Quick Start Guide - SPOT Business Systems, LLC
Contents
1. 53 High Capacity B ckup eee trea dee ated ete 54 Display Pols D 54 Important Information ABOUT THIS DOCUMENT This document is intended for clerk use during system operation and training It is a condensed version of the User Manual designed for quick access to commonly needed SPOT use information It is not intended as a comprehensive guide to using SPOT NOTE Keep this document near the SPOT system at all times as a reference Configuration Options SPOT is a highly configurable product designed to adapt to almost any drycleaning operational need Step by step instructions found within this document assume standard operating use only with no attempt to describe alternate configuration option use Operation of your system might differ slightly from use descriptions found in this document See the Administration Guide for configuration option details CONTACTING US The following contact information should be used when necessary SPOT Business Systems LLC 12345 South 300 East Draper Utah 84020 8790 www SPOTpos com sales SPOTpos com Technical Support eren 801 208 2210 Direct Sales iet reete e ve ERR ceeabiats 801 208 2212 e Forms amp Supplies Orders 801 208 2220 e Main Switchboard ertet 801 495 1200 WAR q 801 495 1208 CUSTOMER CARE Our customer care program includes both telephone technical support and2. Department The highest level of selection Usually contains choices such as Drycleaning Laundry Household and Leather e Category he next level of selection For the selected department of Drycleaning these choices might include Pants Dress Suit Skirt Vest and Ties e Item The next level of selection and where the actual garment cleaning price is assigned For the selected category of Dress these choices might include Long Formal and Fancy 18 A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View e Modifiers An optional level of selection modifiers are comprised of four definable tables usually called Colors Patterns Fabric and Brands Priced modifiers are available Multiple colors can be selected e Upcharges An optional level of selection upcharges are item specific selection lists containing descriptions and pricing that adjust the item amount For the selected item of Formal choices might include Lined Unlined Sequins Beads and Fur Collar Multiple upcharges can be selected Upcharge pricing types include flat amount percentage dimensional and quantity i e upcharge per pleat Marking in an order consists of selecting a Department Category Item Modifiers and Upcharges for each garment The process might include the following selections Dryclean Pant Jeans Blue Solid Denim Chaps Cuffs For shirts it might include only Laundry White Pric
3. Prints delivery manifest ordered by stop Post Orders Closes all delivered orders View Orders Displays the Search function listing route orders e Close F12 Exits the Route function and returns to HP 38 A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View S SPOT2000 clerk logged in to WSICOUNTER1 at Westgate Cleaners PRODUCTION ENVIRONMENT l0j xj File Tools Setup Statements i __Statements Apply Payment _CCOF Payments Apply Adjustment Production CCOF Payments A Route Apply Adjustment Accounts Receivable AIR Menu View A R Processing The A R functionality is integrated into SPOT and consists of the following basic steps 1 Set up a customer for A R charges 2 Charge orders to account via Pickup or Route posting 3 Print billing statements 4 Apply adjustments to A R account optional 5 Apply payments received against outstanding amounts due CL Customer Lookup HP Home Page PIN Personal Identification Number Vl Visual Invoice 39 8 SPOT2000 CLERK logged in to CONFERENCE at My Dry Cleaner PRODUCTION ENVIRONMENT loj xj File Tools SPOT Report Browser 22u02 oss PE sm elm keene Management Sales 1 Cash Credits Awarded Coupons by Discounts by Order Adjustments by by Reason Description Description Description 2 Production Cash Drawer Crystal Report Crystal Report Crystal Report Crystal Report Management Item Adj
4. 09 000147 09 19 02 08 000092 BROWN 09 000 149 09 000145 BROWN 09 000002 ANDERS DryCleaning 08 29 02 5 00 PM 1 Jacket Spt Coat Light 6 95 Jacket Yellow SPLIT FROM 08 000115 Subtotal 6 95 Enviro 00 Tax 00 Total 6 95 6 95 O eeu Piece Lot Info Balance Due E E SPOTScan Backup xi 6 To Be Scanned 7 Orders Racked m Order Racking View RACKING ORDERS Racking Orders to a Conveyor 01 Choose Rack 3 from the HP view gt Security dialog 02 Enter clerk PIN gt Rack view 03 Select Conveyor racking function 04 Scan Enter the order number gt Location field 05 Scan Enter the conveyor location number gt Invoice field 06 Repeat steps 3 4 for all completed orders 07 Select the lose F121 button gt HP view Racking Orders to Automatic Location 01 Choose Rack 3 from the HP view gt Security dialog 02 Enter clerk PIN gt Rack view 03 Select an Automatic racking function 04 Scan Enter the order number gt Location field 05 Repeat step 4 for all completed orders 06 Select the lose F121 button gt HP view CL Customer Lookup HP Home Page PIN Personal Identification Number VI Visual Invoice 27 Racking Orders with SPOTscan 01 Choose Rack 3 from the HP view gt Security dialog 02 Enter clerk PIN gt Rack view 03 Use SPOTscan in the Rack mode and scan all orders 04 Connect SPOTscan to docking station 05 Select SP Tscan Sync button P Synce dialog 06 Select 0K to begin download
5. DryCleaning Suits 2pc s Quantity 1 2 3 4 5 Item Tracking Number Operations 6 7 8 9 104 Change Change Item Promised Date EET Vaid split Price Extended Price 450 450 Item View General Tab Exception Handling ITEM VIEW Item level changes are accessed via the VI Item View F6 button active only after selecting the item to be changed in the VI The following descriptions assume the Item View has been selected displaying the General tab Press the KIFI2 button to exit the Item View and update changes or the Cancel Esc button to exit with no changes Change Department Category or Item 01 Select Department Category or Item button gt List dialog 02 Select a new choice from the list 03 Button changes to the new choice Change Quantity 01 Select a new quantity using the 1 04 buttons 02 Extended Price field changes reflecting new quantity CL Customer Lookup HP Home Page PIN Personal Identification Number VI Visual Invoice 31 32 Change Promised Date or Time 01 Select the Change Promised Date Task button gt Calendar view 02 Select new time using l and buttons 03 Select new date by pressing day button gt General tab Void Single Item Single Quantity 01 Select Item in VI gt Item highlighted yellow 02 Select the Void Task button gt Void dialog 03 Select Item F12 button to void item gt Void Reason list 04 Select Void Reason from list gt Void
6. and finish preferences Once selected these preferences are retained and shown on all subsequent order invoices until changed Discount Group Discount groups are given to a customer by percentage of the total department amount and automatically applied during order detailing VIP Button This button causes the selected customer name to appear in Blue on customer selection buttons and customer lists for quick identification 12 A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View Look Up Customer ones Sharon 01 52024 Phone Number Profile Customer Name Phone Not a vip Orders Pieces Value Phone Last 4 digits 5 8 11 25 Abbott Annie 801 123 1212 CC NoCConfile Invoice Number Not on Account Ready Andersen Bruce 801 208 2230 roa 801 Not on Route Orders Pieces value CREE Brown Trish 801 555 2300 CK Checks OK 171 7 25 I DL Not on File Item Tracking ID Ferret Fred 801 232 3332 Last visited 08 20 02 mo 29 days ago Extended Lookup Gopher Gretchen 801 343 4444 Active Orders Numeric Keypad Henry Ralph 801 555 8876 E E Johnson Tim 801 555 7760 08 000098 Quick 08 22 17 00 2 0 00 Jones Sharon 801 555 1234 08 000099 Quick 08 22 17 00 3 0 00 Westgate Cleaners gonesaTest 01 d23 1234 08 000014 Quick 08 09 17 00 1 0 00 Michaels Rick 801 SOR 08 000015 Quick 08 09 17 00 1 0 00 All Stores Mil
7. watermark appears on VI 05 Select OKIFI2 to save void change gt Invoice print dialog 06 Select Yes F12 to reprint voided invoice NOTE Voiding the only item on an order effectively voids the entire order Void Single Item Multiple Quantity 01 Select Item in VI gt Item highlighted yellow 02 Select the Void Task button gt Void dialog 03 Select Item F12 button to void item gt Void Reason list 04 Select Void Reason from list Void quantity dialog 05 Enter void Quantity gt Void watermark appears on VI 06 Select OKIFI2 to save void change gt Invoice print dialog 07 Select Yes F12 to reprint voided invoice Change ltem Price 01 Select Change Item Price button gt Change Price dialog 02 Highlight price field enter new price 03 Select Finish F12 to change gt new price shows in VI Change Add Descriptors 01 Select Descriptors tab 02 Select Descriptor from the Descriptor Type list 03 Select new Descriptor 04 Repeat steps 2 3 for other descriptor types NOTE Multiple color descriptors can be selected Change Add Upcharges 01 Select Upcharges tab 02 Select new Upcharge non list 03 Select Upcharge list Upcharge List view 04 Select Upcharge type from list NOTE Multiple upcharges can be selected A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View Change Add Adjustments 01 Select Adjustments tab 02 Select new predefined Adjustment 03 Select Manual Adjustmen
8. zero fete ret reU e o eet ety e EE Reds 1l Customer Management iue cea pone tora d oui sorte tk pR IIT exte ev Gea 12 Customer Information View essere 12 Customer Lookup iade ertt ee ete pec eere eee RE EE EAM 13 Using Customer Lookup rire ee pe tertie 15 PIDEN 16 Order Productions M S 18 VET VIGW AE LET 18 Omek RECEIVE ctore cmo eite rte dprt e ote ted 22 D tail Receive nnen enden no pie ERE ENSE E Fo ERN e Eyes e ERS 25 Order O uon cess ettet rote eret da toss a oe ten ite 26 Racking Orders 122 ioc eerte a tie or ttes 27 Order Pickups esee niae denied emet tiie deren ederet 29 Exception Handlitig eee ees ecti e trien YE XEF PENNA UE PY EP RN NMEE 31 Tieri View EE 31 Order View E 34 Order Searches 2 545 066 eene aeree Foe Ie ER E EERS 36 Ro ute Manager M TT 37 A R Processing coocesssder cessere dv pte noU Orr Ela i oiu Nee Q DD SE SM MEUM EF 39 ip jenppap GC PM neces 40 System Utilities eee M M 41 Drawer CHECKIN 2 ue rete e dee ee EY aeree E 41 Drawer Checkout ccccsccessessseeeseeesceceseesscecseeeeseeeseecnseeeseeeseeeseeeeseeees 42 Drawer Reconciliation iEn re HERES ERREREIR LEONE REE 43 Physical Inventory tee oot Dedi eet beet 44 Turne Clot K os d E Ee E END tor ed ein e ee 45 Men View RW c 47 General Functions cscccsscssseeesseeseeesscesseessseesseesssecsaeesseeesseeesseesesens 4T Payment Fu
9. 07 Press the Upload button on SPOTscan 08 Select the Close F12 button gt HP view 28 A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View SPOT2000 CLERK logged in to CONFERENCE at My Dry Cleaner PRODUCTION ENVIRONMENT aigli Tools Pe 801 453 4323 F8 Action Status Order Location Prom Due Payment is Cash il Proc Ready C stomer Profile PickUp Ready 07 000027 JENSEN 7 11 13 52 13 52 fa 4 Tee far Jer cx fou rm PickUp Ready 07 000069 JENSEN 7 19 13 35 13 35 LED Item View pg Order View p7 PNP Ready 07 000074 A0023 7 19 32 25 0 00 Credit Card History FS Standard 3 PickUp Ready 07 000075 JENSEN 7 19 8 45 8 45 On Account 42 08 General x Starch Light F Prepay Detailed 07 000076 7 19 6 76 6 76 Finish Hang is m ertific l 07 000074 DryCleaning 07 19 02 5 00 PM 2 Suits 3pc 21 50 Blue 1 Suits 3pc 10 75 Green Subtotal 32 25 si mear payments Enviro 00 Tex 00 Total Due 42 08 P P Total 32 25 Eum dad at Tendered 42 08 Balance 0 00 Select All Reset Clear Deposit Change 0 00 ag 3 i 5 orders 42 08 due 6 32 25 Merchandise Discount Pick List Print Receipt Cancel Finish Pieces Lot Info Balance Due eras Fn Eso FE Order Pickup View ORDER PICKUP Picking Up Orders by Cash Check CC 01 Choose Pickup 4 from the HP view gt Security dialog 02 Enter clerk PIN gt CL view 03 Sel
10. Detailed 08 06 02 08 12 02 1 anTrac Finish Hang 8 000090 DryCleaning Detailed 08 07 02 08 12 02 1 08 000091 an Pareng 006 02 Ranger EES 08 000092 DryCleaning Detailed 08 20 02 08 22 02 1 1 Pants Regular 5 00 Blue Solid Ralph Lauren Cuff Promised Today 1 08 o00095 Laundry Detailed 09 20 02 08 22 02 1 Lined 1 00 1 Blouse Regular 4 25 Black Yellow Solid Ralph Promised By Date 08 000098 DryCleaning Quick 08 20 02 08 22 02 1 Lauren Grease Silk 1 00 Overdue Orders 09 000099 Laundry Quick 08 20 02 08 22 02 1 Subtotal 11 25 Enviro 00 Quick Not Detailed 4 Tax D0 Total 11 25 Current Inventory g 08 000100 DryCleaning Detailed 08 20 02 08 22 02 1 08 000097 DryCleaning Detailed 08 20 02 06 27 02 1 E zi Tag 08 000091 01 gt Tag 08 000091 02 Invoices Price Changed ums 2 Orders 19 Pieces 44 Tota 164 49 RH Ped Bal 1of4 0 Batch 2 1 1 2 Operations 5aYe Results Print Results Close a Pieces Lot Info Balance Due Order Search View ORDER SEARCHES Basic Searches Basic searches normally require some form of additional input For example searching for orders by customer requires the CL view in order to display the results Each search results in a list of orders filtered by the selected Basic search type e Customer Displays a list of all orders for the selected customer Invoice Number Displays the selected order only Tag Displays th
11. SPOT program updates at a flat annual rate based on system size Technical Support Telephone technical support begins the day your new SPOT system is placed into full time service within your store Operational issues encountered on a day to day basis are covered by this service only Technical support is NOT designed for training of store personnel initial system integration assistance with user provided hardware software or user owned hosting facilities or system hardware upgrading These are handled using separate services We are also NOT able to physically support third party supplied hardware networks and software VOTE SPOT Business Systems makes no warranties as to the f ness or suitability of any user supplied or third party equipment or software used with SPOT Use of third party equipment is solely at user s risk Why We Charge for Support The charge for technical support covers our cost to provide these services Whether or not you need technical support services on any given day our costs to have trained technical support personnel available when you need us are ongoing Your expectation is that we are always ready and available to assist you with issues As our sales of software and systems grow we automatically add and train new person nel to meet growing demand for technical support a cost that continu ally increases over time While we understand the desire of our custom ers not to pay for technical support until ne
12. based on assigned user or group rights Timed Security Prompts for PIN entry and allows user to stay logged in until a configurable time period A Logout button appearing just below the HP Process Steps 7 button allows for manual logout CL Customer Lookup HP Home Page PIN Personal Identification Number VI Visual Invoice 11 Customer View Genera Details CRM Reminders AJR CC Route Promotions Statistics Type Individual D pcs Finish Title 2 Last Name Combs First Name BEN mwer 801 123 1234 se i2 twee Home Phone 2 Ext Type Owner 100 z 1 Address 11234 ANYSTREET Does not use department specific discounts Department Discount Address Shirt Laundry 100 DryCleaning 100 HouseHold 100 City Draper Drapes 100 3 Leather 100 State California ZIP Code 184020 Misc Laundry 100 Wedding 100 Emai bencombs judiscleaners com Status Active Discount expires on f a 19 2002 More Phones More Addresses 4 Customer Information View CV Dialog General Tab Customer Management CUSTOMER INFORMATION VIEW CV is accessed by pressing the Customer F8 button Press any other CV tab to select additional customer information views The OK F12 button saves changes and exits CV A red indicates that field information is required before saving Preferences Preferences are typically used in laundry production to preset starch
13. by customer order number tag number garment description rack location HSL route and predefined advanced filter type This is an instant access work in process reporting utility Several functions such as Alerts use this view to display order list results The Item View F6 button allows changes to garment specific entries such as price quantity comments modifiers etc The Order View F7 button allows changes to entire orders such as adjustments comments discounts coupons etc These function buttons are most commonly found on the VI Other tasks such as changing orders incorrectly assigned to a customer voiding orders splitting an item from a larger order and performing a redo are also available within order view 20 A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View Other Functions The Merchandise 6 button creates a unique prepaid sales invoice selected by UPC barcode or SKU number It is also available during the order Pickup process The Process Steps 7 button allows access to any additional user defined production steps Tracking SPOT provides tracking at both order and item level Item level tracking is made possible by barcoded Heat Seal Label HSL demand perma fiber tag or RFID Intelligent Splitting The optional and fully automatic intelligent invoice splitting feature eliminates the need to presort received garments The result of intelli gent invoice splitting is multipl
14. customer in the list for final selection Lookup Add Select e f an entered match is not found the lookup background value field color turns red Pressing Enter at this point prompts to add this as a new customer The red background helps identify entered values to the user as new or not previously existing Lookup Modify Select Pressing the Customer button for a selected customer displays the CV From this view customer information can be changed Changed information is updated only if the OK button is pressed The Cancel button exits to the Lookup view without saving changes CL Customer Lookup HP Home Page PIN Personal Identification Number VI Visual Invoice 15 Lookup from Barcode Scan Scanning an existing barcoded invoice number bypasses the lookup process entirely and moves directly to the selected function Detailing a Quick Ticket Scanning a Quick ticket at CL during a Detail step passes the Quick ticket number to the Detail invoice number then immediately displays the Detail view in preparation for order mark in The VI contains a blank beginning invoice Re Detailing a Detailed Invoice Scanning a Detailed invoice at CL during a Detail step immediately displays the Detail view in preparation for order re Detail The VI contains the original invoice Re Detailing an existing order is more efficient than the alternative voiding the entire order then starting over MAINTENANCE Direct customer maintenance operati
15. customers with credit limits C A R Customers View A R customers O A R Disabled View disabled A R accounts zi Change Date Print Reports 3 Reconciliation View DRAWER RECONCILIATION This view lists the current status of all active and closed cash drawer sessions in real time for the specified day only Drawer Sessions List Shows drawer activity summary Drawers in current use display Ex pected totals only transacted totals while reconciled drawers display Counted Expected and Diff the difference between counted and expected totals Reports List Displays the list of available reports Checkmarks select any report or series of reports to be included in the printed reconciliation group Process Buttons e Change Date F8 Prints a trial cash drawer settlement prior to checkout without zeroing drawer totals e Print Reports Button F9 All reports checkmarked in the Reports list will print automatically one after the other Close F12 Exits back to HP view CL Customer Lookup HP Home Page PIN Personal Identification Number VI Visual Invoice 43 SiC SPOT2000 clerk logged in to WSICOUNTER1 at Westgate Cleaners PRODUCTION ENVIRONMENT ni x Tools Setup z ds Do Not Expect Scanned Eee creen Proc Ready Customer Profile Invoices To Be Scanned Different Location Different Status Jones Sharon 801 555 1234 5 a Mecca ferier fo gt Invoice Loc In
16. 0 Total 10 40 Item Promised Item Item Modify Item Item Date Comment Adjustment Price Alteration Order Promised Order Order Order Print Scan xj Date rs Coupon Comment Adjustment HSL HSL 2 10 40 Pieces Balance Due Touch Screen Order Detail View Modifier Selection 24 A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View DETAIL RECEIVE Detailing an Order with no Prior Quick If the selected customer has orders ready for pickup a prompt will occur at the end 01 Choose Detail 2 from the HP view gt Security dialog 02 Enter clerk PIN gt CL view 03 Select or add new customer gt Item Detail view 04 Select Department 05 Select Category 06 Select Item gt Modifier Detail view 07 Select Color s Pattern Brand Fabric 08 Select Upcharge s 09 Select Quantity if other than 1 always defaults to 1 10 Select Next Item button and repeat steps 4 9 for additional items 11 Select the Finish F12 button gt invoice prints HP view NOTE Under configuration control an Order Pickup dialog can occur at the end of this process if the customer has orders ready for pickup Detailing an Order from a Quick 01 Choose Detail 2 from the HP view gt Security dialog 02 Enter clerk PIN gt CL view 03 Scan Quick invoice number Item Detail view 04 Select Department 05 Select Category 06 Select Item gt Modifier Detail view 07 Select Color s Pattern Brand Fabric 08 Select Upcha
17. ER Our intelligent cash drawer can be connected to SPOT in a variety of ways depending on level of required cash control Front slots provide security entry for CC slips check and receipts CL Customer Lookup HP Home Page PIN Personal Identification Number VI Visual Invoice 53 HIGH CAPACITY BACKUP This 160 Gbyte removable cartridge hard drive backup device will protect your valuable database files Available with a USB interface this drive can be configured to run automatic nightly backups DISPLAY POLES Optional display poles provide visual counter EX transaction customer feedback minimizing employee theft directly from the customer They are attached directly to any counter computer with a spare serial port i 54 A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View
18. Piece and Price Change Indicators Orders with piece count or price change decreases are noted in Red increases are noted in Green Order Promised Date Changes Promised date changes are indicated with the new promised date time entered in the Promised column Otherwise the field is blank to reduce clutter e Order Value Change Audit Trail Ledger The three columns on the far right side Payments Due form an audit trail ledger designed to show how the invoice value changed as a result of applied discounts coupons adjustments or payments with the formula Due previous line Payments Due current line Change In Detail Description Highlighting a row displays the details in the Comments field of specific order changes 10 A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View zii Enter PREIS Mies se e ESI a Be an ENTER Security Access Via PIN Dialog SECURITY ACCESS User navigation within the system can be restricted using PINs Per sonal Identification Number PIN entry can be made from either the displayed touch screen pad or the numeric keyboard pad Each entered digit displays an Clerk use is tracked in the Activity Log SPOT is shipped with PIN security active Security Modes No Security No prompt for PIN entry anywhere in the system PIN Security Prompts for PIN entry and grants access to selected functions
19. SPOT Quick Start Guide December 2005 SPET SPOT Business Systems LLC 12345 South 300 East Draper Utah 84020 8790 801 495 1200 voice 801 495 1208 fax www SPOTpos com sales SPOTpos com Corporate Headquarters Westgate Software Inc Westgate Plaza 12345 South 300 East Draper Utah 84020 8790 United States TEL 801 495 1200 FAX 801 495 1208 European Office SPOT Business Systems The Coach House Hibbert Road Maidenhead SL6 1UT United Kingdom TEL 44 0 1628 777774 FAX 44 0 1628 777789 SPET DCN qsg02 052905 Copyright 2001 2005 Westgate Software Inc All rights reserved SPOT and Westgate Software logos are registered trademarks of Westgate Software Inc All other trademarks or trade names belong to their respective owners No part of this manual may be copied reproduced or duplicated in any way without prior permission of Westgate Software Inc Information and content in this document is subject to change without notice Contents Important Information isc ccectevesswscevceasesdanvenssdanesucsnveusssosdinareoers 9 About This Document seise senere AE EEE EEEE 5 Gontacung Us senec ee mro rode te een D E 5 Customer Gare CES 6 Getting Around js iecoincexccrereunseenneanesestbavumeenarqacuresieinainenoeevertenenere 7 Otte P ase xii edet hie EE Hee eet aue ente 7 Visual InVolGes ccce R rr e ene ber ere ere eap dt 9 Order History e E M 10 Security ACCESS
20. Search F2 Oder search function Menu F3 A collection of lesser used but important functions Home F4 Return to HP Time Clock F10 Employee clock in out View Selection Buttons Alerts Selects the default Alerts and Production Commitment view Transactions Selects a list of the 25 most recent transactions Process Selects a graphic order process view Summary Selects a sales summary view Graphs Selects statistical graphs Alerts Display An alert button displays a problem along with the magnitude of the problem Pressing an alert button displays the Search view listing all affected orders Alerts are automatically updated every 5 minutes More Alerts Button When pressed the next group of active alerts are displayed Refresh Button Press to update Alerts and Production Commit ment status prior to the automatic 15 minute update Production Commitment Display Shows the number of pieces committed to production by department for the current day and three additional days in the future Pieces Not Ready Button Shows pieces not racked All Pieces Button Shows all garments including those racked e View Detail Button Highlight a piece count cell and press to display the Search view with all affected orders listed 8 A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View Brown Trish 801 555 2300 m Proc Ready Customer Profile 210 flle foi Item View pg O
21. Select Net Item button and repeat steps 3 8 for additional items 10 Select the Finish F12 button 11 Select Mo Est at the Create Invoice dialog HP view Quote to New Order 01 Choose Quote 5 from the HP view gt Security dialog 02 Enter clerk PIN gt Item Detail view 03 Select Department 04 Select Category 05 Select Item gt Modifier Detail view 06 Select Color s Pattern Brand Fabric 07 Select Upcharge s 08 Select Quantity if other than 1 always defaults to 1 09 Select Net Item button and repeat steps 3 8 for additional items 10 Select the Finish F12 button 11 Select Yes F12 at the Create Invoice dialog gt CL view 12 Select or add new customer gt HP view 26 A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View SIE SPOT2000 clerk logged in to WSICOUNTER1 at Westgate Cleaners PRODUCTION ENVIRONMENT ioj x File Tools Setup Brown Trish Invoice Location es oo Auto LastName Unrack Proc Ready Customer Profile EET TEENNNN 2 4 J ar r Tex x a Processed Invoice Promised a Invoice Location l Item View pg Order View p7 08 000100 08 22 02 08 000089 lt Unracked gt Standard History gs 08 000097 08 27 02 08 000090 GOPHER 08 000116 08 29 02 08 000091 ANDERS General 09 000149 08 29 02 08 000095 BROWN Detail 8 27 2002 2 48 27 PM Starch Light 09 000146 09 13 02 08 000115 BROWN Finish Hang 3 xm
22. ciliation Use the System tab Reconciliation button to view the status of all cash drawers in the system Run reports queue Data Backup Normally backups are automated requiring the server to be left running at the end of the shutdown process Perform Ready Order backup to SPOTscan optional Clockout Use the Time Clock F10 button to clockout CL Customer Lookup HP Home Page PIN Personal Identification Number VI Visual Invoice 49 SUGGESTED REPORTS The following reports should be viewed on a daily basis They provide the minimum necessary information for business management Other reports may provide additional operational insight depending on your needs and preferences Z Reports nightly drawer closing Sales Incoming Summary Sales Outgoing Summary Management gt Cashout Summary Management gt Transaction Detail Summary Note that the reconciliation view contains a list of available reports that can be checkmarked for inclusion in a report queue The Print Reports F9 button forces all checkmarked reports to print in succession as a convenient way to automate daily or weekly report printing needs Inventory Reports In order to understand how inventory reporting works it is important to understand the following definitions Incoming Detail Summary Reports Shows the value of all in process orders Detailed and Racked including any adjustments coupons and discounts taken during the reporting perio
23. d The report reflects the change in value of inventory for that day Both reports are available in the Sales report group Outgoing Detail Summary Reports Shows the total of all payments received against store inventory Both reports are available in the Sales report group Inventory Balancing View Shows the daily balance summary by month This view is available from System gt Inventory Physical Inventory Process A utility used to perform physical barcoded inventories This is available from System gt Inventory 50 A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View Forms Tags Accessories All forms and accessories are available from Westgate Software THERMAL PAPER e 3 Roll Hangs with minimal curling Each roll of thermal paper contains approximately 180 feet and fits entirely inside the printer for fast drop in loading e 4 Fanfold This special perforated thermal paper has a tear off stub at the bottom and is primarily used for drive up service where claim checks are typically needed STATEMENT FORM SPOT s integrated A R functions support laser printed single sheet statement forms designed specifically for laser and inkjet printers Use a standard 49 double windowed envelope for efficient statement mailing GARMENT TAGS Roll Paper 3 wide this special permafiber tag stock is auto matically cut to size under program control during printing Requires a roll paper dot mat
24. d invoice contains a unique barcoded invoice number Status Detailed Price quotes are available using the Quote 3 button This optional production step is the same as Detail but without requiring initial customer selection A quote can easily be turned into a detailed invoice at the end of the quoting step No Status is associ ated with this function unless it is converted to a detailed order e STEP 2 Rack Completed Orders The Rack 3 button is used to assign completed orders to a conveyor slick rail or other location type Multiple location types can be defined in SPOT to streamline the racking process Racking can be performed either manually using keyboard entry or by barcode scanning Barcoded labels are available for conveyor links minimizing errors during the racking process Status Ready e STEP 3 Order Pickup Use the Pickup 4I button to sell orders to customers The order Pickup view displays a list of all orders ready for pickup eliminating the need for a visual file Orders requiring modification prior to pickup can quickly be selected viewed and changed Specialty order actions such as Pickup Now Pay Later PNP can easily be applied to selected orders Selectable tender types are available such as Cash CC CCOF or On Account An order Pick List automatically prints to enhance order retrieval Status Sold Order Exceptions The order Search IF2 button provides a quick way to find and list orders selected
25. dd new customer gt Quick view 04 Select Department 05 Select item quantity 06 Repeat steps 4 5 for all items 07 Select the Finish F2 button gt claim checks print HP view Change Order Promised Date for Current Item 01 The current VI item remains selected until next Department 02 Select new date in Production Forecaster Change Order Promised Date for any Item 01 Select VI item for date change 02 Select the new date in the Production Forecaster 03 Repeat steps 1 2 for other items 22 A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View Applying an Order level Coupon 01 Select Coupon button gt Order View Coupon tab displayed 02 Select predefined coupon or enter manual coupon 03 Select Apply F2 to add coupon and return to Quick NOTE Since Quicks are not priced coupons are applied at Detail Adding an Order level Comment 01 Select Comment button gt Order View Comment tab displayed 02 Select predefined comment or enter manual comment 03 Select Apply F2 to add comment and return to Quick CL Customer Lookup HP Home Page PIN Personal Identification Number VI Visual Invoice 23 SPOT2000 clerk logge to WSICOUNTER1 at Westgate Cleaners PRODUCTION ENVIRONMENT nj xi Elle Tools Setup c OA a DryCleaning Shirt Laundry HouseHold Drapes Proc Ready Customer Profile 2 4 c far Rr ck oc Suits Pants Blouse Dress Categories Item View pg Order View 1
26. e table structures can be created small and streamlined or large and complex Step 1 Garments Garments tagged Step 2 Garments Step 3 Customer dropped off at and cleaned assembled into picks up one or counter by completed orders more orders at customer and racked counter Quick Receive Detailed Rack Order Receive Orders Pickup Basic Production Steps Production Steps e STEP 1 Receive Orders The Quick 1 button is optionally used to speed up the entry process during high traffic times or when full order mark in occurs at a location other than the front counter The result of this step is a non priced order with limited information such as Customer Department and number of Items A bag ticket and customer claim check with a unique barcoded ticket number is also printed Status Quicked CL Customer Lookup HP Home Page PIN Personal Identification Number VI Visual Invoice 19 Orders initially received using the Quick function must be subsequently marked in using the Detail 2 button then scanning the bag ticket Detail is a mandatory step that can be used directly bypassing the Quick step altogether The Detail step fully prices and describes received items The result of this step is an automati cally printed order invoice and claim check containing all neces sary information needed to track assemble and sell the order The printe
27. e order associated with a preprinted tag number Garment Displays a list of orders based on garment description Location Displays orders racked at selected conveyor locations Route Displays all orders in process for the selected route Advanced Searches Advanced search functions mimic several of the Alert buttons Press the Searches of Y button for more searches other groups of buttons exist only if X is greater than 1 36 A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View Si SPOT2000 clerk logged in to WSICOUNTER1 at Westgate Cleaners PRODUCTION ENVIRONMENT E m ni xj File Tools Setup Route Manager LEE 0o irm sm Sm te stops for Mon Thu Mon Thu Number Account s validon Delivery Instructions F 1 Johnson Fred M T Pick up on back porch Henry Ralph M T In back of porch chair Tue Fri Brown Trish M T On Front Steps Thomas Wendy M T Back Porch Jones Martha M T Front Porch Miles Gretchen M T By Garage Michaels Rick M T Leave On Back Door Knob Peterson John M T Porch Terry Michelle M T Back Door Midgely Walter M T Inside Garage Fryer Peter M T Garage Side Andersen Bryce M T Ring Bell Delivery Manifest Print Bag Tags Route Manager View Route Manager This view provides access to route management functions Orders are marked in as a normal counter order via the Detail function Once a customer has b
28. e printed invoices each with a unique invoice number Intelligent splitting rules by departments pieces and promised dates are independently configurable for the Quick and Detail production steps Intelligent invoice splitting for either step can be deactivated altogether if desired The Split button on the Detail view forces splitting to occur when pressed deactivating automatic splitting for the current order only CL Customer Lookup HP Home Page PIN Personal Identification Number VI Visual Invoice 21 S SPOT2000 admin logged in to BRAVO at Corporate Office PRODUCTION ENVIRONMENT Of x Tools F Allen Keneth j 801 589 7725 m Shirt Bp DryCleaning HouseHold Drapes Departments Proc Ready Customer Profile 1of2 Leather Misc SEU Wedding Alterations 21 1 Jar ex oc Item View pe Order View History F5 Standard 1 This visit will generate 1 order Starch None 6 7 8 B More Finish Hang ai Subtotal 00 Eo E Shirt Laundry Production Forecast ax al Tota 00 Sn Mon Te Wed Thu a cess 23 24 25 28 29 309 1589631 9096 45 2 4 5 63 pcs 36 pcs 18 pcs 6 z 8 9 1i 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 0 00 Clear hs Coupon comment cen Fish Quick Receive View QUICK RECEIVE Quick Receiving an Order 01 Select Quick 1l from HP view gt Security dialog 02 Enter clerk PIN gt CL view 03 Select or a
29. e view only and can t be changed Only authorized users can edit time clock entries using the Menu F3 button Pay periods must be configured prior to use CL Customer Lookup HP Home Page PIN Personal Identification Number VI Visual Invoice 45 General Payment Process Payin Recurring Invoice i Customer Maintenance Customer Merge Payout Lot Management Cash Credit Activity Log CC Adjustment Time Clock Maintenance CC Batch Validate General 1 of 2 Payment 1 of 2 Close Reprint 2 Report Import Export Direct Receive HSL ScanTrac Process 1 of 2 tin ut n 8 Menu Utility Dialog Buttons 1 of 2 Payment Reprint CC Batch Report FB Maintenance CC Settlement Reprint Consolidated Invoice Payment Exceptions Reverse Pickup Payment 2 of 2 General Preset Promised Date Create Empty Quicks Calculator Change User PIN System Maintenance General 2 of 2 Tg MUI Close Menu Utility Dialog Buttons 2 of 2 46 A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View Menu View The Menu F3 button provides quick access to the Menu function Addi tional functions are available by pressing the last button in each column i e the General 1 of 2 Most functions can be access restricted using PINs GENERAL FUNCTIONS Customer Maintenance Provides direct access to the Customer View CV via the Customer Lookup CL func
30. ect customer or Scan claim check gt Pickup view Ready orders marked 04 Modify orders to be picked up with Mark Unmark if necessary 05 Select Tender Type gt Tender Entry 06 Enter the amount received and check number 07 Select the Finish F12 button gt cash drawer opens HP view NOTE The cash drawer can be set to open only for cash transactions checks and CC receipts are placed in the cash drawer through front slots CL Customer Lookup HP Home Page PIN Personal Identification Number VI Visual Invoice 29 Picking Up Orders by CCOF 01 Choose Pickup 4 from the HP view gt Security dialog 02 Enter clerk PIN gt CL view 03 Select customer or Scan claim check gt Pickup view Ready orders marked 04 Modify orders to be picked up with Mark Unmark if necessary 05 CC button automatically highlighted with red card type 06 Select the Finish F12 button CCOF view HP view Picking Up Orders on A R 01 Choose Pickup 4 from the HP view gt Security dialog 02 Enter clerk PIN gt CL view 03 Select customer or Scan claim check gt Pickup view Ready orders marked 04 Modify orders to be picked up with Mark Unmark if necessary 05 A R button automatically highlighted in red 06 Select the Finish F12 button gt orders post HP view 30 A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View General Modifiers Upcharges Adjustments Alterations Comments R Status Scan Date Time User Workstation 4
31. eded the reality of the situation dictates that we must charge for support in order to maintain a ready staff Technical support should be viewed as an insurance policy that protects your SPOT automation investment Our goal is to create the best possible technical support program available for our SPOT custom ers To do so requires that each and every SPOT user contribute to its success We hope you do so willingly Communications Requirement It is mandatory that all SPOT computer systems be equipped with a dialup modem and pcAnywhere communications software minimum or other high speed Internet data connection such as DSL recommended This allows our personnel to connect directly to the system to assist with support installation integration consultation training updates etc Without connectivity timely resolution to issues may be impossible Updates uploaded by SPOT Business Systems via standard dialup modem are charged a communications fee of 35 Updates shipped by standard CDROM are subject to a 25 media and shipping fee S sPOT2000 CLERK logged in to CONFERENCE at My Dry Cleaner PRODUCTION ENVIRONMENT 3 loj xj File Tools HT Transactions Process Summary Graphs SPQT Alerts click for details Overdue Orders g Price Changes Not ready by promised date time Invoices with prices changed today Quick Orders Not Detailed 8 Voids Today Quick orders not detailed Voided Orders Items today Detail Promised Toda
32. een assigned a route and stop number the rest of the process is fairly automatic consisting of four basic steps 1 Pickup and Detail new orders 2 Print route manifest deliver orders 3 Post delivered orders 4 Print billing statements on billing cycle Route Selection Buttons These buttons allow quick access to each defined route stop list Press the Routes 1 of X button for additional routes more exist if X is greater than 1 CL Customer Lookup HP Home Page PIN Personal Identification Number VI Visual Invoice 37 Route Stop List Displays the list of stops for the selected route The route manager allows for commercial customers located in the same building complex to have the same route stop number and is treated as a delivery group Process Buttons All process functions listed below are relative to the selected route Grayed out buttons are inactive until a stop from the Route Stop List is selected Insert Stop Allows a customer to be added to the stop list Edit Stop Allows editing of selected stop properties Remove Stop Removes a stop and re sequences the stop list Print Bag Tags Prints a barcoded ID form for route bag pouch Customer View F8 Accesses CV for customer information edit e Move Stops Allows customer s to be moved to new stop s Print Route Report Prints a list of customers sorted by stop e SPOTmap Accesses the optional route mapping function e Delivery Manifest
33. ers across all stores All Routes This button temporarily overrides the Local Store button by selecting route customers only e Custom This button allows the selection of any single store or select group of stores Lookup Value Field The two most common lookup formats are by phone numeric or by name alphabetical selected automatically based on the first character typed The background field color turns red if a typed entry does not exist Pressing the Enter key with a red background invokes the auto add new customer mode Lookup Results List The list of incrementally selected customers is displayed here Using the Up Down Arrow keys scrolls the highlight up and down within the list for manual selection List contents are automatically sorted in ascending order top down based on lookup type Add a New Customer Button Pressing this button forces the CV to appear to directly add a new customer without first performing a lookup To avoid duplicate name entries use this button only when it is absolutely known that the customer is new and has not previ ously been entered in the database Customer Summary Button When pressed it displays the CV for the displayed customer Profile Indicators Provides detailed customer status information VIP Very Important Customer Blue if active CC Credit Card Green if CCOF active red if expired A R Accounts Receivable Green if active red if charge restricted RT Rou
34. l orders Memorized orders are displayed in the Invoices To be Scanned list Scanned orders found in inventory as expected are simply removed from the list Orders not found as expected are moved to an appropriate exception list This utility can be exited and reentered without losing prior scans 44 A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View Time Clock Timeclock Clark Davis Clocked Out 9 1 9 15 Date Hours Cumulative 09 01 01 Sa 7 24 7 24 09 02 01 Su 0 00 09 03 01 Mo 0 00 09 04 01 Tu 8 34 09 05 01 We 8 00 09 06 01 Th 7 89 09 07 01 Fr 7 99 09 08 01 Sa 8 63 Time Clock Detail 09 11 01 Tu 0 00 48 08 09 12 01 We 0 00 48 08 Clark Davis 09 13 01 Th 0 00 48 08 September 08 2001 09 14 01 Fr 0 00 48 08 Time In Time Out Elapsed i4 09 15 01 Sa 0 09 49 08 07 37 09 12 28 30 04 51 21 14 15 49 18 02 05 03 46 16 View Detail Clock In F8 Close Time Clock Dialog Time Clock Detail TIME CLOCK The time clock is accessed via the Time Clock F101 function button and is always active so clerks can clock in out from any workstation at any time 1 Press Time Clock F10 button 2 Enter clerk PIN 3 Press Clock In Out F9 Button Name and Status Displays the name of the clerk and current clock in out status Pay Period The buttons allow display of other than the current pay period Time clock entries ar
35. ler Wenge 281 789 5569 08 000097 Detailed 08 27 17 00 1 11 25 EES Mole Peter B01 132 3232 08 000096 Ready 08 27 17 00 1 7 25 Custom Peterson John 801 123 1122 Add a New Customer Order Detail Customer Lookup CL View Active Orders Tab CUSTOMER LOOKUP The CL view is automatically displayed when needed by an order processing step Lookup can occur by a variety of formats depending on user preference Only active customers are displayed in this list During normal use only two fields are typically needed Lookup Value and Lookup Results The lookup value can be entered either manually from the keyboard or by scanning Lookup Field Buttons Customer Name Alphabetical lookup by Last First name Phone Number Numeric lookup by 7 digit phone Phone Last 4 Digits Numeric lookup by last 4 digits of phone Invoice Number Allows lookup by an existing invoice number Customer ID Uses Customer ID number for lookup as established in the CV General Tab ID field Item Tracking ID Uses the ScanTrac HSL barcode number Extended Lookup Uses Extended Lookup field information as established in the CV Details Tab CL Customer Lookup HP Home Page PIN Personal Identification Number VI Visual Invoice 13 Search On Buttons Local Store Allows lookups for customers in the local store only e All Stores This button temporarily overrides the Local Store button by including custom
36. me A special label that contains the word Rush applies the defined offsets and observes the standard SPOT lot tag order rush logic tag printing to a special paper color such a Red CL Customer Lookup HP Home Page PIN Personal Identification Number Vl Visual Invoice 9 07 000043 Detail Date Time Promised Status Location User Store Workstation Pieces Price j Payments Due 07 30 02 03 51p 08 01 02 05 00p Quick CLK 1 CONFERENCE 1 0 00 0 00 07 30 02 03 51p Detail CLK L CONFERENCE 1 3 05 2 05 3 05 07 30 02 03 51p Detail CLK 1 CONFERENCE 1 3 05 3 05 07 30 02 03 52p Detail CLK 1 CONFERENCE 1 2 74 0 31 2 74 07 30 02 03 52p 08 02 0205 00p Detail 1 CONFERENCE 1 3 39 0 65 3 39 07 30 02 03 53p Detail CLK L CONFERENCE 1 2 39 1 00 2 39 07 30 02 03 53p Detail CLK 1 CONFERENCE 1 3 39 1 00 3 39 07 30 02 03 53p Detail CLK 1 CONFERENCE 1 3 39 150 1 89 07 30 02 03 54p Void CLK L CONFERENCE ES 0 00 3 39 0 00 ba Comments Changed Shirt Laundry Shirts Regular Fold to Shirt Laundry Shirts Knit Removed Coupon 10 off Order History Dialog ORDER HISTORY The order history dialog VI History F3 button shows every activity affecting an order s value Orders having a piece count or adjustment change are listed as separate line items with the detail of the specific change shown in the Comments field at the bottom Problem Identification Order
37. nctons e reete tertie eoe tee rab oae dre ai 48 Process Funell ns z nic tr rr iie eb acie proe Re REDE 48 Typical Daily Procedures m 49 Clocks ooo tette e aret ed E 49 Cash Drawer Checkin ccccccseeessessseeeseeeeeeesceeseceseeeeeeeseecseesseeenseees 49 Shift Change Procedures 2 dee ete ett oree 49 Shutdown Procedures cccccccsssesseesseeceseeeseeessceeseceseeeeseseseeesseesseeeeaeees 49 Suggested Reports eine epe e quete dieere aspe RE Eee vL Ove SER 50 Forms Tags Accessories 0 eo rrpeko ro nere seen dro essa eo vor IER E rARUE ol Thermal Paper 5296 ated cet tr PD eta dpi Uno 5l Statement Fortune ca eee erue de ree IER ENNIUS Ex Iun 51 Garment Tagsir te tret Degree red entia 51 Heat ealibabels oU RO BEC EE MUNDI 51 VIP Barcod d D T gs dier Petre eapite 5l Barcoded Conveyor Labels eee 51 Thermal Printer cccccccsccsssesssscsssecssccsssecsssesssecsseesseeseseeeeeceseesssesaes 52 Report Printer vscccsisiee cc ceecvass csceuispecerctasveevevicioeeessveescvavssvewnevessubesoceanavieys 52 MP OWS Can 5s ete P edt Hee id efe roce Eee oe Ta ES 52 Corded BOB n icr rete oni p Oe OF DEIN HU eae eec N 52 Cordless BER eee ee treo PME RO erg 52 Credit Card Reader c oiu EATEN 52 Cash Draw eT esea las scassatess reiten e e aesti D edidit ne tesiest 52 Flat Panel Displ y ciiin ecran ote teet rap este 53 Counter Top Touch Screen sess 53 Tag Printet T
38. nt FB Maintenance Used for frequent buyer program maintenance Reprint Consolidated Invoice This speciality consolidated invoice is an 8 5 x 11 full sized invoice 48 A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View Typical Daily Procedures CLOCKIN e Use the Time lock IF10 button to clockin This is an optional step but should include all clerks who begin work at the beginning of the day or shift change CASH DRAWER CHECKIN Use the System tab Drawer Checkin button to checkin a drawer with a beginning cash balance This process must be performed in order for counter clerks to have access to cash drawer related functions SHIFT CHANGE PROCEDURES Cash Drawer Checkout At the end of a shift use the System tab Drawer Checkout button to checkout and balance the drawer against expected amounts This process must be performed in order to release the cash drawer Closeout reports are printed as a result of the checkout procedure At the beginning of the next shift use the System tab Drawer Checkin button to checkin a drawer with a beginning cash balance Note that additional cash drawer trays are available to preload beginning cash amounts as a convenience SHUTDOWN PROCEDURES Cash Drawer Checkout Use the System tab Drawer Checkout button to checkout and balance the drawer against expected amounts Closeout reports are printed as a result of the checkout procedure Nightly Recon
39. nter 1 Counter 2 etc Once selected the drawer is active for use until released by the Checkout process Press the Drawers 1 of button for additional choices other groups exist if X is greater than 1 Opening Balance Enter the beginning amount actually counted for the selected drawer This amount appears as the Opening Balance in Checkout function Numeric Pad Used to enter the opening amount as an alternative to the keyboard CL Customer Lookup HP Home Page PIN Personal Identification Number VI Visual Invoice 41 Drawer Checkout Cashier Counts Pennies 23 Nickels 12 Dimes Quarters 15 Half dollars 2 Dollars 12 Credit Cards Ones EN Fives fs Tens EH Twenties jo Fifties jo Hundreds Retained Balance Keep in drawer after checkout Opening Balance 100 00 Coin Currency Expected Counted To Retain Short m Coin 130 03 Pennies 30 23 23 0 07 Nickels 24 12 12 0 60 cene 319 00 fines 10 32 10 Checks 926 67 Quarters 10 8 8 0 50 Credit Card Payments 70 49 Dollars 10 123 10 Fives 5 55 5 Other Payments 0 00 Tens 2 4 2 Credits 0 00 Twenties 2 0 0 40 00 Closing Balance 1 446 19 Place the retained items plus 41 17 into the drawer Cancel Print X Report Save amp Print 2 Report Esc Fil Fiz Cash Drawer Checkout View DRAWER CHECKOUT At the end of an employee shift or close of the business day this view provides a blind coin count reconciliati
40. of2 History F5 Standard Jacket Spt Coat Shirt Sweater Skirt This visit will generate 1 order Regular Jeans Ski Shorts Starch Light Cue 5 00 4 45 47 95 34 45 Finish Hang New Invoice Describe amp Price DryCleaning 09 23 02 5 00 PM Tes 1Pants Jeans 4 45 Yellow Blue 1 Pants Jeans 4 45 Navy Stripes Hilfiger Blood Sik 1 00 Subtotal 9 90 Enviro 00 Tax 50 Total 10 40 Ttem Alteration Item Adjustment Item Promised Date Modify Item Price Order Adjustment Order Promised Bal Date rs 2 10 40 Balance Due Touch Screen Order Detail View Item Selection SPOT2000 clerk logged in to WSICOUNTER1 at Westgate Cleaners PRODUCTION ENVIRONMENT File Tools Setup Detail Touch Screen 801 555 2300 r 1of2 Proc Ready Customer Profile Sie Stripes 2 j4 c far Rr ck Dt Item View pg Order View p7 History FS Standard This visit will generate 1 order Navy General 2 Starch Light Brands 1 of 1 Damage 1 of 4 Hand Finish Finish Hang 1 50 New Invoice DryCleaning 09 23 02 5 00 PM Hilfiger Ralph Lauren Special Care 2 00 1 Pants Jeans 4 45 Nautica Grease 7 i Yellow Blue ress Only 1 Pants Jeans 4 45 Brooks Bros Navy Stripes Hilfiger Blood silk 1 00 Ann Taylor Aramani Underarm Subtotal 9 90 Enviro 00 Tax 5
41. omer information where necessary 07 Select OK F121 to save changes gt Menu view From Order Processing Step 01 Select any order processing button gt CL view 02 Highlight a customer in the list 03 Select Customer Summary F8 button displaying name 2CV view 04 Change customer information where necessary 05 Select F12 to save changes and continue to next step 06 Select Cancel Esel to exit gt HP view Activate for Route Delivery 01 Select HP Delivery tab gt Route view 02 Select Route for customer addition gt Stop list 03 Select Insert Stop button gt CL view 04 Select customer to be added to selected route gt Route Stop view 05 Enter route stop number and associated information 06 Select KIFI2 button to add customer gt Route view Activate for A R charging 01 Select CV A R tab 02 Select Account Type as Master or Sub 03 Select a Billing Group 04 Use default Account or select new with Copy from ID button 05 Enter an Account Limit if desired 0 00 is unlimited amount 06 Select KIFI2 button to activate Activate for CCOF 01 Select the CV General tab 02 Enter or scan the credit card number and expiration date 03 Select when credit card is used for payment at Usage field CL Customer Lookup HP Home Page PIN Personal Identification Number VI Visual Invoice 17 Order Production OVERVIEW Order production functions are accessed from the Home Page HP which continually displays updated order production info
42. on of a cash drawer PIN access to this view selects the drawer assigned to the clerk Cashier Counts Tabs Selects the tender type reconciliation view for Cash default Checks CCs and Other The default Cash tab is unique allowing for piece count entry Checks CC and Other tabs are list views designed to verify the presence of each item with checkmarks and showing line item details Cash Piece Count Entry Blind drawer reconciliation is accomplished by counting cash denomi nation pieces only Enter coin and currency piece counts in each respective field Counted Totals As each tender type is entered in the Cashier Counts area the system calculates amounts entering each into the appropriate tender total field Also displayed here is the Opening Balance as entered during Checkin for this drawer as well as the Closing Balance 42 A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View 34 SPOT2000 admin logged in to bravo at Corporate Office PRODUCTION ENVIRONMENT File Tools Cash Drawer Sessions 12 22 2001 Counted Expected Drawer User Checkin Checkout Cash Checks cc Other Cash Check cc Other DifF Reports Payments Posted View A R payments posted Credit Card Transactions View credit card transaction history by date range Cash Drawer Summary View transactions taking place during a specified day aie Adjustments View A R Adjustments C A R Credit Limits View
43. ons can be accomplished quickly as part of an order processing step as discussed above or the more direct approach may be to use the Customer Maintenance utility found in the Menu F3 function The customer maintenance utility displays all custom ers including inactive customers The CL view in all other areas of the system such as Quick Detail Pickup etc list only active customers Adding a New Customer From Customer Maintenance Function 01 Select Menu F5 button Menu view 02 Select Customer Maintenance button gt Security dialog 03 Enter clerk PIN gt CL view 04 Select Add a New Customer button gt CV view 05 Enter related customer information fields required 06 Select OK F121 to add new customer gt Menu view From Order Processing Step 01 Select any order processing button gt Security dialog 02 Enter clerk PIN gt CL view 03 Select Add a New Customer button gt CV view 04 Enter related customer information fields required 05 Select OKIFI2 to add new customer gt next view in the step 06 Select Cancel Est to exit gt HP view 16 A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View Editing an Existing Customer From Customer Maintenance Menu 01 Select Menu F3 button gt Menu view 02 Select Customer Maintenance button gt Security dialog 03 Enter clerk PIN gt CL view 04 Highlight a customer in the list 05 Select the OK gt CV view 06 Change cust
44. rder View History ps Rush General Detail 1 2 2003 8 28 29 AM Starch Light inish Hang 01 000001 len s 01 02 03 5 00 PM 1 Pants Pants Solid Cotton 0 95 Navy 1 Suits Suit2Pc _ Solid Black Press Ohly Quality 2 Adj Rush SPLIT 1 item to 01 000002 Subtotal Enviro Tax Total ag 001 01 All Grey ag 001 02 All Grey 1 001 1 8 01 Piece Lot Info Balance Due Visual Invoice VISUAL INVOICE The VI provides a view of order content and customer status and acts as an access point to commonly used functions such as the Customer View CV order item content editing order history and Heat Seal Label HSL item lookup The VI is available on many SPOT views such as Quick Detail Rack Pickup Quote Merchandise Process Steps Search Physical Inventory etc It shows all current and past order modifications as well as adjustments annotated with watermark identifi ers for long term history Printed or reprinted paper invoice copies contain only necessary information Invoice Mode This function lets the user select one of several user definable invoice modes shown as Rush Each button press changes the mode to the next defined choice showing a predefined Mode Name Promised Date Offset Adjustment and Border Color The default mode for newly created orders is Standard this button label can t be changed and means that there are no offsets applied The order mode can be changed at any ti
45. re logo ul TAG PRINTER Printing tags on demand is fast and easy using this printer Using standard wet strength multi color perma fiber blank tag paper SPOT prints garment tags with or without an item tracking barcode number REPORT PRINTER SPOT supports report printing to both inkjet and laser graphic printers This high quality HP printer is fast and reliable for all your report and statement needs 52 A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View SPOTSCAN This industrial intelligent laser scanner is designed to handle racking physical inven tory Process Steps tracking and hanging inventory backup It comes with a download docking cradle and charger CORDED BCR un Typically used at the counter when cord distance is not an issue this affordable and Y stylish laser scanner provides an amazing i N scan distance of 6 10 from the barcode A a 28 extension cable is also available CORDLESS BCR When a corded scanner just won t work this portable RF scanner fills the bill It has a range of up to 50 The docking base also acts as a battery charger This unit can run real time at the counter as well CREDIT CARD READER This very small CC reader can be mounted almost anywhere keyboard top monitor or counter It is specially designed to work with the CC payment processing feature within SPOT CASH DRAW
46. rent invoice 03 Select Split gt gt button to split item to new invoice 04 Select item to restore to original invoice 05 Select lt lt Restore button to restore split item 06 Select OK F12 button to complete split gt invoices printed NOTE Restore will not work after a split has occurred View Associated Orders in Original Visit The collection of orders automatically split into several invoices as the result of the Intelligent Invoice Splitting function is called a visit 01 Select Visit History Task button to view visit orders gt Search view 02 Select Close F121 to exit Search view gt General tab Change Order Promised Date 01 Select the Change Promised Date Task button gt Calendar view 02 Select new time using l and buttons 03 Select new date by pressing day button gt General tab CL Customer Lookup HP Home Page PIN Personal Identification Number VI Visual Invoice 35 Overdue Orders Andersen Bruce pii Seah Overdue Orders E01 208 9230 HB Customer Invoice Loc Group Status Drop Off Promised Store m pene Rod i Seen 08 000014 Laundry Quick 08 07 02 08 09 02 1 4 QO cc fan fex ex c Order 08 000015 Laundry Quick 08 07 02 08 09 02 1 Item View pe Order View p7 I 008 000051 Laundry Quick 08 07 02 068 09 02 1 History F5 Garment 8 000060 Laundry Quick 08 07 02 08 09 02 1 General a Location Detail 8 14 2002 1 54 55 PM Starch Light 08 000089 DryCleaning
47. rently selected order level data Press the OK F121 button to exit the Order View and update changes or the Cancel Ese button to exit with no changes Reprint an Invoice 01 Select the Reprint Invoice F9 Task button Reprint Demand Tags 01 Select the Preprint Tags Task button NOTE Active only for demand printed tag configuration Void an Order 01 Select Void Task button gt Void Reason list 02 Select Void Reason press K gt Void watermark appears on VI 03 Select KIFI2 to save voided invoice gt Void print dialog 04 Select Yes F2 to reprint invoice A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View Redo an Order 01 Select Item in VI gt lItem highlighted yellow 02 Select Redo Task button gt Redo Verification dialog 03 Select Yes F12 to confirm redo action gt Redo Reason list 04 Select Redo Reason 05 Select KIFI2 button to complete redo Make Payment Against an Order 01 Select Make Payment Task button gt Make Payment dialog 02 Select Tender Type 03 Enter amount received 04 Select Finish F12 button gt General tab Assign Order to a Different Customer 01 Select Reassign Customer Task button gt CL view 02 Select customer for order reassignment 03 Select Finish F12 button 04 Select Yes F12 button to confirm reassignment gt General tab Split ltems to a New Invoice 01 Select Split Task button gt Split Invoice dialog 02 Select item to split from cur
48. rge s 09 Select Quantity if other than 1 always defaults to 1 10 Select Next Item button and repeat steps 4 9 for additional items 11 Select the Finish F12 button gt invoice prints HP view NOTE Under configuration control an Order Pickup dialog can occur at the end of this process if the customer has orders ready for pickup Toggling Between Item Modifier Views 01 Select Toggle button from Modifier view to display Item view 02 Select Toggle button from Item view to display Modifier view Placing an Order on Hold 01 Select the Hold button to suspend detailing HP view 02 Use any other system function such as order pickup 03 Select the HP Detail Hold 2 button to resume detailing NOTE The Hold button is active only after one item is detailed CL Customer Lookup HP Home Page PIN Personal Identification Number VI Visual Invoice 25 Prepaying an Order 01 Select the Prepay button to force payment gt Pickup view 02 Apply full or partial prepayment 03 Cash drawer opens invoice prints with balance due gt HP view NOTE Prepaid orders show zero balance but remain active until sold ORDER QUOTING Quote Only 01 Choose Quote 5 from the HP view gt Security dialog 02 Enter clerk PIN gt Item Detail view 03 Select Department 04 Select Category 05 Select Item gt Modifier Detail view 06 Select Color s Pattern Brand Fabric 07 Select Upcharge s 08 Select Quantity if other than 1 always defaults to 1 09
49. rix printer Available in ten colors HEAT SEAL LABELS A special thermal transfer printer is used for printing HSL labels Printed labels have a typical life of 100 200 cleaning cycles VIP BARCODED ID TAGS VIP Bag Tag Place on your express bags for drive up windows and routes A hole punched in one end of the tag makes for easy attachment to the bag pull string e Keychain amp Wallet Card Attach an ID tag to each customer s car keychain for quick and accurate barcoded customer record lookup BARCODED CONVEYOR LABELS These high quality low cost vinyl adhesive backed labels are available in a variety of numeric and alphanumeric sequences CL Customer Lookup HP Home Page PIN Personal Identification Number Vl Visual Invoice 51 FLAT PANEL DISPLAY This optional non touch screen display can be used in place of a standard CRT monitor for long life high style and low counter space consumption mouse must be used in conjunction with this display COUNTER TOP TOUCH SCREEN This highly reliable and low glare monitor combines flat panel reliability with an ease of use feel to provide one of the most fluid SPOT navigation tools ever This is an adjustable counter top design THERMAL PRINTER This versatile printer is small fast quiet and reliable It can be used to print quick E tickets invoices pickup receipts CC slips pickup lists route bag tags and cash drawer closeout summaries all with sto
50. rmation such as problem alerts recent transactions production workflow sales summaries and statistical graphing During order production SPOT assigns each in process order a Status indicator which is automatically updated at each production step Status indicators are used to automate production processes as well as inform the user of order progress Barcodes are printed on all appropriate forms Each order production step view contains a rendering of the actual printed order invoice called the Visual Invoice VI The visual invoice shows the mark in detail for the selected order as well as a history of any modification such as voids The printed invoice contains only customer pertinent information without watermarks Access to indi vidual functions can be PIN protected by activating the Security system Department Category 4 Item 4 Modifiers Upcharges optional step Basic Pricing Structure Pricing Structure The SPOT editor allows initial entry and maintenance of any defined price table for customized pricing structures Different price tables can be assigned to selected customers When a customer is selected for order mark in the associated price table for that customer is automati cally selected Special pricing features such as Price amp Describe and Price Later are available The basic price structure uses the following elements listed in order of use
51. t Current cash credit amounts can be viewed at any time in the Statistics tab of the CV CC Adjustment Allows adjusting entries to be made on CCs for customers who have allowed CCOF access CC Batch Validate Used with CCOF batch payment processing e Reprint CC Batch Report Prints a report that details CC batch payment history CC Settlement Submits transactions for payment processing to the payment processing network This process in required only for Terminal Mode payment processing networks Host Mode payment processors such as PaymentTech settlement occurs automatically Payment Exceptions Provides a special dialog used for dealing with declined CC transactions Reverse Pickup Allows an order to be changed from a Sold status to a Detail status effectively un selling the order A reversed order displays a watermark of Reversed Pickup and all amounts are removed from the daily sales totals The order must be racked PROCESS FUNCTIONS Recurring Invoice Sets up a memorized repeating invoice at will or on a predefined schedule for any selected customer e Reprint Z Report Provides access to prior cashout reports and drawer balances e mport Export Provides a utility for extracting data from SPOT Direct Receive Used to quickly enter existing inventory into SPOT in a new installation e HSL ScanTrac Provides processing history based on barcoded Heat Seal Labels HSL applied to each garme
52. t button gt Manual Adjustment view 04 Enter Adjustment text 05 Enter amount 06 Select 96 to change to a percentage Change Add Alterations 01 Select Alterations tab 02 Select Alteration NOTE Adding an alteration to an item does not affect piece count Change Add Comments 01 Select Comments tab 02 Select a predefined Comment 03 Enter a Manual Comment CL Customer Lookup HP Home Page PIN Personal Identification Number VI Visual Invoice 33 34 General Coupons Adjustments Comments RTE TET 08 000116 Proc Ready m 214 cc an rT ex ov D etail HEnVEP EE 08 27 02 2 49 PM History Standard 0 Redos Items elt Upcharges 7 00 13 27 General 4 0 Claims n Detail 8 27 2002 2 49 40 PM E 0S Adjustments 0 00 oe m Starch Light teps coupons 0 00 0 00 Finish Hang Enviro Charge 0 00 0 00 08 000116 Tax 0 00 0 0096 DryCleaning 08 29 02 5 00 PM DEE Ts 3 Blouse Regular 12 75 Blue Solid Pepa a Void Redo silk 3 00 2 4 Dress Regular 33 00 5 Print Reassign Loci ip ree ad 4 00 ey Receipt Customer Subtotal 52 75 Visit yi eo Enviro 00 Split History fi e Tax v 52 75 Change Promised Date Pieces Lot Info Balance Due Cancel EN Apply Em Order View General Tab ORDER VIEW Order level changes are accessed via the VI Order View F7 button The following descriptions assume the Order View is selected displaying the General tab Upon entry of the Order View all tabs contain cur
53. te Green if active displays assigned route CK Checks Green if OK to take checks red if no OK DL Drivers License Green if license valid red if expired In Process Ready Indicators Displays current piece count order count and value for all in process and ready orders 14 A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View Active Orders Tab Lists all orders with order status for the selected customer This tab setting always remains at the last selected state Numeric Keypad Tab Pressing this tab toggles to a keypad facilitating touch screen phone number lookup entry and customer list selection navigation This tab always remains at the last selected state USING CUSTOMER LOOKUP Lookup Select Looking up by phone number or name is automatic and based on what you initially type Typing an A highlights the Customer Name button for an alpha lookup Typing a 5 highlights the Phone Number button for a numeric lookup The Backspace key removes typed entries one character at a time while the Enter key accepts a typed entry Lookup is incremental If the user enters JON the results list is narrowed to display all last names beginning with JON Adding an E further narrows the displayed list to the names beginning with JONE e Pressing the Select F2 button selects the highlighted customer for further action The Up Down Arrow keys moves the highlight to any
54. tion The CL view in all other areas of the system such as Quick Detail Pickup etc lists only active customers Customer Merge Provides a way to merge multiple customer records and associated statistics into one Note that merged records cannot be unmerged Lot Management Displays the Lot Manager view Activity Log Provides a detailed chronological audit trail of system use by all clerks using a PIN Time Clock Maintenance Provides access to the employee time clock editing function e Preset Promised Date Provides a way to override the automati cally calculated order promised date for a set period of time e Create Empty Quicks For drive up windows it allows on the fly preprinting of blank claim stubs with invoice numbers assigned Calculator Displays the standard Windows calculator Change User PIN Provides a user the ability to have the system issue an new PIN number System Maintenance FOR WESTGATE SOFTWARE SUPPORT PERSONNEL ONLY Do not enter this function unless instructed CL Customer Lookup HP Home Page PIN Personal Identification Number VI Visual Invoice 47 PAYMENT FUNCTIONS Payin Allows tracking of funds going into the cash drawer outside of a normal order pickup function Payout Allows tracking of cash leaving the cash drawer such as COD s supply purchases etc Cash Credit Allows the posting of a cash credit amount to a customer s record This is not A R credi
55. ustments by Orders Completed Voids by Description Route Description Late 4 Crystal Report Crystal Report Crystal Report Work In Process 5 A R AR Marketing NE NE NENNEN E E I pomum Categories lofi1 Reports Gallery Quick Reports View Reporting Quick Reports This view is accessed by selecting the Reports tab from HP This interface allows the user to create a list of major report categories in any order then define the list of actual report buttons that appear for selection in any order Once a report is selected it is displayed in an on screen view with printing optional All reports function in the same manner 1 Report selection 2 Report display to monitor 3 Optionally print report 40 A R Accounts Receivable CC Credit Card CCOF Credit Card On File CV Customer View Drawer Checkin 1 Cash Drawer Selection Select the drawer to check in emen ee 2 Cashier Counts Enter the beginning cash For this drawer 100 00 Cash Drawer Checkin View System Utilities DRAWER CHECKIN This is used to assign a physical cash drawer to a clerk and allow that clerk to enter the beginning balance for the drawer optional A clerk will not have access to any order processing functions involving cash transactions through the drawer without this step Drawer Selection Under configuration cash drawers are named i e Cash Drawer 1 Cash Drawer 2 Cou
56. voice Expected Scanned Invoice Expected Scanned Item View pg Order View 08 000096 0456 History E Standard 08 000091 ANDERS 09 000002 ANDERS General 08 000092 BROWN Rack 8 20 2002 11 07 51 AM 08 000095 BROWN 08 000096 08 000115 BROWN DryCleaning 08 27 02 5 00 PM 09 000145 BROWN 0 0 0 00 0 0 0 00 1 Blouse Regular 4 25 Blue Floral 06000090 GOPHER ALTER 1 pc Brass 5nap 3 00 T Invoice Expected Scanned Invoice Subtotal 7 25 Enviro 00 Tax 00 Total 7 25 Tag 08 000096 01 sl 8 16 7236 0 0 0 00 0 Orders 7 25 Amounts reflect net value 1 SPOTscan Print Sync Reset s Refresh Report caer Piece Lot Info Balance Due Physical Inventory Utility View PHYSICAL INVENTORY Inventory by Report Select via the Manual Inventory Racked Items A completed orders only or Manual Inventory Entire Store B completed orders orders in process buttons in the HP System tab A report is generated sorted by rack location number with physical inventory proceeding as follows 1 Checkmark all orders found as expected 2 Orders not found as expected remain for verification Inventory by Barcode Select this function via the Scan Inventory C button in the HP System tab Upon entry to this view an inventory cutoff date dialog appears A snapshot of the status of all in process orders known to the computer as of this cutoff date is then memorized as the comparison list to scanned physica
57. y 5 Redos Today Promised orders to be racked Number of redos handled today Rack Late for Pickup 5 Racking Exceptions Racked Orders 15 days Orders with the wrong location _ Production ojojo Pickup More Alerts Refresh Production Commitment Quote Department Group Mon 07 22 Tue 07 23 Weda7 24 Thu 07 25 n Peces Noe Realy 13 DryCleaning Merchandise HouseHold 5 All Pieces 6 Laundry 2 5 Leather 1 Process Steps Wedding 4 ml View Detail X Home Page HP View Alerts Tab Getting Around HOME PAGE The HP view is the control center for SPOT used to access operational functions and view vital system information Operation Tabs Production Order processing functions default Delivery Route and Hotel management utility A R Accounts Receivable utility Reports Management reporting System Operational utilities Production Menu Buttons Quick 1 Receive without price and describe prints claim check Detail 2 Receive with price and describe prints invoice Rack 3 Assign completed orders to a storage location Pickup 4 Customer order pickup prints pick list Quote 5 Order pricing with order completion optional Merchandise 6 Sell merchandise items directly Process Steps 7 Log orders to definable workflow step CL Customer Lookup HP Home Page PIN Personal Identification Number VI Visual Invoice 7 Function Buttons
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