination of fonts and print styles that your printer supports 256 Cougar Mountain Point of Sale Printing Reports in Cougar Mountain LS Note If you have R amp R Report Writer installed select this option from the Reports menu to open the application For details on how to use R amp R Report Writer refer to the documentation that came with Report Writer Find R amp R Report Writer The Find Report Writer option allows you to search a specified drive to find all copies of Report Writer and set up paths to the program To search for R amp R Report Writer 1 Open the Main Module 2 Select Find Report Writer from the Company menu 3 Select the drive in which to search from the drop down list typically Al Local Drives Except Floppies Select OK to begin the search If only one version of R amp R Report Writer is found Cougar Mountain Software will link up to that version If you have more than one version of R amp R Report Writer installed on your computer both versions will appear Double click the version with the most recent date If you are using the Windows XP operating system closing the Report Writer program by selecting Exit on the File menu will result in an error message To avoid this error us
405. ring our in house tests using the single user TSR version of Btrieve 5 1x was noticeably slower than all other supported formats using the MS Access engine Performance may be better with additional tuning or by running the NLM server version of Btrieve If you want to use existing tables you must have the data definition files FILE DDF and FIELD DDF which tell Data Exchange the table structure These files are created by Xtrieve or another DDF file Database and File Types 351 Btrieve building program Data Exchange can create these files if you build a new destination table E You must have the Btrieve dynamic link library WBTRCALL DLL This file is available with Novell Btrieve Novell Netware SQL and some other products for Windows that use Btrieve E You can t use Btrieve files that have X trieve security To use data files with Data Exchange disable Xtrieve security Using Compressed Btrieve Data Files If you re using compressed Btrieve files be sure that the compression buffer Btrieve is using is adequate for your data The buffer size must be at least as large as the largest record in your data files To ensure proper operation set the compression buffer size option u in the Btrieve section of your WIN INI file The units for this setting are kilobytes so if your largest record is 2k add u 2 to the Btrieve options line in WIN INI Using Btrieve in a Multi user Environment When using Btrieve in a
406. rogram call Cougar Mountain Sales at 800 388 3038 xox Choose the information from the options below that you want included on your labels Inventory labels will be printed for the range of selected stock numbers Process For All IN Codes IV IN Code l Sort By Stock Number Additional Filter lt None gt Start End Stock Number Start Ena Description Start Ena Product Type fiat mooo Location pa o End Barcode Selections Label Format Format 1 desc price stock item Price Level fi Format 1 desc price stock item Format 2 desc stock item Format 3 stock item only ToThe Penny C Full Precision No of Copies According to On Hand Quantity C Select Quantity fi Barcode Off OK Cancel Help Enter the label format and number of copies you wish to print Inventory will send the following fields to the BarTender program Stock No Description Location if MLI is installed Price Unit Package Product Type and Primary Vendor and the 10 user defined fields Reports 289 Master Stock Report Master Stock Report This report shows all information from the Inventory Master file for the selected stock items It has variable sorting ability and can be printed for a single stock item a range of stock items all stock items and for one or all Inventory Codes Bix E Display or print a detailed listing of all or a range of stock items Process For AllIN Codes JV IN C
407. rove Performance Use a disk caching program with the write behind cache option enabled when working from a local drive This will significantly improve performance when writing to non Access files If you are on a network make sure that the network has a large disk cache installed It will take noticeably longer to update tables with many indexes rather than updating a table with no indexes If you only need to do an append relation consider removing all indexes temporarily during the transfer and then rebuilding them when the transfer has finished by using the run program after transfer option This will probably be faster for large numbers of records Try adjusting the MaxBufferSize and other settings in the DX INI files The default is 1024K allocated to database buffers You may see a little better performance with a smaller or larger buffer size depending upon various factors Always backup the INI file BEFORE making changes Export records to Access tables whenever possible This is noticeably faster than other formats Run the transfer on a local hard disk rather than over a network whenever possible Specify a query to limit the number of records to deal with and make sure that the primary field in the query is indexed Limit the number of relations needed in a transfer Defragment your hard disk with a defragmentation utility to make sure you are achieving optimal performance with your hard drive Remember using Data Exch
408. rson 84 override blank salesperson 84 user as salesperson 85 salesperson codes 101 146 save setup dx 347 saving without printing 161 schedule periodic backups 32 schedule specific backups 31 search feature inventory 224 search lookups 19 search query 264 security adding users 64 changing user passwords 66 defining user passwords 65 deleting users 69 user rights 70 security of system 11 copying users from another company 71 passwords 63 selecting a source file dx 328 selecting dates from on line calendar 260 selecting destination file dx 329 sell conversion 202 semi colon delimited file 246 420 serial port 138 serial ports 133 serialized inventory adjustments 238 system 180 serialized inventory adjustments 238 serialized system 180 setting up a company see new company creation of setting up a new company 44 settled checks purging 313 setup kits 219 setup sales entry screen 91 setup stock alias 190 setup wizard 23 setup saving dx 374 setup select company 42 setup select organization 42 sort fields alphabetically 372 sort fields alphabetically dx 372 sort methods 259 sort options 258 source file 341 source file dx 341 source tables dx 329 source window dx 332 345 special order items 152 spreadsheet files dx 355 spreadsheet formats 350 spreadsheet formats dx 350 standard cost 183 186 start at position dx 384 starting invoice number 85 stay in add mode on save 17 stock additions 206 stock alias 190
409. s used Each module is set up in a manner to make it easy to find similar information Our software also includes a number of features and design elements that are consistent throughout the software Staying in Add Mode on Save If the Stay in Add Mode on Save command is activated the window refreshes saves and clears after each entry or edit of a stock item as soon as you select the Save button When a record is added or edited and the Stay in Add Mode on Save function is not active the information is updated but the screen retains the current record This can be helpful when editing an existing record where you want to view changes without having to re access the record This function is on by default If you turn it off and then exit when you restart the module it will be on again To toggle the Stay in Add Mode on Save feature do the following 1 Select Options from the menu bar 2 Select Stay in Add Mode on Save A check appears or disappears to indicate if the feature is on checked or off unchecked Transaction Batches Transaction processing can be done in batches so that two or more people can efficiently enter information at the same time To conceptualize how batch processing works think of a file cabinet containing a single file folder for holding transactions If several people are writing transactions and using the same folder they might collide with each other as they try to get into the folder Each time
410. s Query STE Use this option to quickly run a status report of all registers a single register or a specified range of registers Start End Register tart End Report Type Detail C Summary Active Registers Only Cancel Help Specify the range of Registers you wish to include in your report in the Starting Register and Ending Register boxes Select the report type either Detail or Summary Select the Active Registers Only check box to include only active registers in your report Select OK to print the report Depending on the defaults you set for print options in your Module Preferences the Print Options window may appear If the Print Options window appears select the report destination Printer Screen or File If you select Printer or Screen specify Laser or Dot Matrix If you select File type the output file name The default is REPORT TXT If you regularly save to a file the new file will append to the end of the existing file so you will not lose previously saved information 164 Cougar Mountain Point of Sale Sales Menu 7 Enter the number of copies to print By default one copy will print unless you enter a different default number in your Module Preferences or unless you select File or Screen as the report output destination 8 Select OK to print the report or Cancel to exit without printing Printing the Edit Report When you finish entering transactions pri
411. s allow for caption entry only formatting is already established Save Cancel Help 2 Select one of the five available general or line item Field Types 3 Enter a caption for the field The caption is the actual box title that appears in the sales entry window 4 Enter the Formatting instructions for the field The format defines how data can be entered in the field by the user The characters used to create user defined formats are listed on the following page Character fields allow a maximum of 30 characters Numeric fields allow a maximum of Point of Sale Options 87 Module Preferences 11 digits with 4 decimals Date fields allow caption entry only the date format is already set The formatting characters are used in combination to achieve the end formatting result For example to create a UDF that will calculate a percentage from a decimal use if only one character will appear before the percent sign or if up to two characters will appear before the percent sign and so on BS Note If you are using this type of formatting for the Sales Entry window for example to enter a percentage the person entering the percentage in the field needs to enter 0 for 10 If they enter 0 the resulting percent will be 1000 5 Select OK to save or Cancel to exit without saving Formats Use the characters below to create user defined formats Me Os iorrepesvescssts es Peer E riiit E
412. s visible 181 notes tab 207 nsf checks 141 O ole object fields 350 on account 155 on the fly adding 19 on hand 238 on hand report 310 online help 4 on line invoice numbering 76 on order report 299 open drawer 155 open library 373 open library dx 373 open transfer 373 open transfer dx 373 options point of sale 73 options button 370 options button dx 370 options screen dx 376 options configuration dx 370 options dx 386 order in multiples of 209 organization setting up 44 overstock report 297 P paid on account 155 paid out non inventory codes 110 paid outs 153 paid sales by salesperson report 277 paradox on a network dx 356 paradox sort order 407 paradox sort order dx 407 paradox dx 356 parallel ports 134 parity 133 138 parsing addresses dx 387 parsing proper names dx 388 passwords 63 changing 66 paste dx 377 payments apply automatically 75 155 apply manually 155 performance tips dx 403 period end inventory 317 Index 463 Index period end point of sale 312 physical count worksheet 291 physical structure 382 physical structure dx 382 point of sale enter sales 143 module preferences 74 options 73 period end 312 reports 265 ports parallel 134 serial 133 post standard cost variances at time of 187 posting inventory 251 posting order entry 171 point of sale 171 price 147 price book report 292 price level codes 118 setting up in ar 119 setting up in inventory 119
413. sactions from an External File on page 419 A flat file is a simple method of storing data in a file that lumps all inter related data into a single file often repeating information on each record and wasting disk space 410 Cougar Mountain Point of Sale Frequently Asked Questions Q How do I update multiple related tables from a single flat file A Since Data Exchange lets you update multiple destinations in a single transfer you can often insert each table to update in the destination window and then map the fields from your source table to the fields in the corresponding destination tables Exception If your destination is a Microsoft Access database which enforces referential integrity rules you may need to set up a separate import or export for each destination table you wish to update You would then run the updates in the order which Access s referential integrity rules required with the child table records being updated first followed by parent table records See your Microsoft Access documentation for additional information on this subject Another issue that often occurs in flat files is where a record has multiple fields of related data which you wish to break out and put into separate records of a related table in your new database You can do this with Data Exchange by creating a separate Merge import for each of these fields in the flat file Lt Example Flat File contains FirstName LastName PriceCod
414. se File Manager or another utility to make sure an older copy of a VBX or DLL used by Data Exchange does not exist elsewhere on your hard drive besides in your Windows System directory and might be getting loaded instead of the newest version Another common cause of a GPF is a corrupted data file if you generate an error only on one particular record during a transfer Try and delete that record or repair your database with some kind of disk or file repair utility If you have been having hard disk problems you could have a corrupted program file as well In that case you should try re installing Data Exchange Another common cause for intermittent errors in Windows is for your hard disk to develop a bad sector within your permanent swap file In this case delete your swap file scan your disks for errors using a utility program and then rebuild the swap file Please note that Data Exchange itself should never cause a protection fault error under normal operation if installation worked properly Unable to Locate Net Instance Sometimes occurs if you fail to reset reload Windows after a GPF error occurred or if one of the following files is not located in your Windows System directory ALUS VBX ALUC VBX APLKAPI DLL or APLKDAEM EXE 406 Cougar Mountain Point of Sale Error Messages Unexpected Error From External Database Driver This can occur for a number of reasons The most common reasons are that your table is corrup
415. seeeessseeeeeeeeeeeeeeeeeeeeeeeeeeeees 275 Sales By Register Report cccc coi hee Aree eee ret aceeeies 277 Price Variance REPOMM cx scsecs cise cases ieasds accnacdsaceugec stn natiatasasacducaniubcenars 279 Sales Tax Report iienccswisvnlestculalewtacninialincalaaneserebatatosveweaColedontncnincoenleeiant 280 Promotional Sales Repott cccceeceeecceecceeeeeeeeeeeeseeeseeeeeeeeeeeeeeees 282 Profit Margin Reporterii iets ete alert eae ee econ 283 Inventory Reports acnccic6 anakine nee aaa 286 Printing Inventory Reports cciecueie ce eee nee 286 Q ick Stock Listar ide a eo ede foil a e Sa ele el 287 Stock LADEIS wicca eae as esac ei ae S aAA RE e kre ok Cone 288 Master Stock Report ian niceicccosaticentnitnnvwnnsgees oibiarnt ningnaseiaetetieadlecedesss 290 Physical Count VVOPKSNCCL cic tr sss ee ecient elt te 291 Price BOOK REDON tate duis vnsrnarinsareds oniciaadnnia nate adaentis ibted a 292 vi Cougar Mountain Point of Sale Table of Contents On Hand R port ieie a io e a id a eai iiaia 293 Stock Value REDOR iaieveit outlines phove nck orenaut nocdnaddra sine domcadsediate 294 Uinderstock RED OM siccanaaticonciunancaeno ha caalineueicn aie 295 Advanced Understock Repott sssssseeeeeeeeeeeeeeeeeeeeeeeeeeeeees 296 Overstock REDON sextipititsicts eben a ae a aaa 297 On OrdeMREDOM iad witli n ad neon 299 Back Order Report fis cvicencacsecs ccatcousaeatdehcevcacabiaatastasasadaadcataueaeecevaiaatens 300
416. sheet Files Excel Lotus Quattro Symphony Index formats supported are E NDX or MDX for dBASE III amp IV respectively E IDX or CDX for FoxPro MDX and CDX are compound index files which means they store several index keys within a single physical file Spreadsheet Files Excel Lotus Quattro Symphony Basic Requirements E Data Exchange reads and writes data and results of calculations to and from spreadsheet files It does not transfer or create the actual calculations or macros embedded in your spreadsheet E Data Exchange is designed to read data in database table format where each column consists of a single data type such as numeric text or date E To retrieve data from a worksheet either enter the cell coordinates directly highlight a range of data in the browse grid or select a named range that was saved in the worksheet You may also apply a query or record scope to the data just as you can with other file types VIZ Warning When exporting to a spreadsheet file any existing spreadsheet data or calculations are overwritten Data Exchange creates a very basic worksheet file with your database data listed in rows and columns To include data within an existing spreadsheet you must export the data to another file name and then import it using your spreadsheet program s import function Database and File Types 355 Paradox Excel Excel files must end with the XLS extension Data
417. show exactly how many dollars in sales were posted to each code during the period After printing the reports run Reset Credit Card Totals from the Period End menu to reset the current period accumulator to zero and start gathering the sales figures for the next period Credit Card Codes Period End x CA Processing period end for credit cards moves the current total amount for each credit card type to period one and what was previously in period one down to period two and so forth Are you sure you want to reset credit card totals E No When you run Period End the computer zeros out the current period accumulator transfers the amount that was in the current period accumulator to the period 01 accumulator transfers the amount that was in the period 01 accumulator to the period 02 accumulator and so on for each accumulator Periodic Tasks 315 Purging History Purging History NIZ Y Warning Purging history removes unwanted transactions from the history file Running this option purges all transactions that have a transaction date older than the purge date you specify The decision to purge transactions is entirely up to you Itis not required except you might want to purge some transactions to reduce the amount of hard drive space occupied by the Point of Sale data files and to speed up the processing time when sorting or printing history reports x ga Enter the date you wish to purge through and press OK to
418. sily overridden so that the correct tax or no tax is calculated Tax Codes keep track of taxable sales non taxable sales and actual sales tax If you collect tax for more than one taxing authority such as state and municipal sales tax you can create multiple Levels so that the different taxing entities each have the correct tax and the correct tax is added to the sale Tax Code Levels are elements of the Tax Code and are created in the same PS Tax Codes window and will all be charged when an item or job with the Tax Code is sold By using levels each separate tax can post to a different GL Liability account or AP Vendor but the customer will just see the total tax amount Depending on the modules installed and your integration settings sales tax collected in Point of Sale may post to either a GL Liability account or to an AP Vendor Adding Sales Tax Codes To add Sales Tax Codes 1 From the Point of Sale menu bar select Codes on the Options menu and then select Sales Tax Eix Use Tax Codes to define sales taxes prescribed by one or more taxing agencies or programs The tax amount is then automatically calculated using the specified Tax Code and added to the invoice total Sales Tax Code IDAHO Total 15 0000 Save Description Idaho Combined Sales Tax Cancel Py NORTHWEST BANK 5 00 _ Activation Above Ft 104 Cougar Mountain Point of Sale Codes Enter a descriptive code name of up to six cha
419. st Based on Valuation Method of Kit and Components If you selected Valuation Method as the costing method in the IN Set Up Kits window then the cost of the kit is based on the valuation method of the kit item and each component The valuation method of these items is based on the Inventory Code assigned in the IN Stock window for each stock item kit and component For more information on Inventory Codes refer to Inventory Codes on page 183 Inventory Kits 225 Kit Costing Updating Kit Costs The method you use to update your kit subkit and component costs will depend on the costing method you chose for the kit This section contains information for updating these costs for all the costing methods Refer to Establishing Kit Costs on page 225 for information in establishing the costs for your kits initially Updating Costs Based on Manually Entered Component Costs If you are entering the costs of each component in the detail grid of the IN Set Up Kits window then you can change the cost of the kit by updating the cost of each component Use the steps in this section to update the cost for kits that are set up this way To update the cost of a kit that uses the Detail costing method 1 Follow the first two steps in Setting Up Kits on page 220 2 Inthe Unit Cost column in the detail grid at the bottom of the window update the subkit component costs as necessary You can use the Estimated Cost label to v
420. st of unposted sales and removes the tendered amount from the register record It does not impact records outside of Point of Sale To void a sale 1 Select Recall Sale on the Option menu Point of Sale Sales 159 Sales Menu LS Note 2 Select the sale transaction you want to void from the Recall Transaction window Select Void Sale from the Option menu 4 A window appears asking if you really want to void the transaction Once voided you will not be able to recall the sale Select Yes to continue Voiding a Credit Card Sale When you void a credit card sale a message appears stating the transaction is locked due to an authorization code being specified Click OK to continue Also a message appears stating you must generate an authorization to void the transaction Click OK The following window appears F Yoid Credit Card Sale Bel Use this form to enter an authorization number to void the credit card sale that is amp currently on file You must have an authorization number to void this transaction Trans Type Credit Amount to Credit Card Trans Amount 535 50 Cancel Credit Card 1234 0008 0009 0000 Dial Exp Date 10 04 Original Approval Card Type UNKNOWN 989 Help Auth jl rte The Original Approval number above is needed to validate that the correct transaction is being voided To void this transaction electronically select Dial For information on voiding this
421. stablished including the stock numbers of the components used to create the finished item and the finished item itself You must also create the finished assembly using the Set Up Kits option on the Kits menu When you process a kit type inventory transaction the system does the following E Removes the individual components from inventory E Assembles the finished package Adds or subtracts the finished assembly to or from inventory 230 Cougar Mountain Point of Sale Kit Transactions Once you have set up a Bill of Materials table you are ready to enter a BOM transaction see Adjusting Stock Quantities on page 235 for details To list each individual stock item comprising a kit on the invoices picking list and packing list whenever an Inventory kit item is sold in Order Entry see the Order Entry Options chapter of your user s guide Inventory Kits 231 Kit Transactions 232 Cougar Mountain Point of Sale 9 INVENTORY ADJUSTMENTS The primary function of an Inventory adjustment is to establish beginning inventory quantities and costs and to record subsequent adjustments for differences between the software s on hand quantities and the actual physical count If you have Point of Sale integrated to Inventory Inventory quantities are updated automatically by Point of Sale as items are sold Therefore once you have entered your beginning inventory costs and quantities the only
422. stem select Purge Settled Checks from the Period End menu Select Save to save the flagged check information or Cancel to exit without saving 142 Cougar Mountain Point of Sale POINT OF SALE SALES The bulk of the work you do in Point of Sale consists of entering sales Dealing effectively with transactions and allowing fast accurate entry of needed information is what Point of Sale is all about This chapter describes how to enter save and edit transactions of all kinds Sales Menu Sales Menu The Enter Sales menu is the starting place for transaction processing in Point of Sale Entering Sales Entering sales requires that your salespeople have a good understanding of company policies and that the Register window is properly defined to reflect those policies Modify the screen by selecting Set Up Sales Entry Screen from the Options menu see Setting Up Your Sales Entry Screen on page 91 Experiment with different screen configurations to customize a window that best fits your business needs The exact steps required to complete a transaction vary depending upon the levels of automation used when setting up your screen The following steps are generalized to apply to most configurations To enter sales 1 Select Enter Sales on the Sales menu The PS Entry Register Code window appears Fas Entry Register Code x After you select your register code and your assigned user from the amp drop down
423. stock items adjustments 236 copying 213 renumbering 214 stock items monthly movement 303 stock labels 288 stock list report 287 stock number 197 alternate 200 stock on hand adding items 236 subtracting items 238 stock subtractions 206 stock value report 294 stop bits 133 138 storing size 210 466 Cougar Mountain Point of Sale Index support see customer support supported file formats dx 322 system configuration requirements dx 322 system date 21 system security 11 system security see security of system system settings tab 47 T tab delimited 359 tab delimited file 246 359 420 table links 392 table links dx 392 table properties 378 table properties dx 378 table relationships dx 344 390 table structure grid 358 table structure grid dx 358 table structure options 342 table structure options dx 331 342 table structures 358 table structures dx 358 tax code 147 header 85 tax codes 104 tax status 187 templates company 43 tender tab 95 tender alternate 154 terminal number 128 text or ascii files 336 357 text or ascii files dx 357 text table dx 336 text ini file 361 tip of the day 23 title of runtime window 372 title of runtime window dx 372 toggle search item button 224 trailing spaces 383 trailing spaces dx 383 training 6 transaction batches 17 transaction codes inventory 188 transaction date 253 transactions inventory 233 transfer direction 340 transfer direction dx 328 34
424. sure not to import the same file because it will create duplicate entries by increasing the Daily Sequence counter Table 13 Payroll Record xxxPRDLY dbf Field Description Field Pos Data Type Req Maps To Len Employee Number 20 01 Char Caps Yes PRDLNUM Transaction Date 10 21 Date Yes PRDLDATE Department Code 6 31 Char Caps No PRDLDEPT Rate Code 2 37 Numeric No2 PRDLPRNUM 0 99 Regular Units 14 8 4 39 Numeric No PRDLUREG Other Time 1 Units 14 8 4 53 Numeric No PRDLUOT 1 Other Time 2 Units 14 8 4 67 Numeric No PRDLUOT2 Vacation Units 14 8 4 71 Numeric No PRDLUVAC Other Leave Units 14 8 4 95 Numeric No PRDLUOTHER Sick Leave Units 14 8 4 109 Numeric No PRDLUSICK Regular Pay 15 11 2 123 Numeric No PRDLPREG Other Time 1 Pay 15 11 2 138 Numeric No PRDLPOT1 Other Time 2 Pay 15 11 2 143 Numeric No PRDLPOT2 Vacation Pay 15 11 2 168 Numeric No PRDLPVAC Other Leave Pay 15 11 2 172 Numeric No PRDLPOTHER Sick Leave Pay 15 11 2 197 Numeric No PRDLPSICK Additions to Gross 15 11 2 203 Numeric No PRDLPADD 442 Cougar Mountain Point of Sale Payroll File Format Table 13 Payroll Record xxxPRDLY dbf Field Description Field Pos Data Type Req Maps To Len State Tax Code 5 228 Char Caps No PRDLSTAXC Project Code 10 233 Char Caps No PRDLPROJ End of Record 2 243 Yes Nowhere used as record separator
425. t The following window appears F Import Transactions a xi want to import transactions using the Universal Bridge Column Position File Fixed Length Tab Delimited File C Semi Colon Delimited File Cancel Help Universal Bridge External File Formats 419 Requirements for Importing Transactions from an External File Select one of the following file types that describes the file you want to import E Column Position File fixed length Each field in the file to be imported starts at a specific position and contains a fixed number of characters This file type is sometimes referred to as fixed length E Tab Delimited File The fields in the file to be imported are separated by tabs E Semi Colon Delimited File The fields in the file to be imported are separated by semi colons Select Begin Import to start importing the transactions or Cancel to exit without importing Import Transaction Validation When transactions are imported each piece of information is checked to make sure it is in an acceptable format required fields are not empty etc See the following pages for the field definitions for each module Printing the Import Error Report If errors were detected during the import process an error report is generated and a message appears To print the error report do the following 1 When the error report message appears click OK Depending on the defaults you set for
426. t This field also includes returns posted from Order Entry and Point of Sale The YTD column reflects the sum of the quantity sold for each period included in the report E Add Inventory For each period this row shows the sum of all posted adjustment transactions from Inventory with a Transaction Code that begins with 1 The YTD Totals column reflects the sum of all inventory addition adjustments for each period included in the report Reports 305 Monthly Movement Report E Subtract Inventory For each period this row shows the sum of all posted adjustment transactions from Inventory with a Transaction Code that begins with 2 The YTD Totals column reflects the sum of all inventory subtraction adjustments for each period included in the report E Transfer In For each period this row shows the sum of all posted adjustment transactions from Inventory with a Tranaction Code that begins with 3 These transactions represent inventory items that are transfered in from another location therefore this information only shows if the company is using the Multi Location Inventory add on The YTD Totals column reflects the sum of all inventory transfer in adjustments for each period included in the report E Transfer Out For each period this row shows the sum of all posted adjustment transactions from Inventory with a Tranaction Code that begins with 3 These transactions represent inventory items that are transfered out to another l
427. t Codes BS Note This option only has an effect if you have Accounts Receivable installed Discount Codes enable you to automatically administer unique and complex pricing policies designed to promote particular markets or products You can extend special prices on selected inventory items to targeted groups of customers and effectively have your software implement strategic pricing plans At the time of sale the system identifies the Accounts Receivable customer and each Inventory item invoiced and calculates a special price for each item based on a discount percentage you have specified for this particular customer and item A Discount Code subtracts a percentage from list price Point of Sale Options 113 Codes Lt Example Swinging Golf Equipment is a national distributor of golfing equipment accessories and components They sell an extensive line of inventory to individual players club making hobbyists and professionals pro shops and golf equipment discount stores Their product line includes ready made golf clubs custom fit golf clubs golf club components and a full line of golfing accessories including balls bags and apparel The company s executive committee recently released a new strategic marketing plan for the upcoming year This plan has set aggressive new goals to expand pro shop sales by attractive pricing on ready made clubs and by guaranteeing one week shipment on orders for custom made clubs
428. t End Register start End item start End Date Range custom Date 0101 2004 5 12 31 2006 p Report Type Transaction Type Subtotals None z J Print from both PS and OE Cancel Help Specify the range of registers you wish to include in the report in the Register Start and Register End boxes Specify the range of items you wish to include in the report in the Item Start and Item End boxes Specify the range of dates you wish to include in the report in the Date Start and Date End boxes You can also select one of the predefined date ranges for this report by selecting it from the Date Range drop down list See Selecting Date Ranges for Reports on page 260 for more information about each date control option available Select the Report Type Detailed Condensed or Summary Select Posted from the Transaction Type drop down list to include posted transactions from the sales history file in your report Select Unposted to include only current transactions 274 Cougar Mountain Point of Sale Sales By Salesperson Report 7 Select Salesperson from the Subtotals drop down list to include subtotals by salesperson 8 Ifyou want the report to include information from both Point of Sale and Order Entry select the Print from Both PS and OE check box This check box is only active if you have Order Entry installed and Posted selected in the Transaction Type box 9 Select OK Depending on the defaults you se
429. t for print options in your Module Preferences the Print Options window may appear 10 Ifthe Print Options window appears select the report destination Printer Screen or File If you select Printer or Screen specify Laser or Dot Matrix If you select File type the output file name The default is REPORT TXT If you regularly save to a file the new file will append to the end of the existing file so you will not lose previously saved information 11 Enter the number of copies to print By default one copy will print unless you enter a different default number in your Module Preferences or unless you select File or Screen as the report output destination 12 Select OK to print the report or Cancel to exit without printing Sales By Salesperson Report The Sales by Salesperson Report lists all sales for each salesperson as well as register and price information To print a Sales by Salesperson report Reports 275 Sales By Salesperson Report Select Sales by Salesperson on the Reports menu from the Point of Sale menu bar EPs sales by salesperson TS E Run this report to display all sales for each Salesperson including register and price information Report Sales by Salesperson x Report Type betaied Start End Register Start ena item Start End Salesperson Start fina Date Range custom Invoice Date 01 01 2004 5 12731 2006 5 Subtotals None x Transaction Type Posted ra I Print from
430. t for the assembly BOM Stock HOME OFFC SET Erec Cancel 70 8333 Edit Description frome oticefuntwest E Clear Costing Method Update Cost E Detail Last Cost Valuation Method IV Update At Post Print BEJE Search for Line Number Toggle Search Item Hel I elp 0001 finventory CHAIR 1 Chair 1 Swivel 2 00 16 94 1200 0002 Inventory DESK 30 X 48 Desk 30 x 48 1 00 27 55331200 000 DESKLAMP Desklamp Static 9 40 lt Find First lt lt Find Prev Find Next gt Find Last gt gt a 2 Type or use the Lookup to enter the finished good stock number in the BOM Stock box When you select a stock item the description is inserted in the Description box You can change the description if you want The Estimated Cost label displays the cost of the finished item based on the combined costs of the components This label is updated each time a component is entered at the bottom of the window 3 Select the appropriate costing method for this item E Detail Calculates the cost of the finished item by adding the component costs specified in this table E Last Cost Calculates the cost of the finished good by adding the cost paid for each component the last time it was purchased E Valuation Method Calculates the cost of the finished item by adding component costs as determined by the valuation method specified by the Inventory Code of the stock item Inventory Kits 221
431. t of the item name in the Exclude portion of the screen 7 Depending on the modules you have installed you may have additional check boxes at the bottom of the window below the Exclude range boxes Select the different check box es according to which modules you want to include in the report By default only profit information from Point of Sale will be included in the report 8 To use the query feature for this report enter the search criteria on the Search For tab To reset the search information on this tab select the Reset button For information on the search options refer to Setting Up Queries in Key Reports on page 264 9 Select OK Depending on the defaults you set for print options in your Module Preferences the Print Options window may appear 10 Ifthe Print Options window appears select the report destination Printer Screen or File If you select Printer or Screen specify Laser or Dot Matrix If you select File type the output file name The default is REPORT TXT If you regularly save to a file the new file will append to the end of the existing file so you will not lose previously saved information 11 Enter the number of copies to print By default one copy will print unless you enter a different default number in your Module Preferences or unless you select File or Screen as the report output destination 12 Select OK to print the report or Cancel to exit without printing Reports 2
432. t output destination 10 Select OK to print the report or Cancel to exit without printing Price Variance Report The Price Variance Report shows for the range selected the established price and the actual selling price for each item along with the variance between the two To print the Price Variance Report 1 Select Price Variance on the Reports menu from the Point of Sale menu bar FiesrricevavionceReot STE Run this report to see the variance between the base price of an item and its actual selling price Transaction Type Posted z Start End Register start End Me Salesperson Start End Date Range custom J Print from both PS and OE Cancel Help Reports 279 Sales Tax Report Select either Posted or Unposted in the Transaction Type drop down list depending on which type of transactions you want to include in the report Select the Register Item Salesperson and Date range to include in the report You can also select one of the predefined date ranges for this report by selecting it from the Date Range drop down list See Selecting Date Ranges for Reports on page 260 for more information about each date control option available To include information from both Order Entry and Point of Sale in the report select the Print from both PS and OE check box at the bottom of the window If you leave the check box unchecked only Point of Sale information will be included in the report
433. t sisac cece cies Soo cose Soc eeeneeiccet eats ical aaa eee 442 GOSS ANY 5c cd cccnccdads shes shee czedacdetn TAA AT T 445 aLe ED est cestras epi E cent E E E A EE AEE AE 457 x Cougar Mountain Point of Sale LEARNING ABOUT YOUR AVAILABLE RESOURCES Welcome to Point of Sale by Cougar Mountain Software This documentation is designed to help you effectively learn and use Cougar Mountain Software In this chapter we provide you with some conventions used in this resource and also additional resources for help or training Using This Guide Using This Guide Cougar Mountain Software is an accounting tool for business use It is designed to meet the accounting needs of a business and assumes the user has knowledge of business and accounting If you are unfamiliar with accounting principles and terms we recommend you consult a professional and refer to a general accounting book to become familiar with these terms Cougar Mountain documentation assumes that you are familiar with Windows and that you can use a keyboard and a mouse If you need help with these items refer to the Windows documentation and help Document Conventions These conventions are used throughout this manual and are intended to make the material easier and clearer Please review all of the conventions that are used throughout the manual Bold Text Window titles box names and anything that appears on the screen or ina window should be bold This is onl
434. t the Report Type Three report types are available Detailed Condensed or Summary Reports 281 Promotional Sales Report 8 Ifyou selected Detailed or Summary in the Report Type box and you want to include subtotals for the Sales Tax Codes select Tax Code from the Subtotal box If you do not wish to include these subtotals in your report select None 9 Depending on the modules you have installed you may have additional check boxes at the bottom of the window below the Subtotal drop down list Select the different check box es according to which modules you want to include in the report By default only sales tax information from Point of Sale will be included in the report 10 Select OK Promotional Sales Report When you run a Promotion it s important to know whether it was successful You need to know what was sold during the promotion and each time the promotion was run The Promotional Sales Report is the tool you need to evaluate your special sales promotions For more information on Promotional Codes see Promotional Pricing on page 190 ESPs Promotional sles E Run this report to track sales made with a Promotion Code Report Type Detailed bd Start End Register start End Promotion fat ooo End item Ba End Sales Department Pi End Salesperson pin End Inventory Code Pin End Product Type fet End Date Range custom o Date 0101 2004 gt osn7i2008 f IV Print PS Sales J Print OE Sales
435. ta to Data Exchange as an alternative to using a command line Data Exchange Button and Menu Options 381 Edit Menu Lt Example BS Note will look for a field entry in the DX INI file depending on which program is being run To specify the value of the WareHouseLocation variable you must specify an INI file entry similar to the following USER SETTINGS WareHouseLocation Dallas Please note that Data Exchange expects all user INI settings to be located under a USER SETTINGS heading in the INI file User Input Enter a question to ask the user A fourth way to calculate a field value is to ask the user to enter a value when the transfer runs Type in the text that will prompt the user when they run the setup The value that the user enters is returned to the calculated field E Data Type amp Field Size These are view only fields The value displayed here cannot be modified it is for informational purposes only All field lengths are truncated automatically if the destination field is shorter than the source field Calculated fields are variable in length Their field size always symbolically displays 255 when editing them However calculated fields may be much larger up to around 50 60K All field lengths are truncated automatically if the destination field is shorter than the source field Data Exchange also automatically performs necessary data type conversions For example if you link a number to
436. tch file select Purge Hold Quotes from the Period End menu 74 Cougar Mountain Point of Sale Module Preferences Post Credits As Unapplied BS Note This feature only has an effect if you have Accounts Receivable installed Select this check box to have credit transactions such as sales returns post to Accounts Receivable as unapplied credit memos Leave the check box unchecked for credit transactions to apply automatically to the oldest invoice This option influences your accounting procedures in the following ways Unapplied credit memos require a manual transaction entry in Accounts Receivable to apply them to a specific invoice E Applied credit memos will automatically apply to the oldest invoice eliminating your control over which invoice s they will affect Apply Payments Automatically BS Note This feature only has an effect if you have Accounts Receivable installed Select this check box to automatically apply payments on account to the oldest invoice available for that account If the amount of the payment exceeds the amount of the oldest invoice the remaining amount applies to the next oldest invoice and so on until all of the payment has been applied Leave this check box unchecked to allow the option to manually select the invoices to which you wish to apply payments from the On Account window when entering payments on account Inventory Over Sale BS Note This feature only has an effect if
437. te sorting and filtering options The date for the entire system can be modified but you can also change the date for a single module By doing this the software will post any data to the date you select and it will impact the audit trail and reports for the time specified in the software and not the actual date However once a transaction is posted there is no way to change the date The only option is to post a reversing entry and enter another transaction to the correct date The fiscal calendar contains a Date Block option for security purposes The Date Block option blocks the period specified as well as all periods prior to it from posting in the system This way if you have already closed and printed your financial statements for a specific period you can block it from posting to secure your information 62 Cougar Mountain Point of Sale Security Security One extremely valuable aspect of any accounting system is security Unless you are the only person who will use the software chances are you will want to restrict other users to the tasks for which they are responsible and nothing more Unfettered access to the software allows users to have access to information to which they should not have access or potentially manipulate data they are not qualified to manipulate Well thought out security decreases the chances of users having access to information to which they should not and it avoids the potential problems that co
438. ted or of the wrong file type If this is not the case you may have an index that is out of date or corrupted Rebuild the indexes for the select table using the program it was created in or by using the Data Manager Also if you are using dBase or FoxPro tables make sure that the entries in the lt Tablename gt INF file are correct Paradox Sort Order Error 3220 The Collating sequence INI file entry under the Paradox ISAM section has not been specified or is incorrect It should match the sort sequence format of your Paradox files Valid values are ASCII International Norwegian Danish and Swedish Finnish Also make sure you don t have any comments text starting with a semicolon that trail an INI file entry This will often cause the entry to not be recognized in Windows Instead place comments above the entries preceded by a semicolon You Attempted To Create a Duplicate Record This message or a similar message can occur when you do an import What this means is that you have a table with a unique key index defined and you tried to add or update a record which would cause a duplicate key Possible Cause You have duplicate records in your source table Solution Remove the duplicates from the source file or specify a valid Merge import which merges all duplicate records into a single destination record with the last duplicate s records taking precedence Data Exchange Troubleshooting 407 Frequently Asked Questio
439. text file is assumed to be delimited by a carriage return line feed ASCCII characters 13 and 10 Database and File Types 361 Text or ASCII Files LS Note Lt Example Each record is assumed to be in the same record layout or format If you have multiple record formats in the same text file you may define separate Setups that pull out the records for a single record type only This assumes that there is an identifying code to identify each record format To avoid confusion in the TEXT INI file between multiple layouts you may want to create each setup off of a different physical copy DOS file name of the text file The Query filter data Button Select the Query button to run a filter on records in tables other than the primary source table You must set a condition in the relationships window You may apply a query definition and thereby filter out unwanted records from the primary source table This option allows you to select a group of records that meet a set of conditions which you define Queries utilize any existing table indexes defined to speed the retrieval of records When you browse a primary source table with a defined query a prompt asking if you wish to apply the query to the browsed data This allows you to view the results of a query before beginning the transfer If you will query on a range of dates frequently you will want to index that date field either in the application it was create
440. the Field Len column shows the maximum length of the field any characters over the specified length will be truncated Fields in column position files must be the exact length specified whereas fields in semicolon or tab delimited files may be shorter General Ledger File Format The following tables show the requirements for the external file that is used to import General Ledger journal transactions The first table shows the file definitions for the header record and the second table shows the file definitions for the detail records Table 2 General Ledger Header Record xxxGJaaa dbf Field Description Field Pos Data Type Req Maps To Len Header Identifier 1 01 Char Caps Yes Use to identify Header Type H Row Transaction Date 10 02 Date Yes GLUHDATE Posting Reference 15 12 Char Caps Yes GLJHREF Trans Description 50 27 Character No GLJHTDES End of Record 02 77 Yes Nowhere used as record separator Record Length is 78 characters If the Transaction Date is invalid an error will be printed on the Import Error Report Ifthe Transaction Date is blank it will be imported as is 424 Cougar Mountain Point of Sale Accounts Receivable File Format Table 3 General Ledger Detail Record xxxGDaaa dbf Field Description Field Pos Data Type Req Maps To Len Detail Identifier 1 01 Char Caps Yes Used to identify Detail Type D Row Account
441. the New button Select OK to select the chosen batch 234 Cougar Mountain Point of Sale Adjusting Stock Quantities Adjusting Stock Quantities Lt Example When adding items to inventory using the Adjust Stock Quantities option perform the following steps E Enter the adjustments Print and check the Edit Report E Make corrections additions deletions E Post the adjustments Preparing for Posting Adjustments Before you can enter beginning quantities and costs you must have established the stock item master records using the IN Stock window If you are increasing serialized stock items you can omit the serial numbers when saving the adjustment transaction but you will need to include the serial numbers before posting If your existing inventory records are complete you should have details of the quantities and associated costs of each inventory item purchased From this detail enter an adjustment for each item You carry an inventory item called a Widget and have 20 Widgets on hand Of these 20 Widgets you purchased 10 of them on July 7 for 25 and 10 on August 9 for 30 These items are entered as two separate adjustments Later when you sell inventory through Point of Sale the cost of an inventory item is based on the inventory valuation method which you can set by selecting Inventory Codes on the Options menu Caution Once you complete the setup process of your Inventory Codes you cannot chang
442. the Register window However if you increase the quantity of items on a detail line after the line has been saved the additional quantity will be added in at the original price If you select this check box this option forces the additional quantity to be added at the new price Auto Format Comments If this check box is selected then comments that are entered in the sales entry window will be automatically formatted to use the minimum number of detail lines A maximum of 45 characters is allowed for comments and anything above this amount will be truncated cut off If the check box is left blank then you can create blank lines in comment sections by pressing ENTER when you are typing the comment The comment will appear in the sales entry window exactly like it does in the PS Comments Editor window 76 Cougar Mountain Point of Sale Module Preferences Process Checks Electronically Select this check box if you want to electronically process customer checks When you save your preferences menu options will become available for generating the electronic check file At this time only US consumer and business checks can be processed Display Option for Additional Receipt Select this check box if you want to allow your salesperson the option of printing a second receipt during a sales transaction BS Note Two receipts are required if you process electronic checks through Automated Clearing House ACH The first rece
443. the codes and how to define them Printing a Code Report You can print a report for each of the codes available in Point of Sale To print a code report do the following 1 Select Codes on the Options menu from the Point of Sale menu bar 2 Select a code category from the submenu For example Comment The Code setup window appears 98 Cougar Mountain Point of Sale Codes 8 Select Print The Print Codes window appears aixi r Select the codes that you would like to print Print Current Code Only Code 48C Beginning Code Start Ending Code End Cancel Help Select the Print Current Code Only check box and enter the name of a code to print or specify a range of codes to print by entering Beginning and Ending Codes Select OK Depending on the defaults you set for print options in your Module Preferences the Print Options window may appear If the Print Options window appears select the report destination Printer Screen or File If you select Printer or Screen specify Laser or Dot Matrix If you select File type the output file name The default is REPORT TXT If you regularly save to a file the new file will append to the end of the existing file so you will not lose previously saved information Enter the number of copies to print By default one copy will print unless you enter a different default number in your Module Preferences or unless you select File or Screen as the r
444. the last item in the range you want to print To print for a single item enter the same item in both boxes Overstock Report This Overstock Report shows maximum acceptable levels of inventory and the quantity by which an inventory item exceeds this level Reports 297 Overstock Report This report is considered an exceptions report indicating inventory items that are moving slower than expected Einm overstoe Te r Run this report for a list of the maximum acceptable levels of each stock item Process For All IN Codes V IN Code Sort By Stock Number Adational Fiter ewon x Start End Stock Number Ba End Description Start End Product Type Start End Vendor Start End J Print Last Cost J Print Quantity On Hand JV Print Quantity Committed Cancel Help The Overstock Report includes E Stock Number Item description Overstock quantity Vendor Product Type Stock location Alternate Stock Number Interchangeable Stock Number Quantity on order Maximum quantity 298 Cougar Mountain Point of Sale On Order Report On Order Report The On Order Report includes those items that have quantities in the On Order box of the Inventory Master Record LT ace E Run this report for a list of stock items and quantities on order Process For AILIN Codes IV N Code Sort By Stock Number x Additional Fitter fenone gt Start End Stock Number fiat End Description Start End Product Type St
445. the output file name The default is REPORT TXT If you regularly save to a file the new file will append to the end of the existing file so you will not lose previously saved information 5 Enter the number of copies to print By default one copy will print unless you entered a different default number in your Module Preferences or unless you selected File or Screen as the report output destination 6 Select OK to print the report or Cancel to exit without printing Standard Sort Options Some of the reports include a Sort By option which offers choices of how the report information should be sorted For example in the Accounts Receivable module you can sort by customer name or Salesperson Code This option is not available in all modules or for all reports Refer to the section of this chapter corresponding to the specific report you want to run for more information on the options available 258 Cougar Mountain Point of Sale Printing Reports in Cougar Mountain Filter Ranges and Filter Methods Boxes are available for setting beginning Start and ending End ranges for filtering the information that will be included in the reports or financial statements Another filtering method is based on the type of transaction For instance you can choose to run a report that only includes invoices receipts or credit adjustments The final filtering option available for several of the reports in Cougar Mountain is thr
446. the report To use the query feature for this report enter the search criteria on the Search For tab To reset the search information on this tab select the Reset button For information on the search options refer to Setting Up Queries in Key Reports on page 264 Select OK Depending on the defaults you set for print options in your Module Preferences the Print Options window may appear If the Print Options window appears select the report destination Printer Screen or File If you select Printer or Screen specify Laser or Dot Matrix If you select File type the output file name The default is REPORT TXT If you regularly save to a file the new file will append to the end of the existing file so you will not lose previously saved information Enter the number of copies to print By default one copy will print unless you enter a different default number in your Module Preferences or unless you select File or Screen as the report output destination Select OK to print the report or Cancel to exit without printing Reports 273 Sales By Item Report Sales By Item Report The Sales by Item Report displays the type and quantity of items sold as well as salesperson and register information To print a Sales by Item report 1 Select Sales by Item on the Reports menu from the Point of Sale menu bar aie r Run this report to display the type quantity and sales amount of Items sold Star
447. the total sale reaches a certain dollar limit and then the entire sale is taxed select Activation All from the drop down list and enter the minimum sale amount in the Taxable Limit col umn However if you select either Activation option and leave the activation amount at 0 00 this effectively disables the activation feature so the tax will be applied to all sales Select the Save button in the window to save your new code or select Cancel to close the window without saving Point of Sale Options 105 Codes BS Note Changes made to any existing Sales Tax Codes can affect any saved or Lt Example unposted Invoices If you want the change to be reflected in your saved invoice open the invoice and click on the grid The following example illustrates how to use Tax Codes A local resort collects a 6 room tax for the state and another 3 tax on rooms for the municipal government On food and beverage the resort s restaurants and lounges collect 4 for the state and 2 for the municipal government The resort s recreational outlets collect 6 sales tax for the state and 2 for the municipal government In addition the golf course and the stable collect 4 for the county for use of county land The following Sales Tax Codes have been established to deal with the different tax requirements First Code ROOMTX Level 0 State Room Tax 6 0 Level 1 Municipal Room Tax 3 0 Second Code F
448. then in the field expression box to define the field s your calculation will be based on Press F1 for additional help Command line INI file setting User Inputted Enter question to ask Data Type Field Size Character Physical Structure Calculated Field Name If you change the formatting option of a field any calculated fields that use that field in their expression are also affected by those formatting options Therefore it is sometimes desirable to apply formatting to a copy of the field and then link the copy to the destination field rather than format the field itself The Field Properties window contains three graphical folder tabs at the top of the window Clicking these tabs presents you with three categories of field properties or options basic settings formatting and other options Button and Menu Options 379 Edit Menu Basic Settings The Basic Settings tab provides the following options Field Value This is only available for selection when setting up a calculated field otherwise this is only a view of the file that you have selected Field Name If selecting an existing table field the field name appears here If you wish to edit the field name or data type you must go to the structure button located in the File Insert Table window Editing of the field name data type is only allowed for text files and exported destination files
449. thori 15 323 Character No OETHCRAU zation Expiration Date 5 338 Date No OETHCREX CC Authorization 1 343 Numeric No OETHCRFL Flag 1 Yes 0 No Check CC Pro 1 344 Numeric No OETHCPROC cessed Flag 1 Yes 0 No Credit Card Address 20 345 Character No OETHCRADDR Credit Card Zip 9 365 Character No OETHCRZIP Invoice Date 10 374 Date Yes OETHIDATE Order Date 10 384 Date No OETHODATE Shipping Date 10 394 Date No OETHSDATE User Defined Field 1 30 404 Character No OETHGUDF1 User Defined Field 2 30 434 Character No OETHGUDF2 Universal Bridge External File Formats 429 Order Entry File Format Table 6 Continued Order Entry Header Record xxxOTaaa dbf Field Description Field Pos Data Type Req Maps To Length User Defined Field 3 15 11 2 464 Numeric No OETHGUDF3 User Defined Field 4 15 11 2 479 Numeric No OETHGUDF4 User Defined Field 5 10 494 Date No OETHGUDF5 Printed Flag 1 504 Numeric No OETHPTFLG 1 Yes 0 No Shipping Phone 12 505 Character No OETHSPHN Shipping Fax 12 517 Character No OETHSFAX Update Price from IN 1 529 Numeric No OETHPRICE Credit Card PCCha 10 530 Character No OETHCCPCTN rge Trans Residential Flag 1 540 Numeric No OETHRESFLG End of Record 02 541 Yes Nowhere used as record separator Record Length is 542 characters LS Notes 1 If the Transaction Date is invalid an error will be printed on the Import Error Report If the T
450. tion changes Transaction Codes Inventory Transaction Codes enable you to define the different transactions that occur in your business You need one Transaction Code for every possible combination of General Ledger accounts that can be affected by an Inventory transaction Consider both types of Inventory transactions additions and subtractions Build a Transaction Code for every combination of accounts for each transaction type 188 Cougar Mountain Point of Sale Transaction Codes Of the many different Transaction Codes you can have in Inventory all transactions fit into one of two basic categories E 1 Add Inventory Item E 2 Subtract Inventory Item When you create Transaction Codes use one of the prefix numbers shown above to tell the software what to do with the transaction then add a suffix of up to three characters to create a more specific Transaction Code you can understand The account affected by the opposing entry depends on the specific Transaction Code To set up Transaction Codes 1 Select Transaction Codes on the Options menu from the Inventory menu bar Eiivtrensection Code STE ga Use this form to add delete or edit transaction codes Tran Code ji ADD i Description action of Inventory Cancel Opp Acct foro Del New Inventory Adjustments Print First character of tran code 4 Add Inventory tem must be one of the following 2 Subtract Inventory Item Eind 2
451. tion window leave this check box empty Select one of the following General Ledger integration options E ntegration OFF Inventory does not share information with General Ledger E Report Only Detail Inventory and General Ledger do not share information Upon posting a report is generated that includes detail information as it would have posted to General Ledger E Report Only Summary Inventory and General Ledger do not share information Upon posting a report is generated that includes summary information as it would have posted to General Ledger Some Posting Audit Reports include the Batch Number and User ID for posted transactions If you would like both of these references to appear on the reports you must choose either the Integrated Detail or Report Only Detail integration option and use a laser printer If you choose either Integrated Condensed or one of the Summary options only the Batch Number will appear User Defined Fields Tab 6 Select the User Defined Fields tab The User Defined Fields tab allows you to define ten fields to track any stock information you choose After you have defined the fields and assigned any necessary codes they are available for input on the User Defined tab of the Inventory IN Stock window see User Defined Tab on page 211 Print Options Tab The Print Options tab allows you to set up default printer options for the different types of reports you will be printing from e
452. tional information on Transaction Codes see Transaction Codes on page 188 5 Select Next ioi xi Use this form to import ASCII inventory data files from hand held devices and generate transactions to adjust your computer inventory quantities to the quantities from the actual physical count File Name i cmsw651050202 b4 Fc 65 0 123 abe ai xl fe Local Disk 7 File Type Txt Text file Comma Delimited 7 244 Cougar Mountain Point of Sale Generating Adjustments from an External File 6 Enter the path and file name of data file you wish to import 7 Select Finish During the generation process the import program consolidates like stock numbers and combines quantities for those stock numbers This assures that the comparison between the computer quantities and actual quantities produces accurate results If the item number is in the Stock Alias file it will look up the related item instead If the stock item or the alias stock item are not found in the master file an error report is generated The process continues until all of the records are imported Once all of the records are imported the program generates the necessary transactions and adds them to the currently selected batch You are then able to print the edit report and post the transactions This updates the computer count so that the quantity on hand reflects the actual amount Generating Adjustments from an External File
453. tom of the window The following provide additional details on the fields E Links From To Table The table aliases for the source and destination table relationship are displayed here BS Note For Paradox users You must define a primary key in order to perform any kind of updates to a Paradox table E Link Using Field s Enter one or more fields here when establishing a Merge or Lookup relation whose data values correspond exactly to fields listed at the right under Use Index Press the lookup function key F2 or use the button at the right of the Using Fields text box to obtain a list of fields and calculations from which to choose To delete a field from the selected fields list double click it with the mouse E Use Index Select the index to use in order to establish a link from the source table to the destination table The fields that the index is based on are listed in the drop down box BS Note Any dBase or FoxPro indexes you wish to have updated during a transfer must be identified in Data Exchange which will list them in the same directory in a Microsoft Access standard text file called INF 392 Cougar Mountain Point of Sale Edit Menu For dBase and FoxPro formats index file names often vary If no index can be found with the same name as the table such as CUSTOMER DBF with an index named CUSTOMER MDx select the index from a directory listing If you select an invalid index it simply refuses to ap
454. transaction manually rather than electronically select Help If you have changed your mind and have decided not to void this transaction select Cancel Enter an authorization number If Authorizer is installed click Dial and the Authorizer software will provide the authorization number If Authorizer is not installed or active you can enter the number manually and click OK When voiding manually the transaction will be voided in your Cougar Mountain software but not voided with the credit card company You should enter a unique authorization number like TO VOID date to specify that this transaction needs to be voided with the credit card company at a later time You can see the authorization number on the Credit Card Receipts Report when it is printed in Detail mode and this would alert you to void the sale with the credit card company 160 Cougar Mountain Point of Sale Sales Menu Saving Without Printing Use the Save Without Printing on the Option menu command to complete a sale without printing a receipt Alternate Printer To save and print on an alternate printer select Alternate Printer on the Option menu This functions exactly the same as the Done button except it prints to the printer you select in the window shown below Alternate Printer Kj amp Select a printer that you would like to print this current transaction to Once you complete the transaction tne printer wil
455. transactions for use by consumers and auditors of financial statements to substantiate the authenticity and accuracy of the financial statements Also a report available in the General Ledger module that provides a chronological listing by account of the entries posted to each account Periodically updated copies of computer data that ensure against total loss of data from a catastrophic event An AR customer type specified by the AR Code in which all open invoices are compacted into a single monthly balance at the end of each month See Also Open Item A report or the process of preparing it that lists the outstanding items comprising the difference between the bank statement balance and the company checkbook balance A transaction processing method that allows for multiple transactions to be entered and edited prior to posting The activity status associated with each batch of transactions The status is viewable through the Batch Status Report for modules set up for multiple batch processing A batch of transaction can be accessible and able to accept additional transactions or inaccessible because posting has been initiated Batch types are identified in the Batch Status Reports with each type of batch containing different transaction types In Order Entry and Point of Sale there are two types of batches invoice transaction batches and recurring batches In Accounts Payable there are invoice batches and payment batches 446
456. transfer settings or Cancel to exit Library d cmsw65 default mdb C Setup Name Cancel Delete Setup Help x In the Save Setup window type a unique name for the transfer setup then select OK 334 Cougar Mountain Point of Sale Starting the Export Process BS Note Once this setup is saved you will not need to save it again The next time you want to run this transfer use the Open Transfer function in the File menu 4 Atthe Transfer window you can view the source and destination tables by selecting the Options button x Library D CMSw65 default mdb Setup 7 Reay o o Record SSS Close Options Help Select Start to proceed with the transfer If the table you are writing to contains data you will receive a message asking if you wish to overwrite Select Yes to proceed or No to cancel the function 7 Ifyou answer Yes the transfer will proceed and you will receive a confirmation message telling you how many records were transferred Select OK then close the Field Mapping window by double clicking on the upper left corner of the window The transfer of data is complete NN 3 Transfer COMPLETE 33 records processed Exporting Data 335 File Types Additional Information File Types Additional Information Refer to this section for information about the types of tiles that can be used as well as additional miscellaneous informati
457. tro V1 0 V6 0 Symphony V1 x FoxPro 2 0 FoxPro 2 5 Paradox 3 x Paradox 4 x Before importing any records into an existing database back up the files being affected This protects you after an import is done in case you set the wrong option unintentionally Referential Integrity Microsoft Access databases that have physical table relationships defined with referential integrity enforced requires that you update your tables in a certain order For example the child table record must always be added before the corresponding parent table record Keep this in mind when importing records into existing Access databases This sometimes causes problems when trying to update multiple destination files in a single transfer where Data Exchange arbitrarily selects the order to update the destination tables in In this 322 Cougar Mountain Point of Sale Operating Tips case temporarily disable referential integrity or create separate transfers for each table and execute them in the proper order Operating Tips Accelerator Keys Several Accelerator keys are available for those who prefer using the keyboard instead of the mouse In addition to the obvious menu accelerator keys where the accelerator key is the underlined letter in a word a few others exist you may not be aware of E Alt S and Alt D Shifts the focus between the Source and Destination windows Alte 2 cteslc
458. truct and reinput data is very real Cougar Mountain offers you the ability to back up your data reports and image files separately This can save you time if you only need to back up one type of file A commonly used backup procedure uses eight or more sets of backup disks or whatever medium you are using one for each day of the week Set aside the backup for Friday Start again over the next week By the end of the month 28 Cougar Mountain Point of Sale Data and File Maintenance a backup for each Friday has been set aside and the last Friday of the month can be kept as a backup for the month Depending on your preferences and storage capabilities you can keep as many of the backups as you need It is also a good idea to make a permanent set of backup disks at the end of each month just prior to performing Period End Processing procedures Another permanent set should be made at the end of each year just prior to Year End Processing procedures By following this routine you have a powerful weapon against the unpredictability of computer failure You can easily restore data files and lose very little time and data A simple backup restore utility is included in Point of Sale that allows you to perform your backup procedures without exiting the software Back Up Your Company Information The backup routine allows you to back up data files report files and image files separately If you are backing up your files to r
459. tructions After you have completed the window select Save to save the settings or Cancel to exit without saving LPT Printer Settings You have the option to use the default printer no matter what printer is selected elsewhere in the software or to force printing to a specialized printer You can also select any printer defined in the Windows print setup as the default printer COM Port Settings If you select a COM port for your printer connection you must define the port name and communication protocol Do the following to define a COM port for printer communication 1 Select the Port Name from the drop down list 2 Define each of the following E Data Bits ee Select the number of data bits the device uses to communicate with the port E Stop Bits 0 0 Select the number of stop bits used by the device E Parity Select the parity check used by the device when communicating with the port E Baud Rate oo Select the rate at which the device communicates with the port Print to File When you print to a file the file is located in the directory where you installed Point of Sale It is named using the Company Code and the current Register Code with a TXT extension example DMORGL txt 138 Cougar Mountain Point of Sale Codes Comment Codes Comment Codes allow you to print the same comment on multiple invoices without typing the comment over and over again Planning Comment Codes Comment Co
460. ts from a Hand Held Scanner 8 Select Next o x Use this screen to adjust inventory quantities based on values ascertained during a physical inventory Serialized items can not be adjusted from this screen Use Adjust Stock Quantities from the Adjustments menu Stock Number orair 1 SWIVEL Chair 1 Swivel Quantity 160 On Hand Di 74 0000 Last Cost 10 0000 Adjustment No 0001 A physical count of 160 with a balance of 174 will generate a MINUS adjustment of 14 in the inventory transaction file Cancel Help Select the stock number of the item for which you wish to adjust the quantity Type the new actual quantity for the selected stock item For example if you have a physical count of 174 but the quantity is listed in the system as 160 type 774 in the Quantity box Do not enter 14 the difference You can use the message at the bottom of the window to verify that the information was entered correctly by checking to see that the transaction will properly adjust the quantities Select Generate to generate the adjustment transaction or Cancel to exit After the adjustment transaction has been generated you are then able to print the edit report and post the transaction If you discover any errors on the edit report use the IN Adjust Stock Quantities window to edit and correct the transactions Generate Adjustments from a Hand Held Scanner Generating Adjustments from a Hand
461. u select the company users security and a few other system wide settings Companies A Company is the basic unit within the accounting system Although multiple companies can be used for unique needs the Company is designed to be the main aspect of the software Depending on your setup all the information for a single company can be integrated and combined automatically The software treats each company independently of any other companies 10 Cougar Mountain Point of Sale The Modules Security You can establish a variety of security settings for the different users of the software Use the security settings to allow specific users access to specific modules and specific functions within the modules In this way you can safeguard the privacy of your employee and company information and other data Options The Options menu controls basic functions like data backups and other file maintenance operations The Modules The modules are distinct programs that accomplish specific accounting tasks such as Point of Sale or Inventory Although they aren t all designed to run independently you have the ability to use them and integrate them according to your needs Each module can be set up to run without affecting the other modules or you can set up the modules to work together seamlessly In addition you can install and uninstall these modules for each company and further customize the system for your needs Keep in mind t
462. u set in the wizard is the time that the backup will start Scheduled Task Wizard xi Click the program you want Windows to run To see more programs click Browse ZIDATI CATALYST System Tray 1 2 2044 224 y DaAudiowizard 5 0 0 16 ES Backup 5 1 2600 218 Eil Backup Scheduler Calculator 5 1 2600 0 x Character Map 5 1 2600 0 x gt Browse Newt gt Cancel 32 Cougar Mountain Point of Sale Data and File Maintenance 3 Specify whether you want the CMS Backup Scheduler window to appear at the same day and time for each backup that you specified or whether the backup should start automatically without any additional input at the day and time you select If you want the CMS Backup Scheduler window to appear according to the settings in the Task Wizard make sure the Open advanced properties for this task when I click Finish check box is deselected If you choose this option skip the remaining steps and select Finish to complete the scheduling process If you want the backup to start automatically without additional input select the Open advanced properties for this task when I click Finish check box before clicking Finish in the Task Wizard window Scheduled Task Wizard xj You have successfully scheduled the following task EA Backup Windows will perform this task At 7 00 PM every day starting 7 19 2006 r Open advanced properties for this task when click Finish Click
463. uld be caused by users making incorrect entries changing the system settings or threatening the integrity of the data When devising your security systems carefully consider the passwords that will be used by you and other users in the system We encourage you to use strong passwords which are those that use both alphabetic and numeric characters in unpredictable combinations We also offer you the ability to prompt users to change their passwords every 90 days which increases the security of the system And when a user changes their password they are not permitted to re use one that was any of the last four passwords In addition to securing user information your customers credit card security is key to effective system security and protection against fraud Customer credit card numbers are not printed on any reports and are encrypted when stored in Cougar Mountain files In addition the system encrypts all credit card number and authorization information Working With Users The Security menu contains commands to manage user names passwords and access privileges You can limit access to individual modules or to functions within modules Working with Companies 63 Working With Users Adding Users By default the supervisory User ID is SUP and the password is left blank This user has global access and full user rights to the system This allows the supervisor to set up a new company or update an existing company W
464. ult is REPORT TXT If you regularly save to a file the new file will append to the end of the existing file so you will not lose previously saved information Enter the number of copies to print By default one copy will print unless you enter a different default number in your Module Preferences or unless you select File or Screen as the report output destination Select OK to print the report or Cancel to exit without printing 194 Cougar Mountain Point of Sale Recalculating Inventory Files Printing a Promotional Items Report Selecting the Print button prints a report that lists the promotional items and associated stock items A check box gives you the option of printing the report for the displayed promotional code only or you can print the report for a range of codes Depending on the defaults you selected in Module Preferences you may have the option of printing to screen paper or file To see how well a promotion went use the Promotional Sales Report For more information on this report see page 308 Recalculating Inventory Files ADA SN d Y Warning Recalculating corrects inconsistencies between inventory files due to corrupt or missing data Data corruption can occur due to power outage system failure etc Always back up your data files and print the Inventory Control Report before recalculating Inventory files To recalculate inventory files 1 Select File Maintenance from the Optio
465. up alias names for your inventory 1 In Inventory select Set Up Stock Alias from the Stock menu Ein Setup stock alos eT Enter the Alias Inventory tem Here You can use an alias name for any field Gal that requires a stock item Note Lookups are not available for alias items so you should print this report for your records Stock ID pe SKLAMP Save Desklamp Static Cancel Print Order by Stock C Order by Alias Del New Associated Aliases Print Help Specify your alias inventory item here No lookups are available for aliased items so make sure that you run the report You can use an alias name for any field that requires a stock item throughout all Cougar Mountain Software Modules 2 Use the Lookup to select the Stock ID to which you want to assign an alias If this item already has one or more aliases select Edit to add an additional alias Enter the Associated Alias es for the selected item 4 Select Save to save the alias es or Cancel to exit without saving 212 Cougar Mountain Point of Sale Copying Stock Items Copying Stock Items This option allows you to copy all or part of an established inventory master file from one company to another If you include images of your stock items the image file name from the Sales Info tab of the IN Stock window will be copied but the image file itself will not This is so files are not overwritten without your k
466. up to allow log off on between sales see Register Codes on page 122 and the Log Off Between check box has been selected for the Salesperson Code on the Header tab in the PS Set Up Sales Entry Screen window see page 91 a Log Off button is displayed at the top of the sales entry screen 148 Cougar Mountain Point of Sale Sales Menu 1 To manually log off of the register select the Log Off button 2 Ifyou have not completed the sale when you press Log Off the Clear Transaction window appears Click Yes to clear the transaction or No to return to the sales entry screen 3 The Log on Register window appears F Log on Register x Salesperson mer Manager 7 Password BS Note Ifthe Log Off Between Sales option was selected for the Salesperson code in the Header tab in the PS Set Up Sales Entry Screen window this window appears automatically whenever the salesperson completes a sale 4 To log back on to the register select the Salesperson from the drop down list or accept the default Enter the correct password Click OK to log on or Exit to exit sales entry Point of Sale Sales 149 Sales Menu BS Note Check Authorization If you have Check selected as the tender method and you chose to prompt for check authorization in the PS Set Up Sales Entry Screen window when you click Done the Check Authorization window appears E Check Authorization Terminal 001 x Use this window
467. ure provides hundreds of informative timesaving hints to help you use the product to its fullest potential To view the Tip of the Day each time you access the software select Tip of the Day from the Options menu and select the Show Tips at Startup check box Remove the check to deactivate this feature This feature is on by default Getting Started A Quick Tour 23 Set Up PCCharge Pro Set Up PCCharge Pro PCCharge Pro is a credit card debit card and check verification option created by GO Software that you can use with Point of Sale Order Entry and Job Cost If you will be using PCCharge Pro to authorize credit cards debit cards and or checks you first need to establish preliminary settings by following the steps below To set up PCCharge Pro 1 From the Main Menu menu bar select Set Up Merchant Info on the Options menu F Set Up Merchant Information xj Enter the code for your electronic transaction processing company and amp your merchant account number Processing Company Code l hd Merchant Account Number l Cancel Help Select the code that corresponds to the electronic transaction processing company you will be using Many of the most commonly used processing companies are already included in the list so you can choose the one you will be using If you don t see the code for the company you will be using you can type the four character code for your processing company Enter your M
468. ving the adjustment transaction but you will need to include the serial numbers before posting 11 Enter the dollar amount including the decimal point but omitting separating commas and the dollar sign in the Cost box When you press ENTER the system inserts the dollar sign and any separating commas This box allows a total of 14 digits including the decimal nine digits before the decimal and four digits after the decimal e g 999999999 9999 entered by you system format 999 999 999 9999 12 Select the Notes tab to enter any additional notes for this adjustment The Time Stamp button allows you to insert the date and time of the entry in the notepad Use the Text Search button to locate a specific string of text Inventory Adjustments 237 Adjusting Stock Quantities 13 Click Save when your adjustment is complete The following boxes found in the IN Adjust Stock Quantities window are informational only E Adjustment No The Adjustment Number is automatically assigned and tracked by the software It is used in several reports to identify this adjustment E On Hand The number of items currently On Hand is automatically displayed here It is an informational box only and cannot be changed E Last Cost The Last Cost is an informational box that displays the last recorded purchase cost of the item Subtracting Items from Stock on Hand Keep the following items in mind when subtracting items from inventory
469. w follow company policy for overages or shortages The software does not require that the register be balanced before you can post When defining a register by selecting Codes on the Options menu and then select Register you define a GL Over Short account where any differences between actual receipts and recorded receipts post If Point of Sale is not integrated to General Ledger however a warning message appears when you attempt to save the PS Balance Register window reminding you that the cash over shorts are not recorded anywhere If you try to post but do not have any balanced registers a message appears asking you if you want to balance a register before you post If you select No the software does not have any way to compare recorded receipts with actual tender in the cash drawer Printing the Balance Register Report To print a summary of the balancing process including opening cash amounts tender collected and total receipts for a specified range of registers prior to posting 1 Select Print in the PS Balance Register window 168 Cougar Mountain Point of Sale Sales Menu 2 Select the Print Current Code Only check box and enter the name of the register Code to print or specify a range of codes to print by entering Beginning and Ending Codes 3 Select OK Depending on the defaults you set for print options in your Module Preferences the Print Options window may appear 4 Ifthe Print Options window appe
470. wer Settings The Device Control box specifies the number of codes required to control your cash drawer If you enter a value in this box the corresponding number of boxes displays to the right Enter the Device Control codes from your cash drawer documentation one code for each box Customer Display Settings If your register provides a customer display configure it in the Customer Display Setting section of the Device Code window The information you need to configure the display can usually be found in the display documentation If it is not in the documentation contact the manufacturer To configure a customer display do the following 1 Enter the Number of Rows your display supports 2 Enter the Number of Columns your display supports 3 Enter the Luminance Control values from your display documentation 4 The Carriage Return box specifies the number of codes to prepare the device to receive data If you enter a value in this box the corresponding number of boxes display to the right Enter the Carriage Return codes from your device documentation one code for each box 134 Cougar Mountain Point of Sale Codes The Clear box specifies the number of codes to send to clear the screen If you enter a value in this box the corresponding number of boxes display to the right Enter the Clear codes from your device documentation one code for each box The Device Control box specifies the number of codes r
471. wish to insert in the expression must be surround by quotes as in the above example You may also include special characters by using a special CHR function within the expression Enter the ANSI equivalent number for the character in which you wish to use between the parenthesis of CHR NIA Warning Chr 13 Chr 10 embeds a carriage return and line feed into the expression In order to trim undesirable trailing spaces from the last name activate the Trim Trailing Spaces check box from the Formatting tab on the Last Name field property window If you select trim trailing spaces from the calculated field window the software only trims the trailing spaces off of the First Name If for some reason you do not want to always trim trailing spaces from the Last Name field make a copy of the field to work from and trim trailing spaces from that field instead E Command Line Instead of getting a value from an existing field you may retrieve the value based on a command line parameter specified when Data Exchange is loaded Data Exchange expects these command line parameters to be passed in the following format field name 1 parameter field name 2 parameter etc L Example Warehouse Location Dallas The calculated field that specifies Warehouse Location in the command line text box of the calculated field will receive the value of Dallas when the transfer runs E INI File Setting This is another way of passing da
472. wn The transfers in and out are only included in the calculation if Multi Location Inventory is used The YTD Totals column reflects the movement percentage for each period included in the report Value Qty In For each period this row shows the sum of the cost of the inventory items received in Accounts Payable Purchase Order and Job Cost transactions This sum provides the inflow and outflow of cash The YTD Totals column reflects the sum of the cost of inventory items received for each period included in the report COGS For each period this row shows the direct expenses of inventory items that were sold to customers commonly referred to as cost of goods sold or cost of sales in Order Entry Point of Sale or Job Cost transactions Direct expenses include the actual cost of inventory items goods and direct labor expenses in creating the salable goods Cost of goods does not include any indirect expenses i e office shipping or advertising expenses that cannot be attributed to a particular item sold The YTD Totals column reflects the sum of the cost of goods sold for each period included in the report COGS Per Unit For each period this row shows the average cost to make or obtain the inventory item This average is derived using the formula COGS Value of Qty Sold Price Per Unit For each period this row shows the average sale price per inventory item This average is derived using the formula Monthly Sales Revenue
473. xchange reads another record from the primary source table it scans for related records before performing any calculations dependent on related table values It also updates existing records or appends new records as required during the transfer These operations continue for each primary source record until the transfer is complete Therefore you may perform numerous update operations with a single transfer setup E Exports For exports the only relation is for Data Exchange to create a new file and then append the selected records E Imports For imports you may either Append Records Always or Merge records update if they exist otherwise append Merges require one or more linking fields along with a unique key index on Button and Menu Options 391 Edit Menu the destination table The first window displays a list of all table relationships if any and gives you the option to select a relationship to modify by clicking OK or double clicking the item You may generally delete an existing relationship if field links do not exist between the related tables 3 Click the Modify button to change relationships This takes you to the same Table Relationships window that is used during the Import setup process 4 Set the Table Relationship functions then click OK when finished As you move from one part of the window to another you will see a short description of the table relationship for that field displayed at the bot
474. y asset account How many groups are represented by each account Are there items from both groups represented by the GL account You need one Inventory Code for each group represented by each account Inventory Options 183 Inventory Codes Adding Inventory Codes To create Inventory Codes do the following 1 From the Inventory menu bar select Inventory Codes on the Options menu iid ga Use the window below to define your inventory codes based on the way you do business For instance you will need a different code for each inventory account in GL and for items using different valuation methods Inventory Code po Description frvertory GL Control Acct C GL Adjustment Acct jo 0 GL Variance Acct fio ooo GL Misc Charge Acct pa o GL Cost of Goods Sold Acct po m Valuation Method C FIFO LIFO C Weighted Average C Standard Cost IV Taxable Default Tax Code 2 Type a one or two character code in the Inventory Code box Use any combination of letters numbers and special characters For example JS Inventory Software JH Inventory Hardware etc 3 Type a Description up to 45 characters in length which clearly identifies the new Inventory Code BS Note The GL Accounts in the Inventory Code will be affected only if General Ledger is installed 4 Enter the General Ledger Inventory Account number from your Chart of Accounts in the GL Control Acct box When items using this I
475. y selecting the appropriate Inventory Query button If you select Inquiry and Edit the salesperson can both view and change inventory records Select if this salesperson has the right to delete detail lines during sales transaction entry If you do not assign this right to this salesperson and he she erroneously enters a detail line only a user who has this right may edit it Select if this salesperson has the right to enter zero quantities of items during sales transaction entry Select Save to save the code or Cancel to exit without saving If a salesperson attempts to complete a function that is not authorized based on their Salesperson Code the following window will appear Ef Unauthorized Action Detected xi An error has occurred entering information for this amp transaction BAR Barry is not authorized to perform a refund action A clerk authorized to perform this function must log in to allow the current action for this transaction Salesperson MGR Manager MGR Manager SP1 Salesperson SP2 Salesperson2 WEB Web Sales Password In this case a salesperson or manager with the permission to override the specific action must log in to the system and approve the action Point of Sale Options 103 Codes Sales Tax Codes Sales Tax Codes enable you to set up a tax calculation formula to quickly and accurately calculate the sales tax on each sale Ifa sale is non taxable the code is ea
476. y there are many aspects of the company setup that need to be addressed at the outset to ensure you will get the results you want Company Information The minimum setup checklist covers the absolute minimum you need to save a new company The following information is not required but if you will require different settings than the defaults they need to be set up before you begin using the company Three Character Company Code The three character company code will become an important identifier for the software The names of the company data files will include the three character company code along with other important aspects of your company Once you save the company the three character company code cannot be changed 58 Cougar Mountain Point of Sale Advanced Company Setup Instructions System Settings Tab The System Settings tab will appear while you are creating a new company or it can be found by highlighting the company in the Set Up Select Company window and selecting the View Modify button This tab contains some basic system wide settings as well as two other important elements of the software Under System Date Prompt you can select from a number of different prompt options Most likely you will keep the default of No Prompt Use Computer Date Of primary importance to this tab is the Data Path box The software will default the path to the software folder If for any reason you need to access the data in you
477. y if it is exactly as it appears on the screen and is used as a title E Select Set Up Select Company from the Company menu m Click the New button E Enter a name in the Name box Italic User Input Italics can be used for text that a user should enter or text that appears in a box E Enter Hardwood in the Description box How This Guide Is Organized The core package Point of Sale guide contains the information you need to use each module included in the software package you purchased These 2 Cougar Mountain Point of Sale Where to Find More Help modules and add ons are divided up into separate chapters and a table of contents and an index is provided for your reference The user s guide s for the product s you purchased contains chapters for setting up the module s entering information entering transactions reporting and period end functions as well as any maintenance functions that apply To learn where you can find additional resources for assistance see Where to Find More Help on page 3 Where to Find More Help Cougar Mountain is dedicated to providing the greatest amount of assistance possible to our users to ensure a positive experience This section describes the various ways in which you can access the different levels of help available Documentation Help Along with any printed information you received with your software you can find additional help by reviewing the Release Notes acc
478. you have Inventory installed This check box determines if more items can be invoiced than are actually in the computer s inventory If you select this check box you can sell as many of an item as you care to regardless of the quantity shown as on hand in the Point of Sale Options 75 Module Preferences computer If you oversell an item the inventory shows a negative on hand quantity If you leave this check box unchecked a warning message will appear if you attempt to oversell an item You can then choose to oversell the item or not Display Option for Printing an Additional Receipt on Charge and CC Sales Select this check box to enable the option to print duplicate receipts on charge and credit card sales On Line Invoice Numbering Select this check box to automatically number your invoices This option specifies when the invoice number is generated and saved If the check box is checked the invoice number is generated when the transaction is saved Invoice numbers can not be manually entered and there is no danger of having duplicate invoice numbers If you need to follow some scheme or logic with invoice numbers that requires manually entering the invoice numbers or if you want to establish a separate numbering scheme for each Point of Sale register you will need to leave this check box unchecked Maintain Changed Price If you have set up your user security in this way you can change the price of an item in
479. zip when they might appear in any of the last two address lines you need to first create a calculated field that adds the last two address lines together You may then use any of the address functions against that concatenated field All of the address calculations ultimately key off of the position of the STATE field whether it be a two character abbreviation or the spelled out state name The names and spellings of acceptable state names may be modified in the Lookup Tables under the Edit menu Button and Menu Options 387 Edit Menu BS Note If your destination field is two characters wide and your address contains spelled out state names Data Exchange automatically converts the state to its 2 digit code The state is the only required value and must be spelled correctly or listed in the state table for the functions to work properly If you find misspellings that confuse the address functions try using the Replacements window to replace misspelled state names with valid spellings at run time Parsing addresses for countries outside the United States may not be supported depending upon the style and content of the fields Parsing Proper Names Into Separate Fields The names functions ParseFirstName ParseLastName etc work much like the address functions described above Make sure the field contains the various elements of the name in the proper order such as Mrs Sarah H O Connor Only the first and last name a

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