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User Guide - Alpha Centauri LLG

1. 4 9 4 4 RECEIVE PURCHASE 4 9 4 5 UPDATE RECEIVED PURCHASE 4 16 4 6 AUTO CREATE PURCHASE 4 18 4 7 BIST PURGHASE ORDERS initi recen Ee ere eee eb ete rece tiv ee ere oe be ee vin 4 19 4 8 PURCHASES HISTORY 4 20 5 E 5 1 NEU M 5 1 5 2 CREATE EDIT STORE 5 1 5 3 PRINT STORE ese esee etes esses esses eun 5 5 5 4 WAREHOUSE PICKING REPORT 5 5 5 5 UPDATE STORE TRANSFERS eter kiere ete roten ete etre 5 6 5 6 MUT STORE INGUIBRY i cierta aa epa ata save eve eacus ra Ca ava 5 6 5 7 MULTI STORE SALES ANALYSIS 5 8 5 8 MULTI STORE VALUATION REPORT 5 10 5 9 MULTI STORE ON ORDER 5 11 6 LABEL SYSTEM aa 6 1 6 1 MAINTAIN EABEE TABLE 6 1 6 2 LABEL FIEE DEFINITPIONS eb ee eo eee ue ee ert 6 3 6 9 I
2. Transfer In Xou Transfer Out If the Purchase Order module is in use the Ord and Rec types will be created automatically by the system If the Multi Store module is in use the xIn and Xou types will be created automatically by the system TRANSACTION DATE Enter the date of the transaction or press Enter to use today s date This date will automatically repeat for all of the transactions that follow until you change it again DOCUMENT NUMBER A number used to associate this transaction with a unique document This can be used to record the Invoice Number on a Receiving Transaction the Transfer Number on a Transfer Transaction the Batch ID on a Physical Count Transaction etc Entry of this field is not required QUANTITY Enter the quantity of the item involved in this transaction Heference 1 12 TrackFl User Guide March 2014 Inventory Control Menu UNIT The unit of measure for the transaction either in CS case or EA each This displays automatically based on the value that you entered in the Case Quantity field on the Item Maintenance screen If you left the Case Qty field blank then EA will appear If you entered a number in the field then CS will appear You can toggle between CS and EA by using F4 in the Unit Cost field and the system will re compute the Total Cost and Total Retail amounts CASE QTY The number of items in a case The Case Qty is automatically displayed from the Item File The system uses this
3. rem EXPORT BAT v00 Test code rem EXPORT BAT v01 Add Datasym code rem EXPORT BAT v02 Add Comm2000 v3 echo off cls rem For Demo purposes remove for live systems echo You are in EXPORT BAT DemoMode This simulates communication echo with a Datasym cash register The Comm2000 code is in echo this file Edit EXPORT BAT for live systems pause rem Remark rem the above four lines for live systems rem and check for test code at the end of this file rem A typical Datasym setup rem rem cd progra 1 datasym comm2000 rem rem This is a sample call to COMM2000 rem call comm2000 exe key1 cmd rem rem The contents of KEY1 CMD rem 31 1 Changes CQ 3 N rem No testing lines are required to simulate sending data to a cash register end EXPORT BAT Here is a typical EXPORT BAT after adding and removing the appropriate remarks begin Live System EXPORT BAT rem EXPORT BAT 00 Test code rem EXPORT BAT 01 Add Datasym code rem EXPORT BAT v02 Add Comm2000 v3 echo off cls rem For Demo purposes remove for live systems rem echo You are in EXPORT BAT DemoMode This simulates communication rem echo with a Datasym cash register The Comm2000 code is in rem echo this file Edit EXPORT BAT for live systems rem pause TrackFl User Guide Reference 11 15 Cash Management rem Remark rem the above four lines for live systems rem and check for test code at the end of this file rem A
4. TrackFl User Guide Reference 9 1 Program Scheduler Menu March 2014 INVENTORY TRANSACTION MASTER Y N This option governs whether or not the DEX system will import export Inventory Transaction data If this option is set to Y the options below may then be selected for each Transaction Type to determine which types will be processed If this option is set to N then no transactions will either be imported or exported by this system When set to Y this option will cause the selected transaction types below to be exported during the running of the Transaction Post program The individual options set below do not control the importing of individual transaction types If the Inventory Transaction Master option is set to Y all transaction types provided in the Transaction transmit file will be imported into the system Another important point to remember is that you should not set the same Transaction Type option to Y for both Host and Store systems If you do you will cause a loop in the system where the transactions will be imported and then immediately exported again during the Transaction Post This will cause multiple postings of the same inventory transactions at both Host and Store and make a complete mess of your inventory counts To avoid this decide where the data entry for each Transaction Type will occur usually the store then set the DEX option to Y at that location and set it to N at the other location Host
5. 0 print and zero total 2 DOVERSHORT Over Short e je no effect not or DMDSE Mdse Sales DTAXEXMS TaxExmpt Sales DNTAXSALES NonTax Sales DVOID Item Void DIVOID2 Item Void 2 DRETURNS Returns DCANCELS Cancels TLAST YR La print last year s total 3 and compare to total 1 Reference 11 10 TrackFI User Guide March 2014 Cash Management 11 DATASYM SETUP 11 1 DATASYM CASH REGISTER SETUP GENERAL OVERVIEW TrackFl sends data to the cash register in PLnnnn P13 files where nnnn is the Store Number For example Store 1 would be sent as PLO001 P13 Special Price Maintenance is sent in a file called PFnnnn P13 Sales data coming from the cash register is read by TrackFl in files named 01 nnnn DAT where the nnnn is the Store Number The 01 is the company number and must be set up in the cash register as 01 For example Store 1 would be read from the 01 0001 DAT file The paths that TrackFl uses are defined in DriveLetter This assumes that TrackFl was installed in the default subdirectory If TrackFl was installed in a non standard location the SYSTEM CFG file will be found in the SYSTEM subdirectory underneath the non standard location There are many Datasym configuration items that are set in the SYSTEM CFG file It is recommended that you read the SYSTEM CFG file to look at all the options that can be set The SYSTEM CFG file is covered in detail in Section One of the
6. At least one Store or location record must be created before operation of the system can begin In a Multi Store environment each of the Stores that you want to track inventory for must be defined before you begin to convert your inventory data It is in this screen that you will define Warehouse locations as well if appropriate To create or edit Stores click on the Stores button on the Inventory Maintenance Menu Complete the information on the screen according to the guidelines provided in the Reference portion of this manual STEP FOUR DEPARTMENT MAINTENANCE REQUIRED Department codes must be defined for each Store to match the Departments defined in the point of sale terminal s in that Store It is possible to have different Department codes in different stores if you choose Another important function provided by Department Maintenance Screen is the ability to set up the default point of sale item status information on Screen 2 The information provided on Screen 2 will be built automatically for each Item that is associated with that Department To create or edit Departments click on the Departments button on the Inventory Maintenance Menu Complete the information on the screen according to the guidelines provided in the Reference portion of this manual STEP FIVE CLASS MAINTENANCE REQUIRED At least one Class is required Classes are categories of merchandise that fall within broader Departments These entries are optional
7. The number that the vendor or distributor assigns to this Item Search on this field or it will display from the Item File if the Item is selected using another method DESC The Description field contains the name assigned to this Item Search on this field or it will display from the Item File if the Item is selected using another method CODE The Code field is used to further describe or classify this Item Search on this field or it will display from the Item File if the Item is selected using another method QTY ORDERED Enter the quantity of the selected Item that you wish to order The quantity must relate to the Unit of Measure either EA or CS entered in the Unit field The LINE ITEM COMMENT field can be entered here or on any of the following fields This 40 character field is accessed by selecting the ShiftF4 key UNIT The Unit of Measure used to order the selected Item EA or CS The default value is related to the value entered in the Case Quantity field in the Item Master File If the Case Quantity field is blank the Unit field will default to EA If the Case Quantity field has a numeric value then the default will be CS The default can be toggled using F4 and the resulting Cost and Retail extensions will be recalculated QTY RECEIVED This field is by passed in Enter Edit POs It will be used in Receive Purchase Orders QTY B O THIS FIELD IS BY PASSED IN ENTER EDIT POs It will be used in Receive Purchase Order
8. rem For Demo purposes remove for live systems rem echo You are in PRICE BAT DemoMode This simulates communication rem echo with a Datasym cash register The Comm2000 code is in rem echo this file Edit PRICE BAT for live systems rem pause rem Remark rem the above four lines for live systems rem A typical Datasym setup rem cd progra 1 datasym comm2000 rem rem This is a sample call to COMM2000 call comm2000 exe price cmd rem The contents of PRICE CMD rem 31 1 PRICE CQ 3 N end PRICE BAT EOD BAT EOD BAT is accessed from the menu system by Point of Sale gt End of Day gt EOD Autopilot gt POS Communications EOD BAT as shipped looks like begin Demo EOD BAT echo off cls rem EOD BAT v00 Test code rem EOD BAT v01 Add Datasym code rem EOD BAT v02 Add Comm2000 v3 rem For Demo purposes remove for live systems echo You are in EOD BAT DemoMode This simulates communication echo with a Datasym cash register The Comm2000 code is in echo this file Edit EOD BAT for live systems pause rem Remark rem the above four lines for live systems rem and check for test code at the end of this file rem A typical Datasym setup Comm2000 v3 rem TrackFl User Guide Reference 11 17 Cash Management March 2014 rem cd progra 1 datasym comm2000 rem rem polled txt is created by the CMD file rem if exist polled
9. CLASS RANGE Enter the range of Classes that you want to include on the report VENDOR ID RANGE Enter the range of Vendor IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last MANUFACTURER ID RANGE Enter the range of Manufacturer IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last DESCRIPTION Enter a Description that you want to include on the report The report will filter out any item that does not match this Description Reference 1 30 TrackFl User Guide March 2014 Inventory Control Menu CODE Enter a Code that you want to include on the report The report will filter out any item that does not match this Code ITEM Z LEVEL RANGE Enter the range of Item Levels that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last VENDOR ITEM RANGE Enter the range of Vendor Item s that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last PRICE POINT RANGE Enter the range of Retail Price points that you want to include on the report PAGE BREAK NONE ON DEPARTMENT P B N Enter P to start a new page for each Department Enter B to insert a Line Feed for each Department Enter N to prevent any separatio
10. Run the Inventory Reports you use on a Yearly basis 1 Sales Analysis Report 2 Item Movement Report 3 Top Sellers Report 4 Activity Report 5 Valuation Report Run the Period End Close Program TrackFl User Guide 2 9 March 2014 TrackFl Procedures This page is left blank intentionally 2 10 TrackFl User Guide March 2014 Data Entry Conventions 3 DATA ENTRY CONVENTIONS Every tool or craft has fundamentals that need to be mastered in order to use practice it effectively TrackFl is no exception In order to maximize your ability to use TrackFl to improve the operation of your retail business you must first learn the conventions used by the program to interact with you through the screen and keyboard By acquainting yourself with these at the beginning of your training process you will find your ability to enter and access the data in the system greatly enhanced 3 1 MENU CONVENTIONS All system menus have identical formats At the top of the menu is the Menu Name eg Inventory Menu This is a name that generally describes the group of programs or sub menus that fall below Next are the Menu Selections themselves such as Maintenance Transactions On Screen Inquiry etc A Menu Selection may consist of either an application program that will display a screen or another layer of Menu Selections sub menu Menu Selections are accessed in one of two ways The first is to use the UpArrow and DownArrow Keys to move the li
11. Search on this field or it will display from the Item File if the Item is selected using another method LEVEL The level of the Item you wish to select VENDOR ITEM The number that the vendor or distributor assigns to this Item Search on this field or it will display from the Item File if the Item is selected using another method DESC The Description field contains the name assigned to this Item Search on this field or it will display from the Item File if the Item is selected using another method CODE The Code field is used to further describe or classify this Item Search on this field or it will display from the Item File if the Item is selected using another method CURRENT PRICE The current rice will display from the Item File for the record selected TrackFl User Guide Reference 3 15 Price Management Menu March 2014 NEW PRICE Enter the new Retail Price for the Item This will update the Promo Price field in the Item File if this is a temporary price or will change the Retail Price field if itis a permanent price change This price will be activated in the point of sale system automatically on the date specified in the Date On field This field should be left blank if you wish to use the Mix and Match pricing method that follows MIX AND MATCH TABLE Enter the Mix and Match table number that controls pricing for this item Use ShiftF4 to search if you are uncertain of the valid table numbers DATE
12. TrackFl User Guide 1 21 March 2014 Installation and setup STEP TEN ENTER PHYSICAL COUNTS OPTIONAL 1 22 Once all of your Items have been entered you are ready to set the beginning inventory counts for each item in stock in your store This step is required if you want to keep a perpetual inventory on the system If you are using TrackFl exclusively for Item Maintenance and Sales Analysis this step is not necessary The Physical Inventory can be accomplished in one of two ways 1 use the Physical Inventory Worksheet to collect information and key enter the counts into the Inventory Transaction Screen or 2 use a Hand Held Terminal to collect the count information on the sales floor and then automatically dump the counts into the Inventory Transaction File on the PC The procedures for each method are as follows If you are doing a complete Physical Inventory as opposed to cycle counting and want to zero all Qty on Hand amounts prior to starting to enter counts you must run a special utility Double click INP002Z2 PTC in the Track subdirectory You will be presented with a screen entitled Zero Quantity on Hand At the Store prompt enter the number of the store that you want to zero counts for At the Zero Quantity on Hand for all items in the above store Y N prompt enter Y to begin the zeroing process Manual Entry Method 1 Print the Physical Inventory Worksheet To do this select Inventory from the Applications Menu
13. the option to update the Vendor Returns system automatically so that these items can be pulled from the shelves and returned to the vendor for credit or refund STORE ID RANGE Enter the range of stores that you want to include on the report Use the ShiftF4 key to Pop Up a selection list DEPARTMENT ID RANGE Enter the range of Department IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list CLASS RANGE Enter the range of Classes that you want to include on the report VENDOR ID RANGE Enter the range of Vendor IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last MANUFACTURER ID RANGE Enter the range of Manufacturer IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last DESCRIPTION Enter a Description that you want to include on the report The report will filter out any item that does not match this Description CODE Enter a Code that you want to include on the report The report will filter out any item that does not match this Code ITEM LEVEL RANGE Enter the range of Item Levels that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last VENDOR ITEM RANGE Enter the range of Vendor Item s that you want to include on the
14. CODE Enter the Code Field contents that you want to print labels for ITEM LEVEL RANGE Enter the range of Item Levels that you want to print labels for VENDOR ITEM RANGE Enter the range of Vendor Item that you want to print labels for PRICE POINT RANGE Enter the range of Retail Price points that you want to print labels for QUANTITY TO QOH QOH or any number up to 99999 Enter the quantity of labels that you want to print The system defaults to printing the quantity of labels for each item currently contained in the Qty on Hand field in the Activity file You may enter any quantity from 1 to 99999 For example you may choose 1 if you want to print barcoded shelf tags in a scanning environment TrackFl User Guide Reference 7 7 Hand Held Terminal Menu March 2014 6 4 PURCHASE ORDER FILE LABELS The Purchase Order Label Generator is used to produce a label file from a single PO or range of POs in preparation for tagging merchandise as it is received These labels may be attached to the Receiving Worksheet and filed in the Receiving area awaiting the arrival of the ordered merchandise for check in STATUS RANGE Enter the range of PO Status codes NEW or OPEN that you want to print labels for STORE ID RANGE Enter the range of Store IDs that you want to print labels for PO NUMBER RANGE Enter the range of Purchase Order numbers that you want to print labels for VENDOR ID RANGE Enter the range of Vendor IDs
15. Enter P to start a new page for each Vendor Enter B to insert a Line Feed for each Vendor Enter N to prevent any separation by Vendor PAGE BREAK NONE ON DEPARTMENT P B N Enter P to start a new page for each Department Enter B to insert a Line Feed for each Department Enter N to prevent any separation by Department INCLUDE NON ORDER ITEMS Y N Enter Y to print all items for the selected ranges regardless of whether they meet the reorder criteria Enter N to restrict the report to just those items that are recommended for reorder SEND TO P RINTER S CREEN OR F ILE Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file 1 14 3 SALES ANALYSIS REPORT The Sales Analysis Report can provide a wealth of information about the performance of the individual components of your inventory or about Class and Department groupings above the Item level You can select to report sales activity from the Period to Date Month to Date or Year to Date periods for each item The system will provide data on Qty and sold Cost of Goods Sold and Gross Margin and 95 In addition Items are ranked within the Department Class according to percentage contribution to Sales and to Gross Profit for that Department Class Finally a simple St
16. H10 55 E COMMERCE DR H11 H12 H13 NORFOLK H14 SCHAUMBURG H15 VA H16 23513 H17 H18 IL H19 60173 H20 H21 02 14 06 H22 ASAP Heference 9 8 Field Description Store PO Number Invoice Number Status OPEN NEW Vendor ID Ship To ID Vendor Name Ship To Name Vendor Address 1 Ship To Address 1 Vendor Address 2 Ship To Address 2 Vendor City Ship To City Vendor State Vendor ZIP Vendor ZIP Extension Ship To State Ship To ZIP Ship To ZIP Extension PO Date Required Date TrackFl User Guide March 2014 H23 H24 H25 TSB H26 H27 FRED HOFFM H28 NET 10 H29 93 54 H30 BEST WAY H31 0 H32 SHIPPER H33 0 H34 0 H35 NET 10 H36 0 H37 93 54 H38 H39 H40 H41 001 1 002 40 003 1 004 1299362210 005 0 006 007 CASCADIA PINK GRAPEFRUIT 6 008 009 2 010 CS 0110 0120 013 4 52 014 3 69 015 9 04 016 29 52 017 018 4 019 1 13 020 0 ENDDETAIL TrackFl User Guide Program Scheduler Menu Tax Status Price Type Buyer Remarks Confirmed By Freight Terms Merchandise Total Shipper Freight FOB Tax Misc Charges Payment Terms Discount Invoice Total Message Line 1 Message Line 2 Message Line 3 F P Full Partial Store Detail PO Number Line Number Item Number Level Vendor Item Number Description Code Quantity Ordered Unit of Measure Quantity Received Quantity Backordered Unit Cost Item Retail Total Cost Total Retail F P
17. LANDEDCOST Y Increase cost by found in vendor File LANDEDCOST N Don t increase cost LBLACCTNO My ACCtNO This allows users to specify the account number to print on Vendor Item Number Tags LBLACCTNO 123456 Print 123456 as the account number LBLACCTNO 697 357 Print 697357 as the account number LBLASCIIPATH C ASCIILBL TXT This allows the users to print labels to an ASCII text file for later printing to third party label programs The fields in the ASCII file are comma delimited and all the fields from the Main Item File are included LBLASCIIPATH C ASCIILBL TXT The default LBLASCLIPATH G NETWORK MYFOLDER MYNAME ASC Any path LBLCHECKDIG Y This allows the users to select or deselect the creation of a check digit on the UPC codes for Stickers and Tags in the Item and Receiving Label Print Programs LBLCHECKDIG Y Create and print the check digit LBLCHECKDIG N Do not create or print the check digit LBLCHKITEM N This allows the users to suppress the printing of labels If LBLCHKITEM is set to labels will print If set to Y then a label will only print if the Item has LABL in the Aisle Location Field in the Main Item File LBLCHKITEM N Always print labels LBLCHKITEM Y Only print label if LABL is in Item s Aisle Loc 1 30 TrackFl User Guide Installation and setup March 2014 LBLDEFBCODE U LBLDEFPORT 1 LBLDEFPRICE B LBLDEFTYPE S LBLLEVEL Y This allows
18. PRICE POINT RANGE Enter the range of Retail Price points that you want to include in processing AISLE RANGE Enter the range of Aisle codes that you want to include in processing Heference 1 52 TrackFl User Guide March 2014 Inventory Control Menu DESCRIPTION Enter a Description that you want to include in processing The report will filter out any item that does not match this Description CODE Enter a Code that you want to include in processing The report will filter out any item that does not match this Code ITEM Z LEVEL RANGE Enter the range of Item Levels that you want to include in processing Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last VENDOR ITEM RANGE Enter the range of Vendor Item s that you want to include in processing Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last Note The logic used to evaluate the entries made in the next three fields is OR rather than AND logic In other words if you make entries in both the PTD and MTD range fields the system will include any item for deletion that meets EITHER the PTD OR the MTD requirements QTY SOLD PTD RANGE Enter the range of Qty Sold PTD values for which you want items included in the deletion batch For example if you want only items that have not sold in the last week enter 0 to 0 in these fields QTY SOLD MTD RANGE Enter the range of Qty Sold MTD values fo
19. Short I 20 Y CASH Cash I 30 2701F000CID Y CHECK Check I 40 2508BOO00ID Travelers Check I 50 AS 2502 0001 Y VISA Visa I 60 2501B000ID Y MC aster Card T TO 2504B000ID Y AMEX American Express I 80 2505B000ID Y DISCO Discover T 90 2506B000ID Y GCREDEEM Gift Cert Redeemed I 100 2503B000ID Y PAIDOUT Paid Out I 110 2509BO00PO VOID Item Void I 120 2701F000VD Y RETURNS Returns I 130 2701 Y EDISC Emp Discount I 140 1801BC00003 Y IDISC Item discount T 150 1801BC00001 Y IDLRDISC Item dlr disc I 160 1901BC00001 Y TDISC Trans disc I 170 1801BC00002 Y TDLRDIS Trans Dlr Dis I 180 1901BC00002 Y GC ISSUED Gift Cert Issued 190 1501 400015 1 200 2701F000T1 4 Y TAX Sales Tax I 210 2701F000T1 Y MDSE Mdse Sales I 220 2701F000NO2 Y TAXEXMS Tax Exempt Sales I 230 2701F000DS1 Y NTAXSALES Non Taxable Sales I 240 2701F000N01 Y ALT Alteration I 250 2701F000AL Y TrackFl User Guide Reference 11 7 Cash Management March 2014 l ALT Alteration L 260 2701F000AL Y 1 NOSALE No Sale I 270 1A019400001 Y T CANCELS Cancels I 280 2701F000CAN Y n ENQUIRE Enquire I 290 2701F000EQ Y Ti ENQUIRE Enquiret L 300 2701F000EQ Y 1 IVOID2 Item Void 2 I 310 2701F000VGS Y Note that OVERSHORT does not have an Import Link defined It allows you to balance the Transaction Screen and is avail
20. The file will be added to or appended until it is sent to the register When you have completed the Edit Delete process use Escape to continue to the next step of the Autopilot sequence 2 3 5 EXPORT POS MAINTENANCE FILE STORE ID RANGE Enter the range of stores that you want to include in processing Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last 2 3 6 EXPORT PRICE CHANGE BATCHES The purpose of this program is to export price change batch data from the Price Management module of TrackFl into the format required by your point of sale system do this the program first searches the Price Master File for price records with a Date Off less than or equal to today s date All those selected are exported to your point of sale subdirectory The file naming convention used is PFNNNN P13 where PF is the root name and NNNN is the store number An example of a valid file name is PF0001 P13 If the file exists the system will append the latest data to the end of the file All records exported to the PFNNNN P13 file are then deleted from the Price Master File The Promo On and Promo Off Date fields in the Item Master file are also cleared at this time Reference 3 8 TrackFl User Guide March 2014 Price Management Menu The program next searches for price records with a Date On less than or equal to tomorrow s date This permits you to run the program the night before a sale is to start and the items will ri
21. Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last SEND TO P RINTER S CREEN OR F ILE OUTPUT FILENAME Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file TrackFl User Guide Heference 3 5 Price Management Menu March 2014 2 2 4 EDIT DELETE MAINTENANCE RECORDS The third step of the Autopilot sequence is Edit Delete Maintenance Records After you have printed the Maintenance Records in the previous step you may decide that some of the maintenance that was performed was incorrect It is at this time that you can Edit or Delete those records to prevent them from going to the register incorrectly One of the primary uses of this screen is to enable you to change the Maintenance Type of the record prior to transmission An improper Maintenance Type can cause the record to be rejected by the point of sale system For example if you attempt to transmit a record with a Type 2 Add to a point of sale System where that record already exists the record may generate a maintenance error and be rejected Likewise if you attempt to transmit a record with a Type 4 Replace Change to a point of sale system where that record does not exist a maintenance error may be generated and the record rejected This
22. VENDOR ITEM RANGE Enter the range of Vendor Item s that you want to include on the report Use ShiftF4 to Pop Up a selection list or Enter to select First to Last PRICE POINT RANGE Enter the range of Retail Price points that you want to include on the report PAGE BREAK NONE ON DEPARTMENT P B N Enter P to start a new page for each Department Enter B to insert a Line Feed for each Department Enter N to prevent any separation by Department PAGE BREAK NONE ON CLASS P B N Enter P to start a new page for each Class Enter B to insert a Line Feed for each Class Enter N to prevent any separation by Class SEND TO P RINTER S CREEN OR F ILE Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file TrackFl User Guide Reference 5 31 Multi Store Menu March 2014 This page is left blank intentionally Heference 5 32 TrackFl User Guide March 2014 Hand Held Terminal Menu 6 LABEL SYSTEM MENU The Label System is designed to work in conjunction with a number of third party label printing software applications to permit you to create your own labels for price labels shelf tags and other uses The Label System generates ASCII files containing data needed for printing labels from the Inventory Item File Shelf Pric
23. after initial installation of the system one or more of the transmit types Items POs or Transactions is not being processed as you expect check your Selectable Options selections to make sure that they are set according to the instructions provided above If one of the options that you need is set to N the system will simply skip processing those transmit files STORE ID RANGE Enter the range of Store IDs that you want to export transmit files for 8 3 2 ITEM MAINTENANCE EXPORT As Item Maintenance in the form of ADDS DELETES and REPLACES is performed in the Item Maintenance screen these items are flagged as 2 3 or 4 The Item Maintenance Export program scans the Item file for these items and exports them to the TRACK OUTBOX subdirectory with a filename of INVLNNN XMT where INV is the module exporting the data L is the location H ost or S tore and NNN is the PLU Store Number as defined in the Store Maintenance screen For example a file created by the Host system for transmission to Store 1 would have the filename INVHO001 XMT A file created by Store 1 for transmission to the Host system would have the filename INVS001 XMT The formats for these files are provided at the end of this section TrackFl User Guide Heference 9 5 Program Scheduler Menu March 2014 Once successfully exported the flags are reset to zero to prevent double transmission of the batch If an XMT file already exists for the store being processed the
24. erecti ER sided i Re nie uus 7 12 8 DATA EXCHANGE 3 eret etae feit terii cereus 8 1 84 DATA EXCEANGE SETUP dnte e Pi emn tee fort eret Een 8 1 8 2 IMPORT PROGESSIING riter n he ee td ee Pe a Pee ata E een 8 3 8 2 AUTOPILOT rione t erri ee IE es 8 3 8 2 2 ITEM MAINTENANCE IMPORT sese 8 4 8 2 3 PURCHASE ORDER MAINTENANCE IMPORT 8 4 8 2 4 TRANSACTION IMPORT sese nennen nnnm nennen 8 5 8 3 EXPORT PROCESSING c een ed en dae rene inen 8 5 8 3 AUTOPILOT ote eo erit eed roa pee eee puede 8 5 8 3 2 ITEM MAINTENANCE EXPORT esee 8 5 8 3 3 PURCHASE ORDER MAINTENANCE 8 6 8 3 4 TRANSACTION nennen nennen nnne ennt 8 6 8 4 FILEFORMAT S utu te eerte eerte eite roten 8 7 8 4 1 DATA EXCHANGE FORMAT ITEM MAINTENANCE 8 7 8 4 2 DATA EXCHANGE FORMAT PURCHASE ORDERS 4 8 8 8 4 3 DATA EXCHANGE FORMAT TRANSACTIONS 8 11 9 PROGRAM SCHEDULER MENU eeeeeeeeeeennennnennenn nnne nn sn nn antra s nnns sna snn asina sinas trans nennt 9 11 9 1 CREATING A PROGRAM DEFINITION eese nennen nnnm remet 9 11 9 2 CREATING EDITING A GROUP SCHEDULE esee 9 2 9 3 PROCESSING A GR
25. happens often when new systems are being brought on line and a large amount of maintenance is being done Careful use of this screen will enable you to avoid the frustration of repeated transmissions to get a good PLU file into the point of sale system STORE Enter the store number that you want to edit or delete records for then use F4 All Maintenance records for that store will appear on the screen Use the arrow keys to find the record you want to edit or delete TYPE You will notice that the only field you can edit in the record is the Type field The Type field denotes whether the item is a new item Type 2 an item that has been changed Type 4 or an item that has been deleted Type 3 You may change this field if necessary and use F9 to save your changes If something other than the Type is incorrect your only option at this point is to delete the record With the cursor positioned at the record use ShiftF7 to delete the item from the Maintenance file Note that you may run the Autopilot as many times as necessary to correct the POS Maintenance File The file will be added to or appended until it is sent to the register When you have completed the Edit Delete process use Escape to continue to the next step of the Autopilot sequence 2 2 5 EXPORT POS MAINTENANCE FILE The fourth step of the Autopilot sequence is Export POS Maintenance File This step exports the maintenance data created reviewed and edited in the previous st
26. or F Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file 5 4 WAREHOUSE PICKING REPORT The purpose for the Warehouse Picking Report program is to permit you to print a Picking List for use in pulling merchandise from the Warehouse and for inclusion with the shipment to the receiving store Once the merchandise has been pulled the warehouse person can mark the quantity pulled on the report and return it to you You can then go into Enter Edit Transfers and modify the quantity transferred to reflect the actual quantity pulled You can then print either a Transfer document or another picking document and include it with the shipment STORE Select the store for which to print a Picking Report Only one store may be selected at a time TRANSFER NUMBER START Enter the number of the first Picking Report that you wish to print TRANSFER NUMBER END Enter the number of the last Picking Report that you wish to print TrackFl User Guide Reference 5 25 Multi Store Menu March 2014 SEND TO P RINTER S CREEN F ILE _ Enter P S or F Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG
27. or partial Code and use the F4 key to Find the Item you want to view or ShiftF4 to Pop Up a list of Codes to choose from Upon selection of the item using one of the above search methods the 13 Month Sales History for the Item will display on the screen You can then Page Down PgDn key to scroll through the file and display each item in sequence Reference 1 38 TrackFl User Guide March 2014 Inventory Control Menu 1 15 3 DESCRIPTOR MAINTENANCE The purpose of Descriptor Maintenance is to permit you to create descriptions for monthly accounting periods that are consistent with those used elsewhere in your organization CURRENT PERIOD DESCRIPTION Enter the description of the accounting period that you are currently in example DEC 93 PERIOD 2 DESCRIPTION Enter the description of the previous accounting period example NOV 93 PERIOD 3 13 DESCRIPTIONS Enter the descriptions of the remaining previous accounting periods example OCT 93 DEC 92 When all descriptions have been entered use F9 to save your entries If you are changing existing entries you may use F9 at any time to save your work This step is only required for initial setup The new period descriptions are entered during the Month End option of the Close Period program 1 16 VENDOR RETURNS The Vendor Returns system is designed to automate the return of store merchandise to vendors The Vendor Returns system can be fed automatically by the Item Movement R
28. that does not match this Code ITEM Z LEVEL RANGE Enter the range of Item Levels that you want to include in the Auto Create Use ShiftF4 to Pop Up a selection list or Enter to select First to Last Reference 5 18 TrackFl User Guide March 2014 Multi Store Menu VENDOR ITEM RANGE Enter the range of Vendor Item s that you want to include in the Auto Create Use ShiftF4 to Pop Up a selection list or Enter to select First to Last ORDER CASES FOR CASE ITEMS Y N Enter Y here if you want the system to order using the CS unit of measure This should be used if the vendor selected requires full case ordering This feature will only activate with items that have a quantity greater than zero entered in the Case Quantity field in the Item Maintenance screen Enter an N if you want to order all items using the EA unit of measure ROUND PARTIAL CASES UP DOWN U D If you entered a Y in the previous field you will have the option to round partial case qtys ordered by the system either up or down to the nearest full case qty If you entered N in the previous field the cursor will bypass this field 4 7 LIST PURCHASE ORDERS The purpose of List Purchase Orders is to permit you to print a report of any or all POs that are currently stored in the Purchase Order files whether NEW or OPEN You can specify ranges to shorten the list or use F4 to print all outstanding POs These will print in the same format as the Print Pos
29. the Item labels will begin printing immediately upon selecting this option from the menu If not then the following prompts will appear on the screen LABEL TYPE T S B T ags S tickers or B utterfly Select the label type or stock that you want to print Make sure that this stock is loaded in the printer INCLUDE COMPARE AT PRICE Y N Select Y to include the Compare At price on the labels Select N to suppress printing of the Compare At price on the labels USE PRINTER PORT 1 2 3 Select 1 2 or 3 for LPT1 LPT2 or LPT3 These are the printer port options on your computer You should select the port that your Barcode Printer is attached to 6 6 3 PURCHASE ORDER LABELS Use this option to print the labels generated by the Order File Labels program on the Label System Menu If you are using a third party label printing package the PO labels will begin printing immediately upon selecting this option from the menu If not then the following prompts will appear on the screen LABEL TYPE T S B T ags S tickers or B utterfly Select the label type or stock that you want to print Make sure that this stock is loaded in the printer INCLUDE COMPARE AT PRICE Y N Select Y to include the Compare At price on the labels Select N to suppress printing of the Compare At price on the labels USE PRINTER PORT 1 2 3 Select 1 2 or 3 for LPT1 LPT2 or LPT3 These are the printer port options on your com
30. the amount in the Retail Price field will be sent back to the point of sale system PROMO START DATE REQUIRED WITH PROMO PRICE The date that the item will go on sale The date can be entered at any time and the item will go on sale at the proper time automatically TrackFl will activate the Promo Price the day prior to this date to allow you to have the correct price ringing at the point of sale system first thing on the sale date This assumes that maintenance is run at night on the day prior to the sale date and after the store has closed You are also able to run maintenance in the morning of the sale before the store opens and the items will be sent to the point of sale system correctly PROMO END DATE OPTIONAL The date that the item will come off sale This should be set to the date that corresponds to the last day you want the item to ring at the sale price At the end of this day the price will return to normal Retail For a permanent price change this field should be left blank LAST COST OPTIONAL The cost of the item as of the last receipt into inventory This field is updated automatically as receipts are entered and posted in the Inventory Transactions module Other than when creating items this field usually will not be edited TrackFl User Guide Reference 1 3 Inventory Control Menu March 2014 AVERAGE COST OPTIONAL The weighted average unit cost of the items currently in stock This field is updated automati
31. 0 00 0 00 846 51 0 00 891 30 LAST YR 030111 3384 83 3285 11 3353 85 3457 81 3434 82 3495 42 3444 69 23856 53 change 2711 31 257 49 2077 02 4672 64 1233 71 1987 64 325 81 10146 58 Change 44 47 7 26 38 24 57 47 56 04 36 25 10 44 29 84 TrackFl User Guide Reference 11 5 Cash Management March 2014 10 5 HISTORY FILE PURGE The History file Purge allows you to remove records from the History file that are no longer needed This function would be used primarily for records that are over a year old If you remove records that are less than a year old they will not be available for reporting in the Weekly Report Comparison This function could be used simply to delete records from the History file that are there erroneously DATE RANGE Enter the desired date range The purge will remove records inclusive of both dates Pressing Enter will use today s date STORE ID RANGE Press Enter to default to First Last or enter any valid store range 10 6 TYPES MAINTENANCE This is the program that allows you to setup or create a relationship between the individual totals in the Terminal report and the TrackFl Cash Management system The records in this file are used during the Terminal Data Conversion operation That program creates records in the Cash Transaction file by matching records from this file and the Terminal Report files For our Datasym example we are using File 27 the Daily Miscellaneous Totals file We use the Comm2000 v3 1 for W
32. 00 to 2 00 AISLE RANGE Enter the Range of Aisles that are to be included in the Price Change Batch For example if you want only those items on Aisles 1 through 3 enter 1 to 3 DESCRIPTION Enter the Item Description that you want to include in the Price Change Batch This is rarely used but could find all items with a common description CODE Enter the Code Field contents that you want to include in the Price Change Batch For example if you are using the Code Field to define color you could enter RED and only red items will be included in the batch ITEM LEVEL RANGE Enter the Range of Items and corresponding Level codes that are to be included in the Price Change Batch For example if you want only those items whose Item Number is between 1000 and 2000 and have a Level Code of 0 enter 1000 0 to 2000 0 Use ShiftF4 to pop up a list of possible Items and corresponding Levels VENDOR ITEM RANGE Enter the Range of Vendor Item Numbers that are to be included in the Price Change Batch For example if you want only those items which have a Vendor Item Number between 100 and 200 enter 100 to 200 Use ShiftF4 to pop up a list of possible Vendor Item Numbers Heference 3 12 TrackFl User Guide March 2014 Price Management Menu NEW PRICE If all items in the Price Change Batch are changing to the same New Price enter the New Price here If the Items in the Price Change Batch are changing by a dollar amount or percenta
33. 1 Daily CQ 3 Y rem 42 1 01 0001 dat 915 F polled txt C2 rem 31 1 Changes CQ 3 N rem Testing lines should be remarked rem rem if not exist 01 0001 dat copy 01 0001 org 01 0001 dat v rem if not exist polled txt copy 01 0001 0rg polled txt v end EOD BAT Heference 11 18 TrackFl User Guide March 2014 Cash Management Normally you would use Comm2000 to setup your CQ files Just for reference the CQ files will look something like DAILY CQ 1 01 0001 00 042511 1932 000000 00 00 4 10 09 DAILY REPORT G08 CHANGES CQ 4 01 0001 00 050211 1446 000000 00 00 1 06 14 PL0001 P13 PRICE CQ 4 01 0001 00 050211 1511 000000 00 00 4 06 14 PF0001 P13 Note also that the CMD files can be setup to print reports from Comm2000 For example KEYSTONE CMD could print multiple reports 31 1 Daily CQ 3 Y 42 1 01 0001 dat 914 P C2 42 1 01 0001 dat p001 P C2 42 1 01 0001 dat p091 P C2 42 1 01 0001 dat p004 P C2 42 1 01 0001 dat p005 P C2 42 1 01 0001 dat p095 P C2 42 1 01 0001 dat 915 F polled txt C2 TrackFl User Guide Reference 11 19 Cash Management March 2014 11 2 DATASYM SYMFINITE SETUP Sending data to Symfinite could not be easier There are three batch files in TrackFl that send data to cash registers or point of sale systems EOD BAT EXPORT BAT PRICE BAT You simply edit those batch files to send the P13 file to the Symfinite transfer subdirectory and the
34. 2014 Inventory Control Menu 1 17 UTILITIES The Utilities Menu provides a number of tools used in the maintenance of TrackFl These are not covered in detail here as they are fully covered in the Reference Section of this manual The Mass Item Maintenance Menu includes tools that allow you to change large groups of items in a single process Batch Item Status Maintenance will set the status flags on all items in a store for transmission to the point of sale system Mass Item Change will change the contents of one or more fields in the Item File for a specified range of Items Reset Avg Last Cost is used to correct Average Cost figures that have been skewed by erroneous receiving Mass Item Delete will find and delete items that have not been active Selectable Options includes system options that can be defined by the user The File Utilities Menu includes selections to Query a Database Reindex a Single Data File and Reindex all Files Query is a simple report writer that enables you to create listings of TrackFl master files using a simple point and shoot approach The Reindex selections are used when a database index file has been corrupted and needs to be rebuilt TrackFl Registration is accessed after installation of your system to enter your business name and address This information is provided to our registration system and ensures that we can contact you with the latest in TrackFl features and enhancements 1 18 DEFAULTS The
35. 4 111 1124 113 114 115 0 116 3 69 1170 118 119 20 1 13 121 1 13 122 6 123 15 124 125 126 2 127 128 0 129 0 130 0 1310 1320 133 0 134 0 135 0 136 0 137 0 138 139 Field Description Level Description PLU Description Code Manufacturer ID Vendor ID Vendor Item Number Department Class Case Qty Base Item Number Base Level Multi Qty Retail Price Promo Price Promo On Date Promo Off Date Last Cost Average Cost Minimum Stock Level Maximum Stock Level Aisle Location Non Stock Item Y N Maintenance Type 2 3 4 Sent Extended Cost 1 Extended Cost 2 Extended Cost 3 Extended Cost 4 Extended Cost 5 Extended Price 1 Extended Price 2 Extended Price 3 Extended Price 4 Extended Price 5 Taxable Tax Rate 1 TrackFl User Guide Reference 9 7 Program Scheduler Menu 140 Y 141 N 142 143 N 144 145 146 147 148 149 150 X 151 1 152 1532 154 155 156 157 158 March 2014 Tax Rate 2 Tax Rate 3 Scale SSD Level Disc 1 SSD Level Disc 2 Food Stamp Applicable Inactive Data Capture Link Next PLU Inhibit Link PLU Type Mix Match Table Mix Match Type Base Quantity Bottle Deposit Random Weight Associated Coupon Net Clerk Total General Refund 8 4 2 Data Exchange Format Purchase Orders ID Sample Data H03 H04 OPEN H05 ABC HO6 1 H07 ABC DISTRIBUTORS H08 SCHAUMBURG H09 101 ATLANTIC CIRCLE
36. BUYER The name of the person creating the PO CONFIRMED BY The Vendor Contact confirming the PO The Contact name will display as a default from the Vendor Master File but may be overwritten if desired FREIGHT TERMS Freight terms with this Vendor The Freight Terms will display as a default from the Vendor Master File but may be overwritten if desired SHIPPER The shipping company handling this order The Shipper will display as a default from the Vendor Master File but may be overwritten if desired FOB The FOB point FOB will display as a default from the Vendor Master File but may be overwritten if desired PAYMENT TERMS The payment terms for this PO The Payment Terms will display as a default from the Vendor Master File but may be overwritten if desired SHIP TO STORE ID Select the Store ID that the merchandise is to be delivered to The Store ID selected above will default but may be overridden by using ShiftF4 to select a different store The store must be defined in the Store Master File in order to be selected NAME TrackFl User Guide Reference 5 11 Multi Store Menu March 2014 The Store Name will display from the Store Master File ADDR The Store Address will display from the Store Master File CITY The Store City will display from the Store Master File STATE The Store State will display from the Store Master File ZIP The Store Zip Code will display from the Store Master File TAX S
37. Description that you want to include on the report The report will filter out any item that does not match this Description CODE Enter a Code that you want to include on the report The report will filter out any item that does not match this Code ITEM Z LEVEL RANGE Enter the range of Item Levels that you want to include on the report Use ShiftF4 to Pop Up a selection list or Enter to select First to Last VENDOR ITEM RANGE Enter the range of Vendor Item s that you want to include on the report Use ShiftF4 to Pop Up a selection list or Enter to select First to Last TrackFl User Guide Reference 5 29 Multi Store Menu March 2014 PRICE POINT RANGE Enter the range of Retail Price points that you want to include on the report PAGE BREAK NONE ON DEPARTMENT P B N Enter P to start a new page for each Department Enter B to insert a Line Feed for each Department Enter N to prevent any separation by Department PAGE BREAK NONE ON CLASS P B N Enter P to start a new page for each Class Enter B to insert a Line Feed for each Class Enter N to prevent any separation by Class SEND TO P RINTER S CREEN OR F ILE Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file 5 9 MULTI STORE ON ORDER REPORT
38. Edit Screen or creates a Shelf Price Audit label record for later printing by the Label System if the ShOK field is toggled to blank This label record is formatted according to the definition of the HHTMAINT function in the Maintain Label Table screen If the Label System is not installed records indicating that the File Price is OK have no other impact on the system Once this update process is completed for all items the work file is initialized for use in the next session STORE ID RANGE Enter the range of Store IDs that you want to update 7 5 PSION TERMINAL SETUP The following narrative assumes that you have acquainted yourself with the various hardware components provided with the Psion configuration The Organiser terminal the 32K Datapak the 64K Ram Chip the Dynapen Scanner Interface module and the scanner Your 32K Datapak contains the TrackFl Psion Hand Held programs To insert the Datapak turn the unit off select OFF on the top main menu Insert the Datapak into either of the two slots on the back of the unit For these instructions the upper slot B is assumed It is also assumed that you have a 32K Rampak installed in slot C If you insert the Datapak into the bottom slot C substitute C for B and B for C in these instructions If you remove the battery from your Psion press the ON CLEAR button several times while the battery is out when you reinstall the battery and turn the unit on you will have a m
39. F8 key to move to Screen 2 This screen is an exact replica of Screen 1 in Item Maintenance All of the fields on the screen will be set to blank indicating No Change Move the cursor to the field that you want to change and enter the value in that field Repeat the process for as many fields as you want to change Use the to blank out the contents of any field When the program runs all of the items in the ranges selected on Screen 1 will be changed to the values set on Screen 2 Use F7 to return to Screen 1 or F8 to move to Screen 3 Note You cannot change a field that is used in a range selection on Screen 1 For example you cannot select Department range 4 to 4 on Screen 1 and then set a new value for Department on Screen 2 SCREEN 3 If you want to change the point of sale status information for a range of items use F8 to move to Screen 3 This screen is an exact replica of Screen 2 in Item Maintenance Move your cursor to the field that you want to change and enter the value in that field Use F7 to return to Screen 1 and continue processing 1 22 3 RESET AVG LAST COST The Average Cost field in the Item Maintenance screen is maintained automatically by TrackFl during the Transaction Post process This program adds the extended cost for items currently on hand to the extended cost of items being received then divides the sum by the new total quantity on hand to derive a new item average cost This figure is accurate to the penny
40. F9 to save a record and also to auto generate a CODE if the user enters a blank CODE in ADD mode NOTE The checkcode is DISABLED ie is overridden to N if the AUTOASSIGN Flag is NOT an S CHECKCODE Y DON T allow blank CODES and auto generate CODES CHECKCODE N ALLOW blank CODES This causes the EOD Autopilot to run the Convert Terminal Data Program to import Cash Management Data CMIMPORT Y means import data CMIMPORT N means DON T import the data This flag allows the user to custom define which fields will be sent to the cash register for GR or MR cash register types Most users setup the XR 650 as a GR type The fields Code what Comment 8000 PLU Sending only this will delete the item 0200 Price 0100 Mix Match 0080 SubDept 0040 Flags 0020 Flags2 0010 Family Code This field is not compatible with coupons 0008 BaseQty RT 6000 Stops with Family Code 0004 Flags3 GR stops with Flags3 0002 Tier These last two are Merlin fields 0001 value Coupon If you add up the columns above you will see that the maximum for an RT 6000 is 8FFO Max for a GR is 8FFC and max for an MR is 8FFF Note that the columns are added up using the Hexadecimal numbering system Family Code field is not compatible with manufacturer s coupons Although this is an official Datasym field please don t send down this field unless you know exactly how it was meant to work DATASYMCD 8000 N
41. Full Partial Case Quantity Last Cost X Line Dass Repeated for all Detail Lines Heference 9 9 Program Scheduler Menu 8 4 3 Data Exchange Format Transactions ID Sample Data X01 1 X02 4000000101 X03 0 X04 2 X05 0 25 X06 0 55 X07 O X08 0 5 X09 1 1 X10 02 14 06 X11 X12 X13 EA X140 X15 24 X16 0 25 X17 MILKY WAY CANDY BAR X18 X19 4076 X20 Reference 9 10 March 2014 Field Description Item Number Level Quantity Cost Retail Transaction Type Extended Cost Extended Retail Date Base Number Base Level Unit Multi Quantity Case Quantity Average Cost Description Vendor Item Number Sequence Number Trans Number Code TrackFl User Guide March 2014 Program Scheduler Menu 9 PROGRAM SCHEDULER MENU The Program Scheduler permits the storing of screen input parameters for any report or posting screen under a user defined name These names can then be combined into groups which can be executed as a schedule that runs the reports programs in the order specified without operator intervention These groups can also be executed outside of TrackFl by means of a batch file An example of a useful Schedule would be one which ran all of the Month End Reports prior to Ending the Month The Schedule may consist of a Sales Analysis Report an Item movement Report and a Top Sellers Report Or you may want several different Sales Analysis reports using different parameters on each report you could
42. Host and Store copies of TrackFl in a Multi Store environment This permits the use of at the store level to control Inventory and Purchase Order functions while exporting copies of each transaction or PO to the Host for updating Likewise the Host system can control Item Maintenance for the entire chain and broadcast those changes to the stores to maintain consistent inventory Item and point of sale scanning files Selectable Options permit you to control which functions are processed at either Store or Host permitting you to tailor the system according to your store management philosophy 8 1 DATA EXCHANGE SETUP There are two major components to the DEX configuration Host and Store The Host system must have the Multi Store option installed in order for DEX to recognized it as a Host One copy of the DEX option diskette must also be installed One copy of the DEX option software must also be installed at each store that you want to implement DEX with Once properly installed the Data Exchange selection will be highlighted on your Applications Menu The next step is to configure the Selectable Options that pertain to DEX Selectable Options is accessed from the Utilities Menu Once selected the following prompts will be displayed DATA EXCHANGE OPTIONS PO TRANSMIT Y N Select Y if you want to export Purchase Order Documents to the Host Stores If set to Y PO documents will be exported at two different points in the PO
43. ITEM LABELS FIELD NUMBER FIELD LEN FIELD DESCRIPTION STORE PLU LEVEL DESCRIPTION PLUDESC CODE MAN ID VENDOR 1 VENDOR ITEMNO DEPT CLASS CASE QTY BASE ITEM NO BASE LEVEL MULTI QTY RETAIL PROMO PROMO ON DATE PROMO OFF DATE LAST COST COST MIN LEVEL MAX LEVEL AISLE LOC NON STOCK MAINT TYPE SENT 2 4 3 1 1 2 6 6 3 3 7 7 3 3 4 1 1 1 TrackFl User Guide Reference 7 3 Hand Held Terminal Menu March 2014 FUNCTION INVXACTION INVENTORY RECEIPTS LABELS FIELD NUMBER FIELD LEN FIELD DESCRIPTION c1 TRANS TYPE EXT COST EXT RETAIL DATE BASE ITEM NO BASE LEVEL UNIT MULTI QTY CASE QTY COST DESCRIPTION VENDOR ITEMNO SEQ CODE c1 6 1 1 4 5 4 3 6 6 3 1 1 2 2 3 6 3 1 3 Co Heference 7 4 TrackFl User Guide March 2014 Hand Held Terminal Menu FUNCTION POSMAINT POS MAINTENANCE LABELS FIELD NUMBER FIELD LEN FIELD DESCRIPTION STORE HIDDEN MAINT TYPE PLU TYPE DATE TIME SELECT PLU LEVEL COUNTER STATUS FILLER DEPT BASE QTY UNIT PRICE SPEC PRICE MIX MATCH MIX MATCHMETH TOTAL BOTTLE DEPOSIT FILLER2 DESCRIPTION 6 1 1 1 1 2 1 2 8 8 2 4 2 8 8 3 1 1 2 2 2 TrackFl User Guide Reference 7 5 Hand Held Terminal Menu March 2014 FUNCTION PRCMAINT PRICE MANAGEMENT SYSTEM LABELS FIELD NUMBER FIELD
44. If you are using a third party label printing package however you will need to edit the batch files provided to run your program The batch files provided with the system include Batch File Name Function INVLBL BAT Item Label Printing PURLBL BAT Purchase Order Label Printing RECLBL BAT Receiving Label Printing PRCLBL BAT Price Label Printing POSLBL BAT POS Maintenance Label Printing HHTLBL BAT HHT Shelf Price Audit Label Printing A sample batch file looks like this for INVLBL BAT echo off Flex Iblp01p1 exit If you are using a third party label printing package you will need to modify the second line of the batch file to run the program in the way specified by the software provider One way that this is done is to call the program that prints the labels and also specify a template that defines the format of the label and the location of the ASCII file containing the data to be printed For example using Worthington Data s TrackFl User Guide Reference 7 9 Hand Held Terminal Menu March 2014 LabelRight software the following batch file will print the Item Maintenance Output ASCII file using a template named item echo off Ir item exit Detailed instructions on how to define the template are provided in the product s user documentation 6 6 2 ITEM LABELS Use this option to print the labels generated by the Item File Labels program on the Label System Menu If you are using a third party label printing package
45. If your PLU Level option is turned off in DEV you will not get the above prompt The following appears only if the appropriate Cost option is turned on in DEV PLU Cost Type in the cost If you enter an invalid number any character other than 1 2 3 4 5 6 7 8 9 0 or you will get an error message that says You must enter a number Press any key Press the ENTER key to get rid of the error message After you enter the cost press the ENTER key The following appears only if the appropriate Price option is turned on PLU Retail Price Enter the price and press the ENTER key The following appears Qty will appear for all three operations RCV VER and COUNT PLU Quantity Enter the quantity and press the ENTER key After pressing the ENTER key the display goes back to the Enter Scan PLU message Pressing the ENTER key at this point will take you back to the Main Menu The ZERO option TrackFl User Guide Reference 7 25 Hand Held Terminal Menu March 2014 Pressing Z while on the Main Menu shows ZERO DATA Are you sure If you respond with Y the datafile will be erased Pressing N will exit without erasing You normally use this option after you have sent the datafile to the PC and you need to start entering new items This option only erases the datafile it does not affect any other files or programs that may be stored in the Apex unit The EDIT option Pressin
46. PC status window will show Retrieving Data Sending Run 6 The data will be transferred and the PC status window will close 7 The Apex will now show the beginning copyright screen 8 Press Enter twice on the Apex to get back to the main menu 9 If the file transferred successfully use Zero on the Apex to delete the data file TrackFl User Guide Reference 7 27 Held Terminal Menu March 2014 This concludes the Apex Il operating instructions Some important points are 1 Run the DEF option to select the Decimal Operation and Default Qty options You normally only have to do this once unless you lose power to your Apex unit 2 Plug in the COMM LINK cable while the power is OFF and BEFORE you run the SEND option 3 Always turn the unit off to replace the batteries 4 If you crash the Apex with an error code there are two ways that you might see the error code First Program Error 27 670 Second 27 L 670 gt In the first case just press Alt R This will turn the Apex unit off Then just turn it on again In the second case type in QUIT and press ENTER The unit will look as if it is running the program it is NOT Press Alt R at this point to restart the program Reference 7 28 TrackFl User Guide March 2014 Program Scheduler Menu 8 DATA EXCHANGE MENU The purpose of the Data Exchange Option DEX is to permit the exchange of Item Purchase Order and Transaction data between
47. Pop Ups above for more details F5 Edit Add Clear Edit existing records Add new records Clear the screen Use this key or button to toggle between EDIT and ADD modes on Maintenance screens Use it to clear the screen on all screens To clear the screen and remain in the same Data Entry Mode use F5 twice in succession ShiftF7 Delete Delete a record Find the record you want to delete in EDIT mode then use SF7 You will be prompted Do you wish to delete this Item or Department Class etc At this point you have the option of confirming or cancelling the delete F7 Scrn1 Switch to Screen One or the previous screen in a multi screen data entry module like Enter Edit Purchase Orders TrackFl User Guide 3 3 Data Entry Conventions March 2014 F8 Scrn2 Switch to Screen Two or the next screen in a multi screen data entry module F9 Save Save data This key can be used at any time while on the screen in EDIT mode and it will save the data displayed on the screen to the data file It can be used at any time in ADD mode but the data entry rules in the program may force you to enter other required data fields prior to saving the record to the file PgDn Next Find next Item Used in most fields with a Triple Dot Pop Up button to find the first record beyond the data entered It will then browse sequentially through the file in ascending order for all records until it finds no more records PgUp Prev Find previou
48. RPLLCOST Y will allow the ripple to occur RPLLCOST N will NOT allow the ripple to occur If rippling Store 0 changes this will prevent the Minimum Level from being rippled if it is set to N RPLMNLEVL Y will allow the ripple to occur RPLMNLEVL N will NOT allow the ripple to occur If rippling Store O changes this will prevent the Maximum Level from being rippled if it is set to N RPLMXLEVL Y will allow the ripple to occur RPLMXLEVL N will NOT allow the ripple to occur TrackFl User Guide 1 35 March 2014 Installation and setup RPLNONSTOCK Y If rippling Store 0 changes this will prevent the Non Stock Field from being rippled if it is set to N RPLNONSTOCK Y will allow the ripple to occur RPLNONSTOCK N will NOT allow the ripple to occur RPLPROMOS Y If rippling Store 0 changes this will prevent the Promo Promo On Date and Promo Off Date from being rippled if it is set to RPLPROMOS Y will allow the ripple to occur RPLPROMOS N will NOT allow the ripple to occur RPLRETAIL Y If rippling Store 0 changes this will prevent the Retail Price from being rippled if it is set to N RPLRETAIL Y will allow the ripple to occur RPLRETAIL N will NOT allow the ripple to occur S1RO N This allows users to make the Main Item File Screen into a Read Only screen It also hides the GM and both costs In addition for Trimax users it makes the Main Item File Screen Two Read Only as well SIRO N
49. Sales reports Do not run a PLU Report in Z mode Zero mode at the point of sale Terminal If you do you will erase the information required by TrackFl to update your Inventory counts with Sales data Once these procedures have been run you are ready to run the POS Sales Autopilot To begin select Point of Sale from the Applications Menu Select Sales from the Point of Sale Menu Select Autopilot from the POS Sales Menu Follow the instructions provided in the Reference section of this manual POS Maintenance Processing Once sales have been processed any Item Maintenance not already transmitted to the point of sale system should be transmitted now To begin select Point of Sale from the Applications Menu Select Maintenance from the Point of Sale Menu Select Autopilot from the POS Maintenance Menu Follow the instructions provided in the Reference section of this manual 2 2 TrackFl User Guide TrackFl Procedures March 2014 2 2 WEEKLY PROCEDURES TRANSACTION PROCESSING Enter all transactions for the week Print the Transaction Report to verify the accuracy of the data and Post Transactions to update the Activity file PURCHASE ORDER amp RECEIVING PROCESSING If you are using POs be sure to process all receipts of inventory for the week in Receive Purchase Orders Update Received Purchase Orders to close out received POs and update Inventory Activity PRICE MANAGEMENT PROCESSING Run the Daily Procedures as needed to activate Week
50. Setup to perform while installing Track then click Next Additional icons This install screen allows you to uncheck the option to create a desktop icon We suggest you allow the icon to be created on the desktop Click the Next button to bring up Ready to Install Setup is now ready to begin installing Track on your computer lt Click Install to continue with the installation or click Back if pou want to review or change any settings Destination location C Program Files T rack Start Menu folder Track Additional tasks Additional icons Create a desktop icon lt Back This summary screen allows you to double check the install path Start Menu location and whether or not a Desktop Icon will be created You can go back at this point to change any of those options or just click on the Install button TrackFl User Guide 1 7 March 2014 Installation and setup The next screen is S setup Track d E Installing Please wait while Setup installs Track on your computer Extracting files C Program Files Track INPOOITE PTC p This is a progress screen that shows a progress bar as the files are installed You do have the option of cancelling the install here We recommend that you do not cancel and allow the install to finish When all files are installed the following screen appears 8 Setup Track Ep S x Completing the Track Set
51. ShiftF4 key to Pop Up a selection list DEPARTMENT ID RANGE Enter the range of Department IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list CLASS RANGE Enter the range of Classes that you want to include on the report VENDOR ID RANGE Enter the range of Vendor IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last MANUFACTURER ID RANGE Enter the range of Manufacturer IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last DESCRIPTION Enter a Description that you want to include on the report The report will filter out any item that does not match this Description CODE Enter a Code that you want to include on the report The report will filter out any item that does not match this Code TrackFl User Guide Heference 1 21 Inventory Control Menu March 2014 ITEM LEVEL RANGE Enter the range of Item Levels that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last VENDOR ITEM RANGE Enter the range of Vendor Item s that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last PAGE BREAK NONE ON DEPARTMENT P B N Enter P to start a new page for each Depar
52. The Multi Store On Order Report provides information regarding the Quantity and Dollar Value of your inventory which is On Order at the Department Class and Item levels Qty On Order is reported for each Store and then summarized for all stores by Total QOO Value at Retail Value at Avg Cost Value at Last Cost STORE ID RANGE Defaults to First to Last DEPARTMENT ID RANGE Enter the range of Department IDs that you want to include on the report Use ShiftF4 or Triple Dot PopUp to Pop Up a selection list CLASS RANGE Enter the range of Classes that you want to include on the report VENDOR ID RANGE Enter the range of Vendor IDs that you want to include on the report Use ShiftF4 to Pop Up a selection list or Enter to select First to Last MANUFACTURER ID RANGE Enter the range of Manufacturer IDs that you want to include on the report Use ShiftF4 to Pop Up a selection list or Enter to select First to Last Heference 5 30 TrackFl User Guide March 2014 Multi Store Menu DESCRIPTION Enter a Description that you want to include on the report The report will filter out any item that does not match this Description CODE Enter a Code that you want to include on the report The report will filter out any item that does not match this Code ITEM LEVEL RANGE Enter the range of Item Levels that you want to include on the report Use ShiftF4 to Pop Up a selection list or Enter to select First to Last
53. Update Received Purchase Orders to close out received POs and update Inventory Activity Run the Purchases History Report for a detailed record of the month s inventory receipts and use it to assist in reconciling Accounts Payable TrackFl User Guide 2 3 March 2014 TrackFl Procedures INVENTORY REPORTS The Inventory Activity file stores activity data by Store Item for three time periods Period to Date PTD Month to Date MTD Year to Date YTD The Month to Date totals are used for reporting on Monthly activity There are several reports that provide Monthly information Sales Analysis Report Item Movement Report Top Sellers Report Activity Report Valuation Report and the Sales History Report These reports should be run after all transactions for the month have been posted through Transaction Post on the Inventory Transaction Menu CLOSE PERIOD The Month to Date totals continue to accumulate until the Close Period Program has been run When run it will reset all MTD totals to zero in preparation for the start of a new Month Make sure that you have run all of the reports that you need prior to starting this program To begin the Close select Inventory from the Applications Menu Select Reports from the Inventory Menu Select Close Period Program from the Inventory Reports Menu Select M for Month to Date Enter the description of the next Month e g JAN 2012 at the New current period description prompt Use F8 to begi
54. User Guide Installation and setup March 2014 EXPORTMFG N Export COST1 from the Price Cost File as 0 00 EXPORTMFG Y Export COST1 from the Price Cost File EXPORTZERO N This causes Store 0 to be exported in DEX just like any other Store creating INVHOOO TXT in the OUTBOX subdirectory EXPORTZERO Y means export Store 0 EXPORTZERO N means DON T export Store 0 HHTAPEXVER 2 This allows users to set the Apex HHT file version Ver 1 does not use description or dept in the HHT file 2 adds dept and description Apex II HHTs with Program version v13 and above will support the addition of description and dept HHTAPEXVER 1 00 not use description and dept on import HHTAPEXVER 2 Use description and dept on import HHTRCVCASE Y This causes the Import Receiving Hand Held Data program to read the Main Item File for Case Qty and extend the Imported Qty by the Case Qty HHTRCVCASE Y Read Main Item File for Case Qty and extend Qty HHTRCVCASE N Ignore Item File and assume NO Qty extensions HHTREMOTE N This allows users to specify if the HHT programs should run the Remote Modem Batch File CLCOMMR BAT or the Local Batch File CCLCOMM BAT HHTREMOTE Y Use the Remote Modem CLCOMMR BAT File HHTREMOTE N Use the Local CLCOMM BAT File TrackFl User Guide 1 29 March 2014 Installation and setup HHTTYPE APEX This allows the user to define the of Held Terminal to be used There are three
55. a REPLACE A 9 indicates that the item is on promotion You are able to edit this field to send an item to the point of sale system for any of the above reasons The only codes that should be entered manually are 2 or 4 You should not overwrite a system generated code 2 3 4 9 as there are many rules regarding these that could be violated by changing them It is perfectly acceptable however to replace 0 with either a 2 or 4 in order to send it to the point of sale system SCREEN 2 POS STATUS INFORMATION The fields displayed on Screen 2 will vary based on the POS Type that is configured in the Store Maintenance screen The defaults defined on Screen 2 of the Department record will display here and will be used if you do not change them Each model of point of sale system will have its unique status information which will be duplicated on this screen as closely as possible 1 3 STORE MAINTENANCE The Store Maintenance screen is used to add edit or delete information about each store that you want to manage using TrackFl At least one store must be defined here before building any of the other system Heference 1 4 TrackFl User Guide March 2014 Inventory Control Menu files If you have the Multi Store Module you can enter as many stores as you wish Store 0 zero has unique characteristics This is a master location that will replicate changes made to its items throughout the rest of the Store Items defined in th
56. a new page for each Department Enter B to insert a Line Feed for each Department Enter N to prevent any separation by Department PAGE BREAK NONE ON CLASS P B N Enter P to start a new page for each Class Enter B to insert a Line Feed for each Class Enter N to prevent any separation by Class DETAIL DEPT SUMMARY 0 5 Enter D to print detailed Item information within each Department Class Enter S to print Department Class summary totals only INCLUDE ZERO ITEMS Y N Enter Y to include all items for the selected ranges regardless of stock status Enter N to include only those items that have Qty on Hand greater than zero SEND TO P RINTER S CREEN F ILE Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file TrackFl User Guide Reference 1 27 Inventory Control Menu March 2014 1 14 5 ITEM MOVEMENT REPORT The Item Movement Report is designed to identify those items that meet certain movement criteria whether slow movers or fast movers You get to define the criteria including Quantity Last Sold Date Last Sold and Quantity on Hand You can include or exclude items based on the Date Last Received And you can choose to analyze Period to Date Month to Date or Year to Date For slow movers you have
57. a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file 1 16 3 POST VENDOR RETURNS Once you have entered and printed your Vendor Returns you must post them in order to remove the quantities from inventory This process first creates Adjustment transactions in the Transaction File then optionally posts them to remove them from inventory STORE Enter the Store ID that you want to print Returns documents for or use ShiftF4 to lookup the store from the Store File RETURN NUMBER START Enter the number of the first Return document that you want to print or use ShiftF4 to lookup the document from the Returns file RETURN NUMBER END Enter the number of the last Return document that you want to print if you are printing a range of documents or use ShiftF4 to lookup the document from the Returns file If you want to print just one document enter the same number here as you entered in the Return Number Start field UPDATE INVENTORY FILES AFTER POSTING Enter a Y or an N Enter Y if you want to update the Inventory Activity file automatically after posting Enter N if you want the program to create transactions in the Transaction File and then stop to permit you to run a Transaction Report prior to posting You will then need to run the Transaction Post program manually after running the report in order to update inventory Reference 1 44 TrackFl User Guide March
58. any item that does not match this Code ITEM LEVEL RANGE Enter the range of Item Levels that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last VENDOR ITEM RANGE Enter the range of Vendor Item s that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last PRICE POINT RANGE Enter the range of Retail Price points that you want to include on the report PAGE BREAK NONE ON DEPARTMENT P B N Enter P to start a new page for each Department Enter B to insert a Line Feed for each Department Enter N to prevent any separation by Department PAGE BREAK NONE ON CLASS P B N Enter P to start a new page for each Class Enter B to insert a Line Feed for each Class Enter N to prevent any separation by Class DETAIL DEPT SUMMARY D S Enter D to print detailed Item information within each Department Class Enter S to print Department Class summary totals only CONSOLIDATED Y N Enter Y to print a consolidated report for all stores Enter N to print individual reports for the store range selected PERIOD TO DATE MONTH TO DATE YEAR TO DATE P M Y Enter P to analyze and print Period to Date information Enter M to analyze and print Month to Date information Enter Y to analyze and print Year to Date information TrackFl User Guide Reference 1 25 Inventory C
59. are both recorded in the log file If an error was detected contact your dealer or TrackFl support for assistance in correcting the problem 1 24 BACKUPS As reliable as PC s are it is still essential that your valuable business information stored in TrackFl be backed up on a daily basis to prevent data loss and disruption to your retail operation Burning to CD or DVD is a cheap fast and effective way to backup TrackFl 1 22 MASS ITEM MAINTENANCE MENU 1 22 1 BATCH ITEM STATUS MAINTENANCE In ordinary daily processing Item Adds Changes or Deletes are flagged automatically as you work in the Item Maintenance screen When POS Maintenance is run these flags tell the program to pick up the Items where changes were made and send them to the point of sale system When the Items have been successfully sent the flags are reset so that these same Items are not sent a second time There are times however when you will want to send all of the Items in your TrackFI file into the point of sale system at once When you open a new store get a new point of sale system or your point of sale system loses all or most of its PLU file you need to re transmit all Items to get the system ready for scanning Batch Item Status Maintenance will flag all of the Items in a selected store range with the proper flag When POS Maintenance is run all of these Items will be prepared for transmission to the point of sale system STORE ID RANGE Enter the ra
60. are on promo DEXPROMOFLG Y Ignore PLUs on promo when importing DEX data DEXPROMOFLG N Overwrite PLUS DEX import even if on promo DEXTRNAVGCST N This flag won t be used by most users had a request for a special instance where a user wanted to import TRNSnnn XMT files as if they were coming from a host TRNHnnn XMT file They wanted the costs imported by DEX to come from the Main Item rile instead of from the TRNSnnn XMT file DEXTRNAVGCST N The normal default import costs from TRNSnnn XMT DEXTRNAVGCST Y Special case overwrite using costs from Main Item File DRSLABELS N This allows DRS users to select DRS Receiving Label printing during Auto PO Update on the Receive Purchase Orders Screen This is NOT a Y N option but N 1 2 option If you want DRS Labels to print during the Auto PO Update put the Comm Port that you want the labels to go to as the DRSLABELS option DRSLABELS N Don t print DRS Labels DRSLABELS 1 Print DRS Labels to Comm 1 DRSLABELS 2 Print DRS Labels to Comm 2 DRSQOOCOMP N This allows DRS users to disable Quantity On Order Synchronization between the Store and Host Systems DRSQOOCOMP Y Synchronize Quantity On Order DRSQOOCOMP N Do NOT Synchronize Quantity On Order EXPORTMFG Y This allows the users to suppress the exporting of COST1 from the Price Cost File during DEX Item Maintenance export If EXPORTMFG is set to N COST1 will be exported as 0 00 1 28 TrackFl
61. as they are not required by the point of sale system to track sales They are very useful however since nearly all Inventory Reports group Item information by Department then by Class within Department To create or edit Classes click on the Classes button on the Inventory Maintenance Menu Unlike all the other Maintenance Screens the Class Maintenance Screen displays multiple records on one screen To view existing records use F4 or use PgDn PgUp to browse the file To enter classes complete the information on the screen according to the guidelines provided in the Reference portion of this manual STEP SIX VENDOR MAINTENANCE REQUIRED At least one Vendor is required Vendor records are used both to group Items for reporting purposes and to provide information critical to the Purchase Order Management system If you are not interested in either of these functions you may skip this step Or you may define only those Vendors that you want to track and not enter the others To create or edit Vendors click on the Vendors button on the Inventory Maintenance Menu Complete the information on the screen according to the guidelines provided in the Reference portion of this manual STEP SEVEN MANUFACTURER MAINTENANCE REQUIRED 1 20 At least one Manufacturer is required Manufacturer records are used primarily to group information for reporting purposes Here is where you can define the companies that make the products that your business
62. bucket is emptied and is moved to the top to begin accumulating sales for the new month The descriptor for the new month is also entered at this time You can see from the above that the consistent running of this program at the end of each Period Month and Year is critical to the proper use of the system All reports that you need regarding information for the current Period Month Year must be printed before running this program After it is run the information required for the reports is no longer available STORE ID RANGE Enter the range of stores that you want to include on the report Use the ShiftF4 key to Pop Up a selection list TrackFl User Guide Reference 1 35 Inventory Control Menu March 2014 CLOSE PERIOD MONTH YEAR TO DATE P M Y Enter P to close the Period Enter M to close the Month Enter Y to close the Year NEW CURRENT PERIOD DESCRIPTION The cursor will move to this field only if you selected M in the previous field Enter the descriptor that you want to use for the month you are about to start For example if you are closing January 2012 you might name the next period FEB12 1 15 SALES ANALYSIS The purpose for the Sales Analysis module is to permit the collection of 13 rolling periods of sales activity by Item by Store The rolling periods feature permits you to compare at any time the performance of an item over the most recent 13 months This also provides month to month comparisons between thi
63. c datasym c2winv2 cmd keystone cmd This is what IMPORT BAT looks like AS SHIPPED begin Demo IMPORT BAT rem IMPORT BAT v00 Test code rem IMPORT BAT v01 Add Datasym code rem IMPORT BAT v02 Add Comm2000 v3 Qecho off cls rem For Demo purposes remove for live systems echo You are in IMPORT BAT DemoMode This simulates communication echo with a Datasym cash register The Comm2000 code is in echo this file Edit IMPORT BAT for live systems pause rem Remark rem the above four lines for live systems rem and check for test code at the end of this file rem A typical Datasym setup rem rem cd progra 1 datasym comm2000 rem rem polled txt is created by the CMD file rem if exist polled txt del polled txt rem rem The following is a sample call to COMM2000 rem call comm2000 exe keystone cmd rem rem example KEYSTONE CMD is detailed below rem 31 1 Daily CQ 3 Y rem 42 1 01 0001 dat 915 F polled txt C2 rem Testing lines should be remarked rem if not exist 01 0001 dat copy 01 0001 org 01 0001 dat v if not exist polled txt copy 01 000l org polled txt v end IMPORT BAT If you look carefully you will see that AS SHIPPED IMPORT BAT is NOT setup to communicate with Datasym cash registers however all the required code is there in the remarks TrackFl User Guide Heference 11 13 Cash Management March 2014 Here is a typi
64. create a file named PONOTES TXT in the Track directory that contains any special notes which you would like to print on the bottom of each PO during the Print Post function This file can be created with any text editor It may contain up to 3 lines of 40 characters per line and no more 1 7 PRICE MANAGEMENT SETUP The following instructions will guide you through the steps necessary to successfully set up and configure the Price Management system These instructions assume that the Inventory Control system has already been installed and configured according to the instructions found in the Inventory Setup section of this manual You should also have entered all of your items in the Item Master file prior to using Price Management STEP ONE POINT OF SALE INTERFACE REQUIRED The Price Management System uses a different batch file interface to the point of sale system than does normal POS Maintenance It is a completely separate communications session from POS Maintenance and can be run at any time during the day that you wish to activate price changes As a result you must define separate sequence s script s in the point of sale software to process Price Maintenance batches You will find details regarding sequence script creation and file naming conventions in the Price Management section of this manual Complete details on sequence script creation will be found in your point of sale Operation Manuals Once you have defined the appropriate se
65. data currently being exported will be appended to the end of the existing file It is important that the communications software employed to transmit the data to the other location be programmed to rename this file to a BAK extension after transmission in order to prevent the duplicate transfer of the same data STORE ID RANGE Enter the range of Store IDs that you want to export Item Maintenance transmit files for 8 3 3 PURCHASE ORDER MAINTENANCE EXPORT As described above in the Import segment of this document Purchase Order exporting takes place automatically in two programs in the PO Module Print Post Purchase Orders and Update Received Purchase Orders The filename created in the OUTBOX subdirectory is as follows PURLNNN XMT where PUR is the module exporting the data L is the location H ost or S tore and NNN is the PLU Store Number as defined in the Store Maintenance screen For example a file created by the Host system for transmission to Store 1 would have the filename PURHOO 1 XMT A file created by Store 1 for transmission to the Host system would have the filename PURS001 XMT The formats for these files are provided at the end of this section If an XMT file already exists for the store being processed the data currently being exported will be appended to the end of the existing file It is important that the communications software employed to transmit the data to the other location be programmed to rename this file to a BA
66. define each of them save them then with the push of a couple of keys at the end of the month have all of them print without any further intervention even have them print to a file on the Hard Drive for retrieval later on 9 1 Creating a Program Definition This is the first step in setting up any Schedule Go to the screen of the program you want to define For example a Sales Analysis Report start the report from the Inventory Report Menu and fill it in as if you were actually going to print the report After you have filled in the last field in this case that would be Select Direct Preview or File print options use F9 to start up a window that is titled Program Definitions There are a number of clickable buttons on the definitions screen that can be used for finding clearing loading and saving In our case we enter a name for our definition in one of the fifteen lines on the screen and click on the Save button If there are no blank lines on the screen use PgDn to get to a screen that does have a blank line In our example use Month End Sales Report as the name of the report definition You have up to thirty characters for the name of your defined report Don t forget to click the F9 button or press the F9 function key to save your definition The creation of a Program Definition is complete You can create as many of these as you like They do not need to be done in any particular order now because you will put them into Groups ne
67. detailed instructions on use of the HHT Once the counts have been collected transmit them into the PC for processing To begin select Inventory from the Applications Menu Select Hand Held Terminal Interface from the Inventory Menu Select Count Data Import from the Hand Held Terminal Menu Enter the Store ID that you want to import counts for The Transaction Date will default to the System Date but can be changed to a prior date if you are entering counts after the fact Select Y to begin the receiving of data from the HHT Make the required entries on the HHT to begin the transmission of data 2 Once the transmission is complete the program will create type P transactions in the Inventory Transaction file just as if you had keyed them in manually according to the instructions in step 2 above From this step on the procedures for processing Physical Counts are identical to those used for the Manual Entry Method Note Be sure to use the procedure provided in the HHT instructions to clear the counts in the HHT after successfully transmitting to the PC Otherwise the counts just entered will be duplicated in the next transmission Once you have completed STEP TEN you are ready to begin daily operating procedures These procedures are provided in the appropriate sections of the Reference portion of this manual TrackFl User Guide 1 23 March 2014 Installation and setup 1 6 PURCHASE ORDER SETUP The following instructions will guide you
68. for your input five POS Maintenance steps will then be run without stopping Enter N if you want to be prompted for input at each step Note You cannot run this option without an attached printer STORE RANGE Enter the range of Store IDs that you want to process If you selected the Automated Sequence option above this range of stores will be passed to all steps in the process automatically If you entered N in the Automated Sequence step these fields will be skipped 2 2 2 CREATE POS MAINTENANCE FILE The first step of the Autopilot sequence is Create POS Maintenance File As Additions Changes and Deletions are made to the Item file through Item Maintenance flags are set to indicate that those items should be transmitted to the point of sale system When Create POS Maintenance is run the program processes just the flagged items copying them into a work file for later printing editing deletion and transmission to the point of sale system Create POS Maintenance also scans the Promo Price area of the item record to activate deactivate sale items STORE ID RANGE Enter the range of stores that you want to include in processing Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last INCLUDE PROMOS Y N Enter Y if you want to activate all Promo Prices from the Item file that have a Promo On Date less than or equal to tomorrow s date A Y selection will also include in this maintenance batc
69. format Ex 4pm is 16 Just add 12 to tpm and higher Sun Mon Tue Thu Fri Sat F1zHelp F Scml F8 Sem3 F5 Clear F3 Save Esc E xit Enter 00 23 for each day the user will be allowed to work on the system This will give the user 24 hour access to the system Note that the times are in 24 hour format where 6pm is represented by 18 To limit effective access to 9am to 5pm enter 09 16 This gives the user eight hours of access from 9am to 4 59pm Yes you might think that this would only be seven hours and fifty nine minutes of access but trust us it is a full eight hours As a side note you may also trust us when we say that the new millennium did not begin on January 1 2000 but in fact did not begin until January 1 of the year 2001 Click F8 to move to Screen Three to setup menu security 1 14 TrackFl User Guide Installation and setup March 2014 p dva 10 xl TFI Password Screen Three v5 00 00 MENU Applications Main Menu Allow user access to these options fet 7 0 0 2 F1 Help F4 Find PaDn Next PaUp Prey F7 Sem2 F8 Scml F5 Clear Fa Save Esc Exit A Enter the menu number you wish to set security for and click F4 Or you may PgUp or PgDn at the Menu number and page through the available menus 1 49 Set each option as you wish Y or N and click F9 Repeat this for each menu you desire to change Click F9 to save each menu record before findin
70. import processing the Inventory Qty on Order field is updated with the Qty Ordered amount from each PO line item The Received POs are created by the exporting system during the Update Received Purchase Orders program These records are imported and update existing lines on a matching OPEN PO with the Qty Received If the line does not exist on the matching OPEN PO it is created by the import program and the Inventory Activity Qty on Order for that item is updated from the Qty Ordered amount on that PO line item The Received lines are then flagged to indicate that they are ready to be posted by the Update Received Purchase Orders program STORE ID RANGE Enter the range of Store IDs that you want to import Purchase Order transmit files for Reference 9 4 TrackFl User Guide March 2014 Program Scheduler Menu 8 2 4 TRANSACTION IMPORT The Transaction Import program scans the INBOX subdirectory for Transaction files that match the Store ID Range selected either in the Autopilot or in this program The filename processed is as follows TRNLNNN XMT where TRN is the module exporting the data L is the location H ost or S tore and NNN is the PLU Store Number as defined in the Store Maintenance screen For example a file created by the Host system for importing by Store 1 would have the filename 1 A file created by Store 1 for importing by the Host system would have the filename TRNSO001 XMT The formats for these files are p
71. install TrackDemo If clicking on one of these links does not start the installation process please Note that all this really did was move you down in the HTML code to the three install options in the Install Software section There is a slider bar on the right side of the screen that would have accomplished the same task 1 4 TrackFl User Guide Installation and setup March 2014 Click on INSTALL Track to bring up the following screen 34 setup Track Welcome to the Track Setup Wizard This will install Track v5 00 on your computer It is recommended that you close all other applications before continuing Click Next to continue or Cancel to exit Setup Click on the Next button to bring up M setup track NUIT License Agreement Please read the following important information before continuing Please read the following License Agreement You must accept the terms of this agreement before continuing with the installation SOFTWARE LICENSE AGREEMENT TERMS AND CONDITIONS IMPORTANT PLEASE READ CAREFULLY READ THIS LICENSE AGREEMENT BEFORE INSTALLING THE SOFTWARE THIS AGREEMENT 15 LEGAL CONTRACT BETWEEN YOU THE CUSTOMER ROBERT M MOORE AND ALPHA CENTAURI BBS INC GOVERNING YOUR USE OF THE SOFTWARE INSTALLING THIS SOFTWARE INDICATES YOUR ACCEPTANCE OF THIS AGREEMENT IF YOU DO NOT WISH TO AGREE TO THE TERMS OF THIS AGREEMENT PROMPTLY RETURN THE SOFTWARE PACKAGE TO THE DEALER
72. is C PROGRAM FILES DATASYM There is another version that installs to C PROGRAM FILES DATASYM COMM2000 VISTA Depending upon your Comm2000 version there could also be other subdirectories created such as DATA CMD etc You need to be aware of where your data files and P13 files are going to wind up You will have to adjust all the following batch files if your 01 0001 DAT does not appear in the subdirectory designated by the batch files Fortunately the batch files are easy to change to point to the correct subdirectories Also keep in mind that the path to the correct Datasym subdirectory must be set in TrackFl s SYSTEM CFG file as noted in Section One of this manual To test communications between TrackFl and the cash register you will need to create P13 files in TrackFl The best way to do this is to create new items in TrackFl s Main Item Screen Inventory gt Maintenance Items and then run POS Maintenance Point of Sale gt Maintenance gt Create POS Maintenance File and then Export POS Maintenance File to create the PLOO01 P13 file for transfer to the register by Comm2000 Change Directory Command in the Batch File For Comm2000 before the 2004 Fall updates you use cd datasym c2win After the COMM2000 Fall 2004 Software Update use cd datasym c2winv2 Comm2000 v3 use cd progra 1 datasym comm2000 For the vista version use cd progra 1 datasym comm20 1 This assumes that you installed to one of those pa
73. make selections to start communications manually or the automated communication features of your point of sale system may be setup to automatically transfer sales data without user intervention The options available are numerous so you should consult your installing dealership or TrackFl Support for assistance TrackFl User Guide Reference 3 1 Price Management Menu March 2014 2 1 2 CONVERT POS SALES The second step of the Autopilot sequence is Convert POS Sales This step will take the data that was polled from the point of sale system and convert it to TrackFl usable format During the sales convert process the point of sale sales files are renamed with a BAK extension to prevent double posting of sales data In the event that Sales Processing fails and must be redone these BAK files can be renamed and the Convert POS Sales process repeated STORE ID RANGE Enter the range of stores that you want to include in processing Use the ShiftF4 key or button to Pop Up a selection list or Enter to select First to Last 2 1 3 PRINT POS SALES The third step of the Autopilot sequence is Print POS Sales This step takes the data that was Converted in Step Two and prints it to the Printer Screen or File This report provides a detailed listing of items sold and a total for the day You should retain a copy of this report on file long enough to assist in reconciling inventory at month end STORE ID RANGE Enter the range of stores that you w
74. of CD s will begin selling at 13 99 If you want to associate Items with Mix Match Tables they must be defined here first To create or edit Tables click the Tables Mix and Match button on the Inventory Maintenance Menu Complete the information on the screen according to the guidelines provided in the Reference portion of this manual STEP NINE ITEM MAINTENANCE REQUIRED The core file in the TrackFl system is the Item File Here is where all of the information regarding the Item Number UPC Vendor Item Number Description and other important data is defined All of the codes defined in Steps 3 through 8 above are tied together here All reports pull the descriptive information for each Item from this file This is also where most of the work required prior to beginning to use TrackFl is done Because of the critical nature of this information it is very important that this step be well planned and executed Here are a few guidelines to assist in that preparation 1 Assemble a master list of the items that you want to enter into the new system Use the reference pages provided with this manual to help you collect all of the information you will need prior to starting to key enter the items 2 If you are converting from another automated inventory control system you can either print out a master item listing with the information required for conversion or explore the possibility of electronically converting the data with TrackFl Support
75. of the above programs you can print them using functions in the Label Printing Menu As stated in the introduction if you are using one of the supported models of the Barcode Blazer Blaster Advantage printers you can print immediately from any of the options on this menu If you are using a dot matrix or laser printer you must also install and configure third party label printing software to provide the direct link to the printer This application must have the ability to read ASCII files in one of the formats provided by the Label System and should also provide a means of printing labels automatically through the use of DOS batch files The latter feature will enable you to link to the DOS batch files that are attached to the Label Printing Menu and run them as if they were supported natively like the Barcode Blazer Blaster Advantage Instructions regarding how link batch files to the TrackFl menu provided on the following page 6 6 1 LABEL PRINTING MENU SETUP Each of the menu selections on the Label Printing Menu calls a DOS batch file rather than running a TrackFl program like most menu selections do The reason for this design is to permit you the choice of either using the Barcode Blazer Blaster Advantage or a compatible third party label printing package The system comes prepared to run the Barcode Blazer programs and if you are using this printer you do not need to use the following instructions
76. order for the initial Beginning Inventory amounts to be set the Period End Close program must be run for Period to Date Month to Date and Year to Date options prior to any system activity being entered into or processed on the system These period end programs must then be run at the end of each period to keep the totals maintained and useful TrackFl User Guide Reference 1 33 Inventory Control Menu March 2014 STORE ID RANGE Enter the range of stores that you want to include on the report Use the ShiftF4 key to Pop Up a selection list DEPARTMENT ID RANGE Enter the range of Department IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list CLASS RANGE Enter the range of Classes that you want to include on the report VENDOR ID RANGE Enter the range of Vendor IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last MANUFACTURER ID RANGE Enter the range of Manufacturer IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last DESCRIPTION Enter a Description that you want to include on the report The report will filter out any item that does not match this Description CODE Enter a Code that you want to include on the report The report will filter out any item that does not match this Code ITEM LEVEL RANGE Ente
77. point of sale is Maintenance This option is used to transmit Mid Day ltem changes to the point of sale terminal s As Additions Changes and Deletions are made to the Item file through Item Maintenance flags are set to indicate that those items should be transmitted to the point of sale system When Maintenance is run the program processes each item in turn formatting it correctly for the point of sale terminal in use at each store The file is then transmitted to the point of sale terminal As with Sales an Autopilot will lead you through each step to ensure correct processing The final portion of point of sale is End of Day This menu provides a completely automated Autopilot that combines the functions of the POS Sales and Maintenance Autopilots as well as processing price changes from the Price Management module This system can be run unattended at the close of each business day and will process all Maintenance and Sales with one telephone call per store A vital part of the point of sale interface is the communications software that transmits and receives data to and from the point of sale system Your point of sale software and TrackF are tightly integrated in this module to make the pass through of data as transparent to you as possible This is done through DOS batch files BAT These batch files IMPORT BAT PRICE BAT EOD BAT and EXPORT BAT are linked to the TrackFl menu system in the Import POS Sales Transmit POS Maintenance and E
78. print Daily Totals as the report title instead of printing WEEKLY DETAIL Next is the first group of Detail Records that run DGROSS through DTAX Start a running total on a calculator for each record listed on the report Use the left most bucket s symbol all the way down A record with a does not get added to the bucket a record with a gets added to the bucket a record with a gets subtracted from the bucket In our case they are all Note that the last two detail lines in the group also add to Bucket 2 e When you get down to the TNET SALES TAX the total of the last two tax lines are printed from Bucket 2 and the bucket is zeroed out by the 0 The total is printed from Bucket 2 since the 0 is in the second position in the 0 line e The nextline is TNET TOTAL If you have been using a calculator to check the amounts it will show 6096 14 Note that the total is printed but not zeroed by the P We do not zero the total because it is used in the last year comparison We print from Bucket 1 because the P is in the first position in the P line e Notice how Bucket 2 is used two more times to print TNETCHARGE and TBANK DEPOSIT When the bucket is printed it is zeroed out so that it can be used over and over again So for a bucket P means print only and 0 means print and clear Note also that there are many lines that have as their buckets These items print on the re
79. process First newly posted POs will be exported during the posting portion of the Print Post POs program on the Purchase Order Menu Second received POs will be exported during Update Received POs processing If you answer N to this prompt no PO documents will be exported This option should be used only if you need the detailed information regarding Purchase Order documents at the Host system If all that you need is more general receiving information you can use the inventory Transaction export detailed below This will provide the Host with receipts by Store by Item on a daily basis without reference to detailed Purchase Order document information INVENTORY ITEM IMPORT Y N Select Y if you want this system to import Item Maintenance from the Host Store Enter N if you do not want this system to import Item Maintenance This option is typically set to Y for Store Systems and set to N for the Host system The reason for this is that Item Maintenance should ordinarily be controlled centrally by the Host system to prevent anarchy in the setting of item numbers and prices by each store INVENTORY ITEM EXPORT Y N Select Y if you want this system to export Item Maintenance to the Host Stores Enter N if you do not want this system to export Item Maintenance This option is typically set to Y for the Host system and set to N for Store systems The reason for this is as stated in the instructions for the previous option
80. s Last Item Number AUTOASSIGN I Scan Item File for first available PLU AUTOASSIGN B Scan for first available PLU above the Store s 5 Last Item Number AUTOCANCELBO N This allows users to have the Receive Purchase Orders Program automatically set the Back Ordered Quantity to zero when the Quantity Received is changed AUTOCANCELBO Y Auto zero the Quantity Back Ordered AUTOCANCELBO N Don t auto zero the Quantity Back Ordered AUTOEXPNEW N This allows the users to automatically export a NEW PO from the PO Maintenance Screen when saving POs A prompt will ask the user if they want to Auto Export NEW PO The user will have to answer yes to that question in order to export the PO AUTOEXPNEW Y will prompt user to export a NEW PO AUTOEXPNEW N will NOT prompt user to export a NEW PO AUTOUPDRJRNL N If the user elects to print a Receiving Journal from the Receive Purchase Orders Screen the Receiving Journal will be sent to a disk file in the OUTBOX Subdirectory with a name of RCVSnnn XMT where the nnn is the Store Number The journal will also be sent to the printer F AUTOUPDRJRNL Y Send to printer AND to RCVSnnn TXT AUTOUPDRJRNL N Send to printer only 1 26 TrackFl User Guide Installation and setup March 2014 CHECKCODE N CMIMPORT N DATASYMCD 8FED DATASYMDATBK Y DATASYMDESC 20 DATASYMLEVEL N This allows users to tell the Main Item Program to check the CODE field for BLANKs when pressing
81. saved using F9 STORE ID Displays the Store ID selected on Screen 1 STORE NAME Displays the name of the selected Store ID TRANSFER Displays the Transfer selected on Screen 1 LINE The unique number associated with each line on the Transfer In ADD mode will increment by one digit automatically as each line is saved using F9 In EDIT mode search for the line number you wish to change ITEM Enter the number or number letter combination used to select this item 6 digit UPC E codes should be preceded by an asterisk and the code will be expanded to 10 digits automatically Search on this field or it will display from the Item File if the Item is selected using another method If the Item that you wish to transfer is not set up in the Item File then you can access the Item Master File screen by using ShiftF4 twice Once in the Item Master File screen add the item and save it using the normal method Then ESC to display the ShiftF4 search screen Use F4 to display the new item then select it using the ENTER key You will then return to Transfer Screen 2 LEVEL The level of the Item you wish to select VENDOR ITEM The number that the vendor or distributor assigns to this Item Search on this field or it will display from the Item File if the Item is selected using another method DESC The Description field contains the name assigned to this Item Search on this field or it will display from the Item File if the Ite
82. screen is editable or not Our example uses Y to allow transaction sets to be entered manually Reference 11 6 TrackFI User Guide March 2014 Cash Management GL Account Not used presently Will reflect what General Ledger category would be affected by this totalizer for an accounting interface GL Description Not used presently Describes the above GL Account In order to see how the relationship works let s look at how one record was created Please refer to the two samples listed immediately below Sample Cash totalizer line from Datasym s 01 ssss DAT File 27 01 000 00000180 82 0000027 000 00000 Sample Cash Type record from the CM Types database screen Store lt 1 gt TrackFl Retail Sales Code GROSS gt Desc Gross Sales Type Sequence 10 gt Sign Import Link 2701F000GR4 Editable Y GL Account GL Desc From the Sample Cash totalizer line take the 27 01 F000 GR remove the commas and place 2701F000GR into the Import Link field If you look at the sample WEEKLY CFG file in section 10 9 you will see that GROSS is how the Code from the CM Types screen is cross referenced to the report detail line DGROSS Here is a list of all of the Types as shipped Store Code Description Type Seq Sign Import Link Editable GROSS Gross Sales I 10 2701F000GR 4 Y OVERSHORT Over
83. sells Inventory Reports allow you to print reports for just those Manufacturer s Items you want information on Additionally Manufacturer codes are very useful in doing Mass Price Changes For example if you want to be able to do a price change on all Pepsi products you could define Pepsi as a Manufacturer in this file Although it is possible to perform mass price changes by putting all a particular manufacturer s products into one department or class it is more flexible if you use the department and class categories for groupings other than manufacturer You may define only those Manufacturers that you want to track and not enter the others To create or edit Manufacturers click on the Manufacturers button on the Inventory Maintenance Menu Complete the information on the screen according to the guidelines provided in the Reference portion of this manual TrackFl User Guide Installation and setup March 2014 STEP EIGHT MIX amp MATCH TABLE MAINTENANCE OPTIONAL Mix Match Tables are used to relate different Items for the purpose of providing a special price if a minimum quantity of any of the related Items is purchased For example you may sell assorted knick knacks at 40 cents each or 3 for 1 00 Another valuable use of this feature is in providing quick price changes for all items in the related group For example all 12 99 CD s can be assigned the same Mix Match Table number and with one change to the Mix Match price the entire stock
84. setup TrackFl User Guide Heference 11 1 Cash Management March 2014 If you plan to enter actual revenue totals and enter Deposit Over short information which you most likely will then you will do that here DATE Enter the business or polling date that you wish to edit or view and press ENTER STORE Enter the store number you wish to edit or view and use F4 or use the Find button If that Date Store combination exists in the CM transaction file the records will display If that combination does not exist then they will be created with zero totals and displayed on the screen for you to manually enter totals for each record type If you do not wish to manually enter these totals just use SF7 or the SF7 Delete button to delete this Date Store combination from the transaction file When existing Date Store combinations display on the screen you may press the down arrow key or your mouse to move to the detail lines of the transaction set Once in the detail portion you may use PageUp and PageDown to move around one screen at a time At the bottom of the screen is the balance a zero means that you balance Sales to Revenue If a negative number appears then you are short on the revenue side if a positive number appears then you are high on the revenue side Normally you will balance unless you begin editing the record NOTE You must balance before this transaction set can be posted to Cash History If you increase your revenue total
85. systems and to N on the Host system If you have set the PO Transmit option above to Y you must set this option to N Otherwise you will double post the received quantities for each PO processed Reference 9 2 TrackFl User Guide March 2014 Program Scheduler Menu INVENTORY TRANSACTION SAL Y N Select Y if you want to export Sales Transactions Enter N if you do not want to export Sales Transactions This option will ordinarily be set to Y on the store systems and to N on the Host system INVENTORY TRANSACTION MUP Y N Not Active at this time INVENTORY TRANSACTION XOU Y N Select Y if you want to export Transfer Out Transactions Enter N if you do not want to export Transfer Out Transactions This option will ordinarily be set to Y on the store systems and to N on the Host system EXPORT MULTISTORE TRANSFERS Y N Not Active at this time 8 2 IMPORT PROCESSING As noted above in the Selectable Options setup there are two phases of DEX processing importing and exporting Importing is done through the Import Processing Autopilot in the Data Exchange Menu The exporting of DEX data is done automatically for both Transactions and Purchase Orders but Item Maintenance requires the running of the Item Maintenance Export program to create the Item DEX files The following sections will describe in more detail how and where this processing is done 8 2 1 AUTOPILOT The purpose for the Autopilot program i
86. that sending a compress print code to the printer would NOT put the printer into 17cpi if it was already in 12cpi Apparently the printer believes that 12cpi is sufficiently compressed and there is no need to go all the way to 17cpi If the printer was in 10cpi it WOULD go into 17cpi when we sent the compress print code We fixed the problem by first sending the code for normal print and then the code for compress print Example SYSTEM CFG settings in CAIPROGRAM FILES TRACK SYSTEM PRNCODED N This_ allows the user to specify that autopilot reports should bypass the windows printer drivers and print directly to the printer This is normally It would only be if you are also using PRNCODEN PRNCODEC and PRNCODES N NOTE PRNCODES Y will override PRNCODED If PRNCODES is a Y PRNCODED will have no effect NOTE This option is overriden by the PRINTXxxxFILE options If the PRINTXXXFILE options Y PRNCODED will be treated as N no matter what PRNCODED is set to PRNCODED N The default Use Windows Printer Dialog PRNCODED Y Bypass Windows and print directly to the printer PRNCODES Y This allows the user to specify that autopilot reports should use the windows drivers but NOT Pop Up a printer dialog This is normally It would be N if you WANT the windows printer Pop Up dialog NOTE PRNCODES Y will override PRNCODED If PRNCODES is a Y PRNCODED will have no eff
87. the report e g LT 35 or GT 62 96 means that any gross margins not between 35 and 62 inclusive will not show on this report GROSS MARGIN REPT BATCH LISTING G B Select G if you want to print the Gross Margin Report as outlined above The Orig Price column will be left blank in the Report Select B if you want to print a simple Batch Report with regard to Gross Margin exclusions The Cost column will be left blank PAGE BREAK NONE ON BATCH ID P B N Select P if you want a new page to print for each batch Select B if you want to insert a line Break between each batch Select N if you want no separation between batches SEND TO P RINTER S CREEN OR F ILE _ Enter P S or F Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file NOTE In the report Buyer comes from the CODE field Class Sub come from the CLASS amp AISLE fields and Style comes from the VENDOR ITEMZ field 3 8 BATCH COPY UTILITY This utility allows you to copy an existing batch to a new batch id for the purpose of duplicating a promo at a later date It will also allow you to alter or extend the dates of a batch that is already created BATCH ID Enter the Batch ID which you want to copy or extend shorten the promo Dates
88. then report the total for all stores on Qty sold and Gross Margin and 95 The purpose of this report is to enable you to see which items in each Department Class are contributing acceptably to the performance of the group and which items are not pulling their weight The latter can be marked down and moved out to free additional shelf space for those items that are selling up to par STORE ID RANGE Defaults to First to Last DEPARTMENT ID RANGE Enter the range of Department IDs that you want to include on the report Use ShiftF4 or Triple Dot PopUp to Pop Up a selection list CLASS RANGE Enter the range of Classes that you want to include on the report VENDOR ID RANGE Enter the range of Vendor IDs that you want to include on the report Use ShiftF4 to Pop Up a selection list or Enter to select First to Last MANUFACTURER ID RANGE Enter the range of Manufacturer IDs that you want to include on the report Use ShiftF4 to Pop Up a selection list or Enter to select First to Last TrackFl User Guide Reference 5 27 Multi Store Menu March 2014 DESCRIPTION Enter a Description that you want to include on the report The report will filter out any item that does not match this Description CODE Enter a Code that you want to include on the report The report will filter out any item that does not match this Code ITEM LEVEL RANGE Enter the range of Item Levels that you want to include on the rep
89. this information in the proper sequence You will be informed at each step whether the data is required or optional You will also receive tips on various situations you are likely to encounter in setting up live information on the system and the proper way to address each one This section will not repeat the field by field explanation of each data entry screen found in the Reference portion of this manual If you have questions as you are going through Setup regarding valid entries for a particular field of information find that screen and field in the Reference portion of this manual and use the instructions provided there If you still have questions regarding how to handle a particular situation call your support provider for assistance It is essential that the information entered in this step be done correctly If it is not you could be forced to re key large amounts of data and delay your automation plans considerably These instructions also assume that you have already successfully installed and registered TrackFl using the instructions found in the System Installation and TrackFl Registration sections If you have not done so at this point please refer to those instructions and install the software prior to starting the Setup process STEP ONE START TrackFl Once the Installation process is completed change to the directory where TrackFI is installed and enter TRK You will be presented with the Password screen Enter the default pass
90. through the steps necessary to successfully set up and configure the Purchase Order Management system These instructions assume that the Inventory Control system has already been installed and configured according to the instructions found in the Inventory Operation Manual You should also have entered a large majority of your items in the Item Master file prior to using PO Management The PO system does permit the entry of Non Stock Items if an item is missing from the Item file but this should be the exception rather than the rule STEP ONE SELECTABLE OPTIONS REQUIRED You must make one selection regarding Purchase Orders in the Selectable Options module on the Utilities menu On Screen 1 choose PO History Update Y N A Y choice will cause the Update Received Orders program to post records to the PO History File An N choice will bypass the adding of records to the PO History File STEP TWO VENDOR MAINTENANCE REQUIRED If you did not enter all of your vendors during Inventory Setup you must do so at this time While the Vendor ID and Name are the only required fields all of the fields on the Vendor Maintenance Screen should be entered if you have the information All of the entered fields with the exception of the GL information at the bottom of the screen will be used as defaults during the entry of Purchase Order documents and the entry here one time will save many keystrokes later STEP THREE PONOTES TXT OPTIONAL You may
91. typical Datasym setup rem cd progra 1 datasym comm2000 rem rem This is a sample call to COMM2000 call comm2000 exe key1 cmd rem rem The contents of KEY1 CMD rem 31 1 Changes CQ 3 N rem No testing lines are required to simulate sending data to a cash register end EXPORT BAT PRICE BAT March 2014 PRICE BAT is accessed from the menu system by Special Price Maintenance gt Transmit Price Change Batches PRICE BAT as shipped looks like begin Demo PRICE BAT rem PRICE BAT 00 Test code rem PRICE BAT 01 Add Datasym code rem PRICE BAT v02 Add Comm2000 v3 echo off cls rem For Demo purposes remove for live systems echo You are in PRICE BAT DemoMode This simulates communication echo with a Datasym cash register The Comm2000 code is in echo this file Edit PRICE BAT for live systems pause rem Remark rem the above four lines for live systems rem A typical Datasym setup rem rem cd progra 1 datasym comm2000 rem rem This is a sample call to COMM2000 rem call comm2000 exe price cmd rem The contents of PRICE CMD rem 31 1 PRICE CQ 3 N end PRICE BAT Reference 11 16 TrackFl User Guide March 2014 Cash Management Here is a typical PRICE BAT after adding and removing the appropriate remarks begin Live System PRICE BAT rem PRICE BAT v0O Test code rem PRICE BAT v01 Add Datasym code rem PRICE BAT v02 Add Comm2000 v3 echo off cls
92. value along with the Quantity field to calculate the amount to add to the Quantity on Hand field the Total Cost and Total Retail fields This is display only and may not be changed on this screen QTY ON HAND The quantity of the item that is currently in your inventory The Qty on Hand is automatically displayed from the Activity File and cannot be changed on this screen UNIT COST The cost per transaction unit This will reflect the Case cost if the Unit is CS or the Each cost if the Unit is EA The cost from the Last Cost field in the Item Maintenance screen will automatically be displayed for types O and R only the other types will reference Avg Cost and can be changed if necessary A change to this field will cause the GM field to be re calculated to reflect the new Gross Margin on this item TOTAL COST Calculated as Quantity x Case Quantity if CS x Unit Cost ITEM RETAIL The selling price for this item This displays from the Item Maintenance Screen and can be changed if necessary A change to this field will cause the GM field to be re calculated to reflect the new Gross Margin on this item Note that you can do What If analysis here between the Item Retail and fields If you press Enter the cursor will move to the GM field and permit you to change it Changing the GM will re calculate the Item Retail amount If you change the retail price on this screen the new price will update the Item Maintenance Screen autom
93. want to track Purchase Order History select N The Purchase History file stores information used to reconcile POs to Invoices in your company s Accounts Payable function It can also be used to provide comparative analysis of purchases by competing vendors using one of the available Report Writers If the N selection is made these reports will not be possible DATA EXCHANGE OPTIONS PO TRANSMIT Y N This option is active only when the Data Exchange DEX Module is installed on your system DEX is used to transfer data between Host and Store TrackFl systems Each type of data available in TrackFl may be selected for inclusion or exclusion from the daily data transfer In this case if you want Purchase Orders included in the daily transmission select Y If not select N INVENTORY ITEM IMPORT Y N This option should be set to Y if you want to import Item Maintenance data from a remote TrackFl site Adds Changes and Deletes will impact your Item file as those changes are made at the remote site Otherwise enter N INVENTORY ITEM EXPORT Y N This option should be set to Y if you want to export Item Maintenance data to a remote TrackFl site Adds Changes and Deletes made to your Item file will update remote sites automatically through the daily transmission If you do not want this feature enter N INVENTORY TRANSACTION MASTER Y N Inventory Transactions may be transmitted between host and remote TrackFl syst
94. will appear You can over ride the message by going into the DEF option and selecting RCV From the Main Menu press C V or R The following appears Records 1 Bytes 57 Free 101408 Q Quit Note that the actual numbers will be different depending upon how many items you have in the datafile These numbers should be obvious How many records currently exist how many bytes are currently being used and how many bytes of storage are still available Press the ENTER key to continue The following appears Enter Scan PLU Q Quit You may now use the bar code reader to scan a PLU or you can type in a PLU by hand To use the bar code reader press the SCAN button To manually enter a PLU simply type in the PLU You also have the ability to expand six digit PLUs into their ten digit counterparts by using the F1 the key Reference 7 24 TrackFl User Guide March 2014 Hand Held Terminal Menu Examples 123456 456789 654321 987654 This will expand to 1234500006 This will expand to 4567800009 This will expand to 6510000432 This will expand to 9876000005 2 Sore a If you scan the PLU the unit will beep when it reads the PLU and then it will go to the next prompt If you manually enter the PLU you have to press the ENTER key to get to the next prompt the unit will beep when you press ENTER If you turned on the PLU Level option in DEV you will next get PLU Level
95. will be removed from the file and transmitted to the point of sale system for removal there Note that any items deleted here will not be available for historical reporting the Activity and Sales History records will be deleted as well Select Items for Deletion scans the Item File according to your instructions and flags items for deletion Note This program will not process correctly unless entries are made in at least one of the PTD MTD YTD selections at the bottom of the screen An entry is also required in the Qty On Hand Range field ZONE ID RANGE Not activated at this time STORE ID RANGE Enter the range of stores that you want to include in processing Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last DEPARTMENT ID RANGE Enter the range of Department IDs that you want to include in processing Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last CLASS RANGE Enter the range of Classes that you want to include in processing Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last VENDOR ID RANGE Enter the range of Vendor IDs that you want to include in processing Use the ShiftF4 key to Pop Up selection list or Enter to select First to Last MANUFACTURER ID RANGE Enter the range of Manufacturer IDs that you want to include in processing Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last
96. will only print those items whose cost has changed from the Last Cost found in the Main Item File RCVCOSTEXCPT N Don t print the report RCVCOSTEXCPT Y S Print the report to the screen RCVCOSTEXCPT Y P Print the report to the printer RCVCOSTEXCPT Y F CER TXT Print the report to filename CER TXT RCVCOSTEXCPT E S Print exceptions to the screen RCVCOSTEXCPT E Print exceptions to the printer RCVCOSTEXCPT E F MYFILE Print exceptions to file MYFILE This causes the Post Transactions program to update the Retail Price in the Main Item File when Type R Receiving transactions are processed RETLRECUPD Y Update Price in Main Item File RETLRECUPD N 00 NOT update Price in Main Item File This causes changes to Store 0 in a MultiStore System that are made to the Item File to be applied rippled to ALL the Stores RIPPLE Y will allow the ripple to occur RIPPLE N will NOT allow the ripple to occur If rippling Store O changes this will prevent the Aisle Location from being rippled if it is set to N RPLAISLE Y will allow the ripple to occur RPLAISLE N will NOT allow the ripple to occur a rippling Store 0 changes this will prevent the Average Cost from eing rippled if it is set to N RPLAVGCOST Y will allow the ripple to occur RPLAVGCOST N will NOT allow the ripple to occur pu rippling Store 0 changes this will prevent the Last Cost from eing rippled if it is set to N
97. you one item at a time This feature is used for weekly monthly promotions made up of a wide variety of items that you select based on special vendor pricing a newspaper circular or other criteria A key point to remember is that changes made here do not affect the Item File record permanently unless you indicate that they should This allows you to change the Item type to Mix amp Match for the length of a sale for instance and then return it to its Normal status when the sale is over AUTOPILOT The Autopilot as explained above is an automatic process that will take you through the necessary steps of the Special Price Maintenance Menu one by one and in order While the Autopilot is provided you may prefer to use the components of the system individually 3 2 CREATE AUTO PRICE CHANGE BATCHES Note When these ranges Store Department Class Vendor and Aisle are filled in and all other ranges are First to Last a new index will be used to speed up processing of the price batch This is useful to some folks but not all Note If the Vendor Item Number Range fields are other than first to last and all other fields are first to last the system will quickly lookup all matching records from the Item File and add them to the Price Batch file This speeds up processing time ZONE ID RANGE Not activated at this time STORE ID RANGE Enter the Range of Stores that are to be included in the Price Change Batch For example if you wa
98. 14 Contents 2 3 6 EXPORT PRICE CHANGE BATCHES 2 8 2 3 7 END OF DAY 2 9 2 3 8 2 9 2 3 9 UPDATE POS SALES cccscccscccccsccccececesecesesececesecesecesesececeseccsecescecceceeeccseces 2 10 3 PRICE MANAGEMENT 3 11 3 1 SPECIAL PRICE MAINTENANCE e mmm nennen nnne nennen nnne sss nsns s 3 1 3 2 CREATE AUTO PRICE CHANGE BATCHES eese ener nnns eren 3 11 3 3 PRINT PRICE CHANGE eren eres eser esed edes esed sla 3 4 3 4 MANUAL PRICE CHANGE ener eres eser eres ss ss ss ssa 3 5 3 5 EXPORT PRICE CHANGE 3 7 3 6 TRANSMIT PRICE CHANGE eren eren eres nsns nsns nsns 3 7 3 7 GROSS MARGIN BATCH REPORT 3 8 3 0 BATGH COPY UTILITY crt eee bete veneta Libet e tek en te abo aunts 3 9 4 PURCHASE ORDERS MENU cri arai aac nn wa paa a Tue ui ua aeu uada 4 1 4 1 ENTER EDIT PURCHASE ORDERS cc cccccccccecececececececececececececucecueucucucueueueueueaeueass 4 1 4 2 PRINT POST PURCHASE 4 8 4 3 PRINT RECEIVER
99. 14 Inventory Control Menu When a Multi is sold received counted etc TrackFl will increment Qty on Hand for the Base Item by the number entered in the Multi Conversion Qty field Qty on Hand for each Multi will always be zero TrackFI will track Qty Sold Qty Received and the other activity measurements for Multi s in the same way that it does any other item BASE ITEM OPTIONAL For Multi Items this field will contain the Item of the Single or Each in that family If you are defining the Single item itself this field will be blank For non multi items this field will be blank LEVEL REQUIRED WITH BASE ITEM The Level of the Base Item either a zero or a 1 is entered in this field MULTI CONVERSION QTY REQUIRED WITH BASE ITEM The number entered in the Multi Conversion Qty field should represent how many of the Base Items are in this Multi RETAIL PRICE REQUIRED The retail price is the item s normal selling price This is the price that will be sent to the point of sale system for Price Look Up A Gross Margin 96 is automatically calculated based on the Average Cost of the item The formula for calculating Gross Margin is Retail Price Average Cost Retail Price PROMO PRICE OPTIONAL The Promo Price is a special price used for a limited time such as a sale The price may be set up far in advance of the sale and it will be sent to the point of sale system automatically on the correct date When the sale is finished
100. 15 2 VIEW SALES ANALYSIS tert e tir auntie 1 38 1 15 3 DESCRIPTOR MAINTENANCE esee 1 39 1 16 VENDOR RETURNS tiae ine Citt d e 1 39 1 16 1 ENTER EDIT VENDOR RETURNS seen 1 40 1 16 2 LIST VENDOR RETURNS eni ee a an a A E R N 1 43 1 16 3 POST VENDOR 1 44 Url 1 45 1 18 DEFAULT S eter er eee tenete e tene ete a A a 1 45 1 19 NAME OE GOMPADINY erit testate tpe 1 45 1 20 UTILITIES SUB MENU t pee neut e geet e gin Er eot 1 45 1 20 1 QUERY A DATABASE ettet foe edet rate ee tiit opens tae 1 45 1 20 2 SINGLE amp ALL FILES seen 1 47 1 21 tht teme ide E DE Dam NEN SG 1 48 1 22 MASS ITEM MAINTENANCE MENU serene emnt 1 48 1 22 1 BATCH ITEM STATUS MAINTENANCE 1 48 1 22 2 MASS ITEM 1 49 1 22 3 RESET AVG EAST GOST eire ettet tiet ed 1 50 1 22 4 MASS ITEM DELETE SELECT ITEMS FOR DELETION 1 52 1 22 5 MASS ITEM DELETE PRINT SELECTED 5 1 53 1 22 6 MASS ITEM DELETE EDIT SELECTED ITEMS eee 1 54 1 22 7 MASS ITEM DELETE UPDATE SELECTED ITEMS 1 54 1 23 SELECTABLE OPTIONS iiie dinh RR e EP 1 54 1 2
101. 3 Once all counts have been entered print the Transaction Report to provide a permanent record of the results of the Physical Count To begin this select Transaction Report from the Inventory Transaction Menu At the top of the screen select the ranges appropriate to print the count information that you have just entered At the bottom of the screen simply accept the defaults for the Page Break options by entering through them and select P to print the report on your printer Once the report has finished review the counts for accuracy and then file the report for later Reference TrackFl User Guide Installation and setup March 2014 4 The Variance Report is the next menu option If you are doing an initial Physical Count the Variance Report is not required This report compares the counts entered through Transaction Entry with the Book counts maintained by TrackFl If the two counts differ the Item is printed on the report along with both counts the difference between them variance and the dollar impact of the variance This report is very useful when used in cycle counting of inventory after initial conversion as a means of locating shrinkage and other inventory discrepancies During the initial count however every item would show on the report the system has no counts and thus it is of no benefit 5 Post Inventory Transactions is the next step This program replaces the value in the Qty on Hand field in the Activity file wi
102. 3 1 INSTANT UPDATE OPTIONS seen 1 56 1 24 INSTALL NEW TRACKFI MODULE eese nnnm 1 58 1 25 TRACKELREGISTRATION reete rh e e port ee etd de tiri 1 58 2 POINT OF SALE MENU 5 reor teer nene einn PD 2 1 2 POS SALES o a dat utei aive fieret quta 2 1 24 1 AUTO PILOT Cou eii Oo astra 2 1 21 2 GONMVERT POS SALES iet o I i DOO Eis 2 2 21 3 PRINT POS SALES wis 2 2 2 1 4 UPDATE POS SALES ert tete i eee ene d een 2 3 2 2 i tto iet Bed ete tee e er e ue Dre 2 4 2 2 4 AUTOPILOT toti oett cte etg etre Exe ib e bete 2 4 2 2 2 CREATE POS MAINTENANCE FILE eene 2 4 2 2 3 PRINT POS MAINTENANCE FILE eene 2 5 2 2 4 EDIT DELETE MAINTENANCE RECORDS eee 2 6 2 2 5 EXPORT POS MAINTENANCE FILE een 2 6 2 2 6 TRANSMIT POS MAINTENANCE FILE eee 2 7 2 3 END OF DAY estie Ree Hr rete eoe esce dde 2 7 2 9 1 AUTOPILOT iot dank aes ttt E me tede Gu ER tpe eds 2 7 2 3 2 CREATE POS MAINTENANCE FILE eene 2 7 2 3 3 PRINT POS MAINTENANCE FILE eene 2 8 2 3 4 EDIT DELETE MAINTENANCE RECORDS 2 8 2 3 5 EXPORT POS MAINTENANCE FILE een 2 8 ii TrackFl User Guide March 20
103. A number of our customers have found that the savings in keypunch time as well as calendar days required to convert the system more than compensate for the cost of creating a data conversion program 3 If the majority of your items have bar codes attached you can increase the speed and accuracy of a manual conversion with the use of a keyboard wedge scanner attached to your PC This will ensure that the correct UPC code is entered and eliminate the need to type those long numbers 4 You should be sure that ALL data entry is done with the CAPS LOCK key on Some point of sale systems cannot process lower case letters and every one entered is one that will need to be redone later 5 Read through the Item Maintenance section in the Reference portion of this manual in detail prior to starting to convert data This should be obvious but is often neglected and can prevent severe headaches later 6 Give careful thought to your Department and Class code organization and assignments These codes are used extensively in organizing your management reports as well as in performing Mass Item Changes Group items with this in mind 6 Make a commitment to converting your Item data as quickly as possible It is a difficult process but once done will begin to benefit your business on a daily basis in ways that you can t appreciate now Either assign someone full time or commit to spending as much time each day as your schedule will allow until the job is done
104. AL Y N This option should be set to Y if you want to exchange Sale SAL transactions Otherwise enter N INVENTORY TRANSACTION MUP Y N This option is not activated at this time INVENTORY TRANSACTION XOU Y N This option should be set to Y if you want to exchange Transfer Out XOU transactions Otherwise enter N EXPORT MULTISTORE TRANSFERS Y N This option should be set to Y if you want to exchange Multistore Transfer documents This is only active if you have the Multi Store option installed Otherwise enter N 1 23 1 INSTANT UPDATE OPTIONS The Instant Update feature permits TrackFl to create ASCII export files from key File Maintenance and Transaction functions for export to other applications Rather than doing this in a batch mode as in Data Exchange the updates can be created and then an external update program run as you are doing the work in TrackFl It works like this the major Maintenance and Transaction processing programs in the system listed below are designed to check this screen to see if you have made entries in the fields below If the field next to a particular function is blank the program does nothing If you have entered a batch file Reference 1 56 TrackFl User Guide March 2014 Inventory Control Menu name BAT it will export a copy of the transaction to the NTRACKYOUTBOX subdirectory and then run the BAT file that you have specified here This is what makes the feature so fl
105. ARTMENT MAINTENANCE 1 6 Lue sc c ERE 1 9 1 6 VENDORS curtes tte m itn Muri Re Lcd 1 9 d 2 MANUPRACTURERS et rt cries dese aem utei E o E 1 10 1 8 MIX AND MATCH TABDIESG echo m os Iu d NS etu dani Mr eh 1 11 1 9 INVENTORY TRANSACTIONS eben dito ote does 1 11 1 10 TRANSACTION teda oo itd t ct 1 15 1 11 VARIANCE REPORTS eria sd iet p te s ed ea e dite 1 17 1 12 POSPIRANSACTIONS ate aseo A E 1 19 TrackFl User Guide i Contents March 2014 1 13 ON SCREEN INQUIRY VIEW INVENTORY 1 20 1414 BEPOBTS cutie tiep sterii lid uma idu us n in eri 1 21 1 14 1 PHYSICAL INVENTORY WORKSHEET eene 1 21 1 14 2 REORDER REPORT eret enitn ee doe etn aret 1 23 1 14 3 SALES ANALYSIS REPORT sese nennen 1 24 1 14 4 VALUATION REPORT ict ne on re tenerte 1 26 1 14 5 ITEM MOVEMENT REPORT ioana aat 1 28 1 14 6 TOP SELLERS REPORT are niei ite 1 30 1 14 7 OVERSTOCK UNDERSTOCK 1 32 1 14 68 me et eed a RR 1 33 1 14 9 CLOSE PERIOD PROGRAM esee nennen 1 35 1 15 SALESANALYSIS teint st d elec dee de epe eue 1 36 1 15 1 SALES ANALYSIS REPORT essent nennen 1 37 1
106. CT 4 The account number this Vendor references for you as a customer CONTACT The name of the vendors sales representative that is responsible for your account PAYMENT TERMS The payment terms that your company has with this vendor An example might be 29610 FREIGHT TERMS The freight terms that your company has with this vendor An example might be COD Prepay SHIPPER The shipper ordinarily used for this vendor An example might be UPS The F O B point for this vendor PRIMARY amp SECONDARY DISTRIB GL CODE DESC The Inventory or Purchases G L account usually used to record purchases received from this vendor Not in use at this time 1 7 MANUFACTURERS The Manufacturer Maintenance Screen is used to identify the manufacturers of the merchandise sold in your store s This information is not required in order to run the system but can be used by Inventory Reports to select groups of merchandise for analysis and by the Price Management system for selecting ranges of items for price changes As with Vendors the Manufacturer file is shared by all stores MANUFACTURER ID The code used to identify the manufacturer This may be alphabetic or numeric for a maximum of ten characters NAME The name of the manufacturer ADDRESS CITY STATE ZIP The address of the manufacturer PHONE The phone number of the manufacturer Heference 1 10 TrackFl User Guide March 2014 Inventory Control Menu 1 8 MIX AND
107. Console If you test a font and it fails set it back to Lucida Console PRNFONT Lucida Console The default font PRNLINESC 100 This allows users to set the number of lines to print on a compressed page The default is 100 PRNLINESC 100 The default number of compressed lines PRNLINESN 65 This allows users to set the number of lines to print on a normal page The default is 65 PRNLINESN 65 The default number of normal lines PRNPITCHC 7 This allows users to change the compressed print pitch The default is 7 The smaller the number the smaller the print PRNPITCHC 7 The default compressed print pitch PRNPITCHN 11 This allows users to change the normal print pitch The default is 11 The smaller the number the smaller the print PRNPITCHC 11 The default normal print pitch Heference 11 2 TrackFl User Guide March 2014 Contact Section We welcome your comments about this manual and your suggestions to improve it Our website is http www acbbs com You can download the latest version of this manual and our software from our website http www acbbs com download htm You may email us at supportteam acbbs com Our contact information is Alpha Centauri LLG Attn Robert Moore 4504 Kelley Court Virginia Beach VA 23462 757 340 3531 U S Eastern Time TrackFl User Guide Reference 13 3
108. DEC 1 27 33 4 LPT1 and compress print for Epson LQ 570 PRNFONT Lucida Console This allows users to change the printer font The default is Lucida Console If you test a font and it fails set it back to Lucida Console PRNFONT Lucida Console The default font PRNLINESC 100 This allows users to set the number of lines to print on a compressed page The default is 100 PRNLINESC 100 The default number of compressed lines PRNLINESN 65 This allows users to set the number of lines to print on a normal page The default is 65 PRNLINESN 65 The default number of normal lines 1 34 TrackFl User Guide Installation and setup March 2014 PRNPITCHC 7 PRNPITCHN 11 RCVCOSTEXCPT N RETLRECUPD Y RIPPLE Y RPLAISLE Y RPLAVGCOST N RPLLCOST Y RPLMNLEVL Y RPLMXLEVL Y This allows users to change the compressed print pitch The default is 7 The smaller the number the smaller the print PRNPITCHC 7 The default compressed print pitch This allows users to change the normal print pitch The default is 11 The smaller the number the smaller the print PRNPITCHC 11 The default normal print pitch This allows users to turn on the Cost Exception Receiving Report in the Post PO Received Selection Screen program The command format is RCVCOSTEXCPT Y E N P S F filename filename is only used with the F option and can be any valid filename The Yv option will print all items while the E option
109. Defaults section of the Utilities Menu is used to set the System colors which you see throughout TrackFl These colors come already configured for your particular system We recommend that these colors remain as shipped to you This option no longer applies to newer Windows systems 1 19 NAME OF COMPANY The name of your company on older systems was displayed here As of TrackFl v4 this information is displayed on the Main Menu 1 20 UTILITIES SUB MENU The Utilities sub menu provides three database utilities used to diagnostic and maintenance work on the system data files Query can be used to do simple columnar reports from one data file at a time Single and Files Reindex options are used to reconstruct indexes for files whose indexes have been corrupted through improper exiting of the system power failure or other operational difficulties 1 20 4 QUERY A DATABASE Query is a simple report writer that enables you to extract information from any file and print it to screen report or disk file After making this selection from the menu the following prompts will guide you through the report creation process ENTER THE FILE NUMBER OR PRESS ENTER FOR A LIST Each file in the TrackFl system has a number assigned to it If you know the number of the file enter it here Otherwise press Enter and a list of all files will display TrackFl User Guide Reference 1 45 Inventory Control Menu March 2014 DATABASE TABLE
110. Display costs and allow saving changes SlRO y Don t display costs or GM and don t allow saving SAVECLEAR N This flag allows users to control screen clearing when F9 Save 15 executed On the Main Item Screen if you are manually entering new items where the items are in the same Dept Class maybe they even have the same Retail Price or on the Enter Transaction Screen you might be receiving items that have similar characteristics not clearing the screen would be more efficient This option affects both the Main Item Screen and the Enter Transaction Screen SAVECLEAR N Do not clear the screen on Add Mode F9 Save SAVECLEAR Y Clear the screen on Add Mode F9 Save SAVMAINT 5 This allows the users to choose how many files to keep during COPYFILE The maximum is 999 SAVMAINT 3 Save three files SAVMAINT 27 Save 27 files 999 Save 999 files the maximum SAVSALES 5 This allows the users to choose how many files to keep during COPYFILE The maximum is 999 SAVSALES 3 Save three files SAVSALES 79 Save 79 files SAVSALES 999 Save 999 files the maximum SCRN2USRFLAG N This allows TRIMAX users to make the cursor go to the usr Flag 1 field on the Main Item Screen 2 first before any other fields SCRN2USRFLAG Y Cursor goes to Usr Flag 1 first SCRN2USRFLAG N Cursor goes to Usr Flag 1 last SLSDATEADJ 0 This allows users to adjust the date of Daily Sales Importing Cash Registers are o
111. EM MAINTENANCE IMPORT The Item Maintenance Import program scans the TRACK INBOX subdirectory for Item Maintenance files that match the Store ID Range selected either in the Autopilot or in this program The filename processed is as follows INVLNNN XMT where INV is the module exporting the data L is the location H ost or S tore and NNN is the PLU Store Number as defined in the Store Maintenance screen For example a file created by the Host system for importing by Store 1 would have the filename INVH001 XMT A file created by Store 1 for importing by the Host system would have the filename INVS001 XMT The formats for these files are provided at the end of this section The Item Maintenance records contained in this file contain all of the information required to build a complete Item File record both Screens 1 and 2 for the POS Type defined in the Store file Additionally each record is flagged with a Maintenance Type identical to that used for normal POS Maintenance 2 ADD 3 DELETE 4 REPLACE Unlike POS Maintenance if the imported record is flagged with a number 2 but the record already exists in the file the import program will treat it as a REPLACE and overwrite the existing record It will then set the Maintenance Type to a 4 to include it in the next POS Maintenance batch as a REPLACE Likewise if the imported record is flagged with a number 4 and the record does not exist in the file the import program will treat it as an ADD and cr
112. ENT No P B N Select P to separate each document on to a different page and total each document on the page Select B to separate each document but keep all of the information on one page Each document will be subtotaled and the total for all transactions will be shown at the end of the report Select N to have one total for all document s SEND TO PRINTER SCREEN OR FILE Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file OUTPUT FILENAME If you selected F at the above option enter the filename that the report will be assigned Reference 1 16 TrackFl User Guide March 2014 Inventory Control Menu GENERAL LEDGER POSTING OF TRANSACTION DATA The Transaction Report provides summary totals by Store Transaction Type and Date for Extended Cost and Extended Retail Amounts The report can be printed daily or weekly prior to running the Transaction Post program and these totals entered into your General Ledger Journal You may wish instead to post the daily totals to a spreadsheet that calculates Month to Date totals automatically and then make just one entry at month end for each Transaction Type Whichever method you choose the detailed Transaction Reports should be kept on file for the required period of
113. FROM zi E NT Ido not accept the agreement lt Back Cancel Put a bullet in I accept the agreement You did read it right Then click on the Next button TrackFl User Guide 1 5 March 2014 Installation and setup The next screen is Setup Track E Sich z Select Destination Location Where should Track be installed LJ Setup will install Track into the following folder To continue click Next If vou would like to select a different folder click Browse C Program Files T rack Browse Atleast 43 4 MB of free disk space is required You can change the default install path There is also a note letting you know how much free drive space is required Click on the Next button to bring up 8 setup rae o RTT Select Start Menu Folder Where should Setup place the program s shortcuts Setup will create the program s shortcuts in the following Start Menu folder To continue click Next If vou would like to select a different folder click Browse Track Browse lt Back Cancel This screen allows you to choose the Start Menu location of the Track Startup Icon We suggest using the default Click on the Next button 1 6 TrackFl User Guide Installation and setup March 2014 The next screen is Select Additional Tasks Which additional tasks should be performed Select the additional tasks vou would like
114. HT and creates records in the Shelf Price Verification work file These records can then be printed and processed using the other selections on the Price Verification Menu STORE ID Enter the Store ID that you want to import shelf price data for or use ShiftF4 and select a valid store from the list 7 4 2 PRINT PRICE VERIFICATION LIST Once the work file has been created you can print a listing of the Items that were found to have different Retail Prices This list can be reviewed and marked to indicate which price is correct the shelf price or the System price If there are special notes regarding the status of an Item in the file they will print following the Item For example a Mix Match Item will not be updated by the Update Item File Retail Prices program This is because the Retail Price in the Item file is that of the Quantity price rather than the Each price Thus a true price comparison is not possible A message indicating that this is the case will print on the line following each Mix Match record in the file Once this process is completed you can proceed to the next menu selection STORE ID RANGE Enter the range of Store IDs for which you want to print a listing Reference 7 14 TrackFl User Guide March 2014 Hand Held Terminal Menu SEND TO P RINTER SCREEN OR F ILE Enter P 5 or F Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Pri
115. ID must exist in the Vendor Master File in order to enter a PO for it NAME The Vendor Name will display from the Vendor Master File ADDR The Vendor Address will display from the Vendor Master File TrackFl User Guide Reference 5 1 Multi Store Menu March 2014 CITY The Vendor City will display from the Vendor Master File STATE The Vendor State will display from the Vendor Master File ZIP The Vendor Zip Code will display from the Vendor Master File PO DATE The date you are creating the PO The system date will display as a default if ENTER is pressed REQ DATE The date that the merchandise ordered is required ASAP will display as the default if ENTER is pressed BUYER The name of the person creating the PO CONFIRMED BY The Vendor Contact confirming the PO The Contact name will display as a default from the Vendor Master File but may be overwritten if desired FREIGHT TERMS Freight terms with this Vendor The Freight Terms will display as a default from the Vendor Master File but may be overwritten if desired SHIPPER The shipping company handling this order The Shipper will display as a default from the Vendor Master File but may be overwritten if desired FOB The FOB point FOB will display as a default from the Vendor Master File but may be overwritten if desired PAYMENT TERMS The payment terms for this PO The Payment Terms will display as a default from the Vendor Master File but m
116. ITY The View Inventory Activity section of the Inventory module is used to allow the user to see all of the activity for a given inventory item STORE ID Enter the Store ID or press Enter to bring up the first store on file You may also use ShiftF4 to bring up a window displaying all of the stores Use the arrow keys to highlight the desired store and press Enter ITEM Enter the Item number or use F4 to bring up the first item on file You may then search the item file using PgUp PgDn You may also use ShiftF4 to bring up a window displaying all of the items Use the arrow keys to highlight the desired item and press Enter VEND ITEM Enter the Vendor s Item number or use F4 to bring up the first item on file You may then search the vendor item file using PgUp PgDn You may also use ShiftF4 to bring up a window displaying all of the items Use the arrow keys to highlight the desired item and press Enter DESC Enter the Item Description if you are using the description field as the search field or use F4 to bring up the first item on file You may then search the item file using PgUp PgDn You may also use ShiftF4 to bring up a window displaying all of the items Use the arrow keys to highlight the desired item and press Enter QTY ON HAND The quantity of the item that is currently in your inventory QTY ON ORDER The quantity of the item that is currently on order DATE LAST ORD The last date that the item was orde
117. Installation and Setup section at the beginning of this manual BATCH FILES All Batch file examples are real examples of batch files that are shipped with TrackFl If you are unfamiliar with batch file programming be very careful making changes in batch files Keep in mind that any line that begins with rem is a remark line and is NOT executed The remarks rem are left as a guide to show what is happening in the batch file In the batch file you will find sample code for Comm2000 Command Files CMD For complete instructions on command files CMD see the Comm2000 Developer s Kit For Windows found on your Comm2000 CD POLLED TXT This is very important if you are using a version of COMM2000 released after the Fall 2004 Software Update POLLED TXT does not contain any data that TrackFl reads It is simply a flag file or trigger file that COMM2000 uses to signal TrackFI that sales data is ready to be imported by TrackFl First some background COMM2000 will write output to a file of a name that you specify by using this line in a COMM2000 CMD file 42 1 01 0001 dat 115 F polled txt C2 Notice the quotes In COMM2000 prior to the Fall 2004 Update it was an error to run without the quotes Oddly COMM2000 would then create a file named polled txt Notice the single quote at the front So we looked for polled txt In the Fall 2004 release of COMM2000 this was fixed and the file being created by the new COMM2000 is polled
118. K extension after transmission in order to prevent the duplicate transfer of the same data 8 3 4 TRANSACTION EXPORT Inventory Transactions are exported to transmit files during the processing of the Transaction Post program The filename created in the OUTBOX is as follows TRNLNNN XMT where TRN is the module exporting the data L is the location H ost or S tore and NNN is the PLU Store Number as defined in the Store Maintenance screen For example a file created by the Host system for transmission to Store 1 would have the filename 1 A file created by Store 1 for transmission to the Host system would have the filename 001 The formats for these files are provided at the end of this section The records contained in the Transaction transmit file include all of the Inventory Transactions that were posted in this location that match the Transaction Types selected in Selectable Options These records contain all of the information required to create a new Inventory Transaction record in the receiving location identical to the one posted STORE ID RANGE Enter the range of Store IDs that you want to export PO Maintenance transmit files for Reference 9 6 TrackFl User Guide March 2014 Program Scheduler Menu 8 4 FILE FORMATS 8 4 1 Data Exchange Format Item Maintenance ID Sample Data 102 1299362210 103 0 104 CASCADIA PINK GRAPEFRUIT 6PK 105 PINK GRAPFRT 6PK 106 107 108 ATLANTIC 109 110
119. LEN FIELD DESCRIPTION TRANS NUMBER STORE PLU LEVEL PLU DESC RETAIL PROMO ON PROMO OFF PLU TYPE STATUS MIX TABLE STATUSBITS DEPT DESCRIPTION VENDOR ITEMNO CODE SENT o 1 2 3 4 5 6 7 8 9 NON FUNCTION PURMAINT PURCHASE ORDER LABELS FIELD NUMBER FIELD LEN FIELD DESCRIPTION STORE PO NUMBER LINE PLU LEVEL VENDOR ITEM DESCRIPTION CODE QTY ORD UNIT QTY REC QTY BO UNIT COST ITEM RETAIL TOTAL COST TOTAL RETAIL FP CASE QTY 5 2 5 5 6 5 7 5 1 3 Reference 7 6 TrackFl User Guide March 2014 Hand Held Terminal Menu 6 3 ITEM FILE LABELS The Item File Labels program is used to generate the Output ASCII file that will be used to print Item Labels After the ranges are selected you can choose to print the quantity of labels on hand for re tagging existing merchandise or a pre defined quantity of labels for each item in the range STORE ID RANGE Enter the range of Store IDs that you want to print labels for DEPARTMENT RANGE Enter the range of Departments that you want to print labels for CLASS RANGE Enter the range of Classes that you want to print labels for VENDOR ID RANGE Enter the range of Vendor IDs that you want to print labels for MANUFACTURER ID RANGE Enter the range of Manufacturer IDs that you want to print labels for DESCRIPTION Enter the Item Description that you want to print labels for
120. LINK Cable to the PC and make sure CL EXE is running on the PC If you are running TrackFl on the PC go into the Inventory Transactions Menu and run the Import Hand Held Data option put in the Store ID the Transaction Type and the Date then run the program CL EXE will be automatically run by TrackFl assuming that CL EXE is in the TrackFl subdirectory on the PC The PC will display Organiser Il Comms Link Server C Psion PLC 1987 Version 2 1 Psion Organiser Il Comms Link Server Type q to quit Pressing S while on the TFI Menu will bring up the following IS CL RUNNING ON PC Y N Answer the question if you say N and press EXE it will ask you to run the CL program You can also press the ON CLEAR button to exit from the SEND option If you answer Y and press EXE SENDING DATA appears If you are not connected to the PC you will get a DEVICE READ ERR IN B SEND1 If the data file is successfully sent you will get a TrackFl User Guide Heference 7 21 Held Terminal Menu March 2014 PRESS ANY KEY TO EXIT message If there is no data to transmit you will get a FILE NOT FOUND IN B SEND1 If you do not have the COMM LINK cable connected the following appears NO COMM CABLE PRESS ANY KEY Press any key to exit from the SEND option This concludes the instructions for the TrackFl Psion Hand Held programs Some important points are 1 If the default top menu reappears after replacing a battery for example y
121. LSFILE N This option allows the user to print the daily sales to a file instead of the printer This option only works when running from an Autopilot Running the Print POS Sales program manually will still allow the normal Printer Screen or File functionality The file is named POSLIST TXT and is located in the default subdirectory Usually C Progra 1 TRACK NOTE This option overrides the PRNCODEx options If this option is Y PRNCODEx will be treated as 5 N no matter what PRNCODEx is set to PRINTSLSFILE N Send daily sales to printer PRINTSLSFILE Y Send daily sales to file PRNCODED N This allows the user to specify that autopilot reports should bypass the windows printer drivers and print directly to the printer This is normally N It would only if you are also using PRNCODEN PRNCODEC and PRNCODES N 1 32 TrackFl User Guide Installation and setup March 2014 NOTE PRNCODES Y will override PRNCODED If PRNCODES is a Y PRNCODED will have no effect NOTE This option is overriden by the PRINTXXxxFILE options If the PRINTxxxFILE options are Y PRNCODED will be treated as N no matter what PRNCODED is set to PRNCODED N The default Use windows Printer Dialog PRNCODED Y Bypass Windows and print directly to the printer PRNCODES Y This allows the user to specify that autopilot reports should use the windows drivers but NOT popup a printer dialog This is normal
122. MATCH TABLES The Mix and Match Maintenance Screen is used to identify all mix and match tables used in the point of sale system for selling multiple quantities of an item for a single price eg regular price of 45 or 3 1 00 These records are accessed by Screen 2 in Item Maintenance when a PLU Type of X is selected The information set up here is loaded into the PLU record and sent to the point of sale system during POS Maintenance TABLE The Mix and Match table number DESCRIPTION The description for the Mix and Match table MIX MATCH TYPE The Mix Match method used Valid choices are S for Special Price Method and P for Package Price Method Refer to your point of sale Terminal Programming Manual for further explanation of these methods BASE QUANTITY The quantity that must be purchased to get the Mix Match price eg 3 in 3 1 00 QUANTITY PRICE The price charged if the Base Quantity is purchased eg 1 00 EACH PRICE The normal price for the item This field is only accessible if you have selected the Special Price Method 1 9 INVENTORY TRANSACTIONS The Inventory Transaction section of Inventory Maintenance is used to enter all transactions that affect Inventory Like all TrackFl screens you are in EDIT mode when you first enter the screen You may use F5 to toggle to ADD mode Use EDIT to lookup and view change or delete an existing transaction record Use ADD mode to add new transactions STORE ID Enter a store num
123. NTER PORT A 1 means LPT1 2 means LPT2 and 3 means LPT3 A printer test program TESTPRNT ships with Track Flexible Inventory You can use this program to test your print codes PRNCODEN 1 Print to LPT1 and don t send any extra codes PRNCODEN 2 18 Print to LPT2 normal print most DOS printers PRNCODEN 3 27 35 48 18 LPT3 HSD Mode normal print for Okidata 320 PRNCODEN 1 27 33 0 LPTl normal print for Epson LQ 570 If you know what print code you want to send but only have the code in Hexadecimal it is very easy to convert to Decimal 10 B 11 C 12 D 13 E 14 and 15 Take the first Hex digit and multiply by 16 add this to the second Hex digit This is your Decimal number Examples 1 1 times 16 plus 11 Ck is 11 48 4 times 16 plus 8 CF 12 C is 12 times 16 plus 15 F is 15 207 PRNCODEC 1 27 35 48 18 15 This allows the user to send escape sequences to the printer when Direct is selected as the print option PRNCODEC is used in reports that print in COMPRESSED print If this option is selected you will NOT get a windows Print Dialog that will allow you to select a printer addition PRNFONT and PRNPITCHx will be IGNORED Note that the codes are in DECIMAL and NOT Hexadecimal PRNCODEC 1 LPT1 and don t send any extra codes PRNCODEC 2 18 15 LPT2 and compress print most DOS printers PRNCODEC 3 27 35 48 18 15 LPT3 HSD Mode compress for Okidata 320 PRNCO
124. OCK UNDERSTOCK REPORT The Overstock Understock Report will identify those items whose inventory levels fall outside your guidelines for effective inventory management The program presents this in terms of Number of Days Sales on Hand This value is calculated by dividing the Quantity Sold YTD in units by the number of days that have elapsed in the current year The result is the average number of units sold per day This result is then divided into the current Quantity on Hand to determine the Number of Days Sales on Hand You can specify when printing the report to print only those items that have a Number of Days Sales on Hand value GT Greater Than or LT Less Than the value you enter This can be an industry benchmark for a particular Class of merchandise or your own target for proper stock levels The report will then show you which items fall either above or below this mark so that you can take action to bring the inventory levels into line with your targets STORE ID RANGE Enter the range of stores that you want to include on the report Use the ShiftF4 key to Pop Up a selection list DEPARTMENT ID RANGE Enter the range of Department IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list CLASS RANGE Enter the range of Classes that you want to include on the report VENDOR ID RANGE Enter the range of Vendor IDs that you want to include on the report Use the ShiftF4 key to Pop Up sele
125. OD Communications menu selections respectively Through simple editing of these files you can tailor the interface to your point of sale terminals to your specific requirements More detail regarding this interface is provided in the Cash Register sections of this manual 2 1 POS SALES 2 1 1 AUTOPILOT The Autopilot as explained above is an automatic process that will take you through the necessary steps of the POS Sales Menu one by one It is important to use the Autopilot so that none of the steps are missed while importing the sales data from the point of sale system When you highlight Autopilot and press ENTER or click the Autopilot button on the menu it starts a program that allow you to enter a Store Range and it has four check boxes that correspond to each of the steps required to communicate with the point of sale system and process the sales data that is received If you click the SF5 DoAII button the default store range is set and all the boxes are checked Clicking the Run button to pop up a reminder that you must have a printer on line Click to being communications with the point of sale system The Autopilot automatically runs the four steps detailed in sections 2 1 2 2 1 3 and 2 1 4 2 1 2 IMPORT POS SALES If you do not use the Autopilot selecting this menu option will execute the instructions contained in the IMPORT BAT file in your Track directory This may simply invoke your point of sale software from which you can
126. OF CONTENTS Two columns of file names will display beginning with Inventory Item File at the top left corner The cursor will be flashing next to that name and it will be enclosed with brackets Use the arrow keys to move the brackets to the file you want to Query and press Enter This is called Point and Shoot You point at the field you want and shoot it with the Enter key QUERY FORMAT TABLE OF CONTENTS Query formats that have been previously defined and saved will now display You can choose one of the existing formats or choose CREATE NEW QUERY FORMAT and ENTER S ELECT OR A LL If you want to select certain records out of the file choose S If you want to include all records in your query choose A SELECTION DEFINITION If you chose S at the previous prompt the system will display a list of all of the fields contained in your selected file You can then define conditions or tests that each record in the file must pass in order to be displayed on the report For example if in the Item File you want only those records belonging to Department 1 to print you would Point amp Shoot DEPT The brackets will then move to the operators at the bottom of the screen Point amp Shoot the correct one in this case The cursor will then jump to the bottom left corner of the screen Enter the department number 1 You will then see an sign displayed next to the DEPT field You can repeat this process for as many fie
127. ON Enter the date that you wish the New Price or Mix Match table defined above to be effective This should be the date you want the new price ringing on the point of sale system DATE OFF Enter the date that you wish the Retail Price defined in the Item File to go back into effect Note If this is a permanent price change do not enter a date in the Date Off Field BATCH ID Enter a word or number that uniquely identifies this batch of price changes For example you might use the effective date of the promotion P111592 a name PEPSI or some combination thereof If you leave this field blank the system will automatically assign a sequential ID for you Reference 3 16 TrackFl User Guide March 2014 Price Management Menu 3 5 EXPORT PRICE CHANGE BATCHES The purpose of this program is to export price change batch data from the Price Management module of TrackFl into the format required by your point of sale system do this the program first searches the Price Master File for price records with a Date Off less than or equal to today s date All those selected are exported to your point of sale system subdirectory The file naming convention used is PFNNNN P13 where PF is the root name and NNNN is the store number An example of a valid file name is PF0001 P13 If the file exists the system will append the latest data to the end of the file All records exported to the PFNNNN P13 file are then deleted from the Price Master Fi
128. OUP SCHEDULE sese nennen 9 13 10 CASH MANAGEMENT MENU eren 10 1 10 1 TERMINAL DATA CONVERSION essere nne 10 1 10 2 ENTER EDIT CASH TRANSACTIONS eese 10 1 10 3 POST CASH TRANSACTIONS TO HISTORY seen 10 3 10 4 WEEKLY REPORT ti tete tb ee ue tete kie Dette nette 10 4 10 5 HISTORY FICE PURGE 10 6 10 6 TYPES MAINTENANGE ritenere er hen 10 6 10 7 INTERFACE UTE a sis eee ne br e e str a teda dte eer Cri RR e 10 8 10 8 COPY TYPES UME sete eode sumet doeet nete 10 8 10 9 FILE LAYOUT Sin 3 Rude eoe asin Oe ben pe Hel ie ERE dee cedure 10 8 11 ec 11 1 11 1 DATASYM CASH REGISTER SETUP eee ener 11 1 11 2 DATASYM SYMFINITE SETUP seen emen nre 11 10 11 3 DATASYM AND MATCH TABLES eene 11 11 12 SELECT PRINTER V DIRECT PRINTER nnne 12 1 13 CONTACT SECTION mm 13 1 iy TrackFl User Guide March 2014 Overview TrackFI SOFTWARE OVERVIEW General Features Pop Up Windows for all Code Lookups eliminates need for lists On the Fly maintenance speeds data entry On line Help via F1 key or button in all screens Password Security Report Writer for User Defined Reports Developed in Powerful Fifth Generation Language 5GL Extensive Ind
129. Orders process STORE ID Enter or Find the Store ID that you want to work with STORE NAME Displays the name of the selected Store ID PO In EDIT Mode use ShiftF4 to search for the PO that you wish to receive Once the PO is selected all of the fields on Screen 1 will display their original values which can be changed if desired In ADD Mode type the PO number you wish to use or ENTER for the system to assign the next sequential number This number will be preceded by an R indicating that this is a non ordered Receiving transaction The instructions following are for receiving transactions INVOICE Enter the vendor s Invoice if desired This is used for memo purposes only at this time STATUS Displayed by the system Will be set to OPEN in this screen VENDOR ID The Vendor ID for this order will display NAME The Vendor Name will display from the Vendor Master File ADDR The Vendor Address will display from the Vendor Master File CITY Reference 5 10 TrackFl User Guide March 2014 Multi Store Menu The Vendor City will display from the Vendor Master File STATE The Vendor State will display from the Vendor Master File ZIP The Vendor Zip Code will display from the Vendor Master File PO DATE The date you are creating the PO The system date will display as a default if ENTER is pressed REQ DATE The date that the merchandise ordered is required ASAP will display as the default if ENTER is pressed
130. P D Use the Data Capture Format TRIMAXDP P Use the PLU Format YTDADJ N This allows users to make the Close Period Program during Month End add up the last 12 months of sales data from the Monthly Sales History File and place this sum into the YTD buckets in the Sales Activity File This means that the Activity File YTDs will no longer show year to date data but will always be showing the last 12 months of sales data YTDADJ Y will cause sales history to sum into Activity File YTDs YTDADJ N will have no effect on Activity File YTD data TrackFl User Guide 1 37 March 2014 Installation and setup ZEROMNT N This activates STORE ZERO ONLY record keeping Meaning that although multiple stores may be defined only Store 0 will have any records sin the main item file These records will be presumed to apply to ALL stores ZEROMNT Y means ONLY Store 0 has records ZEROMNT N means ALL Stores have their own records 1 38 TrackFl User Guide TrackFl Procedures March 2014 2 TrackFl PROCEDURES Once your TrackFl system is installed and set up most of the work you will do consists of procedures performed on a Daily Weekly Monthly and Yearly basis The following section tells you what those procedures are and how to apply them to better control your retail business Keep in mind that each business is unique and thus may not use every step provided in these instructions Your installer trainer can guide y
131. PAGE BREAK NONE ON CLASS P B N Enter P to start a new page for each Class Enter B to insert a Line Feed for each Class Enter N to prevent any separation by Class SEND TO P RINTER S CREEN OR F ILE Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file 1 15 2 VIEW SALES ANALYSIS View Sales Analysis provides an on screen inquiry into Quantities Sold as well as Cost of Goods and Retail Amount Sold during each of the last 13 months It is designed to give you a snapshot of item movement one item at a time STORE ID Enter a store number or press Enter to bring up the first store on file The Store record must have been entered previously in the Store Maintenance file in order to be accessed STORE NAME Displays the name of the selected Store ID ITEM Enter the Item and use the F4 key to Find the Item you want to view or ShiftF4 to Pop Up a list of Items to choose from VENDOR ITEM Enter the Vendor Item and use the F4 key to Find the Item you want to view or ShiftF4 to Pop Up a list of Vendor Items to choose from DESC Enter the Description or partial Description and use the F4 key to Find the Item you want to view or ShiftF4 to Pop Up a list of Descriptions to choose from CODE Enter the Code
132. R or Receiving transactions in the Inventory Transaction file These transactions can then be printed and then posted using the normal Transaction procedures to update inventory Qty on Hand STORE ID Enter the Store ID you want to import receiving data for or use ShiftF4 and select a valid store from the list TRANSACTION DATE Enter the date that you want to associate with these receiving transactions ENTER will default to the system date 7 3 COUNT DATA IMPORT Count Data Import runs the HHT communications software to collect Inventory Physical Count transactions from the HHT and creates type P or Physical Count transactions in the Inventory Transaction file These transactions can then be printed and then posted using the normal Physical Count procedures to update inventory Qty on Hand STORE ID Enter the Store ID that you want to import receiving data for or use ShiftF4 and select a valid store from the list BATCH ID Enter a number that will uniquely identify this batch of transactions One possible use is to enter operator numbers for each counter and later print reports from the Transaction File using a Report Writer that will group the Physical Count transactions by operator number TrackFl User Guide Heference 7 13 Hand Held Terminal Menu March 2014 TRANSACTION DATE Enter the date that you want to associate with these physical count transactions ENTER will default to the system date 7 4 PRICE VE
133. RIFICATION MENU The programs in the Price Verification system are used in conjunction with the HHT to collect price information from shelf tags or items on your shelves and compare it to the Retail Prices defined in the TrackFl Item file Those items that are different create records in a work file that can then be reviewed to determine which price is correct the shelf price or the system price The corrected price either updates the Item file or creates a new shelf label record to correct the discrepancy Import Shelf Price Data transmits the data from the HHT into the PC and creates the workfile for those items whose prices differ with the Item file Print Price Verification List shows you which Items were found to be different Edit Price Verification Data permits you to indicate which price is correct the shelf or the system You mark the Item accordingly and it is ready to update the system in the next and final step Update Item File Retail Prices will take the correct shelf price from the work file and replace the Item file Retail Price meanwhile flagging it for transmission in the next POS Maintenance session If the system price was flagged as correct and you have the Label System module installed this program will create Shelf Price Audit label records for printing from the Label Printing Menu 7 4 1 IMPORT SHELF PRICE DATA Import Shelf Price Data runs the HHT communications software to collect Price Verification transactions from the H
134. RSION Enter these numbers as per your registration paperwork CUSTOMER REVISION NUMBER Enter these as per your registration paperwork Press ENTER three times and your Key will automatically generate KEY Be sure that the Key matches the one on your registration paperwork If it does not it means that you typed some part of your Name Address etc incorrectly ACT CODE Once the key is generated and it matches the one on your registration paperwork type in your Activation Code and click the RUN button TWO times A message saying Thank you for registering is your confirmation that you have successful registered your software TrackFl User Guide Reference 1 59 Inventory Control Menu March 2014 This page is left blank intentionally Reference 1 60 TrackFl User Guide March 2014 Price Management Menu 2 POINT OF SALE MENU The point of sale module contains programs used to link the TrackFl Inventory Control System to point of sale terminals This link automatically posts sales information into Inventory and updates the PLU file in the point of sale system as a by product of adding changing or deleting Inventory Items There are three major parts of point of sale The first is Sales Here is where the PLU Sales from the point of sale system are polled processed printed and then posted to the Inventory system An optional Autopilot will take you through each step in sales processing in the correct order The second part of
135. S SALES ON HAND _ Toggle GT Greater Than or LT Less Than with the F4 key Enter the Number of Days Sales on Hand Value you want to use to include items on the report For example to identify Overstocked items you might enter GT 14 to list all items that have a supply of more than 14 days sales on hand SEND TO P RINTER S CREEN OR F ILE Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file 1 14 8 ACTIVITY REPORT The activity report provides summary information for all activity that impacted the inventory of each item during the period specified The Beginning Inventory Qty on Hand for the item is displayed followed by net Sales Adjustments Receipts and Transfers The Ending Inventory is then calculated and displayed If you have Physical Count Type P records entered in the Transaction File the Actual Inventory will be displayed This value will be subtracted from the Ending Inventory to provide a Variance in both units and The format of the report lends itself perfectly to use in conjunction with regular cycle counts of your store merchandise If you have not entered Physical Counts disregard the Variance amounts and use just the left portion of the report as a summary of activity for the period In
136. STORE ID RANGE Heference 3 18 TrackFl User Guide March 2014 Price Management Menu Enter the Store Range for which you wish to copy Price Batches If you want a single store enter identical information in each field Note that the batch store must exist already in order to be copied e g If you are copying batch id promo1 to promo for stores 1 5 but promo1 does not presently exist for store 3 then promo will not be created for store on the output side NEW BATCH ID Enter the name for New Batch if you are copying and existing batch If you are simply changing the dates on an existing batch then leave this field BLANK DATE ON OFF If you are copying an existing batch to a new batch then enter the new dates for the new batch These should not overlap the dates from the existing batch If you are copying batch id 1 to promo2 and 1 runs from 10 01 12 to 10 31 12 and you want promo to run for the month of December as well the enter 12 01 12 and 12 31 12 If you are simply changing the dates on an existing batch then only enter the date you want to change It is not necessary to enter both of them if only one is changing TrackFl User Guide Reference 3 19 Price Management Menu March 2014 This page is left blank intentionally Reference 3 20 TrackFl User Guide March 2014 Multi Store Menu 4 PURCHASE ORDERS MENU 4 1 ENTER EDIT PURCHASE ORDERS The purpose of Enter E
137. Select Reports from the Inventory Menu Select Physical Inventory Worksheet from the Inventory Report Menu At the top of the screen select the ranges of Items that you want to be included on the Worksheet At the bottom of the report select whether the report should start a new page by Department or Aisle or just break for each new Department Aisle For example if you are going to delegate the counting task to Several assistants you might select the option to Page on Aisle and give each assistant a separate Worksheet for each Aisle they are responsible for counting Select whether or not you want the book or system inventory counts to print on the report If this is the initial count of course this option should be set to N 2 Once the Worksheets are completed the counts must be entered into the Inventory Transaction Screen To begin select Inventory from the Applications Menu Select Transactions from the Inventory Menu Select Inventory Transactions from the Inventory Transactions Menu Enter the counts using the procedures detailed in the Reference portion of this manual for type P transactions Note There can be no other Inventory Transactions in the Transaction file when entering Physical Count Transactions If any other transactions exist you will get an error message that prohibits the saving of your type P transaction You must then use Post Inventory Transactions to clear the file prior to attempting to enter your counts
138. Supports the Psion Organiser and Apex Hand Held Terminals Data Exchange Option Provides the data in data out function at both the headquarters and store site of a chain Allows headquarters changes to flow to stores and store information to flow from stores to headquarters when PCs are used in the store Program Scheduler Option Permits the saving of screen parameters for any report or posting screen under a user specified name These names can then be combined with other names to form groups or schedules that will effectively run several programs or reports in sequence without further user intervention Schedules can be run outside of TrackFl by means of a batch file interface to the Windows Scheduler Cash Management Option Permits the importing of point of sale terminal Data for the purpose of reporting and archiving daily cash balancing information Allows for the entry of Over Short information based on daily deposits from each store Allows for weekly reporting with daily weekly totals and a Same day last year comparison Report descriptions and Data entry screen descriptions are user definable viii TrackFl User Guide Installation and setup March 2014 1 INSTALLATION AND SETUP 1 1 SYSTEM REQUIREMENTS Like any other software application TrackFl has certain needs in terms of its hardware and operating system environment Following is a detailed listing of the components required for a successful TrackFl instal
139. T REQUIRED The Department field contains the Department code assigned to this Item The code must have been entered in the Department Maintenance file in order to be assigned This must be the same Department code that you want to associate with this item in the point of sale system Most of the Reports provide the option to select sort and subtotal by Department so care should be given to assign codes that will provide meaningful merchandise groups to analyze and manage CLASS REQUIRED You must define at least one class The Class field contains the Class code assigned to this Item The code must have been entered in the Class Maintenance file in order to be assigned This code provides smaller groups of merchandise within each Department for reporting and analysis For instance within the Grocery department you might assign Class codes for Canned Vegetables Dry Cereal Baby Food etc Another important use of the Class code is to group items together whose prices change together such as Six Packs of soft drinks The Price Management module will permit you to change prices automatically for entire Classes of merchandise saving an enormous amount of time VENDOR ID REQUIRED You must define at least one Vendor ID The Vendor ID field is used to identify the Primary Vendor that this Item is purchased from The code must have been entered in the Vendor Maintenance file in order to be assigned Entry of this code will not prevent the Item f
140. TATUS The Tax Status of this order Defaults to N for non taxable Used for display purposes only PRICE TYPE The Price Type for the merchandise on this PO Defaults to C for Cost Used for display purposes only REMARKS Enter any remarks desired in the Header of the PO For example RUSH OVERNIGHT or other instructions to the vendor The Message field below will provide three lines of space for longer instructions PO TOTAL The calculated total of all entered PO lines Screen 2 FREIGHT Enter any freight charges for this PO TAX Enter any tax charges for this PO MISC CHARGES Enter any miscellaneous charges for this PO handling COD etc DISCOUNT Enter any Vendor Discounts for this PO INVOICE TOTAL The calculated total that includes PO Total Freight Tax Misc Charges and Discount Heference 5 12 TrackFl User Guide March 2014 Multi Store Menu MSG The Message field Touch the F4 key to display three lines of entry to print at the bottom of the PO This may be used for special instructions to the vendor SCREEN 2 Screen 2 is used to enter or edit PO line items The Mode Add Edit defaults from Screen 1 but can be changed using F5 For instance you can add lines to an existing PO by toggling to ADD mode Or you can change a previously entered line by changing from ADD to EDIT mode As in other TrackFl screens existing lines can be accessed by entering the Line and using F4 or by using ShiftF4 or Tri
141. TEM FIEE BABEES oaa eas 6 7 6 4 PURCHASE ORDER FILE 6 8 6 5 PRICE MANAGEMENT FILE 6 8 6 6 LABEL PRINTING MENU 6 9 6 6 1 LABEL PRINTING MENU 6 9 6 62 ITEM LABELS 6 10 6 6 3 PURCHASE ORDER LABELS 6 10 6 64 RECEIVING LABELS er eet aes cesta entere eee e nein ver 6 11 6 6 5 PRICE SYSTEM LABELS 6 11 6 6 6 POS TERMINAL MAINTENANCE LABELS 6 12 6 6 7 HHT SHELF PRICE AUDIT LABELS eere 6 12 7 HAND HELD TERMINAL MENU eren nnn nnn nnmnnn nnmnnn nnmnnn ennn 7 13 7 1 HAND HELD TERMINAL 1 7 13 7 2 RECEIVE DATA 1 7 13 7 3 GOUNT DATA IMPORT reo etae ote cives s etat ata onera Las 7 13 7 4 PRICE VERIFICATION MENU 7 14 7 4 1 IMPORT SHELF PRICE 7 14 7 4 2 PRINT PRICE VERIFICATION 7 14 7 4 8 EDIT PRICE VERIFICATION 7 15 TrackFl User Guide iii Contents March 2014 7 4 4 UPDATE ITEM FILE RETAIL PRICES eee 7 16 Vo PSION TERMINAL SETUP eit e e e ti pe eo t d rie S 7 16 72 6 APEX I TERMINAL SETUP cscs
142. Track Flexible Inventory User Guide For use with Release v5 xx Copyright c 1986 2014 Robert M Moore rights reserved For support Call Alpha Centauri LLG 757 340 3531 U S Eastern Time Version 140301 This page is left blank intentionally March 2014 Contents Contents TRACKFI SOFTWARE OVERVIEW erento sarete ta sa v 1 INSTALLATION AND SETUP s scsssssssesesesssscscecsesececscscecscsessesestacesesestsravacsesceeeessescaracecterececacaceceeees 1 1 14 SYSTEM REQUIREMENTS gerat ea ues coiere vei Fees 1 1 tii HARDWARE MPO 1 1 1 1 2 OPERATING SYSTEM petere ede state 1 2 1 1 3 REMOTE SUPPORT teinte tete tette teh as artes patas 1 2 1 1 4 HAND HELD 1 9 1 1 5 BARCODE PRINTING necat tetris tn ta habra aan 1 2 1 2 SYSTEM INSSPAEEATIDRN sss teet ac 1 3 1 3 REGISTRATION PASSWORDS AND MENU 1 10 13 1 10 1 3 2 PASSWORDS AND MENU SECURITY 1 12 T3E POINT OR SAEE INTERENAGE d ese e e pct 1 17 1 5 INVENTORY SETUP seis d ied Sa ea a ri sa NT 1 19 1 6 PURCHASE ORDER SETUP E AEE aa a naren 1 24 1 7 PRICE MANAGEMENT SETUP cccsssesssscscscsceccscecsescscsesecscscscs
143. TrackFI 1 Decide which Comm Port you will use To see your available Comm Ports Go into Control Panel gt System Device Manager gt Ports to see what Comm Ports you have 2 Edit CLCOMM BAT the TrackFl subdirectory to set the Comm Port to the correct number The line in CLCOMM BAT that needs to be changed is WINLINK U 1 9600 E 7 1 1 CAprogra 11TTRACKplu asc plu asc S NOTE If you are using Comm 1 NO CHANGES are required To change from Comm 1 change the U 1 9600 to U x 9600 Reference 7 26 TrackFl User Guide March 2014 Hand Held Terminal Menu where the x is your Comm Port Example for Comm 2 WINLINK 2 9600 E 7 1 1 C progra 1 TRACK plu asc plu asc S 3 Save your changes to CLCOMM BAT Turn the unit off and plug in the COMM LINK Cable Connect the COMM LINK Cable to the PC Turn on the Apex Pressing S on the Main Menu will bring up the following Run CLCOMM BAT on PC or press any key to quit nn nn nn nn nn 1 Run the appropriate Handheld program such as Count Data Import on the PC 2 The PC will start the communications program and the status window on the PC will show Establishing Communications Opening Port Set Immediate Mode 3 The Apex at this point says Run CLCOMM BAT on PC 4 The Apex will beep three times press the S key on the Apex TWICE at this point 5 After a couple of seconds the Apex will beep several times and the
144. UAL PRICE CHANGE BATCHES The Manual Price Change Batches Entry Edit screen permits you to create your own batches by selecting items individually rather than having the system select groups of items for you This is most commonly used for store sales that consist of a variety of items that cut across a broad section of department class or other identifiers Sales can be planned in the system along with advertising inserts or circulars and then automatically activated when the sale date arrives As with other TrackFl entry screens the screen initially defaults to EDIT or change mode This is used to change or delete price transactions that have already been entered into the system ADD mode is selected by using F5 Additionally note that F8 is activated allowing you to switch to Screen 2 and modify the point of sale status bits for the length of the promotion Once the Date Off rolls around the normal status of the item will be returned to the point of sale system This is extremely useful in permitting you to run Mix amp Match pricing for the length of the sale and then return the item to normal pricing when the sale is over STORE ID Enter or find the store id that you want to work with STORE NAME Displays the name of the selected Store ID ITEM Enter the number or number letter combination used to select this item 6 digit UPC E codes should be preceded by an asterisk and the code will be expanded to 10 digits automatically
145. able for printing on the report but it does not come from the point of sale terminal Also note the types They come from the point of sale terminal and are available for use on the report but they do not affect the Transaction Screen balance 10 7 INTERFACE UTILITY This Utility is not required at this time 10 8 COPY TYPES UTILITY This Utility allows you to replicate Types database records from one store to another This is very helpful if you have multiple stores You must have a complete Types database for each store in order for Cash totals to be imported properly for each store When copying records to a store that already has records built for it the old records will be overwritten by the new ones So if you need to change a record for one store you can simply copy to a new store and keep all stores in sync FROM STORE ID You must key in the store ID you want to use as the source of your copy Pressing Enter will do nothing TO STORE ID You must key in the store ID you want to be the destination of your copy Pressing Enter will do nothing 10 9 FILE LAYOUTS The following is a listing of the WEEKLY CFG file found in the SYSTEM subdirectory of TrackFl This is a text file and is easily edited using any text editor This file governs the printing format of the Weekly Report outlined in section 10 4 above Please refer to the sample report found in that section for comparison to this file The following describes how th
146. ackFl User Guide Reference 1 15 Inventory Control Menu March 2014 Receivings S Sales Transfers In X Transfers Out You may also use ShiftF5 to select all transaction types and fill in defaults for the entire screen DATE RANGE Select the range of dates for the report or use ShiftF5 to fill in defaults for the entire screen DOCUMENT NUMBER RANGE Select the range of document numbers for the report or use ShiftF5 to fill in defaults for the entire Screen TRANS NUMBER RANGE Select the range of transaction numbers for the report or use ShiftF5 to fill in defaults for the entire screen PAGE BREAK NONE ON TRANS TYPE P B N Select P to separate each transaction type on to a different page and total each transaction type on the page Select B to separate each transaction type but keep all of the information on one page Each transaction type will be subtotaled and the total for all transactions will be shown at the end of the report Select N to have one total for all transactions PAGE BREAK NONE ON DATE P B N Select P to separate each transaction date on to a different page and total each transaction date on the page Select B to separate each transaction date but keep all of the information on one page Each transaction date will be subtotaled and the total for all transactions will be shown at the end of the report Select N to have one total for all transaction dates PAGE BREAK NONE ON DOCUM
147. ain top menu that consists of Find Save Diary Calc Time Notes World Alarm Month Pressing the downarrow key reveals more items Prog Xfiles Utils Bcode Comms Off If your COMM LINK cable is plugged in you will also have a COMMS item Move the cursor to the PROG item or press P to go to PROG menu directly pressing EXE while the cursor is on the PROG item will bring up Edit New Run Print Dir Count Delete Press R for RUN The display says RUN A Reference 7 16 TrackFl User Guide March 2014 Hand Held Terminal Menu Press the MODE key so that the display says RUN B Enter MENUDEF and then press the EXE key The Edit New Run menu will reappear Press ON CLEAR Your top main menu should now say TFI Bcode Comms OFF If you have the COMM LINK cable installed you will also have the COMMS menu item The above procedure running MENUDEF can be run at any time to remove all of the extra top menu items This is usually only required if you replace the battery and the top menu resets itself to the default all items showing To run the Track TFI programs press T while on the top menu The following appears COUNT RCV VER ERASE OFF DEF Pressing the downarrow key reveals ERASE OFF DEF REVIEW SEND The DEF option The first thing you need to do is go into the DEF option Press D The following appears USE DEV PAK C A B OR C The drive in parentheses C is your current default drive and could
148. also be A or B A B or C refers to the three storage areas A B and A is the internal memory B is where the 32K Datapak was installed C is where you want to put your datafile You can also use A A has less room to store data but it can be used if you fill up C Using A puts your data more at risk since there is no internal battery backup as there is for the C Rampak and a low main battery condition will almost certainly cause loss of all data on A You should never select B as the DEV PAK to use for the datafile if B is where the 32K Datapak is installed The 32K Datapak is really an EPROM which can only be erased by using Ultraviolet light therefore it is not suitable for storing temporary data such as your datafile The reason B shows up as a selection is because some people may choose to install the 32K Datapak in C and install the 64K Rampak in B using B for the datafile Press C or A or B but normally you will want to keep your datafile on C or you can also press the EXE key to accept the currently displayed default drive TrackFl User Guide Reference 7 17 Held Terminal Menu March 2014 Next displayed is Operation C C R OR V Press C R or V to select your choice or press EXE to select the currently displayed default the letter showing in the parenthesis is the default There are currently three uses for the TrackFl Hand held program 1 Counting 2 Receiving 3 Verify
149. an be used to edit batches for accuracy or as a record of batch contents to assist in changing shelf prices prior to batch activation STORE ID RANGE Enter the range of stores that you wish to print listings for To select a single store enter identical information in both fields BATCH ID RANGE Enter the Batch ID range that you wish to print listings for To select a single batch enter identical information in both fields PRICE POINT RANGE Enter the Retail Price range that you wish to print listings for ITEM Z LEVEL RANGE Enter the Item Level combination that you wish to print listings for PROMO DATE RANGE Enter the beginning and ending dates for the promotions that you wish to print a listing for This feature is useful in printing multiple batches that have the same beginning and ending Promo dates PAGE BREAK NONE ON BATCH ID P B N _ Select P if you want a new page to print for each batch Select B if you want to insert a line Break between each batch Select N if you want no separation between batches SEND TO P RINTER S CREEN F ILE _ Enter P S or F Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file Reference 3 14 TrackFl User Guide March 2014 Price Management Menu 3 4 MAN
150. ange Master File is a default PRCSENTFLG Y This allows users with DEX Modules to prevent the Sent Flag in the Main Item File from being set by the Price Maintenance Module Normally you want this option to be Y but when the DEX Module is installed a Y will prevent the DEX Module from picking up an Item which has been placed on Promo by the Price Maintenance Module PRCSENTFLG Y Set the Main Item File Sent Flag normal PRCSENTFLG N Don t set the Item File Sent Flag for DEX PRICE2 N This allows the users to substitute PRICE2 from the Price Cost File during Label Printing if PRICE2 is set to Y If PRICE2 is set to N the Retail Price will print on the labels PRICE2 N Print the Retail Price on the Labels PRICE2 Y Substitute Price Cost File PRICE2 for Retail Price PRINTMNTFILE N This option allows the user to print the daily maintenance to a file instead of the printer This option only works when running from an Autopilot Running the Print POS Maintenance File program manually will still allow the normal Printer Screen or File functionality The file is named POSXLIST TXT and is located in the default subdirectory Usually C Progra 1 TRACK NOTE This option overrides the PRNCODEx options If this option is Y PRNCODEx will be treated as N no matter what PRNCODEx is set to PRINTMNTFILE N Send daily maintenance to printer PRINTMNTFILE Y Send daily maintenance to file PRINTS
151. ange for which you want to print a listing PO RANGE Enter the range of PO Numbers for which you want to print a listing ITEM LEVEL RANGE Enter the range of Item Numbers for which you want to print a listing PAGE BREAK NONE ON VENDOR ID P B N Enter P to start a new page for each Vendor Enter B to insert a Line Feed for each Vendor Enter N to prevent any separation by Vendor PAGE BREAK NONE ON PO NUMBER P B N Enter P to start a new page for each Purchase Order Enter B to insert a Line Feed for each Purchase Order Enter N to prevent any separation by Purchase Order SEND TO P RINTER S CREEN OR F ILE ENTER P S OR F Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file 5 MULTI STORE MENU The purpose of the Multi Store Module is to provide tools for managing inventory pricing purchasing and other TrackFl functions for the multi store retail environment Included is the system for transferring merchandise from warehouse to store or from store to store Transfer documents are printed to include Reference 5 20 TrackFl User Guide March 2014 Multi Store Menu with transferred merchandise A multi store inquiry function is also provided to enable you to determine the stock status of an inventory item in
152. ant to include on the report Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last SEND TO P RINTER S CREEN OR F ILE OUTPUT FILENAME Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file 2 1 4 UPDATE POS SALES The final step of the Autopilot sequence is Update POS Sales STORE ID RANGE Enter the range of stores that you want to include in processing Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last POST SALES TO ACTIVITY FILE The updating of sales data to the Inventory Activity file is a two step process The sales records are first copied to the Transaction file and then the Transaction Post program may optionally be run to automatically update the Activity file To decide whether or not you should auto update the Activity file review the following Some TrackFl users especially those with Multi Store configurations want to run a Transaction Report that provides more detailed sales reporting than what is included on the POS Sales Report described above If this is the case with you you should enter N at this prompt Only the first Reference 3 2 TrackFl User Guide March 2014 Price Management Menu phase of the update will run You may then sw
153. appear on the screen LABEL TYPE T S B _ T ags S tickers or B utterfly Select the label type or stock that you want to print Make sure that this stock is loaded in the printer INCLUDE COMPARE AT PRICE Y N Select Y to include the Compare At price on the labels Select N to suppress printing of the Compare At price on the labels USE PRINTER PORT 1 2 3 Select 1 2 or 3 for LPT1 LPT2 or LPT3 These are the printer port options on your computer You should select the port that your Barcode Printer is attached to TrackFl User Guide Heference 7 11 Held Terminal Menu March 2014 6 6 6 POS TERMINAL MAINTENANCE LABELS Use this option to print the labels generated by the Export POS Maintenance program on the POS Maintenance Menu Records are created as a by product of exporting maintenance to the point of sale terminal If you are using a third party label printing package the Receiving labels will begin printing immediately upon selecting this option from the menu If not then the following prompts will appear on the Screen LABEL TYPE T S B T ags S tickers or B utterfly Select the label type or stock that you want to print Make sure that this stock is loaded in the printer INCLUDE COMPARE AT PRICE Y N Select Y to include the Compare At price on the labels Select N to suppress printing of the Compare At price on the labels USE PRINTER PORT 1 2 3 Select 1 2 or 3 fo
154. at are out of balance for some reason Normally this is a Temporary Suspense Account POS TYPE Enter the model number of the point of sale terminal that you are using You can select these by using ShiftF4 or Triple Dot PopUp to Pop Up a list and choose the terminal that you want to interface to POS STORE NUMBER The number assigned to this store in your point of sale system Communications software This is the number that will be assigned to PLU Maintenance files before transmission to the stores and will be used in processing PLU sales files that have been received from the stores Do not enter any zeros preceding the store number the system will fill them in automatically when importing or exporting data 1 4 DEPARTMENT MAINTENANCE The Department Maintenance screen is used to add edit or delete records for each department within a store These should be assigned with care as most of the reports within TrackFl are sorted and grouped by department Department codes are usually fairly broad classifications of merchandise and are related to the financial totals posted to your daily sales report or monthly spreadsheet You can define finer categories of merchandise elsewhere in the Class Maintenance screen Reference 1 6 TrackFl User Guide March 2014 Inventory Control Menu The Department codes here must match exactly the department codes defined in the point of sale system The department codes in the point of sale system must st
155. at this point you would leave the TFI Menu and go back to the top menu You would lose your DEV PAK selections and the next time you went back into the TFI Menu you would want to go into the DEF option to reselect the proper device PAK For this reason there is an OFF option right after the ERASE option that allows you to turn the unit off from the TFI Menu without having to exit to the top menu Turning the unit OFF from within the TFI Menu will preserve your device PAK selections you will NOT have to select DEF when you turn the unit back ON The COUNT RCV and VER options These options allow you to use the bar code reader wand If you are going to be using the wand you should plug it into the external peripheral slot above the display before you enter one of these options Make sure you turn the unit OFF before you plug in the bar code reader When you select one of the three options the presence of the bar code reader is automatically detected These three options actually all run the same program the differences between them are in what data you will have to type in See the Table earlier in this document for details of which field data has to be entered for each option As a precaution if you have data in the datafile and you try to select a different option you will receive an error message SEND OR ERASE OLD DATA 1ST For example if you enter several Count items and then try to select the RCV Receive option the above mes
156. at you want to include on the report Use the ShiftF4 key to Pop Up a selection list DEPARTMENT ID RANGE Enter the range of Department IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list CLASS RANGE Enter the range of Classes that you want to include on the report VENDOR ID RANGE Enter the range of Vendor IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last MANUFACTURER ID RANGE Enter the range of Manufacturer IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last DESCRIPTION Enter a Description that you want to include on the report The report will filter out any item that does not match this Description CODE Enter a Code that you want to include on the report The report will filter out any item that does not match this Code ITEM LEVEL RANGE Enter the range of Item Levels that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last VENDOR ITEM RANGE Enter the range of Vendor Item s that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last TrackFl User Guide Reference 1 23 Inventory Control Menu March 2014 PAGE BREAK NONE ON VENDOR ID P B N
157. atically when this transaction is posted The new price will also be sent to the point of sale terminal in the next POS Maintenance batch TOTAL RETAIL Calculated as Quantity x Case Quantity if CS x Item Retail GM The Gross Margin percentage for the item It is calculated using the formula Item Retail Item Cost Item Retail TrackFl User Guide Reference 1 13 Inventory Control Menu March 2014 TO ADD AN ADJUSTMENT Go to the Enter Transaction Screen Use F5 to switch to Add mode Enter Store Information Enter Item Information At the Transaction Prompt type A Enter Transaction Date Enter quantity adjusted either positive or negative Use F9 to save work upon completion TO ADD AN ORDER 1 2 3 4 5 6 7 8 9 1 Go to the Enter Transaction Screen Use F5 to switch to Add mode Enter Store Information Enter Item Information At the Transaction Prompt type O Enter the Transaction Date Enter quantity ordered The unit may be changed by using F4 in the Unit field The cost may also be changed 0 Use F9 to save work upon completion TO ADD A PHYSICAL INVENTORY TRANSACTION 1 2 3 4 5 6 7 8 9 1 Go to the Enter Transaction Screen Use F5 to switch to Add mode Enter Store Information Enter Item Information At the Transaction Prompt type P Enter the Transaction Date Enter quantity counted The u
158. ault to EA If the Case Quantity field has a numeric value then the default will be CS The default can be toggled using F4 and the resulting Cost and Retail extensions will be recalculated CASE QTY Displays from the Item Master File Cannot be edited on this screen QTY ON HAND Displays from the Activity File Cannot be edited on this screen Heference 1 42 TrackFl User Guide March 2014 Inventory Control Menu UNIT COST The purchase price of this Item from the selected Vendor The Last Cost value from the Item Master File will default but may be overridden if desired The cost should relate to the Unit of Measure selected in the Unit field e g should be case cost if Unit CS TOTAL COST The extended cost for this line Calculated as Qty Returned x Unit Cost ITEM RETAIL The Retail Price for this Item The current Retail Price from the Item Master File will default but may be overridden if desired When received this value will update the Item Master File and become the new Retail Price at the point of sale system GM The Gross Margin for this Item Calculated as Retail Price Unit Cost Retail Price TOTAL RETAIL The extended retail for this line Calculated as Qty Returned x Item Retail RETURN TOTAL The calculated total of all entered Return lines This total is updated after each line is saved using F9 SCREEN 3 The purpose for Screen 3 is to provide a display of previously entered Return lines This i
159. ave work upon completion TO ADD A TRANSFER OUT Go to the Enter Transaction Screen Use F5 to switch to Add mode Enter Store Information Enter Item Information Atthe Transaction Prompt type X Enter the Transaction Date Enter the quantity transferred out You may change the unit by using F4 in the unit field Use F9 to save work upon completion 1 10 TRANSACTION REPORT The purpose of the Transaction Report is to provide you with an audit trail of every transaction that affects Inventory These listings should be filed and kept at least until the next Physical Inventory so that if there are any discrepancies in the count you will have a way to track down the cause It also is a very effective way to review the transactions that you have entered for keypunch errors Any errors that are found can be corrected through the Inventory Transaction screen before posting Another important use of the Transaction Report is to provide the totals used to update your General Ledger system Instructions on how to use the report for this are found at the end of this section STORE ID RANGE Select the Store Range for the report or use ShiftF5 to fill in defaults for the entire screen TRANS TYPE RANGE Select the transaction type for the report by using the abbreviations that were used on the Transaction Screen The possible selections are A Adjustments Orders P Physical Inventories Tr
160. ax 260 86 178 17 188 08 553 04 129 40 149 31 147 02 1605 88 Sales 31 33 0 98 2 09 24 26 5 22 3 73 2 41 70 02 NET SALES TAX 229 53 177 19 185 99 528 78 124 18 145 58 144 61 1535 86 NET TOTAL 6096 14 3542 60 5430 87 8130 45 2201 11 5483 06 3118 88 34003 11 Paid Outs 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 GC Issued 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Visa 2576 02 1123 21 1479 41 2416 69 804 92 1626 42 1208 07 11234 74 Master Card 1660 55 1063 08 1557 75 2320 10 606 92 2372 61 952 44 10533 45 AMEX 716 69 348 35 253 24 309 66 118 41 144 05 429 40 2319 80 Discover 53 54 157 67 191 40 162 19 230 12 180 13 10 52 985 57 NETCHARGE 5006 80 2692 31 3481 80 5208 64 1760 37 4323 21 2600 43 25073 56 GC Redeemed 0 00 80 00 50 00 0 00 0 00 0 00 0 00 130 00 Cash 823 51 738 42 682 59 2358 27 440 74 474 61 290 81 5808 95 Checks 265 83 31 87 1216 48 563 54 0 00 685 24 227 64 2990 60 Travelers Chck 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 BANK DEPOSIT 1089 34 770 29 1899 07 2921 81 440 74 1159 85 518 45 8799 55 Over Short 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Mdse Sales 5866 61 3365 41 5244 88 7601 67 2076 93 5337 48 2974 27 32467 25 TaxExmpt Sales 2134 28 717 68 2119 40 111 24 230 67 3090 83 866 81 9270 91 NonTax Sales 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Item Void 65 69 62 94 156 73 286 38 25 99 203 96 66 63 868 32 Item Void 2 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Returns 343 46 5 16 31 23 271 22 85 99 57 42 38 71 839 19 Cancels 23 97 0 00 20 82
161. ay be overwritten if desired SHIP TO STORE ID Select the Store ID that the merchandise is to be delivered to The Store ID selected above will default but may be overridden by using ShiftF4 to select a different store The store must be defined in the Store Master File in order to be selected Reference 5 2 TrackFl User Guide March 2014 Multi Store Menu NAME The Store Name will display from the Store Master File ADDR The Store Address will display from the Store Master File CITY The Store City will display from the Store Master File STATE The Store State will display from the Store Master File ZIP The Store Zip Code will display from the Store Master File TAX STATUS The Tax Status of this order Defaults to N for non taxable Used for display purposes only PRICE TYPE The Price Type for the merchandise on this PO Defaults to C for Cost Used for display purposes only REMARKS Enter any remarks desired in the Header of the PO For example RUSH OVERNIGHT or other instructions to the vendor The Message field below will provide three lines of space for longer instructions PO TOTAL The calculated total of all entered PO lines Screen 2 FREIGHT Enter any freight charges for this PO TAX Enter any tax charges for this PO MISC CHARGES Enter any miscellaneous charges for this PO handling COD etc DISCOUNT Enter any Vendor Discounts for this PO TrackFl User Guide Heference 5 3 Multi St
162. be entered in the Receive Purchase Orders program and the entire order quickly received into stock STORE Select the store for which to print a Receiver Only one store may be selected at a time PO NUMBER Select the PO for which you wish to print a Receiver VENDOR ID Select the vendor for whose PO you wish to print a Receiver If selected this will limit the selection of individual POs to those assigned to this vendor STATUS Enter the Status of PO that you wish to print a Receiver for SEND TO P RINTER S CREEN OR F ILE _ Enter P S or F Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file PRINT PO Enter a Y or an N Enter Y to print the Receiver Enter N and use the arrow keys to return to the top of the screen and change your selections 4 4 RECEIVE PURCHASE ORDERS The purpose of the Receive Purchase Orders program is to permit the receiving of merchandise against a previously entered PO The screen formats are identical to those used in Enter Edit POs Receiving can be done in one of two different ways depending on the status of the shipment If the shipment is either completely received or almost completely received you can choose the Full Receipt option If the shipment is only partially
163. ber or press Enter to bring up the first store on file The Store record must have been entered previously in the Store Maintenance file in order to be accessed STORE NAME Displays the name of the selected Store ID TrackFl User Guide Heference 1 11 Inventory Control Menu March 2014 TRANS NO If you are in EDIT mode use one of the search keys to look up the transaction by Trans No If you are in ADD mode the Transaction Number is assigned automatically by the system and the cursor will not stop at this field ITEM If you are in EDIT mode use one of the search keys to look up a transaction by Item If you are in ADD mode select the Item used in this transaction from the Item file VEND ITEM If you are in EDIT mode use one of the search keys to look up a transaction by Vendor Item If you are in ADD mode select the Item used in this transaction from the Item file DESC If you are in EDIT mode use one of the search keys to look up a transaction by Description If you are in ADD mode select the Item used in this transaction from the Item file CODE If you are in EDIT mode use one of the search keys to look up a transaction by Code If you are in ADD mode select the Item used in this transaction from the Item file TRANSACTION Select a Transaction Type from the list provided using the capitalized letter to do so Adj Adjustment Ord Order Phy Physical Inventory Rec Receiving Sal Sale
164. bines the functions of the POS Sales and Maintenance menus as well as a selection from the Price Management system menu to provide completely automated interaction with the point of sale terminal s at the end of your business day 2 3 1 AUTOPILOT The Autopilot as explained above is an automatic process that will take you through the necessary steps of the End of Day Menu one by one and in order It is important to use the Autopilot so that none of the steps are forgotten while sending item maintenance to the register You will notice that when you run the Autopilot a screen with check boxes allows you to mark which programs you would like for the Autopilot to run Clicking the Run button begins processing Note You cannot run this option without an attached printer STORE RANGE Enter the range of Store IDs that you want to process 2 3 2 CREATE POS MAINTENANCE FILE STORE ID RANGE Enter the range of stores that you want to include in processing Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last INCLUDE PROMOS Y N Enter Y if you want to activate all Promo Prices from the Item file that have a Promo On Date less than or equal to tomorrow s date A Y selection will also include in this maintenance batch all normal Retail Prices for items going off sale These are items that have a Promo Off Date less than or equal to today s date If you do not want to activate either Promo On or Promo Of
165. c a Group or Schedule two different ways 1 Inside the Program Scheduler 2 Outside of TrackFl and the Program Scheduler 1 Inside the Program Scheduler Go into the Additional Applications Menu and then the Program Scheduler selection Use the finding keys to display the list of all the Groups Select the Group you wish to process and press Enter or click the Enter Run button You will see the following message Do you want to process this Group Answer Y and press Enter or click Yes to process all the definitions in this group Answer to return to the Group screen Choose another Group or use Esc to exit the module 2 Outside of TrackFl Create a batch file and place a line such as the following in the batch file PFLN RPP092 GROUP where GROUP is the name of the group you wish to process Example PFLN RPP092 SLSRPTS The above example assumes that you have setup a Program Schedule named SLSRPTS You can now run that batch file from a Command Prompt double click the batch in a Windows Explorer Pane or place the batch file into a Windows Schedule to be run at a scheduled time TrackFl User Guide Reference 9 13 Program Scheduler Menu March 2014 This page is left blank intentionally Reference 9 14 TrackFl User Guide March 2014 Cash Management 10 CASH MANAGEMENT MENU The TrackFl Cash Management module allows you to collect edit and report on sales and revenue Cash and other media information as a by
166. cal IMPORT BAT after adding and removing the appropriate remarks begin Live System IMPORT BAT rem IMPORT BAT v00 Test code rem IMPORT BAT v01 Add Datasym code rem IMPORT BAT v02 Add Comm2000 v3 echo off cls rem For Demo purposes remove for live systems rem echo You are in IMPORT BAT DemoMode This simulates communication rem echo with a Datasym cash register The Comm2000 code is in rem echo this file Edit IMPORT BAT for live systems rem pause rem Remark rem the above four lines for live systems rem and check for test code at the end of this file rem A typical Datasym setup rem cd progra 1 datasym comm2000 rem rem polled txt is created by the CMD file if exist polled txt del polled txt rem rem The following is a sample call to COMM2000 call comm2000 exe keystone cmd rem rem An example KEYSTONE CMD is detailed below rem 31 1 Daily CQ 3 Y 42 1 01 0001 dat 915 F polled txt C2 rem Testing lines should be remarked rem rem if not exist 01 0001 dat copy 01 0001 org 01 0001 dat v rem if not exist polled txt copy polled org polled txt v end IMPORT BAT Heference 11 14 TrackFl User Guide March 2014 Cash Management EXPORT BAT EXPORT BAT is accessed from the TrackFl menu by Point of Sale gt Maintenance gt Transmit POS Maintenance File It is also accessed by the Autopilot EXPORT BAT as shipped looks like begin Demo EXPORT BAT
167. cally as receipts are entered and posted in the Inventory Transactions module This is the cost amount used to calculate Cost of Goods Sold and thus Gross Profit for each item in inventory This field may not be edited after the initial creation of the item record MINIMUM STOCK LEVEL OPTIONAL The quantity in the Minimum Stock Level field represents the level that Quantity on Hand should not fall below When inventory quantities fall below this level the Reorder Report will recommend that the item be ordered MAXIMUM STOCK LEVEL OPTIONAL The quantity in the Maximum Stock Level field represents the level that Quantity on Hand should not go above This may also be used as the Build To level for restocking shelves The Reorder Report will suggest an order amount sufficient to bring current QOH to this level AISLE LOCATION OPTIONAL The aisle in the store where the item is located NON STOCK ITEM Y N OPTIONAL If set to Y this item will not be tracked for Qty on Hand however Qty Sold will update normally Services and consignment goods might use this feature MAINTENANCE TYPE This is the flag that determines if this item will be picked up by the next POS Maintenance Autopilot and sent to the point of sale system A 0 indicates that the item will not be sent 2 indicates that the item will be sent as an ADD A 3 indicates that the item will be sent as a DELETE A 4 indicates that the item will be sent as
168. creen From there you can select the new Vendor and return to the Main Item Screen This feature is used extensively in TrackFl to save the user a lot of time by removing the need to navigate the menu system to reach a maintenance screen EDIT ADD In the lower right hand corner of every maintenance screen is a box that displays the data entry mode that you are in EDIT or ADD EDIT is the default setting and enables you to access and change existing records in the file ADD permits you to add new records to the file You toggle between modes by using the F5 function key or the F5 button This feature permits you to do all of your data entry functions on one screen SHADED A field or button that is shaded a very light gray color indicates that the field or button is not available in the current usage gt If a field allows finding using function keys or buttons the bottom of the screen but it is not a Triple Dot Pop Up field it will be surrounded lt and gt 3 2 TrackFl User Guide March 2014 Data Entry Conventions 3 3 KEY CONVENTIONS Following are descriptions of the functions of each key used in data entry in the TrackFl system Following that is a summary list of keys and functions that can be copied and posted at each Track workstation as an on going reference and reminder Note that most of these keys are almost always duplicated by buttons at the bottom of each screen You can click the buttons with your m
169. ction list or press Enter to select First to Last MANUFACTURER ID RANGE Enter the range of Manufacturer IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last DESCRIPTION Enter a Description that you want to include on the report The report will filter out any item that does not match this Description CODE Enter a Code that you want to include on the report The report will filter out any item that does not match this Code Heference 1 32 TrackFl User Guide March 2014 Inventory Control Menu ITEM LEVEL RANGE Enter the range of Item Levels that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last VENDOR ITEM RANGE Enter the range of Vendor Item s that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last PRICE POINT RANGE Enter the range of Retail Price points that you want to include on the report PAGE BREAK NONE ON DEPARTMENT P B N Enter P to start a new page for each Department Enter B to insert a Line Feed for each Department Enter N to prevent any separation by Department PAGE BREAK NONE ON CLASS P B N Enter P to start a new page for each Class Enter B to insert a Line Feed for each Class Enter N to prevent any separation by Class NUMBER OF DAY
170. d RETAIL ROUNDING Y N If the items in the Price Change Batch are to be rounded so that the price ends with a 5 or a 9 use Y For example if an item was changed by a percentage and the new price was 1 57 it would be rounded to 1 59 Any price ending below 5 would be rounded to end with a 5 and any price ending above a 5 would be rounded to end with a 9 If the items are not to be rounded use BATCH ID If you want to assign a name to the Price Change Batch that you have just created so that it is distinguishable to you you may do so in the Batch ID field For example the Price Change Batch created above could be called COKE1031 If you are advertising a sale in a newspaper insert or circular you can batch together all of the items that will be printed in the advertisement TrackFl User Guide Reference 3 13 Price Management Menu March 2014 STATUS CHANGE Y N If the items in the Price Change Batch require that Screen 2 of the item be modified use Y and Screen 2 will appear You may modify the Status bits on the screen as desired and use F9 to save the modifications The modifications will be in place for the duration of the Price Change 3 3 PRINT PRICE CHANGE BATCHES This function permits you to print listings of the price change batches that currently exist in the Price Master File These batches could have been created either through Auto Create or entered into Manual Price Change Batches These listings c
171. d 25 00 TrackFl User Guide Reference 7 23 Hand Held Terminal Menu March 2014 Press Y or N to select or press ENTER to keep the default You will then be asked if you would like to use cost and price in COUNT RCV and VER Which stand for Counting Receiving and Verifying If you answer Y you will have the opportunity to enter cost and or price data If you answer N you will not be able to enter cost and or price data You will next be asked if you would like to Use PLU Level If you say Y you will be able to type in a single digit Level after every Item that you scan or manually type in while running the COUNT RCV or VER programs After answering Y or N to the Use PLU Level question you will be taken back to the Main Menu Count Rcv Ver Def Edit Modem Send Zero Quit Pressing or F4 at this point will power the Apex unit off Each of the other options will run by pressing just the first character of the option Example V D E S or Z It is recommended that you use or F4 to turn the unit off and not force powerdown using the red button The COUNT RCV and VER options These options allow you to use the bar code reader As a precaution if you have data in the datafile and you try to switch to a different option you will receive an error message Send or Zero old data first For example if you enter several Count items and then try to select the RCV Receive option the above message
172. d a total for the day You should retain a copy of this report on file long enough to assist in reconciling inventory at month end STORE ID RANGE Enter the range of stores that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last SEND TO P RINTER S CREEN F ILE Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file TrackFl User Guide Heference 3 9 Price Management Menu March 2014 2 3 9 UPDATE POS SALES The final step of the Autopilot sequence is Update POS Sales STORE ID RANGE Enter the range of stores that you want to include in processing Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last POST SALES TO ACTIVITY FILE The updating of sales data to the Inventory Activity file is a two step process The sales records are first copied to the Transaction file and then the Transaction Post program may optionally be run to automatically update the Activity file To decide whether or not you should auto update the Activity file review the following Some TrackFl users especially those with Multi Store configurations want to run a Transaction Report that provides more detailed sales reporting than what is included
173. d to 10 digits automatically Search on this field or it will display from the Item File if the Item is selected using another method LEVEL The level of the Item you wish to select Reference 5 26 TrackFl User Guide March 2014 Multi Store Menu VENDOR ITEM The number that the vendor or distributor assigns to this Item Search on this field or it will display from the Item File if the Item is selected using another method DESC The Description field contains the name assigned to this Item Search on this field or it will display from the Item File if the Item is selected using another method CODE The Code field is used to further describe or classify this Item Search on this field or it will display from the Item File if the Item is selected using another method STORE QTY ON HAND QTY ON ORDER The stock status for each item defined in the system will display on the screen in these columns The information for 30 stores may be displayed on the screen at one time Use PageDown to view another 30 stores 5 7 MULTI STORE SALES ANALYSIS REPORT The Multi Store Sales Analysis Report can provide a wealth of information about the performance of the individual components of your inventory and about Class and Department groupings above the Item level You can select to report sales activity from the Period to Date Month to Date or Year to Date periods for each item The system will provide Qty sold by item for each Store and
174. dered will be calculated as Qty Ordered Qty Received The Back Ordered quantity will roll back to Qty Ordered during the Update Received POs process If this vendor does not Back Order merchandise then you can cancel the rest of this line by replacing the B O qty with a zero UNIT The Unit of Measure used to order the selected Item EA or CS The default value is related to the value entered in the Case Quantity field in the Item Master File If the Case Quantity field is blank the Unit field will default to EA If the Case Quantity field has a numeric value then the default will be CS The default can be toggled using F4 and the resulting Cost and Retail extensions will be recalculated Reference 5 14 TrackFl User Guide March 2014 Multi Store Menu QTY RECEIVED This field is by passed in Enter Edit POs It will be used in Receive Purchase Orders QTY B O THIS FIELD IS BY PASSED IN ENTER EDIT POs It will be used in Receive Purchase Orders CASE QTY Displays from the Item Master File Cannot be edited on this screen QTY ON HAND Displays from the Activity File Cannot be edited on this screen QTY ON ORDER Displays from the Activity File Cannot be edited on this screen DATE LAST ORD Displays from the Activity File Cannot be edited on this screen UNIT COST The purchase price of this Item from the selected Vendor The Last Cost value from the Item Master File will default but may be overridden if desired The c
175. dit Purchase Orders is to permit the creation and modification of NEW vendor purchase orders In the Purchase Order system a PO document will have one of two statuses NEW or OPEN A NEW PO is one that has been entered but not yet posted to Inventory An OPEN PO is one that has been posted to Inventory as On Order and is awaiting the arrival of the merchandise to begin the Receiving function There are Three Screens in Enter Edit Purchase Orders Screen 1 is where PO Header information is entered Screen 2 is where the detail lines for the PO are entered Screen 3 provides a quick display of all previously entered lines As with other TrackFl modules the screens are accessed using the F8 forward and F7 backward keys A PO Total is calculated from the total of all entered PO lines This total is recalculated as each line is saved and when moving from screen to screen SCREEN 1 STORE ID Enter or Find the Store ID that you want to work with STORE NAME Displays the name of the selected Store ID PO In ADD Mode type the PO number you wish to use or ENTER for the system to assign the next sequential number In EDIT Mode use ShiftF4 to search for the PO that you wish to edit INVOICE Not accessible in Enter Edit used in Receiving POs STATUS Displayed by the system Will be set to NEW in this screen VENDOR ID Enter the Vendor ID that you will be ordering from or ShiftF4 to search the Vendor Master File The Vendor
176. ds that are out of balance You must go back and edit them to balance before they will post If the transaction sets balance the post processing will complete All records that are posted are cleared from the Cash Transaction file The records now exist in the History file and are available for Weekly Reporting TrackFl User Guide Heference 11 3 Cash Management March 2014 10 4 WEEKLY REPORT Weekly reporting allows you to see seven individual days of Sales and Revenue data including Deposit Over Short totals and a comparison of each day s sales totals with the same day last year or any other day See sample below This report prints from data stored in the Cash History file Records are created in the Cash History file when the Post Cash Transactions function is performed STORE ID RANGE Enter the from and to store range ID or press Enter to Default to First to Last WEEK ENDING DATE Enter any valid date This date represents the last of the seven dates that will print on the report If you press Enter you will get today s date COMPARE TO WEEK ENDING DATE Enter any valid date This date represents the last of the seven dates that will be used as the compare to dates If you press Enter you will get last year s corresponding date for the same day specified by the Week Ending Date above Normally you compare this year to one year prior however that is not a requirement For example you could compare the last week of this
177. e PURCHASE ORDER amp RECEIVING PROCESSING Enter new Purchase Orders and make changes to existing POs using Enter Edit Purchase Orders Then Print copies for faxing mailing to vendors Post each order that has been sent to a Vendor Once Posted the order is ready for receiving Print a Receiver Document for use at the receiving area of your store or warehouse Use this worksheet to check merchandise in and note any discrepancies between quantities ordered and received Once complete use the Receive Purchase Orders screen to note the exceptions between ordered and received quantities If new Items must be added to the PO you can do it at this time When you are done Receiving the PO use Update Received Purchase Orders to close out the order and update Inventory Activity and Purchase History PRICE MANAGEMENT PROCESSING Using either Create Auto Price Change Batches or Manual Price Change Batches create price change batches as required Print the batches as a record of all items included in each batch Run Export Price Change Batches to activate all batches for the next Date On and to de activate all batches with the current Date Off Finally run Transmit Price Change Batches to send the new prices to the point of sale system POINT OF SALE PROCESSING POS Sales Processing When the store is closed run your nightly point of sale closing procedures The reports typically run will include the Terminal Cashier Clerk Department and Hourly
178. e Verification File Receiving Transactions Price Maintenance Transactions POS Maintenance Transactions and Purchase Order Transactions The Item and Purchase Order Files require you to select the Item or Purchase Order that you wish to print labels for The other files generate label data as a by product of processing or updating transactions In the case of the Inventory Item File you can select the number of labels to print for each Item In the case of the other types of transactions the system will generate one label record for each item contained in a transaction record For example if a line on a purchase order for item 1234 has a qty of 10 then 10 labels will be printed for 1234 There are two ways to print labels from the Label Printing Menu If you are using one of the supported models of the Barcode Blazer Blaster Advantage printers you can print immediately from any of the options on the Label Printing Menu If you are using a dot matrix or laser printer you must also install and configure third party label printing software to provide the direct link to the printer The procedure for interfacing the records generated by the TrackFl Label System and your label printing software will differ based on the design of your software Many label printing applications will permit you to link to them through DOS batch files that are called from the TrackFl Label Printing Menu Instructions are provided in this section to assist
179. e closed order from the Purchase Order files The program updates the Activity File with Qty and Received for all periods and the Date Last Received with the system date Qty on Order is reduced by the amount received and Qty on Hand is increased by the same amount The Item Master File is updated for Retail Price Last Cost and Average Cost If the Retail Price changes then the Item is flagged for transmission to the point of sale system In the Purchase Order files the Back Order amount is rolled to Qty Ordered and all closed or cancelled lines are deleted from the PO Non Stock Item lines are also retained in OPEN status until the numbers are replaced by true UPC or PLU numbers STORE Select the store for which to update a PO Only one store may be selected at a time VENDOR ID RANGE Select the range of Vendors that you wish to update If selected this will limit the selection of individual POs to those assigned to this vendor PO NUMBER RANGE Select the range of POs that you wish to update DATE RECEIVED Displays the current system date This can be overridden with any valid date if the date received for this PO is different than the system date This date will be used to update the Activity File Date Last Received and the date received for each line item in the Purchases History file POST TO ACTIVITY FILE Enter a Y or an N Enter a Y to cause the update program to run the Transaction Post and update the Inventory Activit
180. e number or number letter combination used to select this item 6 digit UPC E codes should be preceded by an asterisk and the code will be expanded to 10 digits automatically Search on this field or it will display from the Item File if the Item is selected using another method If the Item that you wish to order is not set up in the Item File then you can access the Item Master File screen by using ShiftF4 twice Once in the Item Master File screen add the item and save it using the normal method Then ESC to display the Pop Up search screen Use F4 to display the new item then select it using the ENTER key You will then return to PO Screen 2 TrackFl provides a method for entering Non Stock Items These are Items that you do not plan to Stock but are ordering for a particular customer or Items for which you do not have all of the information required to set them up in the Item Master File such as the UPC code To order the Item type NS at the Item prompt The system will then assign a number to the item and flag it as Non Stock Non Stock Items will not update the Activity File for On Order Quantity but will stay with the PO until the time of Receiving At that point the real UPC for the Item must be entered to replace the temporary Item assigned by the system or it will not be applied to inventory TrackFl User Guide Heference 5 5 Multi Store Menu March 2014 LEVEL The level of the Item you wish to select VENDOR ITEM
181. e system This location does not process maintenance or sales for point of sale purposes and so can be used as a warehouse as well Note Any location beginning with the number 0 zero will be treated as a warehouse or master location and cannot be used for sending data to a point of sale system Do not define your location 1 as 01 etc STORE ID The number or word used to identify the store If this is a single store configuration we recommend using the number 1 as the ID In a multi store configuration use the store number assigned in your existing accounting system STORE NAME The name used to identify this store This name will appear on all reports that are run for this store DISTRICT The name of the District Zone or Region that this store is assigned to Used for memo only at this time ADDRESS The street address for the Store You should repeat the full name of the store on line 1 and use lines 2 amp 3 for street and P O Box information These address lines may be used in conjunction with the Report Writer to print mailing labels for the stores CITY STATE ZIP Enter the city state and Zip Code for the Store PHONE The phone number for the store MODEM The phone number for the line that the modem is using This can be referred to in the event that remote support is required CURRENT INV PERIOD The current General Ledger period Not used by the system at this time LAST ITEM USED If you are using the s
182. each of your active retail locations on one inquiry screen There are additional functions provided in the Item Maintenance and Utility areas of the system In Item Maintenance any addition or change to an Inventory Item in Store 0 the warehouse or master item file automatically updates the item files for all stores defined in the system This feature eliminates the need to duplicate maintenance for each store location Item or price maintenance that is specific to a particular store may still be made in the Item record for that store In the Utility Menu there is a program named Transfer Items to New Store This utility permits you to build Item and Department records for a new store automatically using an existing store or warehouse as the pattern 5 1 SETUP Each store that you wish to track in the TrackFl system must first be defined in the Store Maintenance screen in the Inventory Control Module Pay particular attention to your definition of the POS Type field All stores defined in the system that you wish to transfer merchandise to and from must be defined with the same POS Type code see Store Maintenance for further detail on valid Type codes Next the Department codes for the new store s should be set up These departments may differ from store to store but inter store transfers of merchandise may report to incorrect departments if consistent department coding is not maintained As stated above the Transfer Items to New Store utili
183. eate the record in the file It will then set the Maintenance Type to a 2 to included it in the next POS Maintenance batch as an ADD If the imported record is flagged with a number 3 the existing record will be flagged with a 3 and will be removed from the file in the next POS Maintenance batch STORE ID RANGE Enter the range of Store IDs that you want to import Item Maintenance transmit files for 8 2 3 PURCHASE ORDER MAINTENANCE IMPORT The Purchase Order Import program scans the TRACK INBOX subdirectory for Purchase Order files that match the Store ID Range selected either in the Autopilot or in this program The filename processed is as follows PURLNNN XMT where PUR is the module exporting the data L is the location H ost or S tore and NNN is the PLU Store Number as defined in the Store Maintenance screen For example a file created by the Host system for importing by Store 1 would have the filename PURHOO 1 XMT A file created by Store 1 for importing by the Host system would have the filename PURSO01 XMT The formats for these files are provided at the end of this section The PO Maintenance records contained in these files fall into two primary categories OPEN POs and Received POs The OPEN POs are created by the exporting system during the Print Post Purchase Orders program and are exported with an OPEN status Thus when they are imported at the receiving location they are imported as OPEN POs ready to be received During the
184. ect NOTE This option is overriden by the PRINTXXXFILE options If the PRINTXxxFILE options are Y PRNCODES will be treated as N no matter what PRNCODES is set to PRNCODES N The default Use windows Printer Dialog PRNCODES Y Bypass the Pop Up but use windows drivers PRNCODEN 1 27 35 48 18 This allows the user to send escape sequences to the printer when Direct is selected as the print option Direct bypasses the windows printer drivers and prints directly to the printer port PRNCODEN is used in reports that print in normal print If this option is selected you will NOT get a Windows Print Dialog that will allow you to select a printer In addition PRNFONT and PRNPITCHx will be IGNORED Note that the codes are in DECIMAL and NOT Hexadecimal PRNCODEx is primarily intended to support users that can not abandon their old DOS Dot Matrix printers and they don t have adequate windows Drivers for their printer Most users with modern printers will prefer to use the windows Print Dialog and all the features that it provides with the proper selection of PRNCODEx codes even users with modern printers will be able to take advantage of this option Note that the FIRST number is the PRINTER PORT A 1 means LPT1 2 means LPT2 and 3 means LPT3 A printer test program TESTPRNT ships with Track Flexible Inventory You can use this program to test your print codes PRNCODEN 1 Print to LPT1 and do
185. ed for this department A memo field only TrackFl User Guide Reference 1 7 Inventory Control Menu March 2014 SCREEN 2 POS STATUS INFORMATION The fields displayed on Screen 2 will vary based on the point of sale Type that is configured in the Store Maintenance screen Each model of point of sale system will have its unique status information which will be duplicated on this screen as closely as possible The point of sale system requires that this status data be set up for each Item in the PLU file The reason for defining the information here is to save you time in adding new Items in Item Maintenance Set up the status configuration used by the majority of the items in each department here and TrackFI will build the status data for each Item record automatically during Item Maintenance You only need to change to Screen 2 in Item Maintenance if that particular Item does not use the default status defined here Heference 1 8 TrackFl User Guide March 2014 Inventory Control Menu 1 5 CLASSES The Class Maintenance screen is used to identify all classes of merchandise within a store These are typically finer categories than departments and are sorted within departments in the Inventory Reports portion of the system Just as important the Price Management module of the system allows you to run promos and or change prices on entire Classes of merchandise automatically Thus you should group those items into classes that move together fro
186. ed items onto the screen and delete from the list those that you do not want to remove from the system STORE Enter the Store ID of the items that you want to edit and use the F4 key to display the items on the screen Then use your Down Arrow key to move the cursor below the header line into the body of the screen DELETION PROCEDURE With the cursor in the PLU field Backspace to clear the field enter the Item you want to remove and use the F4 key to display it on the current line Or you can Page Down to scroll down through the items until you find your target Once you find the item move the cursor to that line and use SF7 The system will prompt Delete this record Y N and display your item number and level below the prompt Enter Y and ENTER to delete the item from the list This item will now be excluded from the deletion batch and will not be removed from the Item File 1 22 7 MASS ITEM DELETE UPDATE SELECTED ITEMS The final step in the deletion process is to run the Update program which flags the corresponding item in the Item file for deletion for each one found in the deletion batch Once this program is complete POS Maintenance can be run and the items flagged for deletion will be transmitted to the point of sale system and physically removed from the Item file Note The items in the deletion batch are not physically removed from the Item file until a complete POS Maintenance Autopilot has been run and the items are
187. egister will fail This allows Datasym users to turn on off Level PLUS For Datasysm levels are passed as the last digit of a PLU If a normal PLU is 0000000123 that same PLU with a level of 1 would be 0000001231 Note that when levels are being used the level 0 main item has a 0 as the last digit Like this 0000001230 The total length of the PLU field remains the same That reduces the total allowed length of PLUs by one digit TrackFl User Guide 1 27 March 2014 Installation and setup DATASYMMIX Y This allows Datasym users to specify if the Mix Match Tables should be created when the user leaves the Mix Match Maintenance program The table is named MIXMATCH PO8 and will be created in the path specified here in the SYSTEM CFG Flag DATASYMPATH DATASYMMIX N not create MIXMATCH PO8 in the Datasym Path DATASYMMIX Y Create MIXMATCH PO8 in the Datasym Path on program exit DATASYMPATH C Datasym c2winv2 This Datasym path applies to ALL the DATASYM GR MR POS Types This 15 the location where sales data coming from the cash register will be imported from and it is the path where data being sent to the register swill be written to DATASYMREGBK N This flag allows Datasym users to automatically APPEND to a file named 01 REG DAT This file will be created in the same folder that the daily sales file 01 0001 DAT is located Since the file is being appended to it will continue to grow forever It should be p
188. egistration sheet from your dealer that lists your name address Site etc If not contact them to get one Assuming that you have the registration sheet type in all the data on the sheet The example here shows the registration for our Track Demo your data will be different 1 10 TrackFI User Guide Installation and setup March 2014 Typing in the registration data for a demo would result in a screen that looks like the following screen Keep in mind that your screen will not look like this screen because your screen will list your registration data tcf Track Enter Activation Code v5 00 00 2 x Name Track Demo 1 757 340 3531 Addr 3536 Forest Glen Road VigniaBeach o State Zip 23452 4011 Phone 5 40 2 531 Site Max User fi Version 388363 Customer Revision Number 01 02 03 04 05 06 07 08 09 10 11 12 13 14 17 18 len 0 Fr MM Pin 3571 425 966 96 Key IGOET ODTFPANGK Act Code SF MNITJNEYN UR F5 Clear Run Esc Exit When you reach the Pin field after typing in the Pin you can either press the Enter key or click into the Act Code field This will auto generate the Key You must ensure that the key matches exactly what is on your registration sheet A single character in your name or a single digit in your phone number or the Version number or even a missing period at the end of a Customer Revision Number will cause the K
189. eld to change it to the correct price When the SP record is posted the posting program will replace the Retail Price in the Item file with the Shelf Price if X is indicated This item will be flagged for transmission to point of sale system in the next POS Maintenance session If this field is blank the program will create a Shelf Price Audit label record assuming that the Label System module is installed PLU The Item of this SP record To search for a particular record to edit enter as much as you know of the Item in this field and use F4 or use ShiftF4 Pop Up and select from the list LVL The level of this SP record SHELF PRICE The shelf price of this SP record This field can be changed to the correct price if neither the Shelf Price nor the File Price is correct This price will then replace the Retail Price in the Item file for this Item and flag the Item for transmission to point of sale system FILE PRICE The current Retail Price for this Item This price can be found in the Item Maintenance screen TrackFl User Guide Reference 7 15 Hand Held Terminal Menu March 2014 DESCRIPTION The Description of this Item This is pulled from the Item file during Import Shelf Price Date program processing 7 4 4 UPDATE ITEM FILE RETAIL PRICES This program processes each record in the Shelf Price Verification work file It either updates the Item file with the correct Shelf Price if indicated with an X in the ShOK field on the
190. ems These will keep the two systems mirrored in terms of tracking inventory activity at each location This option should be set to Y if you want to activate any of the following Transaction Import Export options You will then get to select which Transaction types to process on an individual basis If you do not want to Import Export any Inventory Transactions enter N INVENTORY TRANSACTION ADJ Y N This option should be set to Y if you want to exchange Adjustment ADJ transactions Otherwise enter N TrackFl User Guide Reference 1 55 Inventory Control Menu March 2014 INVENTORY TRANSACTION MDN Y N This option is not activated at this time INVENTORY TRANSACTION XIN Y N This option should be set to Y if you want to exchange Transfer In XIN transactions Otherwise enter N INVENTORY TRANSACTION ORD Y N This option should be set to Y if you want to exchange Order ORD transactions This should not be set to Y if the PO Transmit option above is set to Y as you will get double posting of On Order transactions If you do not want to Import Export any ORD Transactions enter N INVENTORY TRANSACTION PHY Y N This option should be set to Y if you want to exchange Physical Inventory PHY transactions Otherwise enter N INVENTORY TRANSACTION REC Y N This option should be set to Y if you want to exchange Receiving REC transactions Otherwise enter N INVENTORY TRANSACTION S
191. entered from Vendor Invoices either here or in the Purchase Order module Adjustments must be keyed for breakage or other shrinkage If you have multiple stores Inter Store Transfers of inventory must be recorded Transaction Report Once transactions are entered they should be printed to provide a permanent record of inventory activity The Transaction Report should also be used to check the accuracy of data entered through the Inventory Transaction Screen Any errors encountered can easily be corrected on this screen as well Once corrections are made a final copy of the report can be printed and filed for future reference Post Inventory Transactions No transaction entered or printed in the previous two steps has any impact on the Activity file for reports inquiries until it is posted The posting program updates multiple files with the transaction information and then erases the transaction file in preparation for the next batch of entries TrackFl User Guide 2 1 March 2014 TrackFl Procedures HAND HELD TERMINAL HHT PROCESSING If the HHT module is installed Receiving Counting and Shelf Price Verification processing may be done on a daily basis Receiving and Physical Count entries are copied to the Inventory Transaction file after transmission from the HHT and the procedures outlined in the previous paragraphs will apply to them as well Shelf Price Verification procedures are provided in detail in the HHT section of the Referenc
192. eport or the items to be returned can be entered individually in the Enter Edit Vendor Returns screen The return packing list is then printed using List Vendor Returns This list can be used to pull merchandise from the shelves and then can be packed with the items to give an accounting of the return to your supplier Post Vendor Returns is used to update the Activity File with the quantities in the Returns file Quantity on Hand will be reduced for each item and a Transfer Out will be recorded for the amount returned This is done for the entire batch eliminating the need to enter individual transactions in the Inventory Transactions screen When all of the Returns transactions are successfully posted the Returns document is deleted from the Returns file TrackFl User Guide Reference 1 39 Inventory Control Menu March 2014 1 16 1 ENTER EDIT VENDOR RETURNS The purpose of Enter Edit Vendor Returns is to permit the entry of new Returns documents and the changing of existing documents as required during the Vendor Returns process There are Three Screens in Enter Edit Vendor Returns Screen 1 is where Return Header information is entered Screen 2 is where the detail lines for the Return are entered Screen 3 provides a quick display of all previously entered lines As with other TrackFl modules the screens are accessed using the F8 forward and F7 backward keys A Mdse Total is calculated from the total of all entered Return lines T
193. eps to the point of sale system It is critical that your EXPORT BAT file covered in the next section provide a means to rename the file sent to your point of sale system to a BAK after a successful transmission to the point of sale system If this is not done the file will continue to grow with each POS Maintenance session and the same data will be re transmitted each time Reference 3 6 TrackFl User Guide March 2014 Price Management Menu STORE ID RANGE Enter the range of stores that you want to include in processing Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last 2 2 0 TRANSMIT POS MAINTENANCE FILE The system will now execute the instructions contained in the EXPORT BAT file in your Track directory This may simply invoke your point of sale software from which you can make selections to start communications manually or the automated script feature described above could begin processing The options available are numerous so you should consult your installing dealership or TrackFl Support for assistance in creating a communications interface that will meet your requirements Note f you need to re transmit a file for any reason exit to DOS and change your point of sale system directory The file just transmitted will have a BAK extension having been renamed by the EXPORT BAT file Rename this file and run the Transmit POS Maintenance File step again 2 3 END OF DAY The End of Day menu com
194. er the range of Retail Price points that you want to include in processing AISLE RANGE Enter the range of Aisle codes that you want to include in processing DESCRIPTION Enter a Description that you want to include in processing The report will filter out any item that does not match this Description CODE Enter a Code that you want to include in processing The report will filter out any item that does not match this Code ITEM Z LEVEL RANGE Enter the range of Item Levels that you want to include in processing Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last VENDOR ITEM RANGE Enter the range of Vendor Item s that you want to include in processing Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last TrackFl User Guide Heference 1 51 Inventory Control Menu March 2014 1 22 4 MASS ITEM DELETE SELECT ITEMS FOR DELETION Over time in using TrackFl you will rotate new items into your inventory file and phase older items out If not attended to these older items can become excess baggage that slows system processing down The Mass ltem Delete utility is used to seek out item records that no longer have items in stock and have been inactive for a period of time that you specify These items are flagged for deletion but not removed from the file until you have a chance to review them and make sure that you really want them out Upon your approval they
195. eriodically deleted to save disk space If the file does not exist it will be created automatically DATASYMREGBK Y Create or append to the backup file __ DATASYMREGBK N Don t create or append to the backup file DATASYMSKU 14 This allows users to specify the length of the SKU that is sent to a DATASYM GR or DATASYM MR POS Type The min is 1 and the max is 20 This option does NOT apply to the older DATASYM POS Type The default on the older DATASYM POS Type is 14 If the length sent to the register does not match the length programmed in the register communications with the register will fail The SKU PLU max length allowed in TrackFI is currently set to 15 DATASYMWAIT 5 This allows users to specify the minutes that Sales Import processing should wait for each store s sales data This only applies to Datasym Cash Registers The maximum is 999 DATASYMWAIT 5 Wait for five minutes on each store DATASYMWAIT 37 Wait for 37 minutes on each store DEXIMPFLG N This causes the Item Maintenance Import program to set the Item Maintenance Type in each Item File PLU that is imported to whatever is in the ASCII file for that particular item This option ONLY applies to Host systems and has no effect on Store systems 9 DEXIMPFLG Y means set the Maintenance Type to the ASCII file DEXIMPFLG N means set the Maintenance Type to O DEXPROMOFLG N This allows the users to tell the DEX import program to IGNORE any PLUs that
196. ever send this as it will DELETE every item you try to send DATASYMCD 8FEC Typical code for GR or XR 650 DATASYMCD 8FEF Typical code for an MR Merlin This flag allows Datasym users to automatically create dated backups of the 01 ssss DAT Usually 01 0001 DAT file during daily sales import Note that the 01 0001 DAT file is ALWAYS backed up to 01 0001 BAK on each import Since the same name 01 0001 BAK 15 always used that backup file is overwritten each time sales are imported By turning on this DATBK option permanent backups for each day are created The backup is named Dyymmdd TXT For example a backup from March 1 2012 would be named D120301 TXT A backup from June 14 2012 would be named D120614 TXT maximum of eleven backups per day are saved If sales are imported a second time during the same day the second file will be named DyymmddO TXT third would be named Dyymmdd2 TXT etc After the maximum name of Dyymmdd9 TXT is used NO MORE BACKUPS ARE MADE DATASYMDATBK Y Create the backup file DATASYMDATBK N Don t create the backup file This allows users to specify the length of the Description that is sent to a DATASYM GR DATASYM MR POS Type The min is 1 and the max is 20 This option does NOT apply to the older DATASYM POS Type The default for the older DATASYM POS Type is 16 If the length sent to the register does not match the length programmed in the register communications with the r
197. exible powerful You can make the BAT file perform whatever functions you choose on the export file in the OUTBOX subdirectory For example the following BAT file updates department records in a related Clipper application that resides on a network drive D echo off copy progra 1 TRACK outbox dpts xmt d progra 1 TRACK outbox dpts xmt d cd progra 1 TRACK dbfp03 exe del progra 1 TRACK outbox dpts xmt Notice that the file DPT BAT uses DOS commands to move the export file to the correct area runs a C program dbfp03 exe to do the file update then uses more DOS commands to return to the home drive and clean up the export file This feature is ideal for exporting data to be later imported into a database system for further processing The file naming convention for the export data is as follows XOUTBOXXFNCLNNN XMT First 3 characters specify the function ex DPT L Location creating the file H Host S Store Location number creating the file Store ID ex 001 Note You must create the BAT files that you wish to use and store them in the Track directory before defining the names in this screen The system will not permit you to define a name here without the file already existing in the Track directory DEPARTMENTS Creates a DPTLNNN XMT file then runs the BAT file defined CLASSES Creates a CLSLNNN XMT file then runs the BAT file defined VENDORS Creates a VNDLNNN XMT file then r
198. exing of Files for Instant Access in large databases Inventory Control Single or Multi Store Inventory configuration Easy Access to Item Data by Item UPC Vendor or Description Report Selection by Store Department Class Vendor Manufacturer Price Point Item Range User Definable Codes Case Quantity Conversion for ease in Receiving Merchandise Multi Pack Conversion for Single 6 Pack 12 Pack Sales Inventory Valuation using Last Average Mfg Costs and Retail Price Min Max Based Reorder Reporting Complete Physical Inventory Management with Stock Take Report Optional Hand Held Terminal Interface and Variance Reporting Item Movement Reporting to Identify Slow Moving Merchandise Complete Activity Tracking of all Inventory Transactions Period to Date Month to Date Year to Date Qty on Hand Qty on Order Date Last Ordered Received Sold Multiple PLUs and or UPCs assignable to individual items TrackFl User Guide Overview March 2014 Sales Analysis Daily POS Sales Report details each item Sold by day by store Daily Item Sales History provides PTD MTD YTD sales and On Hand On Order status for quick replenishment of stock Sales Analysis Report analyzes sales and rates Items Departments and Classes according to Gross Sales and Gross Margin Contribution Sales History Report provides a Rolling 13 Month Sales History by Store Department and Item On Screen Inquiries for Instant Update on current Sales Activity for Pe
199. ey to be different than that shown on your registration sheet If the Key is different that is your clue that a character somewhere has been entered incorrectly Once you have entered in all the information correctly and the Key matches your Registration Sheet type in the Act Code from your Registration Sheet and then click on the Run button twice to process the registration data If you entered all the data correctly the following screen will appear x i Thank you for registering At this point the registration screen will close The next time you start up Track it will bring you to the main menu The initial password for the system is DEMO or demo but before you start up Track you might want to Define Passwords and Menu Security for each of the Track users TrackFl User Guide 1 11 March 2014 Installation and setup 1 3 2 PASSWORDS AND MENU SECURITY To setup passwords and menu security double click GMP053 PTC in the installed subdirectory usually C Program Files VTrack Note To prevent users from creating their own passwords after you define the users remove GMP053 PTC and place it in a secure location A quick note about Function Keys and buttons Along the bottom of most screens is a row of buttons These buttons also have names such as F5 Clear or F9 Save This manual normally will instruct you to click on a button but you are also able to press the corresponding function key instead For example If yo
200. f Manufacturer IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last PRICE POINT RANGE Enter the range of Retail Price points that you want to include on the report AISLE RANGE Enter the range of Aisle codes that you want to include on the report DESCRIPTION Enter a Description that you want to include on the report The report will filter out any item that does not match this Description CODE TrackFl User Guide Heference 1 49 Inventory Control Menu March 2014 Enter a Code that you want to include on the report The report will filter out any item that does not match this Code ITEM Z LEVEL RANGE Enter the range of Item Levels that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last VENDOR ITEM RANGE Enter the range of Vendor Item s that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last MAINTENANCE TYPE Enter a 0 to remove flags for selected Items Enter a 2 to flag selected Items as ADD status for transmittal to the point of sale system Enter a 4 to flag selected Items as CHANGE status for transmittal to the point of sale system Enter an N if you do not want to flag the selected Items for transmittal to the point of sale system SCREEN 2 Once the above ranges have been selected use the
201. f items enter N TrackFl User Guide Reference 3 7 Price Management Menu March 2014 2 3 3 PRINT POS MAINTENANCE FILE STORE ID RANGE Enter the range of stores that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last SEND TO P RINTER S CREEN OR F ILE Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file 2 3 4 EDIT DELETE MAINTENANCE RECORDS STORE Enter the store number that you want to edit or delete records for then use F4 All Maintenance records for that store will appear on the screen Use the arrow keys to find the record you want to edit or delete TYPE You will notice that the only field you can edit in the record is the Type field The Type field denotes whether the item is a new item Type 2 an item that has been changed Type 4 or an item that has been deleted Type 3 You may change this field if necessary and use F9 to save your changes If something other than the Type is incorrect your only option at this point is to delete the record With the cursor positioned at the record use ShiftF7 to delete the item from the Maintenance file Note that you may run the Autopilot as many times as necessary to correct the POS Maintenance File
202. f reports using any name you wish to use The section on File Layouts 10 9 regarding the WEEKLY CFG file describes this in more detail 10 1 TERMINAL DATA CONVERSION Cash Management CM data is initially collected during the End Of Day procedure The files collected during polling are then converted into transaction sets This step does that Conversion This step may be automated by including it in the End Of Day AutoPilot under Point of Sale To do that you must edit the SYSTEM CFG file in the SYSTEM subdirectory Please see the section in installation and setup that describes the contents of the SYSTEM CFG file The CMIMPORT Flag is the flag you would edit STORE ID RANGE The range defaults to All stores The conversion will search for files for each store defined in TrackFl Upon completion an error log may be printed listing all records that the types database was searching for but did not find You may print this if interested It is not a fatal error if unmatched types exist If you edit the types database such that you have a one to one match up of records in the database to totalizers in the Terminal report then an error log will not be generated It is recommended that you do so 10 2 ENTER EDIT CASH TRANSACTIONS This step is required only if you need to either edit or manually enter an entire transaction set prior to posting it to CM History In most cases a transaction set will balance if the Types Database has been properly
203. for that same Type INVENTORY TRANSACTION ADJ Y N Select Y if you want to export Adjustments Transactions Enter N if you do not want to export Adjustments Transactions This option will ordinarily be set to Y on the store systems and to N on the Host system INVENTORY TRANSACTION MDN Y N Not Active at this time INVENTORY TRANSACTION XIN Y N Select Y if you want to export Transfer In Transactions Enter N if you do not want to export Transfer In Transactions This option will ordinarily be set to Y on the store systems and to N on the Host system INVENTORY TRANSACTION ORD Y N Select Y if you want to export On Order Transactions Enter N if you do not want to export On Order Transactions This option will ordinarily be set to Y on the store systems and to N on the Host system If you have set the PO Transmit option above to Y you must set this option to N Otherwise you will double post the on order quantities for each PO processed INVENTORY TRANSACTION PHY Y N Select Y if you want to export Physical Count Transactions Enter N if you do not want to export Physical Count Transactions This option will ordinarily be set to Y on the store systems and to N on the Host system INVENTORY TRANSACTION REC Y N Select Y if you want to export Receiving Transactions Enter N if you do not want to export Receiving Transactions This option will ordinarily be set to Y on the store
204. ften polled AFTER midnight and the date 15 off by one day since the sales were really for yesterday but have today s date The user actually has the ability to subtract anywhere from 0 to 9 days but O and 1 will probably be the only two options required SLSDATEADI 0 Leave the date alone for polling BEFORE midnight SLSDATEADJ 1 Subtract one day polling AFTER midnight 1 36 TrackFl User Guide Installation and setup March 2014 SYMEXPORTSPC Y This allows users to direct the Symbol LDT Export program to zero fill the front of or space fill the rear of Item Numbers on export Example for Item Number 123456 SYMEXPORTSPC N Zero fill the front 00000123456 SYMEXPORTSPC Y Space fill the rear 123456 TRANSCOSTLVL N This allows users to select Last Cost and Average Cost to be updated by the same Item Number with a different Level Only Level 1 and Level 2 are supported An example would be where a beverage has an Item Number of 31234000056 but is sold at two different prices depending if it is COLD or WARM Item 1234000056 Level 1 could be the COLD item and sell for 1 59 Item 1234000056 Level 2 could be the WARM item and sell for 1 29 Since these are defined in the Main Item File as two DIFFERENT items when one item is received at a new Cost the other item s Cost is NOT updated Since they are really the same item this TRANSCOSTLVL Flag allows both item s Costs to be updated when eithe
205. g E while on the Main Menu displays Enter Scan KEY QzQuit Enter All This allows you to search for a particular PLU or even a partial PLU For example If you had a PLU of 28967919245 you could enter 2896 and then press the ENTER key The first occurrence of 2896 will appear not necessarily the one you wanted You may of course enter the entire PLU to find the exact item you need to edit If the item has been scanned more than once it will appear more than once in the datafile After editing an item if you need to find another item you can search again The search key only looks at the PLU it does not search cost price or quantity To list all items in the file one after another just press the ENTER key don t enter any search key The PLU will display on the top line and you will be asked if you want to Edit Y N Q Press Y and the PLU level cost price and quantity will be brought up on the bottom line so that you can edit them After editing a PLU or an amount press the ENTER key to move to the next amount When you finish editing an item the Enter Scan will be displayed You can enter a search key or if you just want to see the NEXT item in the file press the ENTER key without entering any search key Once you reach the end of the file the following appears At End Of File Quit Y N Press Y to quit or N to go back and edit more items The SEND option First to synchronize the Apex Il handheld with
206. g another menu to edit When you are finished for this user click F8 to switch to Screen One and repeat this procedure for all new system users To delete an existing user position the cursor on the Name of the person on Screen One and click SF7 To exit the program click Esc TrackFl User Guide 1 15 March 2014 Installation and setup Example The following screen shows an N on the TrackMB Medical Billing line Pas i TFI Password Screen Three 5 00 00 lal xi MENU Applications Main Menu Allow user access to these options a TT Im Fi Help F4 Find Pgup Prev Fr sem2 F8 Sem1 F5 Clear F9 Save Esc Exit 4 When the user Robert logs in using his password he will see the following Main Menu TrackMB Medical Billing TrackPL Paperless office ea Exit 4 e Back Copyright c 1986 2009 Robert M Moore Al rights reserved For Support Alpha Centauri BBS Inc Phone 757 340 3531 U S Eastern Time Registered To Track 1 757 340 3531 3536 Forest Glen Road 757 340 3531 Your Dealer Is this a legal copy of Track As you can see the user Robert no longer has access to the TrackMB menu option Any menu option can be turned off for any user using this process 1 16 TrackFl User Guide Installation and setup March 2014 1 4 POINT OF SALE INTERFACE The following batch files are used to inte
207. g of Received Orders updates Inventory Purchase Orders and Purchasing History files Multi Store Option There are two Multi Store Options available 1 A PC communicates via modems to a point of sale terminal in the store Or 2 A PC communicates to a PC within the store using Data Exchange and a PC to PC communications software program Changes made to the Master Store or Warehouse Ripple to all stores automatically Inter Store Transfers Module permits Entry Edit Print and Post of Inter Store Transfer documents Multi Store Inquiry provides Instant Access to Stock Status data for a selected Item for All Stores Zone Pricing for up to 10 Store Groups or Districts Label Printing Option Generate Label data from Inventory Items Receiving Transactions Purchase Orders and POS Maintenance Supports printing of Barcodes directly to the Barcode Blazer Blaster Advantage printer Supports printing of Barcode Item Labels Stickers Shelf Tags etc using Third Party label printing software Bartender TrackFl User Guide vii Overview March 2014 Hand Held Terminal Interface Option Provides remote batch entry of Physical Count Receiving and Shelf Price Verification transactions Shelf Price Verification module compares System and Shelf Prices flags Exceptions for Review and either updates the point of sale system with the correct price or generates Shelf Labels for incorrect shelf prices Currently
208. ge skip this field and proceed on to the next field CHANGE lt OR gt If all items in the Price Change Batch are increasing by certain percentage enter the percentage For example if all items are increasing by 10 enter 10 If all items are decreasing by a certain percentage enter the percentage proceeded by a minus sign For example if all items are decreasing by 10 enter 10 CHANGE lt OR gt If all items in the Price Change Batch are increasing by a certain dollar amount enter the dollar amount For example if all items are increasing by 1 enter 1 If all items are decreasing by a certain dollar amount enter the dollar amount proceeded by a minus sign For example if all items are decreasing by 1 enter 1 MIX AND MATCH TBL If all items in the Price Change Batch are going to be Mix and Match such as 3 for 1 enter the Mix and Match Table Code from the list Use ShiftF4 to pop up a list of possible Mix and Match Tables DATE ON Enter the date that the Price Changes are to take effect in MM DD YY format For example if the Price Changes are to take effect on October 31 1992 enter 10 31 92 DATE OFF Enter the date that the Items in the Price Change Batch are to return to their normal price in MM DD YY format For example if the Items are to return to their normal price on November 14 1992 enter 11 14 92 Note If this is a permanent price change do not enter a date in the Date Off Fiel
209. ght bar to the selection that you want to use Then press the Enter key and the program or sub menu will display This is commonly called the Point and Shoot method of menu navigation The second method provided is to use your mouse to simply click on the Menu Option desired TrackFl User Guide 3 1 Data Entry Conventions March 2014 3 2 SCREEN CONVENTIONS TrackFl screens have been carefully designed to maintain consistency in the grouping and presentation of input fields and in the use of special characters and shading to indicate what you are allowed to do in any data entry field Descriptions follow Any field that has a very small button with three dots in it is at the very least a Triple Dot Pop field This means that clicking on the small button will pop up another screen Usually to allow you to find items Most Triple Dot Pop Up fields also allow full finding using the buttons at the bottom of the screen or by using the function keys Note Most of the Pop Up screens themselves also have Pop Up buttons For example If you are on the Main Item Screen and you click the Triple Dot Pop Up in the Vendor Field you will find yourself in the Vendor ID Pop Up program Here you can find a desired Vendor but if the Vendor does NOT exist you can use the Pop Up button on the Vendor ID Pop Up Screen to go directly to the Vendor Maintenance Screen add the new Vendor and use Esc to return to the Vendor ID Pop Up S
210. h all normal Retail Prices for items going off sale These are items that have a Promo Off Date less than or equal to today s date Reference 3 4 TrackFl User Guide March 2014 Price Management Menu If you do not want to activate either Promo On or Promo Off items enter N The reason for inclusion of this option is that many TrackFl users send File Maintenance to their point of sale systems several times each day If Promo Maintenance could not be excluded then sale prices would be transmitted to the point of sale system in the first batch of maintenance sent that day Since Promo On dates are activated the day before sale prices would activate one day too early To avoid this you should use the N option to send all batches during the day Then use the Y option at day end in preparation for the next day s business When scanning starts the next morning sale prices will be in effect 2 2 3 PRINT POS MAINTENANCE FILE The second step of the Autopilot sequence is Print POS Maintenance File This step allows you to review all item maintenance that will be sent to the point of sale system so that any necessary changes can be made before it is sent The maintenance data can be printed to the screen for you to view to a printer or to a file on the computer for future reference To run the Print POS Maintenance process you must perform the following steps STORE ID RANGE Enter the range of stores that you want to include on the report
211. have done on a large order without having to print the entire order or page through the order one line at a time on Screen 2 The only field that is active on the screen is the Line field which can be used in conjunction with the F4 or ShiftF4 keys to search for the line number that you wish to start the display TrackFl User Guide Reference 5 7 Multi Store Menu March 2014 4 2 PRINT POST PURCHASE ORDERS The purpose for the Print Post Purchase Orders program is to permit you to print a PO for review correction and for mailing FAX to your vendor Once the correct PO is printed the POST selection may be run which does two things First the Status on the PO is changed from NEW to OPEN awaiting receipt of the merchandise Second the Inventory Activity file is updated with Quantity on Order and Date Last Ordered for each item on the PO Once the PO is in an OPEN status any changes made to it update the Activity File real time NOTE Remember that if the PONOTES TXT file is set up in the Track directory then whatever message is contained in that text file will print on the PO STORE Select the store for which to print or post a PO Only one store may be selected at a time PO NUMBER Select the PO that you wish to print or post VENDOR ID Select the vendor whose PO you wish to print or post If selected this will limit the selection of individual POs to those assigned to this vendor SEND TO P RINTER S CREEN F ILE _ En
212. his total is recalculated as each line is saved and when moving from screen to screen SCREEN 1 STORE ID Enter or Find the Store ID that you want to work with STORE NAME Displays the name of the selected Store ID RETURN In ADD Mode type the Return number you wish to use or press Enter to allow the system to assign the next sequential number In EDIT Mode use ShiftF4 to search for the Return that you wish to edit SHIP TO VENDOR ID Enter the Vendor ID that you will be returning to or ShiftF4 to search the Vendor Master File The Vendor ID must exist in the Vendor Master File in order to enter a Return for it NAME The Vendor Name will display from the Vendor Master File ADDR The Vendor Address will display from the Vendor Master File CITY The Vendor City will display from the Vendor Master File STATE The Vendor State will display from the Vendor Master File ZIP The Vendor Zip Code will display from the Vendor Master File Reference 1 40 TrackFl User Guide March 2014 Inventory Control Menu RETURN DATE The date you are creating the Return The system date will display as a default if Enter is pressed AUTHORIZED BY The Vendor Contact confirming the Return The Contact name will display as a default from the Vendor Master File but may be overwritten if desired REMARKS Enter any remarks desired in the Header of the Return For example the RMA number or other instructions to the ve
213. ide Procedures March 2014 CLOSE PERIOD The Year to Date totals continue to accumulate until the Close Period Program has been run When run it will reset all YTD totals to zero in preparation for the start of a new Year Make sure that you have run all of the reports that you need prior to starting this program To begin the Close select Inventory from the Applications Menu Select Reports from the Inventory Menu Select Close Period Program from the Inventory Reports Menu Select Y for Year to Date Leave the New current period description blank Use F8 to begin the Close TrackFl User Guide 2 5 March 2014 TrackFl Procedures 2 5 DAILY PROCEDURES CHECKLIST Item Maintenance 1 Add Change or Delete Items and Prices in the Item Maintenance Screen 2 Make sure to SAVE each entry using F9 Process Inventory Transactions 1 Enter Edit all Inventory Transactions through the Inventory Transaction Screen 2 Print the Transaction Report and verify the accuracy of all entries 3 Re enter or correct Transactions through the Inventory Transaction Screen if necessary 4 Post Inventory Transactions Process Hand Held Terminal Transactions 1 Collect transactions using the HHT 2 Set up the PC to receive the HHT transactions from the appropriate Hand Held Terminal Menu selection 3 Transmit transactions to the PC from the HHT 4 Print a Transaction Report from the Inventory Transaction Menu 5 Post Inventory Tra
214. ill be defined in the normal manner on the point of sale system itself TrackFl does not send these codes to the point of sale system automatically SCREEN 1 STORE ID Enter a store number or press Enter to bring up the first store on file The Store record must have been entered previously in the Store Maintenance file in order to be accessed STORE NAME Displayed automatically when the Store ID is selected DEPT The number that you want to assign to this department This is the department number that will be assigned to each Item related to this department in the point of sale system DESC The Description for this Department This description will print at the head of each group of merchandise on the Inventory Reports GL DATA Not Active Used with the Accounting Interface module to define General Ledger accounts that should be updated automatically by TrackFl INV ACCT NO Not Active The Inventory Account from the CL that is used to record this department s inventory transactions SALES ACCT NO Not Active The Sales Account from the G L that is used to record this department s sales transactions COGS ACCT NO Not Active The Cost of Goods Sold Account from the G L that is used to record this department s COGS transactions SHRINKAGE ACCT NO Not Active The Shrinkage Account from the CL that is used to record this department s shrinkage transactions GROSS MARGIN PERCENT The Gross Margin percentage expect
215. in found by running 1 and testing colors in the bottom ie Inverse Background field Make sure you restore the original color in GMSPO3E1 before you exit from TrackFl User Guide 1 31 March 2014 Installation and setup PLUMAXWARN 5000 4900 12 will warn at 4900 in red PLUMAXWARN will not warn at all it is BLANK POMASK N This allows the users to mask the costs on the Purchase Order Screens if the POMASK is set to Y If POMASK is set to N then the costs WILL display on the Purchase Order Screens POMASK N Show the costs the Purchase Order Screens POMASK Y Do NOT show the costs on the Purchase Order Screens PORCVR L This allows the user to choose either suggested retail or last cost to be printed on the PO Receiver printout PORCVR S will print suggested retail PORCVR L will print last cost POSSLRPTEOD Y This causes the EOD Autopilot to run the POS Sales Report POSSLRPTEOD Y will run the report from the EOD Autopilot POSSLRPTEOD N will NOT run the report POUNITEA N This causes the PO Maintenance Receive Purchase Orders Screens to disallow units of cases CS and force units of eaches EA POUNITEA Y only allow units of EA POUNITEA N Allow both CS and EA units PRCEOD N This allows users to add remove Process Price Change Master File in the EOD Autopilot defaults PRCEOD N Process Price Change Master File is NOT a default PRCEOD Y Process Price Ch
216. indows Developer s Kit documentation to get the File 27 format and we also use Appendix in that same manual to find appropriate alpha labels Note If you have multiple stores use the Copy Types Utility to copy these records from Store 1 to any additional stores rather than manually reentering all of the records Store ID The records are store specific so there must be one per store If you had 20 stores you would need 20 cash records etc Code For Datasym you would use the alpha descriptions from Appendix in the Comm2000 manual Description Up to 25 characters This may be whatever is meaningful for each user of the system may be edited freely Type Use type I only Sequence This is the sequence in which records appear on the Cash Transactions screen Gaps have been left in the sequences between records to make editing this file easier Sign The sign determines how this record balances on the Cash Transaction screen The sign corresponds to the signs used on the terminal report balancing formula Except for the sign which allows a record to be converted and displayed on the Transaction screen without affecting the balance total Import Link This refers to a Datasym file format See the samples below and refer to the Datasym alpha descriptions The commas are left out when creating an Import Link Editable Y or N This determines whether or not the amount in the Cash Transaction
217. ing Prices Your choice determines if you will have to enter Cost Retail or Quantity when scanning items The following table shows the outcome of selecting each Operation as your default Operation Field Receiving Counting Verifying Cost Yes No No Quantity Yes Yes No Retail Yes Maybe Yes Yes means you will have to enter that field No means you will not have to enter that field The Counting Retail field says Maybe since you have the ability to choose to enter or not to enter the Retail Price in the Counting Operation Next displayed is Default Qty 0 0 or 1 Select 0 1 or press EXE to keep the default the one showing in the parenthesis You can choose to default the Quantity field to 1 or to none 0 Selecting 1 can save a lot of time if you are scanning many items that have a quantity of 1 you will be able to just press Enter the EXE key to save the quantity of 1 instead of having to type it in Next displayed is Default 2 Dec Y Y OR N If you select N then when you enter Prices and Costs an entry of 100 or 2500 will really mean 100 or 2500 If you select Y then 100 and 2500 will be 1 00 and 25 00 Press Y or N to select or press EXE to keep the default the one in parenthesis Reference 7 18 TrackFl User Guide March 2014 Hand Held Terminal Menu You will now be back to the Track TFI Menu COUNT RCV VER ERASE OFF DEF If you were to press the ON CLEAR button
218. is file controls the printing of the report and therefore how you can edit the file to suit your needs The left most column below denotes three types of records Header Detail and Total Header Records These records are prefixed by an H There is only one You can edit this record to display whatever header you like up to 15 Characters The sample report says WEEKLY DETAIL Detail Records These records are prefixed by a D There can be as many of these as there are Codes in the Types Database For example the line below that begins with DGROSS corresponds to the record in the Types database whose Code is GROSS and it s sequence number is 10 and it displays on the first line of the Cash Transactions Screen That record on the Cash Transaction Screen gets posted to the History Reference 11 8 TrackFl User Guide March 2014 Cash Management File and can be called from that file to appear on this report The same is true of all the other Detail Records listed below Detail Records have two other components a Description and three Totals Buckets The Description begins at column 13 and continues for up to 15 characters It can be any description you desire The three Totals Buckets are represented by a a Bucket 1 is the left most symbol Bucket 2 is the center symbol and Bucket 3 is the right hand symbol The amount that was posted from the Transaction Screen to the History File for any given Code gets
219. itch to the Inventory Transaction Menu and print a Transaction Report for type Sal transactions After printing and reviewing the report you must then run the Transaction Post for type Sal transactions to update the Activity file Some TrackFl users on the other hand find that the information provided on the POS Sales report is sufficient as a record of daily item sales If this is the case with you enter Y here The system will run both phases of the update automatically and you will not have to complete a second step TrackFl User Guide Heference 3 3 Price Management Menu March 2014 2 2 POS MAINTENANCE 2 2 1 AUTOPILOT The Autopilot as explained above is an automatic process that will take you through the necessary steps of the POS Maintenance Menu one by one and in order It is important to use the Autopilot so that none of the steps are forgotten while sending item maintenance to the register You will notice that when you highlight Autopilot and press Enter that it immediately takes you to the POS Maintenance Step One Create POS Maintenance File At this point the following prompts will appear PERFORM THIS STEP Y N Enter a Y if you want to Create POS Maintenance Enter N if you want to skip this step Only skip this step if you are certain that you have already created POS Maintenance AUTOMATED SEQUENCE OF ALL STEPS Y N Enter a Y if you want the Autopilot to run all steps without any further prompting
220. lation 1 1 1 HARDWARE Component PC CPU PC Hard Disk PC RAM PC Serial Ports PC Parallel Port Printer Network Interface TrackFl User Guide Specification Pentium 450 or higher 8Gb Minimum Minimum 128MB Minimum 1 Minimum 1 Standard Windows Interface As supported by Network Software Providers March 2014 Installation and setup 1 1 2 OPERATING SYSTEM Component Specification Windows 98 Me NT 2000 XP Vista 7 1 1 3 REMOTE SUPPORT Component Specification Software PC Anywhere VNC 1 1 4 HAND HELD TERMINAL Component Specification Hardware Psion or Apex 1 1 5 BARCODE PRINTING Component Specification Hardware Barcode Blazer Hardware Barcode Blaster Hardware Barcode Advantage Comments XP or later recommended Comments Comments TrackFl HHT Module required Comments TrackFl LBL Module required TrackFl LBL Module required TrackFl LBL Module required TrackFl User Guide 1 2 Installation and setup March 2014 1 2 SYSTEM INSTALLATION The first step in using your new TrackFl software is to install the system onto the hard drive of your computer This procedure assumes that your computer meets the minimum requirements outlined in the Hardware Requirements section PRE INSTALLATION CONFIGURATION 1 Make sure that your PC and Operating System conform to the requirements stated in the System Requirements section INSTALLATION PROCEDURE TrackFl is supplied either on CD or
221. lds as you want to use to limit the Items that print on the report Keep in mind that the system will require that each item displayed on the report meet ALL of the conditions that you selected on this screen When you are finished use F9 to complete the Selection process OUTPUT SEQUENCE Query now prompts you to select the order in which the items selected will print out You are presented with a list of orders to choose from The items will print out in the order presented from left to right Point amp Shoot the desired order FIELDS TO OUTPUT Point amp Shoot each field that you want displayed on the report The fields will display from left to right in the order in which you choose them As you Shoot each field with the ENTER key an asterisk will display next to the field If you mistakenly select a field and want to remove it just Point at that field and use the DEL key to remove the asterisk Note the counter at the bottom of the page that displays the width of the report as you select each field Most printers support no more than 132 columns of data so do not exceed that number when creating this report When you have finished your selections use F9 to complete the Output process QUERY DESCRIPTION The cursor will then move to the bottom of the same screen and prompt for the entry of a description of the Query for the report heading Input the name of the report and ENTER Reference 1 46 TrackFl User Guide March 2014 In
222. le The Promo On and Promo Off Date fields in the Item Master file are also cleared at this time The program next searches for price records with a Date On less than or equal to tomorrow s date This permits you to run the program the night before a sale is to start and the items will ring correctly in the morning All those records selected are exported to your point of sale system subdirectory The file written to is the same PFNNNN P13 file If the file exists the system will append the latest data to the end of the file These records are then flagged as sent so that they are not sent a second time The Promo Price Promo On and Promo Off Date fields in the Item Master File are updated with the New Price Date On and Date Off information at this time If no Date Off is selected then the Retail Price field in the Item Master File is updated rather than the Promo fields STORE ID RANGE 1 1 Select the range of Stores that you wish to process QUICK BATCH ID PRESS ENTER FOR NONE ENTER at this field for NONE This field is in use in earlier versions of the software to permit the entry of immediate price change batches The requirement for immediate price changes is now handled through POS Maintenance 3 6 TRANSMIT PRICE CHANGE BATCHES The system will now execute the instructions contained in the PRICE BAT file in your Track directory This may simply invoke your point of sale system menu from which you can make selections to sta
223. ll appear for all three operations RCV VER and COUNT ENTER QUANTITY Enter the quantity and press the EXE key The following appears only if you are running the RCV option ENTER COST Type in the cost If you enter an invalid number any character other than 1 2 3 4 5 6 7 8 9 0 you will get an error message that says INVALID NUMBER PRESS ANY KEY Press the EXE key to get rid of the error message After you enter the cost press the EXE key The following appears only if you are running RCV VER or you said Y to the ENTER RETAIL Y N question ENTER PRICE Enter the price and press the EXE key After pressing the EXE key the display goes back to the Enter Scan PLU message Pressing the EXE key at this point will take you back to the TFI Menu You can also press the ON CLEAR button at any time to get out of the program Except when the Enter Scan PLU is showing where you must use the EXE key to exit The ERASE option Pressing E while on the TFI Menu shows ERASE C ARE YOU SURE Reference 7 20 TrackFl User Guide March 2014 Hand Held Terminal Menu If you respond with Y and then the EXE key the data file on C will be erased Pressing ON CLEAR or N and the EXE key will exit without erasing You normally use this option after you have sent the data file to the PC and you need to start entering new items This option only erases the TFI data file it does not affect any other files or progra
224. ly Y It would be if you WANT the windows printer popup dialog NOTE PRNCODES Y will override PRNCODED If PRNCODES is a Y PRNCODED will have no effect NOTE This option is overriden by the PRINTXxxxFILE options If the PRINTXXxFILE options are Y PRNCODES will be treated as N no matter what PRNCODES is set to PRNCODES N The default Use Windows Printer Dialog PRNCODES Y Bypass the popup but use Windows drivers TrackFl User Guide 1 33 March 2014 Installation and setup PRNCODEN 1 27 35 48 18 This allows the user to send escape sequences to the printer when Direct is selected as the print option Direct bypasses the windows printer drivers and prints directly to the printer port PRNCODEN is used in reports that print in normal print If this option is selected you will NOT get a Windows Print Dialog that will allow you to select a printer addition PRNFONT and PRNPITCHx will be IGNORED Note that the codes are in DECIMAL and NOT Hexadecimal PRNCODEx is primarily intended to support users that can not abandon their old DOS Dot Matrix printers and they don t have adequate windows Drivers for their printer Most users with modern printers will prefer to use the windows Print Dialog and all the features that it provides with the proper selection of PRNCODEx codes even users with modern printers will be able to take advantage of this option Note that the FIRST number is the PRI
225. ly match the store you are defining now you can use the Transfer Item to New Store utility to automatically build both Departments and Items for the new store This utility is found on the Mass Item Maintenance menu off of the Utilities Menu Refer to the Inventory Control section for detailed instructions on use of the program Keep in mind that the Transfer Items process will overwrite Item records that exist in the new store s file if those Items already exist in the new store STEP FOUR BATCH ITEM STATUS MAINTENANCE OPTIONAL If you want to send the new items to your point of sale system run the Batch Item Status Maintenance utility for the new store This will set the Maintenance Type flag for each item to the value you specify 2 in this case For detailed instructions regarding this utility refer to the Inventory Control section STEP FIVE TRANSMIT NEW ITEMS TO POS OPTIONAL Once Batch Item Status Maintenance has been run you can run a normal POS Maintenance Autopilot to transfer the items to your point of sale system TrackFl User Guide 1 25 March 2014 Installation and setup 1 9 SYSTEM CFG SETUP The SYSTEM CFG file is located in the path TRACK SYSTEM subdirectory If you installed to the default folder path will be C PROGRAM FILES SYSTEM CFG is an editable text file The file contains switches or flags that control various functions within the TrackFl system Following is a copy of that file with comments that explai
226. ly sales INVENTORY REPORTS The Inventory Activity file stores activity data by Store Item for three time periods Period to Date PTD Month to Date MTD Year to Date YTD The Period to Date totals are typically used for reporting on Weekly activity There are several reports that provide Weekly information Sales Analysis Report Item Movement Report Top Sellers Report and the Activity Report These reports should be run after all transactions for the week have been posted through Transaction Post on the Inventory Transaction Menu CLOSE PERIOD The Period to Date totals continue to accumulate until the Close Period Program has been run When run it will reset all PTD totals to zero in preparation for the start of a new Period Make sure that you have run all of the reports that you need prior to starting this program To begin the Close select Inventory from the Applications Menu Select Reports from the Inventory Menu Select Close Period Program from the Inventory Reports Menu Select P for Period to Date Leave the New current period description blank Use F8 to begin the Close 2 3 MONTHLY PROCEDURES TRANSACTION PROCESSING Enter all transactions for month end Print the Transaction Report to verify the accuracy of the data and Post Transactions to update the Activity file PURCHASE ORDER amp RECEIVING PROCESSING If you are using POs be sure to process all receipts of inventory for the month in Receive Purchase Orders
227. m a price standpoint Unlike departments which are defined by store location Classes are defined globally for access by all stores defined in the system CLASS The code used to identify the class This can be alphabetic or numeric for a maximum of four characters Example Soft Drinks 12 OZ could be classified as SD12 DESCRIPTION The description of the class This will print out on inventory reports where the option to sort or print by class is selected 1 6 VENDORS The Vendor Maintenance Screen is used to identify those vendors that you purchase inventory from Many of the inventory reports provide the option of selecting items from a particular vendor for analysis If the Purchase Order module is installed all of the relevant information from this screen needed to create a purchase order is automatically provided eliminating the need to retype it As with Classes the Vendor file is shared by all stores VENDOR ID The code used to identify the vendor This may be alphabetic or numeric for a maximum of ten characters If you are interfaced to an Accounts Payable system this code must match the vendor code used by your the A P system NAME The name of the vendor ADDRESS CITY STATE ZIP The address of the vendor PHONE 1 The first phone number of the vendor PHONE 2 The second phone number of the vendor FAX The fax number of the vendor TrackFl User Guide Reference 1 9 Inventory Control Menu March 2014 CUST A
228. m is selected using another method TrackFl User Guide Reference 5 23 Multi Store Menu March 2014 CODE The Code field is used to further describe or classify this Item Search on this field or it will display from the Item File if the Item is selected using another method QTY TRANSFERRED Enter the quantity of the selected Item that you wish to transfer The quantity must relate to the Unit of Measure either E or CS entered in the Unit field UNIT The Unit of Measure used to order the selected Item E or CS The default value is related to the value entered in the Case Quantity field in the Item Master File If the Case Quantity field is blank the Unit field will default to E If the Case Quantity field has a numeric value then the default will be CS The default can be toggled using F4 and the resulting Cost and Retail extensions will be recalculated CASE QTY Displays from the Item Master File Cannot be edited on this screen QTY ON HAND Displays from the Activity File Cannot be edited on this screen UNIT COST The purchase price of this Item from the selected Vendor The Last Cost value from the Item Master File will default but may be overridden if desired The cost should relate to the Unit of Measure selected in the Unit field e g should be case cost if Unit CS TOTAL COST The extended cost for this line Calculated as Qty Transferred Unit Cost Item Retail The Retail Price for this Item The c
229. ms that may be on C The REVIEW option Pressing R R and then the EXE key while on the TFI Menu displays SEARCH KEY This allows you to search for a particular PLU or even a particular cost price or quantity For example If you had a PLU of 0028967919245 you could enter 2896 and then press the EXE key The first occurrence of 2896 will appear not necessarily the one you wanted If you need to find another item you can search again The search key looks at the cost price and quantity as well as the PLU so entering 2896 as the search key would find PLU 123456 if PLU 123456 had a quantity of 2896 To list all items in the file one after another just press the EXE key don t enter any search key The PLU will display on the top line and you will be asked if you want to EDIT Y N Press Y and the PLU cost price and quantity will be brought up on the bottom line so that you can edit them After editing a PLU or an amount press the EXE key to move to the next amount When you finish editing an item the SEARCH KEY will be displayed You can enter a search key or if you just want to see the NEXT item in the file press the EXE key without entering any search key Once you reach the end of the file the following appears AT END OF FILE QUIT Y N Press Y to quit or N to go back and edit more items The SEND option If you want to send the data file to the PC turn the unit off and plug the COMM LINK Cable Connect the COMM
230. n by Department PAGE BREAK NONE ON CLASS P B N Enter P to start a new page for each Class Enter B to insert a Line Feed for each Class Enter N to prevent any separation by Class NUMBER TO RANK 100 MAX Enter the number of items that you want to rank within each Department For example if you want a Top Ten report enter the number 10 here The largest number that you can rank is 100 USE UNITS SOLD OR SOLD U Enter U to base the ranking on the number of units sold in the selected period Enter to base the ranking on the Retail sold in the selected period PERIOD TO DATE MONTH TO DATE YEAR TO DATE P M Y Enter P to analyze and print Period to Date information Enter M to analyze and print Month to Date information Enter Y to analyze and print Year to Date information REGULAR OR SUMMARY REPORT FOR ALL STORES R S Enter R to print a report for each store or a range of stores individually Enter S to print a summary report for all stores This option will create a report that shows the Top Ten for the entire chain TrackFl User Guide Reference 1 31 Inventory Control Menu March 2014 SEND TO P RINTER S CREEN OR F ILE Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file 1 14 7 OVERST
231. n printing To Output to a DOS file on your computer s hard disk select D Select P if you want to store the report for later printing Select M if the report is suitable for mailing label printing Select D if you intend to use the data on the report for later import into a database file Select W if you want to import the query data into a Word Processor for further formatting and printing After selecting one of these options you will be prompted for the DOS file name and extension to receive the data filename ext Be sure to specify the directory path to receive the file or the file will be saved to the current TrackF directory The R estart command permits you to begin the entire Query process again The E xit command will exit Query and return you to the Utilities menu 1 20 2 SINGLE amp ALL FILES REINDEX These utilities are designed to repair file indexes that have been damaged by power outages rebooting the PC during processing and other system failures The reindex utility will check the selected file for duplication or record corruption and prompt you to correct each problem it discovers If no file problems are encountered it will rebuild the indexes and return you to the Utility Menu SINGLE FILE REINDEX This program must be run at a Command Prompt and you must be sure to log all users out of TrackFl before running this program After logging out all users open a Command Prompt switch to the TrackFl direct
232. n send the SKU Trigger file to the trigger subdirectory The locations of these subdirectories are determined by your Datasym Dealer Here is an example EXPORT BAT for Comm2000 v2 change to progra 1 for v3 Begin EXPORT BAT ECHO OFF CLS COPY C A DATASYM C2WINV2 PL0001 P13 CADATASYMNSYMFINITYPLOOO1 P13 COPY C A DATASYM TRIGGER EXPORT TRIGGER SKU CADATASYMNSYMFINITYTRIGGER SKU End EXPORT BAT Note the paths in the above example will be different for different versions of Comm2000 but changing them is a simple matter of editing the batch files The only other setup issue is the contents of the TRIGGER SKU file Begin TRIGGER SKU IMPORTUPC CADATASYMNSYMFINITYPLOOO 1 P13 End TRIGGER SKU That is all there is to it Heference 11 20 TrackFl User Guide March 2014 Cash Management 11 2 DATASYM MIX AND MATCH TABLES Items are assigned to Mix and Match Tables on Screen Two of the Main Item Screen Main Menu Inventory gt Maintenance Items gt Find an Item and use F8 to go to Screen 2 The tables themselves are set up in the Mix Match Maintenance Screen Main Menu Inventory gt Maintenance Items gt Tables Mix and Match You also need to be sure that the DATASYMMIX Flag is set to Y in SYSTEM CFG SYSTEM CFG is located in the SYSTEM Folder beneath the TrackFl installed folder SYSTEM CFG is an ASCII text file and may be edited with Notepad Wordpad or any other standard text editor If
233. n t send any extra codes TrackFl User Guide Heference 13 1 Cash Management March 2014 PRNCODEN 2 18 Print to LPT2 normal print most DOS printers PRNCODEN 3 27 35 48 18 LPT3 HSD Mode normal print for Okidata 320 PRNCODEN 1 27 33 0 LPT1 normal print for Epson 19 570 Tf you know what print code you want to send but only have the code in Hexadecimal it is very easy to convert to Decimal A 10 11 C 12 D 13 E 14 and F 15 Take the first Hex digit and multiply by 16 add this to the second Hex digit This is your Decimal number Examples 1B 1 times 16 plus 11 B is 11 48 4 times 16 plus 8 72 CF 12 C is 12 times 16 plus 15 is 15 207 PRNCODEC 1 27 35 48 18 15 This allows the user to send escape sequences to the printer when Direct is selected as the print option PRNCODEC is used in reports that print in COMPRESSED print If this option is selected you will NOT get a Windows Print Dialog that will allow you to select a printer In addition PRNFONT and PRNPITCHx will be IGNORED Note that the codes are in DECIMAL and NOT Hexadecimal PRNCODEC 1 LPT1 and don t send any extra codes PRNCODEC 2 18 15 LPT2 and compress print most DOS printers PRNCODEC 3 27 35 48 18 15 LPT3 HSD Mode compress for Okidata 320 PRNCODEC 1 27 33 4 LPT1 and compress print for Epson LQ 570 PRNFONT Lucida Console This allows users to change the printer font The default is Lucida
234. n the Close PHYSICAL INVENTORY Refer to the Setup portion of the manual for instructions on Physical Inventory Procedures 2 4 YEARLY PROCEDURES TRANSACTION PROCESSING Enter all transactions for year end Print the Transaction Report to verify the accuracy of the data and Post Transactions to update the Activity file PURCHASE ORDER amp RECEIVING PROCESSING If you are using POs be sure to process all receipts of inventory for the year in Receive Purchase Orders Update Received Purchase Orders to close out received POs and update Inventory Activity Run the Purchases History Report for a detailed record of the year s inventory receipts and use it to assist in reconciling Accounts Payable INVENTORY REPORTS The Inventory Activity file stores activity data by Store Item for three time periods Period to Date PTD Month to Date MTD Year to Date YTD The Year to Date totals are used for reporting on Yearly activity There are several reports that provide Yearly information Sales Analysis Report Item Movement Report Top Sellers Report Activity Report and the Valuation Report These reports should be run after all transactions for the year have been posted through Transaction Post on the Inventory Transaction Menu Note The Yearly Close Period does NOT close the Month You must run a normal month end close prior to closing the Year to advance the month properly and to provide normal monthly reports 2 4 TrackFl User Gu
235. n what each switch is for You may edit the file using any suitable text editor SYSTEM CFG v5 20 00 You can include comments by using the semicolon character ALPHAITEM N This allows DRS users to disable all PLU Numeric Conversion for DRS programs Disabling PLU Numeric Conversion means that Alpha PLUs such as ITEMOOOL will be allowed Normally PLUS can ONLY be numbers such as 1110000111 ALPHAITEM Y Allow Alpha PLUS ALPHAITEM N DO NOT allow Alpha PLUS This causes the PO system to execute the AP accounting interface APIF Y Execute AP accounting interface APIF N Do NOT execute AP accounting interface AUTOASSIGN I This allows users to determine how PLUS are auto assigned An S means to get the Last Item Number from the Store File add one to it and use that number I means to start scanning the Item File starting with the number 1 and use the first unassigned number as the new PLU A B means to get the Last Item Number from the Store File and start scanning for an available PLU at that number For example If the AUTOASSIGN is a B and the Last Item Number in the Store File is 9999900001 the new PLU will be the first available PLU that is above the number 9999900001 NOTE This flag overrides the CHECKCODE tlag If AUTOASSIGN is not an S the CHECKCODE will be evaluated as N no matter what it is set to N or Y AUTOASSIGN S Auto assign from the Store File
236. nce 5 28 TrackFl User Guide March 2014 Multi Store Menu 5 8 MULTI STORE VALUATION REPORT The Multi Store Valuation Report provides information regarding the amount of your investment in inventory at the Department Class and Item levels Quantity On Hand is reported by item for each Store and then Total Valuation is provided in Retail Average Cost and Last Cost This report can be used to measure the productivity of your inventory investment by comparing it with the Multi Store Sales Analysis Report as well as providing additional detail beyond the summary totals included on your General Ledger Balance sheet If inventory levels are higher than budget for instance you can run this report and determine which Classes or Items are overstocked and take action to reduce stock levels for these items STORE ID RANGE Defaults to First to Last DEPARTMENT ID RANGE Enter the range of Department IDs that you want to include on the report Use ShiftF4 or Triple Dot PopUp to Pop Up a selection list CLASS RANGE Enter the range of Classes that you want to include on the report VENDOR ID RANGE Enter the range of Vendor IDs that you want to include on the report Use ShiftF4 to Pop Up a selection list or Enter to select First to Last MANUFACTURER ID RANGE Enter the range of Manufacturer IDs that you want to include on the report Use ShiftF4 to Pop Up a selection list or Enter to select First to Last DESCRIPTION Enter a
237. ndise is to be delivered to The Store ID selected above will default but may be overridden by using ShiftF4 to select a different store The store must be defined in the Store Master File in order to be selected NAME The Store Name will display from the Store Master File ADDR The Store Address will display from the Store Master File CITY The Store City will display from the Store Master File STATE The Store State will display from the Store Master File ZIP The Store Zip Code will display from the Store Master File MDSE TOTAL The calculated total of all entered Transfer lines Screen 2 FREIGHT Enter any freight charges for this Transfer MISC CHARGES Enter any miscellaneous charges for this Transfer handling COD etc TRANSFER TOTAL The calculated total that includes Transfer Total Freight Tax Misc Charges and Discount Heference 5 22 TrackFl User Guide March 2014 Multi Store Menu SCREEN 2 Screen 2 is used to enter or edit Transfer line items The Mode Add Edit defaults from Screen 1 but can be changed using F5 For instance you can add lines to an existing Transfer by toggling to ADD mode Or you can change a previously entered line by changing from ADD to EDIT mode As in other TrackFl screens existing lines can be accessed by entering the Line and using F4 or by using ShiftF4 or Triple Dot PopUp and selecting from a list When in ADD mode the Line will increment automatically by 1 as each line is
238. ndor may be added here MDSE TOTAL The calculated total of all entered Return lines Screen 2 FREIGHT Enter any freight charges for this Return MISC CHARGES Enter any miscellaneous charges for this Return handling COD etc SCREEN 2 Screen 2 is used to enter or edit Return line items The Mode Add Edit defaults from Screen 1 but can be changed using F9 For instance you can add lines to an existing Return by toggling to ADD mode Or you can change a previously entered line by changing from ADD to EDIT mode As in other TrackFl screens existing lines can be accessed by entering the Line and USING F4 or by using ShiftF4 or Triple Dot PopUp and selecting from a list When in ADD mode the Line will increment automatically by 1 as each line is saved using F9 STORE ID Displays the Store ID selected on Screen 1 STORE NAME Displays the name of the selected Store ID RETURN Displays the Return selected on Screen 1 LINE The unique number associated with each line on the Return In ADD mode will increment by one digit automatically as each line is saved using F9 In EDIT mode search for the line number you wish to change TrackFl User Guide Heference 1 41 Inventory Control Menu March 2014 ITEM Enter the number or number letter combination used to select this item 6 digit UPC E codes should be preceded by an asterisk and the code will be expanded to 10 digits automatically Search on this field o
239. new PO will be created each time the program is run so you should run Auto Create once then analyze modify the PO and post it using Print Post Purchase Orders before running it with the same range selections again This will update the Qty on Order amount in Inventory and prevent the duplication of order information STORE ID RANGE Enter the range of stores that you want to include in the Auto Create Use ShiftF4 or Triple Dot PopUp to Pop Up a selection list or Enter to select First to Last DEPARTMENT ID RANGE Enter the range of Department IDs that you want to include in the Auto Create Use ShiftF4 to Pop Up a selection list or Enter to select First to Last CLASS RANGE Enter the range of Classes that you want to include in the Auto Create Use ShiftF4 to Pop Up a selection list or Enter to select First to Last VENDOR ID RANGE Enter the range of Vendor IDs that you want to include in the Auto Create Use ShiftF4 to Pop Up a selection list or Enter to select First to Last MANUFACTURER ID RANGE Enter the range of Manufacturer IDs that you want to include in the Auto Create Use ShiftF4 to Pop Up a selection list or Enter to select First to Last DESCRIPTION Enter a Description that you want to include in the Auto Create The program will filter out any item that does not match this Description CODE Enter a Code that you want to include in the Auto Create The program will filter out any item
240. ng correctly in the morning All those records selected are exported to your point of sale system subdirectory For Datasym systems only one Price File is generated for On and Off prices PFnnnn P13 See the Datasym section of this manual for complete details STORE ID RANGE 1 1 Select the range of Stores that you wish to process QUICK BATCH ID PRESS ENTER FOR NONE ENTER at this field for NONE This field is in use in earlier versions of the software to permit the entry of immediate price change batches The requirement for immediate price changes is now handled through POS Maintenance 2 3 7 END OF DAY COMMUNICATIONS The End of Day Communications program runs a batch file named EOD BAT This batch file should contain the appropriate point of sale system commands required to transmit both the Item Maintenance PLNNNN P13 and Price Management PFNNNN P13 files to the point of sale system Additionally this batch file should contain the commands required to poll the point of sale system for sales data CONVERT POS SALES STORE ID RANGE Enter the range of stores that you want to include in processing Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last 2 3 8 PRINT POS SALES The third step of the Autopilot sequence is Print POS Sales This step takes the data that was converted in Step Two and prints it to the Printer Screen or File This report provides a detailed listing of items sold an
241. nge of stores for which you want to flag Items Heference 1 48 TrackFl User Guide March 2014 Inventory Control Menu NEW STATUS Enter a 2 to flag Items as ADD status Enter a 4 to flag Items as CHANGE status Enter a 0 to remove flags 1 22 2 MASS ITEM CHANGE Mass Item Change is used to change the contents of fields in Screens 1 and 2 of Item Maintenance for a user definable group of Items For example if all items in the Candy Bar Class are changing from 59 to 69 this program can be set up to make the change without having to edit each Item individually The point of sale Status information found on Screen 2 of Item Maintenance can also be changed in this way ZONE ID RANGE Not activated at this time STORE ID RANGE Enter the range of stores that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last DEPARTMENT ID RANGE Enter the range of Department IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last CLASS RANGE Enter the range of Classes that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last VENDOR ID RANGE Enter the range of Vendor IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last MANUFACTURER ID RANGE Enter the range o
242. ngle handed by using your thumb to press all buttons including the SCAN function keys all numbers and the ENTER key Press any key The following appears Heference 7 22 TrackFl User Guide March 2014 Hand Held Terminal Menu Count Rcv Ver Def Edit Modem Send Zero Quit The DEF option The first thing you need to do is go into the DEF option Press D The following appears Operation C RORV C Press C R or V to select your choice or press ENTER to select the currently displayed default There are currently three uses for the TrackFl Hand held program 1 Counting C 2 Receiving R 3 Verifying Prices V Next displayed is Store Number 001 Key in your Store Number and press the ENTER key Next displayed is Modem Phone 0000000000 Enter the phone number for your store and press the ENTER key The modem option is not yet implemented for the Apex Next displayed is Default Qty 0 or 120 Select 0 1 or press ENTER to keep the default You can choose to default the Quantity field to 1 or to none 0 Selecting 1 can save a lot of time if you are scanning many items that have a quantity of 1 you will be able to just press Enter to save the quantity of 1 instead of having to type it in Next displayed is Default 2 Dec YORN Y If you select N when you enter Prices and Costs an entry of 100 or 2500 will really mean 100 or 2500 If you select Y 100 and 2500 will be 1 00 an
243. nit may be changed by using F4 the unit field The Item Retail may also be changed 0 Use F9 to save work upon completion TO ADD RECEIVINGS 1 2 3 4 5 6 7 8 9 1 Go to the Enter Transaction Screen Use F5 to switch to Add mode Enter Store Information Enter Item Information At the Transaction Prompt type R Enter the Transaction Date Enter the quantity received The unit may be changed by using F4 in the Unit field The cost item retail and gross margin may also be changed 0 Use F9 to save work upon completion TO ADD A SALE APUN Go to the Enter Transaction Screen Use F5 to switch to Add mode Enter Store Information Enter Item Information Reference 1 14 TrackFl User Guide March 2014 Inventory Control Menu At the Transaction Prompt type S Enter the Transaction Date Enter the quantity sold The unit may be changed by using F4 in the Unit field The Item Retail may also be changed 0 Use F9 to save work upon completion 0 TO ADD A TRANSFER IN 1 Go to the Enter Transaction Screen 2 Use F5 to switch to Add mode 3 Enter Store Information 4 Enter Item Information 5 At the Transaction Prompt type I 6 Enter the Transaction Date 7 Enter the quantity transferred in 8 The unit may be changed by using F4 in the Unit field 9 The cost item retail and gross margin may also be changed 10 Use F9 to s
244. nsactions Process Purchase Orders 1 Enter New POs and change existing POs 2 Print and Post Purchase Orders that are ready for transmission to Vendors 3 Print a Receiver Document for newly Posted POs 4 Enter received merchandise by exception in Receive Purchase Orders 5 Update Received Purchase Orders Price Management Processing 1 Create price change batches either automatically or manually 2 Print paper copies of price change batches for future reference 3 Export price change batches to activate new prices by date 4 Transmit the price change batches to the point of sale terminal s Process POS Sales 1 Run nightly closing procedures on the point of sale system 2 Make sure that you do not Z the PLU Range Report 3 Run the POS Sales Autopilot a Import POS Sales b Convert POS Sales c Print POS Sales Update POS Sales Process POS Maintenance 1 Complete Item Maintenance in the Item Maintenance Screen 2 Run the POS Maintenance Autopilot a Create POS Maintenance File b Print POS Maintenance File c Delete Edit POS Maintenance File d Export POS Maintenance File e Transmit POS Maintenance File 2 6 TrackFl User Guide TrackFl Procedures March 2014 2 6 WEEKLY PROCEDURES CHECKLIST Process Transactions for the Week 1 Process POS Sales 2 Process Inventory Transactions a Enter Edit Inventory Transactions c Print Transaction Report d Post Transactions Process Purchase Orders Run the Inventor
245. nt only those items in Store 1 included in the Price Change Batch enter 1 to 1 Use ShiftF4 to pop up list of possible Stores DEPARTMENT RANGE Enter the Range of Departments that are to be included in the Price Change Batch For example if you want only those items in Department 1 included in the Price Change Batch enter 1 to 1 Use ShiftF4 to pop up a list of possible Departments TrackFl User Guide Reference 3 11 Price Management Menu March 2014 CLASS RANGE Enter the Range of Classes that are to be included in the Price Change Batch For example if you want only those items which are 12 OZ Soft Drinks in cans and that Class Code is SD12 enter SD12 to SD12 Use ShiftF4 to pop up a list of possible Classes VENDOR RANGE Enter the Range of Vendors that are to be included in the Price Change Batch For example if you want only the items from your Coca Cola Distributor whose Vendor Code is XYZ enter XYZ to XYZ Use ShiftF4 to pop up a list of possible Vendors MANUFACTURER RANGE Enter the Range of Manufacturers that are to be included in the Price Change Batch For example if you want only those items manufactured by Coca Cola whose Manufacturer Code is COKE enter COKE to COKE Use ShiftF4 to pop up a list of possible Manufacturers PRICE POINT RANGE Enter the Price Point Range that is to be included in the Price Change Batch For example if you want only those items that are priced between 1 00 and 2 00 enter 1
246. nt to include on the report Use the ShiftF4 key to Pop Up a selection list CLASS RANGE Enter the range of Classes that you want to include on the report VENDOR ID RANGE Enter the range of Vendor IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last MANUFACTURER ID RANGE Enter the range of Manufacturer IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last DESCRIPTION Enter a Description that you want to include on the report The report will filter out any item that does not match this Description CODE Enter a Code that you want to include on the report The report will filter out any item that does not match this Code ITEM Z LEVEL RANGE Enter the range of Item Levels that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last VENDOR ITEM RANGE Enter the range of Vendor Item s that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last PAGE BREAK NONE ON DEPARTMENT P B N Enter P to start a new page for each Department Enter B to insert a Line Feed for each Department Enter N to prevent any separation by Department TrackFl User Guide Reference 1 37 Inventory Control Menu March 2014
247. nter prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file 7 4 3 EDIT PRICE VERIFICATION DATA This screen provides you the ability to edit the records in the Price Verification work file Once you have selected the correct store use the DownArrow key to move the cursor to the ShOK field on the first line You can then flag any item to indicate whether the Shelf Price is OK or the Item file Retail Price is OK by toggling the ShOK flag using F4 You can delete the record entirely using SF7 if you do not want the record to affect the system in any way You can search for an item by moving the cursor to the PLU field and using either F4 or ShiftF4 Pop Up You can also edit the Shelf Price field if neither the Shelf Price nor the File Price are correct Once all editing is complete use F9 to save your work Additional pages of data can be accessed using Page Down and Page Up STORE Enter the Store ID that you want to edit records for and use F4 or use ShiftF4 Pop Up to search valid Store IDs SHOK The Shelf OK status flag Each record on the screen will have an X in this position indicating the default status as Shelf Price correct If the Shelf Price is correct leave the X in this position If the System Price is correct use F4 to toggle to a blank in this field If neither price is correct leave the X in this position and move the cursor to the Shelf Price fi
248. o change the printing of Our Price on labels to some other text LBLOURPRICE Our Price Print Our Price on labels LBLOURPRICE YOU Pay Use You Pay instead of Our Price LBLOURPRICE Retai Use Retail instead of Our Price This allows the user to add the vendor number to sticker label types LBLVENDOR Y Prints vendor number LBLVENDOR N Does not print the vendor number This causes the EOD Autopilot to run three Markdown Reports Multi Pack Sales Markdown Mix Match Markdown and Ad Markdown MKDWNRPTS Y will run the three reports from the EOD Autopilot MKDWNRPTSEN will NOT run three reports This allows you to tell the Multistore Allocation Program to automatically allocate the quantity passed from the PO Maintenance Program It also allows you to tell the Multistore Allocation Program if it should include or exclude Stores whose Store ID begins with 0 ie warehouses MSAAUTO Y will auto allocate the qty but EXCLUDE any Store 05 MSAAUTO N will NOT auto allocate the quantity MSAAUTO 0 will auto allocate the qty AND INCLUDE any Store 05 This allows users to setup a warning message that will appear before login on the password screen The first number after the sign is the maximum records allowed ex 5000 for some cash registers The second number is when you want the warning to start popping up ex 4900 The third number is the color that you want the warning to display
249. ock Turns calculation is provided dividing sales for the period selected by the current Qty on Hand The purpose of this report is to enable you to see which items in each Department Class are contributing acceptably to the performance of the group and which items are not pulling their weight The latter can be marked down and moved out to free additional shelf space for those items that are selling up to par STORE ID RANGE Enter the range of stores that you want to include on the report Use the ShiftF4 key to Pop Up a selection list DEPARTMENT ID RANGE Enter the range of Department IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list CLASS RANGE Enter the range of Classes that you want to include on the report VENDOR ID RANGE Enter the range of Vendor IDs that you want to include on the report Use the ShiftF4 key to Pop Up selection list or press Enter to select First to Last Reference 1 24 TrackFl User Guide March 2014 Inventory Control Menu MANUFACTURER ID RANGE Enter the range of Manufacturer IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last DESCRIPTION Enter a Description that you want to include on the report The report will filter out any item that does not match this Description CODE Enter a Code that you want to include on the report The report will filter out
250. on a USB Flash Drive If autorun does not automatically start the installation process use Windows to navigate to the correct drive and double click on SETUP EXE Setup will run an HTML based setup screen If for any reason the HTML setup screen will not start on your computer you can easily browse the install drive to find the TRACK TRACKDEMO or SENTINEL folders To install a Track Demo simply navigate to the TRACKDEMO folder and double click on the TRACKDEMO EXE file If you are installing a live system that came on a USB Flash Drive navigate to the TRACK folder and double click on the TRACK EXE file If your live system requires Sentinel parallel port keys navigate to the SENTINEL folder and double click on the SENTINEL EXE file For the vast majority of users the SETUP EXE file will bring up the following screen iReadHtml Track Install Sentinel Support Install Track Track Manual These instructions assume that you are installing Track TrackDemo and Sentinel also have install screens that are much like the Track install screens They are all basically Click the Next button installs TrackFl User Guide 1 3 March 2014 Installation and setup Clicking on Install Track will bring up the following screen E ReadHtml Track Install Sentinel Support Install Track Track Manual Install Software Click the links below to install Track v5 00 If you are installing a DEMO you do not need to install SENTINEL or Track Only
251. on the POS Sales Report described above If this is the case with you you should enter N at this prompt Only the first phase of the update will run You may then switch to the Inventory Transaction Menu and print a Transaction Report for type Sal transactions After printing and reviewing the report you must then run the Transaction Post for type Sal transactions to update the Activity file Some TrackFl users on the other hand find that the information provided on the POS Sales report is sufficient as a record of daily item sales If this is the case with you enter Y here The system will run both phases of the update automatically and you will not have to complete a second step Reference 3 10 TrackFl User Guide March 2014 Price Management Menu 3 PRICE MANAGEMENT MENU 3 1 SPECIAL PRICE MAINTENANCE The Special Price Maintenance Module of TrackFl allows you to create Price Maintenance batches for transmission to your cash register Through the Special Price Maintenance Module you can manage promotions and price changes weeks or months in advance and when the time comes for the price of the item to change it will happen automatically Auto Price Change Batches are made up of items selected by TrackFl automatically based on group criteria that you specify This feature is ideal for mass price changes on items from a common manufacturer or vendor eg cigarettes soft drinks etc Manual Price Change Batches are created by
252. ontrol Menu March 2014 PERIOD TO DATE MONTH TO DATE YEAR TO DATE P M Y Enter P to analyze and print Period to Date information Enter M to analyze and print Month to Date information Enter Y to analyze and print Year to Date information SEND TO P RINTER S CREEN OR F ILE Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file UPDATE RETURNS Y N Enter Y if you want to automatically build the Vendor Returns work file for the items selected on this report This typically would be done only if you have specified a particular Vendor in your Vendor ID range selections Enter N if you want to print the report without updating Vendor Returns 1 14 6 TOP SELLERS REPORT The Top Sellers Report will rank your best selling items according to either Units or Retail sold You define the number of items to select and the system will choose and rank within each Department that number of top performers Use this report to make sure that you never run out of these STORE ID RANGE Enter the range of stores that you want to include on the report Use the ShiftF4 key to Pop Up a selection list DEPARTMENT ID RANGE Enter the range of Department IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list
253. ontrol Menu March 2014 USE AVERAGE OR MFG COST A M Enter A to use Average Cost in the calculation of Cost of Goods Sold Enter M to use Manufactured Cost from the Extended Cost Price file in the calculation of Cost of Goods Sold SEND TO P RINTER S CREEN OR F ILE Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file 1 14 4 VALUATION REPORT The Valuation Report provides information regarding the amount of your investment in inventory at the Department Class and Item levels Valuation is provided in Retail Last Cost Average Cost and Manufactured Cost You can elect to display summary totals by Department or detailed by Item Additionally you have the option to include or exclude those items that have zero Quantity on Hand This report can be used to measure the productivity of your inventory investment by comparing it with the Sales Analysis Report as well as providing additional detail beyond the summary totals included on your General Ledger Balance sheet If inventory levels are higher than budget for instance you can run this report and determine which Classes or Items are overstocked and take action to reduce stock levels for these items STORE ID RANGE Enter the range of stores that you want to incl
254. ore Menu March 2014 INVOICE TOTAL The calculated total that includes PO Total Freight Tax Misc Charges and Discount MSG The Message field Touch the F4 key to display three lines of entry to print at the bottom of the PO This may be used for special preparation packing or shipping instructions to the vendor Reference 5 4 TrackFl User Guide March 2014 Multi Store Menu SCREEN 2 Screen 2 is used to enter or edit PO line items The Mode Add Edit defaults from Screen 1 but can be changed using F5 For instance you can add lines to an existing PO by toggling to ADD mode Or you can change a previously entered line by changing from ADD to EDIT mode As in other TrackFl screens existing lines can be accessed by entering the Line and using F4 or by using ShiftF4 or Triple Dot PopUp or using Triple Dot PopUps and selecting from a list When in ADD mode the Line will increment automatically by 1 as each line is saved using F9 STORE ID Displays the Store ID selected on Screen 1 STORE NAME Displays the name of the selected Store ID PO Displays the PO selected on Screen 1 INVOICE Not used in Enter Edit POs STATUS Displayed by the system Will be set to NEW in this screen LINE The unique number associated with each line on the PO In ADD mode will increment by one digit automatically as each line is saved using F9 In EDIT mode search for the line number you wish to change ITEM Enter th
255. ort Use ShiftF4 to Pop Up a selection list or Enter to select First to Last VENDOR ITEM RANGE Enter the range of Vendor Item s that you want to include on the report Use ShiftF4 to Pop Up a selection list or Enter to select First to Last PRICE POINT RANGE Enter the range of Retail Price points that you want to include on the report PAGE BREAK NONE ON DEPARTMENT P B N Enter P to start a new page for each Department Enter B to insert a Line Feed for each Department Enter N to prevent any separation by Department PAGE BREAK NONE ON CLASS P B N Enter P to start a new page for each Class Enter B to insert a Line Feed for each Class Enter N to prevent any separation by Class PERIOD TO DATE MONTH TO DATE YEAR TO DATE P M Y Enter P to analyze and print Period to Date information Enter M to analyze and print Month to Date information Enter Y to analyze and print Year to Date information USE AVERAGE OR MFG COST A M Enter A to use Average Cost in the calculation of Cost of Goods Sold Enter M to use Manufactured Cost from the Extended Cost Price file in the calculation of Cost of Goods Sold SEND TO P RINTER S CREEN OR F ILE Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file Refere
256. ory Then type in PFLT TRKINDEX The is the number of the data file that you wish to re index The Main Item File is file number one so to re index the Main Item File you would type in PFLT TRKINDEX 1 TrackFl User Guide Reference 1 47 Inventory Control Menu March 2014 The program will display a warning message and give you two opportunities to abort the program Pressing Enter twice will begin the re index If an error is encountered information is written to a BAD file for later cleanup A log is also created You can open TRKINDEX LOG with any text editor to check the status of the re index Errors encountered and successful re indexing are both recorded in the log file If an error was detected contact your dealer or TrackFl support for assistance in correcting the problem ALL FILES REINDEX This program must be run at a Command Prompt and you must be sure to log all users out of TrackFl before running this program After logging out all users open a Command Prompt and switch to the TrackFl directory Then type in PFLT TRKINDEX ALL The program will display a warning message and give you two opportunities to abort the program Pressing Enter twice will begin the re index If an error is encountered information is written to a BAD file for later cleanup log is also created You can open TRKINDEX LOG with any text editor to check the status of the re index Errors encountered and successful re indexing
257. ost should relate to the Unit of Measure selected in the Unit field e g should be case cost if Unit CS TOTAL COST The extended cost for this line Calculated as Qty Ordered x Unit Cost ITEM RETAIL The Retail Price for this Item The current Retail Price from the Item Master File will default but may be overridden if desired When received this value will update the Item Master File and become the new Retail Price at the point of sale system GM The Gross Margin for this Item Calculated as Retail Price Unit Cost Retail Price TOTAL RETAIL The extended retail for this line Calculated as Qty Ordered Retail TrackFl User Guide Reference 5 15 Multi Store Menu March 2014 PO TOTAL The calculated total of all entered PO lines This total is updated after each line is saved using F9 SCREEN 3 The purpose for Screen 3 is to provide a display of previously entered PO lines This is a useful way to review the work you have done on a large order without having to print the entire order or page through the order one line at a time on Screen 2 The only field that is active on the screen is the Line field which can be used in conjunction with F4 or ShiftF4 to search for the line number that you wish to start the display 4 5 UPDATE RECEIVED PURCHASE ORDERS The purpose for the Update Received Purchase Orders program is to update all relevant TrackFl files with data from a received PO and then to delete th
258. ou can run a program called MENUDEF to get rid of the extra options and install TFI as a top menu option 2 Run the DEF option to select the location for your datafile and to select the Decimal Operation and Default Qty options You only have to do this once unless you press ON CLEAR to go back to the top menu use the OFF option on the TFI Menu to avoid having to reselect the device PAK 3 Plug in the COMM LINK cable or Bar Code Reader while the power is OFF and BEFORE you run the SEND for COMM LINK or the COUNT RCV or VER for Bar Code Reader options 7 6 APEX II TERMINAL SETUP Your Apex II contains the TrackFl Apex Hand Held programs v14 If you remove the battery from your Apex you should not lose any data as long as new batteries are inserted within a short period of time We have not left batteries out of the unit long enough to experience loss of data so we can not say how long you have Always turn the unit off before replacing batteries To turn the Apex unit on do not just press the red button Hold the red button down until the unit powers up When you first turn on the Apex you get the following FlexibleHHT v14 Copyr c 97 2009 Robert M Moore 757 340 3531 Press ENTER to get F1 F2 Y ShiftF4 N F4 Q This is telling you that the top four function keys can be pressed instead of pressing Y or Q By sliding your fingers into the strap on the back of the unit you can actually operate the unit si
259. ou in the application of these steps to your particular circumstances 2 1 DAILY PROCEDURES ITEM MAINTENANCE You will make frequent changes to the TrackFI Item file to Add Change or Delete Item information Use the Item Maintenance Screen found in Inventory Maintenance to make these changes as needed As you make each change the system will flag the Item for transmission to the point of sale system These changes can be sent to the point of sale system as often during the day as you wish You should make habit of sending them at least once at the end of each day to ensure that the PLU file in the point of sale System mirrors the Item database in TrackFl Note f you see NOT FOUND Items on the POS Sales Report after the POS Sales Autopilot has been run you will need to find those items in the Main Item File Then edit the Description and Department fields and save the record NOT FOUND occurs because items were in the point of sale system but NOT in TrackFl Instead of ignoring these items or generating an error TrackFl will import those sales items and allow you to edit them to create them in TrackFl INVENTORY TRANSACTION PROCESSING Inventory Transactions In order for TrackFl to provide up to date information on the status of your Inventory and Sales activity transactions impacting inventory must be entered on a daily basis into the Inventory Transaction Screen on the Inventory Transaction Menu Inventory Receipts should be
260. ouse or press the keys on your keyboard F1 Help Displays help screens This can be used on any screen or field to provide instructions useful for that situation Tab or Enter GoForward Moves the cursor forward or down the screen one field at a time ShiftTab Goback Moves the cursor back up the screen one field at a time in the order in which the Enter key moved down the screen F4 Find Find a record Used in any field that has a Triple Dot Pop Up button to find the first record matching the data entered in the field If the field is blank it will find the first record in the index for this field For example using F4 in the Description field on the Item Maintenance screen will find the first Item with a description beginning with A If there are no A s it will search for B s etc until a record is found If you enter data into the field and use F4 it will display the first record that matches your entry or a close match if an identical one is impossible ShiftF4 Pop Up This key sequence is allowed in any Triple Dot Pop Up field Pop Ups permit you to select the record you want from a list Enter as much as you know about the record and the ShiftF4 will limit its search to records that match your entry If the record that you need is not found in the Triple Dot Pop Up Screen because it has not been defined in the system yet use ShiftF4 a second time to add the record on the fly see discussion on Triple Dot
261. placed into as many of these buckets as dictated by the bucket s symbol For example the first GROSS in the Weekly report has an amount of 7660 02 This amount gets printed on the report and also gets dumped into buckets 1 and 3 because of the signs It does not go into bucket 2 because its symbol is which means this Code s amount has no effect on that total bucket Bucket 3 is reserved for calculating the total used in the Last Year comparison and should therefore match the settings of whichever bucket is used to produce current year totals In this report sample the first and third buckets are identical for that reason Total Records These records are prefixed by a T You can have many of them You can edit the description up to 25 characters Total records can display the totals that have accumulated in either bucket 1 or 2 The totals from the third bucket are automatically displayed on the line labeled LAST YR and are not available for display by other Totals records Processing terminates on the first total line with 1 or 2 position 27 All other total lines will have 0 or P in positions 27 and or 28 Using the sample report from the Weekly Report section let us go through the Weekly Cfg file to see how it works as a model e Beginning at the top is the Header Record It prints WEEKLY DETAIL as the report title If you changed the header line in WEEKLY CFG to HDaily Totals instead of HWEEKLY DETAIL the report would
262. ple Dot PopUp and selecting from a list When in ADD mode the Line will increment automatically by 1 as each line is saved using F9 STORE ID Displays the Store ID selected on Screen 1 STORE NAME Displays the name of the selected Store ID PO Displays the PO selected on Screen 1 INVOICE Not used in Enter Edit POs STATUS Displayed by the system Will be set to OPEN in this screen LINE The unique number associated with each line on the PO In EDIT mode search for the line number you wish to receive Once the Line is selected the cursor will move to the Qty Received field for entry of the received amount In ADD mode the Line field will increment by one digit automatically as each line is saved using F9 ITEM Enter the number or number letter combination used to select this item 6 digit UPC E codes should be preceded by an asterisk and the code will be expanded to 10 digits automatically Search on this field or it will display from the Item File if the Item is selected using another method If the Item that you wish to receive is not set up in the Item File then you can access the Item Master File screen by using ShiftF4 or Triple Dot PopUp twice Once in the Item Master File screen add the item and save it using the normal method Then ESC to display the Pop Up search screen Use F4 to display the new item then select it using the ENTER key You will then return to PO Screen 2 TrackFl User G
263. port but do not affect the totals in any way e The TLAST YR total record prints the total from Bucket 3 last year The 1 in position 27 of the line indicates that the compare to totals are to be taken from Bucket 1 for this year If there was a 2 here and we were using Bucket 2 for the compare the comparison would be done on those totals instead TrackFl User Guide Reference 11 9 Cash Management March 2014 e The semi colons to the right indicate that comments follow They have no impact on anything they are just there for notes to help explain the lines in the file Sample WEEKLY CFG file HWEEKLY DETAIL Header 15 Description DGROSS Gross No Tax add to total 1 and total 3 DEDISC Emp Discount DIDISC Item Discount DIDLRDISC Item Dlr Dis DTDISC Trans Discount DTDLRDIS Trans Dlr Dis DALT Prc Override DALT Override DTAX Sales Tax icr add to totals 1 2 and 3 DTAX Sales Tax TNET SALES 0 0 print and zero total 2 TNET TOTAL P P print and do NOT zero total 1 DPAIDOUT Paid Outs wee no effect not or DGCISSUED GC Issued T DVISA Visa add to total 2 DMC Master Card UE DAMEX AMEX DDISCO Discover 0 0 print and zero total 2 DGCREDEEM GC Redeemed wee j no effect not or DCASH Cash add to total 2 DCHECK Checks DTRAVCHECK Travelers Chck SE TBANK DEPOSIT 0
264. printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file 1 14 9 CLOSE PERIOD PROGRAM All Inventory activity Sales Receipts Adjustments etc is tracked in three major system files The first is the Activity File which has Period to Date Month to Date and Year to Date buckets for each transaction type The second is the file used in the Activity Report the Beginning Period Quantity File The third is the Monthly Sales History file which stores sales in units and for the most recent 13 months Each of these files must be maintained using the Close Period Program The buckets in the Activity file must be reset to zero at the end of each Period Month and Year This program allows you to select the period that you want to reset PTD MTD YTD and then proceeds to reset the counters in the selected period to zero for all items Only the period selected is reset the program is not cumulative it does not reset Period automatically when you select Month for example The Beginning Period Quantity File stores the Quantity on Hand as of the beginning of each Period Month and Year This quantity is reset to the current Qty on Hand during the running of the Close Period Program The Monthly Sales History file has 13 rolling buckets with the current month s sales stored in the top bucket When the MTD close is run the current bucket is moved down one position on the stack the 13th
265. product of polling Terminal Reports from ECRs at the Store Here is the Big Picture Cash Management CM data is initially collected during the End Of Day procedure The data collected during polling is converted into transaction sets A transaction set is one store s terminal data for one day of business assuming polling happens daily The transaction set balances in much the same way a Terminal report balances This transaction set may be edited by you in order to accurately reflect actual revenue totals as per the daily deposit at the store There is a line for you to enter Deposit Over or Short information to account for any imbalance created by you when editing revenue totals The transaction set must balance before it can be posted to History The CM History file is the file from which the Weekly reporting is done Weekly reporting allows you to see seven individual days worth of Sales and Revenue data including Deposit Over Short totals and a comparison of each day s sales totals with the same day last year or to any other day The elements of a transaction set are somewhat soft or flexible These elements are records in the CM Types Database file Please refer to the section on Types Maintenance for a more complete explanation The Weekly Report is likewise flexible in nature The format for the report is defined by ASCII text files in the SYSTEM subdirectory The default name is WEEKLY CFG but you can create an almost unlimited number o
266. provided that the costs entered during receiving are accurate If however an item costing 50 is received accidentally at 5 00 the Average Cost for that item will be skewed dramatically The impact is that all Gross Margin calculations in the system will be inaccurate as well Since this field cannot be accessed or changed on the screen a utility is required to set the item to an accurate cost The Last Cost field is used for this purpose ZONE ID RANGE Reference 1 50 TrackFl User Guide March 2014 Inventory Control Menu Not activated at this time STORE ID RANGE Enter the range of stores that you want to include in processing Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last DEPARTMENT ID RANGE Enter the range of Department IDs that you want to include in processing Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last CLASS RANGE Enter the range of Classes that you want to include in processing Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last VENDOR ID RANGE Enter the range of Vendor IDs that you want to include in processing Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last MANUFACTURER ID RANGE Enter the range of Manufacturer IDs that you want to include in processing Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last PRICE POINT RANGE Ent
267. puter You should select the port that your Barcode Printer is attached to Reference 7 10 TrackFl User Guide March 2014 Hand Held Terminal Menu 6 6 4 RECEIVING LABELS Use this option to print the labels generated by the Transaction Post program on the Inventory Transaction Menu Records are created as a by product of posting all Type R Receiving transactions to the Activity file If you are using a third party label printing package the Receiving labels will begin printing immediately upon selecting this option from the menu If not then the following prompts will appear on the Screen LABEL TYPE T S B T ags S tickers or B utterfly Select the label type or stock that you want to print Make sure that this stock is loaded in the printer INCLUDE COMPARE AT PRICE Y N Select Y to include the Compare At price on the labels Select N to suppress printing of the Compare At price on the labels USE PRINTER PORT 1 2 3 Select 1 2 or 3 for LPT1 LPT2 or LPT3 These are the printer port options on your computer You should select the port that your Barcode Printer is attached to 6 6 5 PRICE SYSTEM LABELS Use this option to print the labels generated by the Price Management File Labels program on the Label System Menu If you are using a third party label printing package the Price System labels will begin printing immediately upon selecting this option from the menu If not then the following prompts will
268. quences in your point of sale system you must edit the PRICE BAT file found in the TrackF directory to run them PRICE BAT is executed when you select the Transmit Price Change Batches option on the Price Maintenance Menu 1 24 TrackFl User Guide Installation and setup March 2014 1 8 MULTI STORE SETUP The following instructions will guide you through the steps necessary to successfully set up and configure the Multi Store system These instructions assume that the Inventory Control system has already been installed and configured according to the instructions found in the Inventory Operation Manual STEP ONE STORE MAINTENANCE REQUIRED Add the store s that you want to track to the Store File using Inventory Maintenance Stores Make sure that the POS Store Number found at the bottom of the screen matches the Store ID that you define in your point of sale system Refer to the Inventory Control section for detailed instructions on Store Maintenance STEP TWO DEFINE NEW STORES IN YOUR POS SYSTEM REQUIRED Add the stores defined in TrackFl in the previous step to your point of sale system Then modify your existing scripts or add new ones to include the new stores in your daily polling routine Refer to your point of sale system User Manual for detailed instructions regarding new store setup and script modification STEP THREE TRANSFER ITEMS TO NEW STORE REQUIRED If you have an existing store whose Department and Item records close
269. r LPT1 LPT2 or LPT3 These are the printer port options on your computer You should select the port that your Barcode Printer is attached to 6 6 7 HHT SHELF PRICE AUDIT LABELS This label format is not currently supported for use with the Barcode Blazer Blaster Advantage printers If you are using a third party label printing package you can print labels using the data found in SHLFLBLS LBL Heference 7 12 TrackFl User Guide March 2014 Hand Held Terminal Menu 7 HAND HELD TERMINAL MENU 7 1 HAND HELD TERMINAL INTERFACE The Hand Held Terminal Interface Module provides the connection between TrackFl Hand Held Data Collection terminals HHT These terminals can be used for remote batch entry of Receiving Physical Inventory and Shelf Price Audit data The components required to use this module are a HHT that runs the TrackFl HHT application program communications software and cabling provided by the HHT manufacturer to enable it to connect to the serial port of the TrackFl PC and the TrackFl HHT Interface module The HHT Interface module is accessed from the Inventory Menu Included in this section is a detailed presentation of the data entry screens included in the HHT Interface module along with instructions on the operation of the HHT application program 7 2 RECEIVE DATA IMPORT Receive Data Import runs the HHT communications software to collect Inventory Receiving transactions from the HHT and creates type
270. r it will display from the Item File if the Item is selected using another method If the Item that you wish to return is not set up in the Item File then you can access the Item Master File screen by touching the ShiftF4 key twice Once in the Item Master File screen add the item and save it using the normal method Then ESC to display the ShiftF4 search screen Use the F4 key to display the new item then select it using the Enter key You will then return to Return Screen 2 LEVEL The level of the Item you wish to select VENDOR ITEM The number that the vendor or distributor assigns to this Item Search on this field or it will display from the Item File if the Item is selected using another method DESC The Description field contains the name assigned to this Item Search on this field or it will display from the Item File if the Item is selected CODE The Code field is used to further describe or classify this Item Search on this field or it will display from the Item File if the Item is selected using another method QTY RETURNED Enter the quantity of the selected Item that you wish to return The quantity must relate to the Unit of Measure either EA or CS entered in the Unit field UNIT The Unit of Measure used to return the selected Item EA or CS The default value is related to the value entered in the Case Quantity field in the Item Master File If the Case Quantity field is blank the Unit field will def
271. r item is Received or Transferred In TRANSCOSTLVL N Level 1 amp 2 items are different items TRANSCOSTLVL Y Update BOTH Level 1 and Level 2 Costs from EITHER item during Receiving or Transfers In TRANSPURGE 400 This is the number of days to keep while purging in the CLOSE PERIOD Program blank means DON T purge at all The maximum number of days is 999 You may use blank or any number from 1 to 999 TRANSPURGE 90 will purge records older then 90 days TRANSPURGE 45 will purge records older then 45 days TRANSPURGE means DON T PURGE ANY and will eventually create an error at about 16 000 000 records TRANSRPTEOD N This causes the EOD Autopilot to run the Transaction Report TRANSRPTEOD Y will run the report from the EOD Autopilot TRANSRPTEOD N will NOT run the report TRANSUNITEA N This causes the Enter Transaction Screen to disallow units of cases CS and force units of eaches EA TRANSUNITEA Y Only allow units of EA TRANSUNITEA N Allow both CS and EA units TRANSCOSTMSK N This causes the Enter Transaction Screen to hide the cost total cost and GM for all items Editing of cost or GM will also be disallowed TRANSCOSTMSK Y Don t allow display or editing of cost data TRANSCOSTMSK N Allow display and editing of cost data TRIMAXDP D This allows TRIMAX users to tell the Convert POS Sales Program to use the PLU ASCII File Format or to use the Data Capture ASCII File Format TRIMAXD
272. r the range of Item Levels that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last VENDOR ITEM RANGE Enter the range of Vendor Item s that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last PRICE POINT RANGE Enter the range of Retail Price points that you want to include on the report PAGE BREAK NONE ON DEPARTMENT P B N Enter P to start a new page for each Department Enter B to insert a Line Feed for each Department Enter N to prevent any separation by Department Reference 1 34 TrackFl User Guide March 2014 Inventory Control Menu PAGE BREAK NONE ON CLASS P B N Enter P to start a new page for each Class Enter B to insert a Line Feed for each Class Enter N to prevent any separation by Class DETAIL DEPT SUMMARY D S Enter D to print detailed Item information within each Department Class Enter S to print Department Class summary totals only PERIOD TO DATE MONTH TO DATE YEAR TO DATE P M Y Enter P to analyze and print Period to Date information Enter M to analyze and print Month to Date information Enter Y to analyze and print Year to Date information SEND TO P RINTER S CREEN OR F ILE Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a
273. r which you want items included in the deletion batch For example if you want only items that have not sold in the last month enter 0 to 0 in these fields QTY SOLD YTD RANGE Enter the range of Qty Sold YTD values for which you want items included in the deletion batch For example if you want only items that have not sold in the last year enter 0 to 0 in these fields QTY ON HAND RANGE Enter the range of Qty on Hand values for which you want items included in the deletion batch 1 22 5 MASS ITEM DELETE PRINT SELECTED ITEMS This program prints a listing of the items selected for deletion You should review this list carefully and note on it any items that you do not want to remove from the system This notation will then be used in the Edit Selected Items step which follows STORE ID RANGE Enter the range of Store IDs that you want included on the report TrackFl User Guide Reference 1 53 Inventory Control Menu March 2014 SEND TO P RINTER S CREEN OR F ILE Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file 1 22 6 MASS ITEM DELETE EDIT SELECTED ITEMS In the previous step Print Selected Items you had a chance to review the items that TrackFl selected for deletion In this step you can call the select
274. rackFl software that you have licensed must be registered before it is activated for full time use Call TrackFl Support if you have any difficulty entering your registration data and we will take you through the registration process which involves entering your company information into the fields below We enter the same information into our Customer Support System and generate an activation code that unlocks your software for full time use Our purpose for requiring registration is to make sure that we know the locations and modules in use for all TrackFl installations This will enable us to contact you regarding software upgrades new support programs and other related information when the time comes Note Call TrackFl Support if you have any difficulty entering the information below Most registration problems involve typing the wrong CASE in the Name Adaress etc Even a single space out of place will cause registration to fail Your dealer should have provided you with registration paperwork that has all of the following information on it Just be sure to type it in exactly as it is shown on the paperwork NAME Enter your Company Name Reference 1 58 TrackFl User Guide March 2014 Inventory Control Menu ADDR Enter up to two lines of street address information CITY Enter your city STATE Enter the two character initials of your state ZIP Enter your zip code PHONE Enter your voice telephone number SITE MAX USER VE
275. reate for this function see chart above This file will be found in the Track directory FIELDS DECIMAL PLACES TO SEND 1 10 Enter the field numbers that you wish to include in the output file These field numbers are found on the Label File Definition Sheets that are included in the following pages A maximum of 10 fields may be selected for each function If a numeric field is selected include the number of decimal places that you wish to print on the label FIELD DELIMITER Enter the character you would like to use to separate the fields in the ASCII output file The allowed characters are 0 for Constant Fixed Length Records L for Line Delimited Format or enter the desired field delimiter character 0 will create a constant fixed length record with no field separator L will insert a CR LF Carriage Return Line Feed at the end of each field this is the format required for Worthington Data s LabelRight software The most common field delimiter is the comma but other characters may be used If the last option is selected the system will insert a CR LF at the end of each record Heference 7 2 TrackFl User Guide March 2014 Hand Held Terminal Menu 6 2 LABEL FILE DEFINITIONS FUNCTION HHTMAINT SHELF PRICE AUDIT LABELS FIELD NUMBER FIELD LEN FIELD DESCRIPTION STORE PLU LEVEL SHELF PRICE FILE PRICE DESCRIPTION MARKED CHANGED 6 1 2 6 6 2 1 4 FUNCTION INVITEMS
276. received you can choose the Partial Receipt option These options are explained in detail below You can also receive merchandise that was not ordered If the non ordered mdse arrives with a shipment for which you have a PO in the system you can simply add another line in Screen 2 and include it with the ordered items If you receive goods for which no order was entered at all you can use ADD mode on Screen 1 and the system will generate a special type R PO to flag the shipment as non ordered In either case when the Update Received POs program is run these items will post to the Activity File as if they had been ordered normally TrackFl User Guide Heference 5 9 Multi Store Menu March 2014 SCREEN 1 FULL OR PARTIAL RECEIPT Full Receipt is the default and assumes that most of the merchandise ordered has been received Thus all items are flagged received as ordered unless you indicate otherwise on Screen 2 You only need to adjust the Qty Received for these exceptions If there are no exceptions then after hitting the ENTER key here just use ShiftF4 to find the PO you want to receive F9 to save the PO and proceed to the Update Received Purchase Orders menu option Partial Receipt is used when you have received only a portion of the items ordered on this PO If P is selected then no line items are flagged as received and you must receive each line individually on Screen 2 in order for it to be posted in Update Received Purchase
277. red DATE LAST REC The last date that the item was received into inventory DATE LAST SOLD The last date that a sale was recorded for the item The Inventory Activity Screen contains all information about an item with regard to any transaction that has affected it in the last year The three totals of Period to Date Month to Date and Year to Date allow you to view the item in a detailed context The transactions that can be viewed on this screen are ORD Ordered Received Reference 1 20 TrackFl User Guide March 2014 Inventory Control Menu MKD Marked Down Not Currently Used MKU Marked Up Not Currently Used ADJ Adjusted Net XFR Transferred In or Out Net SLD Sold The Inventory Activity Screen also details Cost Of Goods Sold COGS and Gross Margin Percentage GM on a Period to Date Month to Date and Year to Date basis 1 14 REPORTS 1 14 1 PHYSICAL INVENTORY WORKSHEET The Physical Inventory Worksheet is used to provide a listing of all Items in the system for use in conducting a Physical Inventory This list can be sorted according to Aisle location within Department if you have defined the Aisles in the Item Maintenance screen You have the option to either print the current Quantity On Hand QOH data for each item for spot checking of sensitive items or to leave the column blank for a blind count STORE ID RANGE Enter the range of stores that you want to include on the report Use the
278. report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last Reference 1 28 TrackFl User Guide March 2014 Inventory Control Menu PRICE POINT RANGE Enter the range of Retail Price points that you want to include on the report PAGE BREAK NONE ON DEPARTMENT P B N Enter P to start a new page for each Department Enter B to insert a Line Feed for each Department Enter N to prevent any separation by Department PAGE BREAK NONE ON CLASS P B N Enter P to start a new page for each Class Enter B to insert a Line Feed for each Class Enter N to prevent any separation by Class QUANTITY SOLD This field has two parts The first portion has two characters consisting of either GT Greater Than or LT Less Than You can toggle between the two with the F4 key The second section is used to enter the Quantity Sold value that you want to use in selecting items for inclusion on the report This value relates to the GT LT selection For example if you want to print slow movers you might enter LT 5 in these two fields The report would then include only those items that had sold less than 5 during the period chosen for analysis PTD MTD YTD DATE LAST SOLD Enter the Date Last Sold value that you want to use in selecting items for inclusion on the report This date also relates to the GT LT selection made in the previous field If the GT option was selected then only those items with dates Grea
279. rface TrackFl with the various point of sale systems EXPORT BAT This is used to send just changes that have been made to the item file It includes a step to run the EXPORT commands to send PLU maintenance to the point of sale system Details for doing so are covered in specific sections for each point of sale system IMPORT BAT This is used to import PLU sales from the point of sale system It includes a step to run the IMPORT commands to retrieve the PLU report from the point of sale system Details for doing so are covered in specific sections for each point of sale system PRICE BAT This is used to send the on and off sale changes that have been made using the Price Management menu This would usually only be run at the end of the day and is optional as it is also included in EOD BAT It includes a step to run the PRICE commands to send PLU maintenance to the point of sale system Details for doing so are covered in specific sections for each point of sale system TrackFl User Guide 1 17 March 2014 Installation and setup EOD BAT This is used to perform all maintenance and sale pricing as well as retrieving the PLU report information and Terminal Report information if Cash Management is being used It includes steps to run the EOD commands to process all item and price maintenance as well as the PLU reports from the stores As the EOD commands will be run each night it should be modified to also include reports and other options
280. riod Month Year and Rolling 13 Months Point of Sale Interface Interfaces to all DataSym point of sale or cash register products Price Management Auto Create Price Change Batches selecting by any combination of Store Department Class Vendor Manufacturer Price Point Aisle Code Item Number or Vendor Item Range Change prices automatically to New Price Adjust or by Percent or Dollar Amount or assign Mix amp Match Table Optional Rounding to the Nearest retail Price 5 s or 9 s Supports both Permanent Price Changes and Promotions On Off Set up future promotions as far in advance as required Promotion Price and Date tracking for Easy Sale Management Manages Stacked or Nested Promos Promo within a Promo Automatically sends Price Change Batches to the point of sale terminal on the Correct Date vi TrackFl User Guide March 2014 Overview Purchase Order Management Order for Home Store Warehouse or Remote Store Drop Ship Automated Vendor Lookup and On the Fly Maintenance of New Vendors without leaving the Purchase Order Screen Automated Item Lookup and On the Fly Maintenance of New Items without leaving the Purchase Order Screen Non Stock Item Entry and Tracking through the Purchase Order Process On Line Update of Changes to Order Qtys on Open POs Receiving Worksheet assists in Rapid Merchandise Check In Receiving By Exception of Modified Items dramatically Reduces Receiving Time Automated Postin
281. rom being ordered from other Vendors MANUFG ID REQUIRED You must define at least one Manufacturer The Manufacturer ID field is used to identify the company that produces or manufactures this Item The code must have been entered in the Manufacturer Maintenance file in order to be assigned This code can be used in conjunction with the Class code in doing mass price changes that are initiated by Manufacturers CASE QUANTITY OPTIONAL The Case Quantity field is used to define the number of items included in a Case the purchasing unit of measure When a Case is received in the Inventory Transaction module this number of items will be added to Quantity on Hand 1 2 MULTIPLE QUANTITY CONVERSION Multi packs of merchandise present special problems in inventory control With soft drinks for example the same item may be sold in singles 6 packs 12 packs and cases It is nearly impossible to track Qty on Hand for each of these categories because during the business day 6 packs will be broken into singles 12 packs broken into 6 packs and cases broken into any one of the other three packs TrackFl solves this problem by offering the option to track Qty on Hand only at the Each or Single level the lowest common denominator This item is called the Base Item The other packs in the family known as Multi s are linked to the Base Item by filling out this section of the Item Maintenance screen Heference 1 2 TrackFl User Guide March 20
282. rovided at the end of this section The records contained in the Transaction transmit file include all of the Inventory Transactions that were posted in the transmitting location that match the Transaction Types selected in Selectable Options at that location These records contain all of the information required to create a new Inventory Transaction record identical to the one posted at the transmitting location Once imported these transactions should be printed and then posted using the Transaction Post program on the Transactions Menu STORE ID RANGE Enter the range of Store IDs that you want to import Transaction transmit files for 8 3 EXPORT PROCESSING As noted above the exporting of most of the DEX records available in the system takes place automatically as long as the appropriate options are set in the Selectable Options menu Thus there is no operator intervention required to create the files The exception to this rule is Item Maintenance It must be processed using an Autopilot similar to that used to do the Import Processing in the previous section 8 3 1 AUTOPILOT The purpose for the Autopilot program is to create transmit files in the OUTBOX subdirectory for the Store Range selected Once the program begins it will reference the Selectable Options file to determine which DEX selections are activated for this location It will then create the XMT files specified in the OUTBOX subdirectory for the store range selected If
283. rt communications manually or the automated script feature provided in your point of sale software could begin processing The options available are numerous so you should consult your installing dealership or TrackFl Support for assistance in creating a communications interface that will meet your requirements 3 7 GROSS MARGIN BATCH REPORT This function permits you to print a listing of Items that have unacceptable Gross Margin percentages after having had promo prices calculated Once identified you can correct any items in the batch you find unacceptable STORE ID RANGE Enter the range of stores that you wish to print listings for To select a single store enter identical information in both fields BATCH ID RANGE TrackFl User Guide Reference 3 17 Price Management Menu March 2014 Enter the Batch ID range that you wish to print listings for To select a single batch enter identical information in both fields PRICE POINT RANGE Enter the Retail Price range that you wish to print listings for ITEM Z LEVEL RANGE Enter the Item Level combination that you wish to print listings for PROMO DATE RANGE Enter the beginning and ending dates for the promotions that you wish to print a listing for This feature is useful in printing multiple batches that have the same beginning and ending Dates GROSS MARGIN RANGE LT or GT Enter range of acceptable gross margins anything outside of that range is what will print on
284. ry Conventions March 2014 This page is left blank intentionally 3 6 TrackFl User Guide TrackFl REFERENCE Heference March 2014 This page is left blank intentionally Heference TrackFl User Guide March 2014 Inventory Control Menu 1 INVENTORY CONTROL MENU 1 1 ITEM MAINTENANCE Item Maintenance is where Item records may be added changed or deleted Screen 1 contains information related to identifying classifying and pricing each item Screen 2 contains status information for the point of sale terminal being used with the system The Screen 2 status data will be built automatically using the defaults from the Department file so there is no need to change to Screen 2 unless those defaults need to be changed SCREEN 1 STORE ID REQUIRED Enter or Find the Store ID that you want to work with STORE NAME Displays the name of the selected Store ID ITEM REQUIRED Enter the number or number letter combination used to identify this item UPC A codes should be entered without leading zeroes or trailing check digit 6 digit UPC E codes should be preceded by an asterisk and the code will be expanded to 10 digits automatically Leading 3 s and 7 s for HBA and other items must be entered creating an 11 digit UPC LEVEL REQUIRED The Level or Modified Level field is used to track items that are sold in different packages but have the same UPC code A good example is singles six packs 12 packs of soft drinks in ring
285. s CASE QTY Displays from the Item Master File Cannot be edited on this screen QTY ON HAND Displays from the Activity File Cannot be edited on this screen QTY ON ORDER Displays from the Activity File Cannot be edited on this screen DATE LAST ORD Reference 5 6 TrackFl User Guide March 2014 Multi Store Menu Displays from the Activity File Cannot be edited on this screen UNIT COST The purchase price of this Item from the selected Vendor The Last Cost value from the Item Master File will default but may be overridden if desired The cost should relate to the Unit of Measure selected in the Unit field e g should be case cost if Unit CS TOTAL COST The extended cost for this line Calculated as Qty Ordered x Unit Cost ITEM RETAIL The Retail Price for this Item The current Retail Price from the Item Master File will default but may be overridden if desired When received this value will update the Item Master File and become the new Retail Price at the point of sale system GM The Gross Margin for this Item Calculated as Retail Price Unit Cost Retail Price TOTAL RETAIL The extended retail for this line Calculated as Qty Ordered x Item Retail PO TOTAL The calculated total of all entered PO lines This total is updated after each line is saved using F9 SCREEN 3 The purpose for Screen 3 is to provide a display of previously entered PO lines This is a useful way to review the work you
286. s media cash check etc to reflect a deposit over condition at the store then you must account for that overage in the Deposit Over Short field by entering a positive amount there If you decrease your revenue media cash check etc totals to reflect a deposit short condition at the store then you must account for that shortage in the Deposit Over Short field by entering a negative amount there When finished editing you must save the record using F9 or click the F9 Save button The next Date Store combination will then display you may edit that combination or find a different Date Store combination If you are editing the last Date Store record in the file saving the current record will bring up a message that says At End of File Heference 11 2 TrackFl User Guide March 2014 Cash Management 10 3 POST CASH TRANSACTIONS TO HISTORY DATE RANGE You may type in a date range press Enter to auto fill with today s date or leave blank to assume 01 01 1900 to 12 31 2499 Using SF5 or clicking on the SF5 Default button will also perform auto fill STORE RANGE You may type a store range press Enter to auto fill with First to Last or leave blank to assume First to Last Using SF5 or clicking on the SF5 Default button will also perform auto fill The first part of the posting checks all the balances of each transaction set If any of the transaction sets were saved without balancing the system will generate an error log of the recor
287. s Item Used in most fields with a Triple Dot Pop Up button to find the first record before the data entered It will then browse sequentially through the file in descending order for all records until it finds no more records UpArrow Move back one field in order for the left most fields in each row on the screen only DownArrow Move forward one field in order for the left most fields in each row on the screen only Del Delete Delete character under cursor BackSpace Delete character to the left of the cursor Esc Escape Exit program Does not save any changed data on the screen 3 4 TrackFl User Guide March 2014 Data Entry Conventions 3 4 FUNCTION KEY REFERENCE Function Key F1 Help Tab Enter Forward ShiftTab Back ShiftF4 Pop Up ShiftF7 Delete F4 Find F5 Edit Add Clear F7 Sern F8 Scrn2 F9 Save PgDn Next PgUp Prev UpArrow DownArrow Del Delete BackSpace Esc Escape TrackFl User Guide Description of Function Displays help screens Moves cursor forward one field Moves cursor back one field Pop Up find window in fields Delete an Item Find an Item Edit existing records Add new records Clear the screen Switch to Screen One Switch to Screen Two Save data Find next Item Find previous Item Move back one field Move forward one field Delete character under cursor Delete character to the left of the cursor Exit program 3 5 Data Ent
288. s a useful way to review the work you have done on a large return without having to print the entire return or page through the return one line at a time on Screen 2 The only field that is active on the screen is the Line field which can be used in conjunction with the F4 or ShiftF4 keys to search for the line number that you wish to start the display 1 16 2 LIST VENDOR RETURNS List Vendor Returns is used to provide a printout of the return document for inclusion with the merchandise being shipped back to the vendor A copy of this document can be filed as a permanent record of the transaction TrackFl User Guide Heference 1 43 Inventory Control Menu March 2014 STORE Enter the Store ID that you want to print Returns documents for or use ShiftF4 to lookup the store from the Store File RETURN NUMBER START Enter the number of the first Return document that you want to print or use ShiftF4 to lookup the document from the Returns file RETURN NUMBER END Enter the number of the last Return document that you want to print if you are printing a range of documents or use ShiftF4 to lookup the document from the Returns file If you want to print just one document enter the same number here as you entered in the Return Number Start field SEND TO P RINTER S CREEN F ILE Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to
289. s to process all transmit files from the TRACK INBOX subdirectory for the Store Range selected Once the program begins it will reference the Selectable Options file to determine which DEX selections are activated for this location It will then scan the INBOX subdirectory for those transmit file types for the store range selected Upon completion of processing a log file will be created that can be viewed on the screen printed on the printer or saved to a file name It is very important that you print this log to the printer as it will provide detailed information about the processing session and data received from the Host Stores This can be used to determine which locations transmitted properly as well as to resolve discrepancies between Host and Store inventories if the need should arise If after initial installation of the system one or more of the transmit types Items POs or Transactions is not being processed as you expect check your Selectable Options selections to make sure that they are set according to the instructions provided above If one of the options that you need is set to N the Autopilot will simply skip processing those transmit files After you have corrected this condition you can then re run the Autopilot and the processing will occur normally STORE ID RANGE Enter the range of Store IDs that you want to import transmit files for TrackFl User Guide Heference 9 3 Program Scheduler Menu March 2014 8 2 2 IT
290. s year and last year The Sales Analysis Report provides comparisons of Quantities Sold during the previous 13 months This can be a valuable guide to planning purchases for each season as well as measuring performance historically View Sales Analysis provides an on screen inquiry into Quantities Sold as well as Cost of Goods and Retail Amount Sold during each of the last 13 months The latter amounts can be used to gauge profitability by period Descriptor Maintenance provides you the ability to create descriptions for monthly accounting periods that are consistent with those used elsewhere in your organization The current month s bucket in the Sales History file is updated with sales transactions each time the Transaction Post program is run The current period is rolled to Period 2 during Month End processing found in the Close Period Program under Inventory Reports Period 2 rolls to Period 3 etc etc A new bucket Period 1 is then created for the next month s activity Period 13 is eliminated in this process Reference 1 36 TrackFl User Guide March 2014 Inventory Control Menu 1 15 1 SALES ANALYSIS REPORT The purpose of the Sales Analysis Report is to provide comparisons of Quantities Sold during the previous 13 months STORE ID RANGE Enter the range of stores that you want to include on the report Use the ShiftF4 key to Pop Up a selection list DEPARTMENT ID RANGE Enter the range of Department IDs that you wa
291. s you like to this group by repeating steps 2 4 above You may also delete a definition by moving to that definition and then use ShiftF7 or click on the SF7 Delete button 6 When you are finished entering definitions for the Group use F9 or click the F9 Save button to save the Group You may then use F7 or click the F7 Scrn1 button to return to the first screen which lists all the Groups you have set up You may then create another group by moving to a blank line and beginning at step 1 above or you may edit an existing group or you may exit the Program Scheduler To edit existing groups 1 Use F4 or the finding button to display the list of existing groups and then select the group you want to edit using the arrow keys or your mouse 2 If you wish to delete an entire group just use ShiftF7 or the Delete button and answer Y to the question 3 To edit the definitions of the group use F8 or the F8 Scrn2 button to go to the Definition screen Here you may delete by using ShiftF7 or the Delete button add definitions by using ShiftF4 or Triple Dot PopUp as outlined in Step 3 in the above section or rearrange the order of the definitions by deleting and adding back to the Group in different orders 4 When finished editing the Group use F9 or the F9 Save button to save the definitions of the Group Heference 9 12 TrackFl User Guide March 2014 Program Scheduler Menu 9 3 Processing a Group Schedule You may process execute run et
292. sage will appear You can over ride the message by going into the DEF option and selecting RCV From the TFI Menu press C V or R EXE You can one key into Count or Verify since they are the only options that start with C or V but there are two options that start with R and you have to select R and then press EXE to get to the Receive option The following appears RECS USED 0 C FREE 32198 This message tells you how many records you have stored so far it is showing 0 right now It also shows you which device PAK you have selected to store your data it is showing C right now It also shows how many bytes characters are available for storage it is showing that 32198 characters can be stored right now Press the EXE key to continue TrackFl User Guide Reference 7 19 Held Terminal Menu March 2014 The following appears only if you selected C for Counting RETAIL Y N If you want to enter price as well as PLU and Quantity press Y and then the EXE key If you only want to enter PLU and Quantity press N and then the EXE key The following appears Enter Scan PLU You now can use the bar code reader to scan a PLU or you can type a PLU in by hand If you scan the PLU the unit will beep when it reads the PLU and then it will go to the next prompt If you manually enter the PLU you have to press the EXE key to get to the next prompt the unit will beep when you press EXE The following appears Qty wi
293. sasescscsessassesesssescaesessaces 1 24 1 8 MULTI STORE ceci oie cei Uie bec iat 1 25 1 9 SYSTEM CFG SETUP tette 1 26 j TRACKFL PROCEDURES 2 rr 2 1 2 14 DAILY PROCEDURES 2 1 2 2 WEEKLY PROCEDURES e 2 3 2 3 MONTHLY PROCEDURES ee ente redu 2 3 DA YEARLY PROCEDURES maesti ters 2 4 2 5 DAILY PROCEDURES CHECKLIST reete tette 2 6 2 6 WEEKLY PROCEDURES CHECKLIST 2 7 2 7 MONTHLY PROCEDURES cette tte rns 2 8 2 8 YEARLY PROCEDURES CHECKLIST cccccccscssssossesesscscscscscscsscscsssescsesssscscacscscasaseseseacaes 2 9 3 DATA ENTRY CONVENTIONS c cccccccesesssssscocsesecececscscscesssssestacacscsesscacecececessesesvavacecsercacacacaceeserstavare 3 1 3 14 MENU CONVENTIONS tena once on 3 1 3 2 SCREEN CONVENTIONS 3 2 3 3 KEY CONVENTIONS 3 3 3 4 FUNCTION KEY REFERENCE eene tette an nan AAAA AS AA nan a naa 3 5 TRACKFI REFERENCE 1 INVENTORY CONTROL MENU ccccssssesecesssscscsesssssscscscscsesececacececsesseststavacsesereraracacecesessstavacaceceereces 1 1 1 1 ITEM MAINTENANCE fst once Oa A an AA D Nene 1 1 1 2 MULTIPLE QUANTITY CONVERSION terne 1 2 1 3 STORE MAINTENANCE itecto decet ete nkkan 1 4 1 4 DEP
294. successfully transmitted to the point of sale system STORE ID RANGE Enter the range of stores that you want to include in processing Use the ShiftF4 key to Pop Up a selection list or Enter to select First to Last 1 23 SELECTABLE OPTIONS This program is used to activate or deactivate optional features provided in the TrackFl system The option selections that you see displayed on your menu will be accessible only if you have installed the software module that corresponds to those options For example if you do not have the Purchase Order Module installed the Selectable Options related to Purchase Orders will not be activated on your screen Note These options should be set up in conjunction with your dealer representative or TrackFl Support Improper configuration of these options can produce less than optimal results from your system Heference 1 54 TrackFl User Guide March 2014 Inventory Control Menu INVENTORY UPDATE INV QOH ON POSTING Y N This option determines whether Qty On Hand totals for all of the items in your stores will be updated by TrackFl This should be set to Y unless you do not want to track inventory in your system This is only set to N in businesses such as grocery where perpetual inventory tracking at the item level is not desired PURCHASE ORDER PO HISTORY UPDATE Y N This option should be set to Y if you want to update the Purchase History File during Update Received POs If you do not
295. t POs program STATUS RANGE Enter the PO Status or range for which you wish to print a listing STORE ID RANGE Enter the range of Store IDs for which you wish to print a listing PO NUMBER RANGE Enter the range of PO Numbers for which you wish to print a listing VENDOR ID RANGE Enter the range of Vendors for which you wish to print a listing REQUIRED DATE RANGE Enter the range of Required Dates for which you wish to print a listing SEND TO P RINTER S CREEN OR F ILE _ Enter P S or F Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file TrackFl User Guide Reference 5 19 Multi Store Menu March 2014 4 8 PURCHASES HISTORY REPORT The Purchases History file stores information for every PO that has been received and then posted through Update Received POs The purpose of this report is to provide line by line detail on all received merchandise for analysis and to reconcile with Invoices received in Accounts Payable STORE ID RANGE Enter the range of Store IDs for which you want to print a listing VENDOR ID RANGE Enter the range of Vendors for which you want to print a listing RECEIPT DATE RANGE Enter the receiving date range for which you want to print a listing INVOICE RANGE Enter the Invoice Number r
296. t them using an ending Transaction Date Range of 01 31 06 Repeat this process until all January invoices have been processed Then run your Month End reports and procedures Once this is complete you are free to post the February transactions that have been accumulating STORE ID RANGE Select the Store Range to post or press the Enter Key twice to select a range of First to Last TRANSACTION TYPE RANGE Select the transaction type to post by using the abbreviations that were used on the Transaction Screen The possible selections are Transfers In Transfers Out A Adjustments O Orders P Physical Inventories Receivings S Sales X TRANSACTION DATE RANGE Select the range of transaction dates to post or press the Enter Key twice to select 01 01 1900 to 12 31 2499 Note The Transaction History file is updated with each posted transaction as a by product of running the Transaction Post This file is not accessible from any screen and thus provides a secure detailed audit trail of all transactions processed through the system Though not modifiable the file can be accessed for reporting purposes using either Query or one of the approved Report Writer programs FlexQL or WinQL The data is stored for the previous 45 calendar days and is purged automatically during Month End processing TrackFl User Guide Heference 1 19 Inventory Control Menu March 2014 1 13 ON SCREEN INQUIRY VIEW INVENTORY ACTIV
297. ter P S or F Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file PRINT PO Enter a Y or an N Enter Y to print the PO Enter N and use the arrow keys to return to the top of the screen and change your selections or to move to the Post PO option EXPORT FOR EDI Enter a Y or an Not Active POST PO Enter a Y or an N Enter Y to post the PO Enter N and use the arrow keys to return to the top of the screen and change your selections Note Itis possible to skip the print option and to post the PO without first printing it The print step is recommended as a means of ensuring that the PO data is correct prior to posting however Reference 5 8 TrackFl User Guide March 2014 Multi Store Menu 4 3 PRINT RECEIVER DOCUMENT The purpose of the Print Receiver program is to provide a listing of the PO in a format that is easy to use in receiving merchandise This report should be printed after the PO is posted and filed in the receiving area of the store or warehouse Once the merchandise arrives the person in charge of receiving can note the actual quantities received on each line or just note the lines where the quantity received is different from the quantity ordered These exception lines may then
298. ter Than or more recent than the one entered will be included in the report If the LT option was selected then only those items with dates Less Than or prior to the one entered will be included in the report It is important to note that AND logic is used in selecting records for printing on the report A particular item must meet all of the conditions and ranges specified on this screen in order to be included For example the item must have Quantity Sold LT 5 AND a Date Last Sold of LT 01 01 06 in order to be printed DATE LAST RECEIVED Toggle GT LT and enter the Date Last Received that you want to use in selecting items for inclusion on the report This field is typically used if you are attempting to identify slow moving items but do not want to accidentally include items that have sold less than the quantity specified because they have just been received into the store in the past few days In that case you might specify that only those items with a Date Last Received of LT or prior to 90 days ago should be considered in the slow mover analysis QUANTITY ON HAND Toggle GT LT and enter the Quantity on Hand status of those items that you want included on the report This feature can be used in slow mover analysis to exclude those items that have zero quantity on hand and thus cannot be selling In this case you would specify Quantity on Hand GT 0 to exclude zero on hand items TrackFl User Guide Reference 1 29 Inventory C
299. terminals supported APEX II Psion Organiser II and Symbol LDT 3805 HHTTYPE APEX Use the APEX Hand Held Programs HHTTYPE PSION Use the Psion Hand Held Programs HHTTYPE SYMBOL Use the Symbol Hand Held Programs INVPO1F10 Y For use by support personnel for testing ITEMDELETE Y This allows the user to delete items in the Item Maintenance Screens for the Main Item File ITEMDELETE Y Allow user to use SF7 to delete items ITEMDELETE N DO NOT allow user to use SF7 to delete items ITEMDELTRACK N This allows users to track item deletions in a text file called ITMDELET LOG ITEMDELTRACK Y Write item deletions to ITMDELET LOG ITEMDELTRACK N Don t write item deletions to ITMDELET LOG LANDEDCOST N This allows users to increase the cost of items posted by the Post Transactions Program for R type transactions This is done by placing a percentage in the Freight Terms field for each Vendor using the Vendor Maintenance Screen Program The MUST be the first data in the Freight Terms field and it must appear before position number 7 Examples Freight Terms 2 NO COD this is acceptable Freight Terms 4 05 this is acceptable Freight Terms 1 visa ok this is acceptable Freight Terms 13 999 this is acceptable Freight Terms NO COD 2 this is NOT acceptable Freight Terms 1 999999 this is NOT acceptable too long Freight Terms 2 percent won t be recognized no
300. th the new count Select the ranges of Stores Trans Types and Dates to post or simply touch F4 to set the defaults post all The system will prompt you with the message Is this the Initial Physical Count Y N Select Y if you are entering your counts for the first time A Y response will prevent the Posting program from creating Inventory Adjustments for the difference between your physical count and the book inventory Since all items will have zero counts prior to the first inventory such an adjustment would be incorrect The normal response after system conversion will be N 6 An optional sixth step is to print an Inventory Valuation Report The Valuation Report will provide extensions of the Physical Count in Last Cost Average Cost and Retail dollar amounts Items on the report will be grouped by Department and subtotals provided for each Department To begin the report select Reports on the Inventory menu Select Valuation Report from the Inventory Report Menu At the top of the screen enter the ranges of items that you want to be included on the report At the bottom of the screen make the appropriate selections for Dept Class breaks Detail Summary reporting and inclusion of zero qty items on the report Print the report to the printer Hand Held Terminal Method 1 Use the Hand Held Terminal HHT to scan and enter the Physical Counts on the sales floor and warehouse Refer to the Hand Held Terminal section of this manual for
301. that do not impact TrackFl but need to be performed during the nightly polling process The details for each point of sale system are covered in their respective sections MIX BAT 1 18 This is used to copy the Mix and Match Table exported by 1 into the point of sale system s subdirectory so that it can be transmitted to the point of sale terminal The details differ for different point of sale systems and are covered in the sections that pertain to specific point of sale Systems You should not have to run this batch file manually as it executes automatically each time that you save the Mix Match table by using F9 in Mix Match Table Maintenance If you are using Mix Match you must modify your Export commands to transmit the MIX MATCH file This will prevent the need for the user to run a separate commands just to get the Mix Match table into the point of sale system TrackFl User Guide Installation and setup March 2014 1 5 INVENTORY SETUP Before you can begin processing sales and receiving transactions in the Inventory Control system the basic building blocks of data must be entered into the system These building blocks are created in the Maintenance module of Inventory and consist of Stores Departments Classes Vendors Manufacturers Mix Match Tables and Items Some of these entries are required in order to use the system and some are optional The following section will take you through the process of setting up
302. that you want to print labels for REQUIRED DATE RANGE Enter the range of Purchase Order Required Dates that you want to print labels for This might be used to print all labels for POs due to be received tomorrow 6 5 PRICE MANAGEMENT FILE LABELS The Price Transaction File Generator is used to create labels from the Price Management System Labels may be printed to replace shelf tags or price labels for items going on sale or whose prices are changing permanently STORE ID RANGE Enter the range of Store IDs that you want to print labels for BATCH ID RANGE Enter the range of Price Batches that you want to print labels for PRICE POINT RANGE Enter the range of Retail Price points that you want to print labels for ITEM LEVEL RANGE Enter the range of Item Levels that you want to print labels for PROMO DATE RANGE Enter the range of Promo or Sale On and Off dates that you want to print labels for Heference 7 8 TrackFl User Guide March 2014 Hand Held Terminal Menu QUANTITY TO QOH QOH or any number up to 99999 Enter the quantity of labels that you want to print The system defaults to printing the quantity of labels for each item currently contained in the Qty on Hand field in the Activity file You may enter any quantity from 1 to 99999 For example you may choose 1 if you want to barcode shelf tags in a scanning environment 6 6 LABEL PRINTING MENU After you have created label files through one or more
303. the user to change the default barcode type in the label print programs You will still be able to change the barcode type in the program this just sets the default LBLDEFBCODE U Default to UPC LBLDEFBCODE E Default to EAN13 LBLDEFBCODE V Default to Vendor Item No This allows the user to change the default printer port in the label print programs You will still be able to change the port in the program this just sets the default 3 LBLDEFPORT 1 Default to LPT1 LBLDEFPORT 2 Default to LPT2 LBLDEFPORT 3 Default to LPT3 This allows the user to change the default price type in the label print programs You will still be able to change the price type in the program this just sets the default LBLDEFPRICE R Default to Retail LBLDEFPRICE C Default to Compare At LBLDEFPRICE B Default to Both LBLDEFPRICE N Default to None This allows the user to change the default print type in the label print programs You will still be able to change the type in the program this just sets the default LBLDEFTYPE B Default to Butterfly LBLDEFTYPE S Default to Sticker LBLDEFTYPE T Default to Tag This allows users to print the item level in the upper right hand corner of tags and stickers 9 LBLLEVEL N Do not print the item level LBLLEVEL Y Print the item level in the upper right hand corner LBLOURPRICE Our Price LBLVENDOR N MKDWNRPTS N MSAAUTO Y PLUMAXWARN This allows users t
304. ths Some dealers install Comm2000 such that the default data path is C DATASYM C2WINV2 DATA Whatever your final install data path is you will need to edit the SYSTEM CFG file in drive TRACK SYSTEM to set the DATASYMPATH to the correct path The SYSTEM CFG file is a standard Text File and can be edited using Notepad Wordpad or any other text editor The path that needs to be specified in SYSTEM CFG is the path to the 01 0001 DAT sales data file This same path is where TrackFI will write the PLO001 P13 files with new items and price changes that need to be sent to the register by Comm2000 Datasym cash registers communicate with TrackFl using COMM2000 and four TrackFl batch files The batch files are IMPORT BAT EXPORT BAT PRICE BAT and EOD BAT Heference 11 12 TrackFl User Guide March 2014 Cash Management IMPORT BAT IMPORT BAT is accessed from the menu system by Point of Sale gt Sales gt Import POS Sales It is also accessed by the Autopilot Note that the line that calls Comm2000 may have to be adjusted in order to correctly point to the subdirectory where your CMD files are located We assume that the CMD files are in the same subdirectory that contains COMM2000 EXE For Comm2000 v2 it looks like this call comm2000 exe keystone cmd You may have set up your Comm2000 such that the CMD files are in some other subdirectory and your Comm2000 line needs to be modified to something like this call comm2000 exe
305. time as backup for your journal entries 1 11 VARIANCE REPORT The purpose of the Variance Report is to provide a record of differences between Physical Count quantities and the Quantity on Hand currently stored in the Activity File for each item This report summarizes or rolls up all Physical Count transactions for each item into one record so that the total counted throughout the store can be accurately compared with the QOH for that item If the two quantities differ the Item is reported providing the quantity and dollar amounts of the variance To select the default values for each range field simply touch the F4 key and the fields will be filled in automatically STORE ID RANGE Enter the range of stores that you want to include on the report Use the ShiftF4 key to Pop Up a selection list DEPARTMENT ID RANGE Enter the range of Department IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list CLASS RANGE Enter the range of Classes that you want to include on the report VENDOR ID RANGE Enter the range of Vendor IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last MANUFACTURER ID RANGE Enter the range of Manufacturer IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last DESCRIPTION Enter a Description that you want
306. tment Enter B to insert a Line Feed for each Department Enter N to prevent any separation by Department PAGE BREAK NONE ON AISLE P B N Enter P to start a new page for each Aisle Enter B to insert a Line Feed for each Aisle Enter N to prevent any separation by Aisle PRINT QOH Y N Enter Y to print the QOH for each item Enter N to leave the QOH column blank SEND TO P RINTER S CREEN OR F ILE Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file Heference 1 22 TrackFl User Guide March 2014 Inventory Control Menu 1 14 2 REORDER REPORT The Reorder Report will assist you in ordering merchandise by analyzing the stock status of selected items in your store and determining whether or not those items should be ordered The formula used to determine reorder status is identical to that used in Auto Create Purchase Orders if the total of Qty on Hand Qty on Order is less than or equal to the Minimum Stock Level a line will be printed on the report that recommends a reorder quantity equal to the difference between Qty on Hand Qty on Order and the Maximum Stock Level For example if 5 QOO 3 MinSL 10 MaxSL 20 the system will recommend a reorder 12 units STORE ID RANGE Enter the range of stores th
307. to include on the report The report will filter out any item that does not match this Description CODE Enter a Code that you want to include on the report The report will filter out any item that does not match this Code ITEM LEVEL RANGE TrackFl User Guide Reference 1 17 Inventory Control Menu March 2014 Enter the range of Item Levels that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last VENDOR ITEM RANGE Enter the range of Vendor Item s that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last PAGE BREAK NONE ON DEPARTMENT P B N Enter P to start a new page for each Department Enter B to insert a Line Feed for each Department Enter N to prevent any separation by Department PAGE BREAK NONE ON AISLE P B N Enter P to start a new page for each Aisle Enter B to insert a Line Feed for each Aisle Enter N to prevent any separation by Aisle CREATE ZERO QTY TRANSACTIONS FOR UNCOUNTED ITEMS Y N Enter Y if you want the system to create zero count transactions for every item specified in the report ranges that does not exist in the Transaction file You will use this option to capture valid variance information for items not included in a Physical Count These zero QTY transactions will also post to you Inventory file thus zeroing out any unco
308. top cans Levels of 1 8 are currently supported Items without modified levels are automatically assigned a Level of 0 In modified level situations the base item or single is assigned a level of 1 six pack level 2 12 pack level 3 etc VENDOR ITEM OPTIONAL The number that the vendor or distributor assigns to this Item If you order the Item from more than one vendor then use the number for your primary vendor This will not prevent you from ordering from the other vendors later DESC REQUIRED The Description field contains the name assigned to this Item You should assign the name used most often by those who will be using TrackFl since they will be able to FIND the Item using this name CODE OPTIONAL The Code field is used to further describe or classify this Item You may use it for Size Color Style or other information that will be helpful in selecting it for printing on management reports You may enter as many different codes for this Item as will fit in the field just be sure to leave a space between them TrackFl User Guide Reference 1 1 Inventory Control Menu March 2014 PLU DESC REQUIRED The PLU Description field is the description that will print on the point of sale tape as the item is sold The length of this field is determined by the type of point of sale system that you are using The program will copy as much of the DESC field as will fit and then permit the field to be edited as desired DEPARTMEN
309. txt Note the leading and trailing quotes The fix is to change the line in the CMD file to this 42 1 01 0001 dat 115 F polled txt C2 The trailing single quote has been removed It is also worth mentioning here that the 115 in the line above is for a 6000 RT For a 6000 GR or a Merlin you would have to use 515 instead of 115 Or use 915 for an XR 650 This is all covered in the Datasym Comm2000 Developer s Kit for Windows TrackFl User Guide Reference 11 11 Cash Management March 2014 Even newer versions of Comm2000 require full path names There is a version that installs to c program files datasym comm2000 vista You are welcome to try the full paths with the multiple spaces but we never like to see spaces in path names so we recommend using eight character path names One way to find out what the eight character path name is would be to open up a DOS Prompt change to the parent subdirectory and issue a DIR X command The X shows the eight character name For these newer Comm2000 versions your line would look something like 42 1 c progra 1 datasym comm20 1 01 0001 dat 915 Fc progra 1 datasym comm20 1 polled txt C2 As mentioned before the 2004 update the default install subdirectory for Comm2000 was CADATASYMNC2WIN All CMD files CQ files DAT files and P13 files could be found in C DATASYM C2WIN After the 2004 update Comm2000 defaults to C DATASYM C2WINV2 As of Comm2000 v3 the default
310. txt del polled txt rem rem The following is a sample call to COMM2000 rem call comm2000 exe eod cmd rem call comm2000 exe price cmd rem rem example EOD CMD is detailed below rem 31 1 Daily CQ 3 Y rem 42 1 01 0001 dat 915 F polled txt C2 rem 31 1 Changes CQ 3 N rem Testing lines should be remarked rem if not exist 01 0001 dat copy 01 0001 org 01 0001 dat v if not exist polled txt copy 01 0001 polled txt v end EOD BAT Here is a typical EOD BAT after adding and removing the appropriate remarks begin Live System EOD BAT echo off cls rem EOD BAT v00 Test code rem EOD BAT v01 Add Datasym code rem EOD BAT v02 Add Comm2000 v3 rem For Demo purposes remove for live systems rem echo You are in EOD BAT DemoMode This simulates communication rem echo with a Datasym cash register The Comm2000 code is in rem echo this file Edit EOD BAT for live systems rem pause rem Remark rem the above four lines for live systems rem and check for test code at the end of this file rem A typical Datasym setup Comm2000 v3 rem cd progra 1 datasym comm2000 rem rem polled txt is created by the CMD file if exist polled txt del polled txt rem rem The following is a sample call to COMM2000 call comm2000 exe eod cmd call comm2000 exe price cmd rem rem example EOD CMD is detailed below rem 31
311. ty will replicate departments as well as items for the new store if Department codes are not already established Finally the Transfer Items to New Store utility should be run as noted above 5 2 CREATE EDIT STORE TRANSFERS The purpose of Create Edit Store Transfers is to provide tools to create change and delete inter store transfer documents transfers This is also used to process transfers from defined Warehouse locations locations beginning with zero to stores There are Three Screens in Enter Edit Inter Store Transfers Screen 1 is where Transfer Header information is entered Screen 2 is where the detail lines for the Transfer are entered Screen 3 provides a quick display of all previously entered lines As with other TrackFl modules the screens are accessed using the F8 forward and F7 backward keys or buttons A Transfer Total is calculated from the total of all entered Transfer lines This total is recalculated as each line is saved and when moving from screen to Screen SCREEN 1 STORE ID Enter or Find the Store ID that you want to work with STORE NAME Displays the name of the selected Store ID TRANSFER In ADD Mode type the Transfer number you wish to use or ENTER for the system to assign the next sequential number In EDIT Mode use ShiftF4 to search for the Transfer that you wish to edit TrackFl User Guide Reference 5 21 Multi Store Menu March 2014 SHIP TO STORE ID Select the Store ID that the mercha
312. u were instructed to click on the F9 button you could also press the F9 Function Key instead If a button has an SF such as the SF7 Delete button that means that you would hold down the shift key and then press the F7 Function Key The Password Screen Cl TFI Password Screen v5 00 00 E Oj x NAME PASSWORD USER ao F1 Help F4 Find PoDn Next PoUp Prev F7 Sem3 F8 Scm2 SF7 Delete F5 Clear F9 Save Esc Exit 2 At the NAME prompt type the name of the person that you are defining password for press Enter 1 12 TrackFl User Guide Installation and setup March 2014 Like this p TFI Password Screen 5 00 00 PASSWORD At the PASSWORD prompt enter the password for that person The system is case sensitive so be sure to enter the password in the case that the new user will use when prompted for a password Click F9 to save this user Lond USER zu ro o Po r z o ZH F1 Help FA Find PaDr Next PoUp Frey F7 Scm3 F8 Scm2 SF7 Delete F5 Clear F3 Save Esc Evit 2 PASSWORD Robert esl TrackFl User Guide 1 13 March 2014 Installation and setup Next click F8 to move to Screen Two E J 19 xl Robert test 308 C TFI Password Screen Two 5 00 00 Hours the user will be allowed access Note Use 24 hour time
313. ude on the report Use the ShiftF4 key to Pop Up a selection list DEPARTMENT ID RANGE Enter the range of Department IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list CLASS RANGE Enter the range of Classes that you want to include on the report VENDOR ID RANGE Enter the range of Vendor IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last MANUFACTURER ID RANGE Enter the range of Manufacturer IDs that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last DESCRIPTION Enter a Description that you want to include on the report The report will filter out any item that does not match this Description Reference 1 26 TrackFl User Guide March 2014 Inventory Control Menu CODE Enter a Code that you want to include on the report The report will filter out any item that does not match this Code ITEM Z LEVEL RANGE Enter the range of Item Levels that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last VENDOR ITEM RANGE Enter the range of Vendor Item s that you want to include on the report Use the ShiftF4 key to Pop Up a selection list or press Enter to select First to Last PAGE BREAK NONE ON DEPARTMENT P B N Enter P to start
314. uide Reference 5 13 Multi Store Menu March 2014 Non Stock Items must be addressed at this point The Non Stock Item Number assigned by the system must be replaced by the true UPC or PLU number in order for the item to Post to the Activity File during the Update Received POs process The Item should first be added to the Item Master File in the normal way Then move the cursor to the first position of the Item field and touch the Backspace key This will erase the field after which you may enter the true Item Then enter other receiving information on the screen and use F9 to save the record LEVEL The level of the Item you wish to select VENDOR ITEM The number that the vendor or distributor assigns to this Item Search on this field or it will display from the Item File if the Item is selected using another method DESC The Description field contains the name assigned to this Item Search on this field or it will display from the Item File if the Item is selected using another method CODE The Code field is used to further describe or classify this Item Search on this field or it will display from the Item File if the Item is selected using another method QTY ORDERED Enter the quantity of the selected Item that you wish to order The quantity must relate to the Unit of Measure either EA or CS entered in the Unit field QTY RECEIVED Enter the quantity received with this shipment QTY B O The Quantity Back Or
315. uns the BAT file defined MANUFACTURERS Creates a MFGLNNN XMT file then runs the BAT file defined MIX MATCH TABLES Creates a MIXLNNN XMT file then runs the BAT file defined ADJUSTMENTS Creates a ADJLNNN XMT file then runs the BAT file defined TrackFl User Guide Reference 1 57 Inventory Control Menu March 2014 INVENTORY TRANSACTIONS Creates a TRNLNNN XMT file then runs the BAT file defined PRINT POST PO Creates a PURLNNN XMT file then runs the BAT file defined RECEIVE PO Creates a PURLNNN XMT file then runs the BAT file defined UPDATE RECEIVED PO Creates a PURLNNN XMT file then runs the BAT file defined Note The last three entries for the Purchase Order system all export to the same file name PURLNNN XMT The export program will APPEND not OVERWRITE this file This is the case for each of files specified above It is the responsibility of your BAT file to rename and clean up the XMT files in the XOUTBOX directory after they have been processed Otherwise the data will continue to accumulate until the files are of unmanageable size UPDATE LAST COST FROM TRANSACTION POST Y N When Receiving or Type R transactions are posted from the Inventory transaction file the last cost for the item will not be updated if this option is set to N 1 24 INSTALL NEW TrackFl MODULE The purpose of this program has been superseded by the TrackFl Registration Program 1 25 TrackFl REGISTRATION The T
316. unted items Enter N if you do not want the system to create zero transactions for uncounted items SEND TO P RINTER S CREEN OR F ILE Place a bullet in Select Printer Direct Printer Preview or File Select Printer uses the Windows Printer Dialog Direct Printer prints directly to a printer you have defined in SYSTEM CFG using PRNCODEx flags Preview prints to the screen and File prints to a file Reference 1 18 TrackFl User Guide March 2014 Inventory Control Menu 1 12 POST TRANSACTIONS The purpose of the Post Transactions program is to update numerous master files within TrackFl with the Transaction data that was entered and reviewed in the previous steps Until this step is run none of the transaction information will impact the Activity File Sales History the Item Master Data Exchange or Transaction History You have the option to post selectively by both Transaction Type Sales only for instance and Transaction Date The Transaction Date range is especially useful at month end For example assume the month of January has ended Some of the invoices for merchandise received during the last week of January have not arrived at the office yet and you must wait to enter them in order to have accurate Inventory reports for January In the meantime sales and receipts of inventory can be entered for dates starting February 1 and onward but these transactions must not be posted As the January invoices are received enter and pos
317. up amp Wizard To complete the installation of Track Setup must restart pour computer Would you like to restart now will restart the computer later We are not huge fans of the Windows Registry so there really is no reason to restart the computer at this point We suggest that you put a bullet into the No option and then click on the Finish button 1 8 TrackFl User Guide Installation and setup March 2014 At this point you should see a Track Icon on your desktop This of course assumes that you did not uncheck the option for a desktop icon The desktop Internet Explorer 72 Track Windows XP Professional 90206 1234 Service Pack 3 sp3 C 9 gt f alpha Centauri e85 inc OBL E 10 07PM Double click the Track Icon to bring up the Registration Screen TrackFl User Guide 1 9 March 2014 Installation and setup 1 3 REGISTRATION PASSWORDS AND MENU SECURITY 1 3 1 REGISTRATION On a new installation of a live non demo Track system you will see the following screen s Track Enter Activation Code v5 00 00 Narne Track Demo 1 757 340 3531 Addr 3536 Forest Glen Road City Virginia Beach State Zip 23452 4011 Phone 40 53 I Site User Version Customer Revision Number Pin Key Act Code F5 Clear Run Esc E You should have received a r
318. urrent Retail Price from the Item Master File will default but may be overridden if desired GM The Gross Margin for this Calculated as Retail Price Unit Cost Retail Price TOTAL RETAIL The extended retail for this line Calculated as Qty Transferred Item Retail TRANSFER TOTAL The calculated total of all entered Transfer lines This total is updated after each line is saved using F9 Reference 5 24 TrackFl User Guide March 2014 Multi Store Menu SCREEN 3 The purpose for Screen 3 is to provide a display of previously entered Transfer lines This is a useful way to review the work you have done on a large Transfer without having to print the entire Transfer or page through the Transfer one line at a time on Screen 2 The only field that is active on the screen is the Line field which can be used in conjunction with F4 or ShiftF4 to search for the line number that you wish to start the display 5 3 PRINT STORE TRANSFERS The purpose for the Print Inter Store Transfers program is to permit you to print a Transfer for review correction and for inclusion with the shipment to the receiving store STORE Select the store for which to print a Transfer Only one store may be selected at a time TRANSFER NUMBER START Enter the number of the first Transfer that you wish to print TRANSFER NUMBER END Enter the number of the last Transfer that you wish to print SEND TO P RINTER S CREEN OR F ILE Enter P S
319. using PRNCODEx flags Preview prints to the screen and File prints to a file 5 5 UPDATE STORE TRANSFERS The purpose for the Update Store Transfers program is to reduce the Qty on Hand totals for the Store Item s transferred from and increase the Qty on Hand totals for the Store Item s transferred to The XFER totals are also updated for both stores involved in the transfer transaction Finally the transfer document is deleted from the Transfer file STORE Select the store for which to print or post a Transfer Only one store may be selected at a time TRANSFER NUMBER START Enter the number of the first Transfer that you wish to print TRANSFER NUMBER END Enter the number of the last Transfer that you wish to print UPDATE INVENTORY FILES AFTER POSTING Enter a Y Enter a Y if you want to automatically update the transfers to the Activity File Answer N if you want just to update the Inventory Transaction File The latter should be chosen if you wish to print an Inventory Transaction Listing for all Transfers for accounting use prior to updating the Activity File 5 6 MULTI STORE INQUIRY INTRODUCTION The purpose for the Multi Store Inquiry screen is to permit the viewing of stock status information for a selected item for all stores in the chain ITEM Enter the number or number letter combination used to select this item 6 digit UPC E codes should be preceded by an asterisk and the code will be expande
320. ventory Control Menu PRINTER WIDTH Enter the width of the printer are using to display the report If your report width is greater than 80 characters and your printer supports 132 columns in compressed or normal print be sure to enter 132 columns here Otherwise the report lines will print in regular print and wrap around to the next line for each one printed QUERY COMMANDS The following options will then display S elections l ndexes F ields to output H eader W idth O utput K eep R estart E xit The first five selections represent the steps you completed to get to this point The cursor will be resting at the O utput prompt If you want to change the selections made in any of the previous steps simply press the letter key beginning that choice and ENTER You may also wish to save this report for use another time If so select the K eep option You will then be prompted to select either Q uery or R eport formats Select Q Then enter the name of the Query for example Department 1 Item Listing Enter the DOS file name for storing this report DEPT1ITM The Query is then saved for future use and will appear on the initial listing when you enter Query To Output your Query select O Select S to display to the screen P to print on the printer or D to print to a Disk File If you select P you will be prompted for the format of the data You should select F for Formatted Report The report will then begi
321. word which is either demo or DEMO You will then be presented with the Applications Menu The menu choices for the modules that you have installed will be highlighted while the menu choices for options that you have not installed will be a light gray or shaded color STEP TWO SELECTABLE OPTIONS OPTIONAL Select the Inventory option from the Applications Menu Then select the Utilities option from the Inventory Menu Then select Selectable Options The options that correspond to the modules that you have installed will be highlighted and available for modification The other options will be shaded Refer to the Reference portion of this manual for detailed information on each option These options have a significant impact on system performance so make sure that you understand the implications of each option before selecting it Once this step is complete use F9 to save your selections and ESC to return to the Applications Menu If you choose to skip this step the default values for each option will be used Note All alphabetical entries in the following screens should be made using Upper Case letters Some point of sale terminals will not accept lower case entries and a blanket rule to require Upper Case in all alpha entries will prevent the data entry person from having to remember which fields can be entered Upper Lower Case TrackFl User Guide 1 19 March 2014 Installation and setup STEP THREE STORE MAINTENANCE REQUIRED
322. xt and it is there that you will put them in the proper order TrackFl User Guide Reference 9 11 Program Scheduler Menu March 2014 9 2 Creating Editing a Group Schedule The next step in creating a schedule begins in the Additional Applications Menu and then the Program Scheduler selection The screen will display a Heading of Group followed by a series of Blank lines with the cursor on the first blank lines To create a new group 1 Simply key in the name you wish to assign to the group and use F8 or click the F8 Scrn2 button to go to the Group Definition selection screen If you plan on calling your group from a batch file Do NOT place any spaces or other non alphanumeric characters in the name AND do NOT exceed eight characters in length Good names for groups when called by batch files are GROUP1 SLSRPT2 SLSGRPS etc 2 Once on the Group Definition screen use ShiftF4 or the SF4 PopUp button to display the list of program definitions this is a list of the definitions you created in section 9 1 above 3 Using the arrow keys or your mouse select the definition you want to insert into the group and click on the OK button You will be asked the following Order for New Definition Enter for Default 1 4 Click Yes to add this definition to your group Choose the definitions in the order that you want them to run in the group 5 You will then be back at the Group Definition screen You may add as many definitions a
323. y Reports you use on a Weekly basis 1 Sales Analysis Report 2 Item Movement Report 3 Top Sellers Report 4 Activity Report Run the Period End Close Program TrackFl User Guide 2 7 March 2014 TrackFl Procedures 2 7 MONTHLY PROCEDURES CHECKLIST Process Transactions for the Month 1 Process POS Sales 2 Process Inventory Transactions a Enter Edit Inventory Transactions c Print Transaction Report d Post Transactions Process Purchase Orders 1 Enter all inventory receipts for the month through Receive Purchase Orders 2 Run Update Received Purchase Orders to update inventory quantities 3 Print Purchases History Report Run the Inventory Reports you use on a Monthly basis Sales Analysis Report Item Movement Report Top Sellers Report Activity Report Valuation Report Sales History Report Run the Period End Close Program 1 Enter the name of the next month as the New Current Period Descriptor 2 Close the period 2 8 TrackFl User Guide TrackFl Procedures March 2014 2 8 YEARLY PROCEDURES CHECKLIST Process Transactions for the Year 1 Process POS Sales 2 Process Inventory Transactions a Enter Edit Inventory Transactions c Print Transaction Report d Post Transactions Process Purchase Orders 1 Enter all inventory receipts for the year through Receive Purchase Orders 2 Run Update Received Purchase Orders to update inventory quantities 3 Print Purchases History Report
324. y file automatically for OH and QOO amounts Enter an N to cause the update program to copy the Receiving Transactions into the Inventory Transaction file but not run the Transaction Post This will give you the opportunity to print an Inventory Transaction Report on the Receiving Transactions prior to updating the Activity File Reference 5 16 TrackFl User Guide March 2014 Multi Store Menu POST PO Enter a Y or an N Enter a Y to update the PO Enter an N and use the arrow keys to return to the top of the Screen and change your selection TrackFl User Guide Heference 5 17 Multi Store Menu March 2014 4 6 AUTO CREATE PURCHASE ORDERS When you defined your Items in the Item Maintenance screen you had the option to enter Minimum Stock Level and Maximum Stock Level amounts for each Item If you have set up these fields the Auto Create Purchase Orders program will analyze all or a range of items for you to determine if they should be reordered The formula used to determine reorder status is identical to that used in the Reorder Report If the total of Qty on Hand Qty on Order is less than or equal to the Minimum Stock Level a PO line will be created for that Item that orders the difference between Qty on Hand Qty on Order and the Maximum Stock Level For example if 5 QOO 3 MinSL 10 MaxSL 20 the system will order 12 units This program will create a new PO for each vendor included in the range selection A
325. year to the week of July 4 from the current or any prior year CONFIG FORMAT FILE This is the configuration file from the SYSTEM folder to use for formatting the report See the section below on WEEKLY CFG setup The default is WEEKLY CFG but you may setup multiple different reports with different formats save them with different names and specify those names here in this field for reporting PRINT PREVIEW FILE Select the location where you want the report to be sent OUTPUT FILENAME EX C WP LIST TXT If FILE was selected above you must enter the filename to which you want the report to be sent Reference 11 4 TrackFl User Guide March 2014 Cash Management A Sample Weekly Report Track Demo 1 757 340 3531 weekly Report Week Ending 02 28 2012 Time 20 11 Store ID 1 Track Demo Store Page 1 WEEKLY DETAIL 02 22 2012 02 23 2012 02 24 2012 02 25 2012 02 26 2012 02 27 2012 02 28 2012 Total Gross No Tax 7660 00 3759 00 5926 910 8699 94 2290 98 7665 410 3734 99 39737 25 Emp Discount 58 23 88 25 41 33 489 44 15 97 183 35 195 12 1071 69 Item Discount 0 00 1 92 0 00 1 81 0 00 0 00 0 00 3 73 Item Dlr Dis 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Trans Discount 499 63 303 42 360 91 595 02 196 08 294 22 292 90 2542 18 Trans Dlr Dis 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Prc Override 1235 55 0 00 311 94 12 00 2 00 1879 08 272 70 3713 27 Prc Override 0 00 0 00 32 15 0 00 0 00 28 72 0 00 60 87 Sales T
326. you edit SYSTEM CFG with MS Word or other word processors be sure to save the file in plain ASCII text The default install folder for TrackFl is CAPROGRAM FILES TRACK This means that the SYSTEM CFG file will normally be found in CAPROGRAM FILES TRACK SYSTEM If the DATASYMMIX Flag is set to Y MIXMATCH P08 will be created when you exit from the Mix Match Maintenance Program MIXMATCH P08 can then be transferred to the cash register TrackFl User Guide Reference 11 21 Cash Management March 2014 This page is left blank intentionally Reference 11 22 TrackFl User Guide March 2014 Contact Section 12 SELECT PRINTER V DIRECT PRINTER SETUP Reports have four choices Select Printer Direct Printer Preview or File If you use Select Printer you will see a Windows Printer Dialog Box Pop Up This is what you want if you have a modern Windows printer If you have an older DOS printer that you simply can not live without and it does not have a Windows Driver that works you can set it up in SYSTEM CFG using PRNCODEN and PRNCODEC and print directly to that printer by using Direct Printer This will BYPASS the Windows Driver It helps if you have a detailed manual for your printer that lists all the possible control codes and Escape Sequences You can test any printer using the included utility program called TESTPRNT It can take some work to figure out the correct codes to use Strange things can crop up For example On an Okidata 320 we noticed
327. you in setting those links up 6 1 MAINTAIN LABEL TABLE This program is used to maintain the definition files that control what data is exported to the Output ASCII file for each label function These Output files are then used as input by the label printing programs to print the labels By giving you the ability to control which fields from TrackFI files are included in the Output file for each function and in which order they print you can customize each label to your specifications Note The system comes pre defined for use with the Barcode Blazer Blaster Advantage printers If you are using a Barcode Blazer you cannot change these formats If you do the pre defined label formats provided on the Label Printing Menu will not print correctly MODULE Enter the code for the module that you wish to define a label format for and use F4 to find the module The choices are as follows Function Name Output File Name Function Description HHTMAINT SHLFLBLS LBL Price Verification INVITEMS INVMAINT LBL Item File INVXACTION RECEIVER LBL Receiving Transactions POSMAINT POSMAINT LBL POS Maint Transactions PRCMAINT PRCMAINT LBL Price Maint Transactions PURMAINT PURCHASE LBL Purchase Order Trans TrackFl User Guide Reference 7 1 Held Terminal Menu March 2014 CREATE LABELS Enter either Y or N to activate or deactivate labels for this function OUTPUT FILENAME The name of the ASCII file that the Label System will c
328. ystem to generate item numbers instead of assigning your own in the Item Maintenance section the last item number that was assigned is displayed here As each items is added to Inventory this number will increment by 1 You may set the number that you want the System to begin with at installation time TrackFl User Guide Reference 1 5 Inventory Control Menu March 2014 LAST USED If you are using the system to generate Purchase Order numbers instead of assigning your own in the Purchase Order Maintenance section the last P O number that was assigned is displayed here As each items are added to Inventory this number will increment by 1 You may set the number that you want the system to begin with at installation time G L ACCOUNTS Not Active Used with the Accounting Interface module to define General Ledger accounts that should be updated automatically by TrackFl CASH ACCT NO Not Active Enter the Cash Account Number from the GL that is used to record cash transactions AP ACCT NO Not Active Enter the Accounts Payable Trade Account from the G L that is used to record accounts payable transactions INTERSTORE XFER ACCT NO Not Active Enter the Inventory Transfer Account that is used as the offset in an inter store inventory transfer transaction This field is activated only if the Multi Store module is installed ELIMINATION ACCT NO Not Active This account is used to hold any entries to the General Ledger th

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