Home

Point of Sale - Data Pro Accounting Software, Inc.

Contents

1. 2 1 NAVIGATION P 2 4 SET UP SALES CODES M 2 5 hon Meu toe moe autein ete e deu OR a E de pA aes 2 5 Add Mode ARO0405 iet it teet E eta p eto b eit e d a ai is oe cA tese 2 5 Change Mode AR0406 eter re tee ee tre tet ca eng rr HE Re EX qu tede 2 8 Delete Mode AR0407 ett eid Erde DR e Ape feed 2 8 Copy Mode ARO0408 a te e oS I n tee o t er bae ecd Re D i o A Ege testes 2 9 SET UP SALESMEN 2 9 Inquiry Mode ARO4 08 PC 2 10 Add Mode ARO0400 rete 2 10 Change Mode AROA TO edere ette ettet 2 11 D lete Mode AROATDI 2 re EUIS Geri 2 11 Copy Mode ARO0412 con ace eie e Oo PU 2 12 SET UP RATES E 2 12 Inquiry 042 tete eet baeo dette ree te dep hones ee de Maes heeled 2 13 Add Mode ARO0425 det eq dieses iie ers dee tret tenebo 2 13 Change Mode CARUM20O Gert ertet IEEE ext 2 14 0427 E rit E ore utet eee E etate teen 2 14 Copy Mode AR0428 sss 2 14 IMPORT TAX RATES 0603 44 100000000000 natns etate sense tasses ense tastes sene ta sees sens enata an 2 15 Fixed Length ASCH nete eb r
2. 4 31 sales Code Trend Report ARO0210 1 iere rette tea eee eun 4 33 Commission Report ARO211 ER HR QU e m 4 35 Salesman Ranking ARO212 eR I Re Tee ne d e RE E ee ERE 4 37 Inventory Detail by Salesman 214 eese nennen eene nenne nennen nein nenne ennt 4 39 Sales Code Listing ARO0216 cohetes ee PH eee e C RE Re e edo i ree e ERE 4 42 Salesman DEDICARE 4 46 Tax Rate Listine CARO218 zie igi mre beet 4 49 CHAPTER 5 PERFORM ANALYTICAL ee eene esee enne 5 1 5 1 SALES PAYMENT METHOD 0300 2 1 1 2 2 seta aset en 5 1 SALES TREND BY SALESMAN 0302 1 1 eee etta sotto seta aset ense seta setae seen 5 2 SALES TREND BY SALES CODE AR 303 ceres eere ee ee eene setas esten sesta 5 3 SALESMAN COMPARISON AR0305 sccccssccssssssscsssnnsesncssnonsesseessevnscevestecsectessacoosseesnesesesseasdesessoosesee 5 3 SALES CODE COMPARISON R0306 cssccsssssssssscssssscssscssssescssssscsssssssesssssesessscsssesssssssssssacees 5 5 SALESMAN RANKING AR0307 ccsssccssssssssscssssscsssssssssscssssssss
3. Chapter 1 Point of Sale User Manual Record Payments Flowchart Record Payments updates the AR Transaction Header File Transaction Detail File the Sales Code Period Total the Open Item File and the AR Master File for Last Check Check Date and Amount If integrated with General Ledger it updates the AR Integration File and the Check Reconciliation File if integrated It also updates the Point of Sale Register Balance File and if processing a payment using a Credit Card it will update the EDC Audit File Chapter 1 Introduction Page 1 15 Point of Sale User Manual PRINT DEPOSIT REGISTER FLOWCHART Print Deposit Register updates the Check Reconciliation Detail File if integrated to Check Reconciliation PRINT DEPOSIT REGISTER XXXCR2 DBF CHECK RECONCILIATION DETAIL FILE Page 1 16 Introduction Chapter 1 Point of Sale User Manual Record Sales Code Adjustments Flowchart Record Sales Code Adjustments updates the AR Header File the AR Detail Transaction File and the Sales Code File If integrated to General Ledger it also updates the AR Integration File RECORD SALES CODE ADJUSTMENTS XXXAR7 DBF SALES CODE FILE PERIOD TOTAL XXXAR3YY DBF AR TRAHSACTIOH HEADER FILE XXXAR4AYY DBF AR TRANSACTIOH DETAIL FILE AR2GL XXX GEHERAL LEDGER AR INTEGRATION FILE Chapter 1 Introduction Page 1 17 Point of Sale User Manual Record Automatic COS
4. Discount Percent This is the overall discount that will be given on this transaction The default will be 0 or the discount set up for the customer if you are interactive with Accounts Receivable The system will calculate this discount on the total of the extended prices entered for this transaction This discount amount will be posted to the Sales Discount sales code set up in the Master Configuration This data item can be optionally turned off in the Entry Screen Configuration option of the Master Configuration Date Ordered This is the date that the customer originally placed the order You may press ENTER to default to the current system date This field will be displayed on some invoice forms This data item can be optionally turned off in the Entry Screen Configuration option of the Master Configuration Price Level This is the price level in inventory that will be used when calculating the unit price of inventory items If you are not interactive with the Manufacturing Inventory Management module the system will display Not Applicable and will not use this data item If you are interactive with Manufacturing Inventory Management you may select the price level or press the space bar ENTER to review a Pop Up window to choose the price level The default will be price level number one or the price level set up for the customer if you are interactive with Accounts Receivable After selecting the price level the
5. cree cresce esee eee eee ette etta setas etae etae etna 3 35 RECORD COS ADJUSTMENTS 0106 3 36 AUTOMATIC COS ADJUSTMENTS 0114 3 37 ENTER REGISTER BALANCES 0100 0 3 38 Currency ad scie dei nite es mer P ete AR eee ease es 3 39 PERFORM DRAFT CAPTURE BATCH ps0702 c eese eese eee eren eren ette ette sten setas etas etna sena 3 39 REGISTER LOGIN CTRE EO 3 43 REGISTER LOGOUT CTRL F10 Lees eres cesse 3 43 CHAPTER 4 PRINT REPORTS 4 1 standard features for reports ccce eee ecce ee ee eese ease een s etas ette tease eas teens ea eP esso P seen Pete aee 4 1 Page iv TABLE OF CONTENTS continued Description Page CTRIZEO Output Options y 5e den ee bh am ence de t e a e Db RAO 4 1 Font Attributes 4 4 2 Report Print Options sis id eg Re obere 4 2 Displayed Report Options 1 don etd teria ub edere epa baee tete ees enk dep aide toe 4 3 Range of ea edens aeq eig at taceat feo ost 4 3 Report Sorting 4 3 Masking Wildcards 5 21 etr tette rear N i 4 4
6. SPECIAL NOTE Page 2 28 Set Up and Maintenance Chapter 2 Point of Sale User Manual You MUST answer Y es to the Default to Inventory Item data item if you plan on using the Record a Quick Sale method of transaction entry Unit Price Decimals Default 2 This number is used to determine how many decimal places are necessary for the unit price of each item on the invoice You may choose up to five 5 decimal places for this item Quantity Decimal Default 2 This number is used to determine how many decimal places are necessary for fractional quantities For example the use of percentage units of measures e g 1 4 pound or 25 for inventory items would dictate the use of two 2 decimal places to the right You may choose up to five 5 decimal places for this item Invoice Form Default SRA This is the name of the invoice form that will be used when printing invoices See the Point of Sale sections of the Infinity POWER Supported Forms Reference Manual for a listing of the standard forms available with these modules and the preprinted forms that are supported by the accounting system A selection of preprinted forms are available through DPAForms and may also be found in the DPAForms Catalog included in the Product Kit They may also be found on the CD ROM presentation Once you have reviewed the available forms simply enter the form name into this field to activate it as the current form being u
7. U M This is a four 4 character field for the unit of measure for this item If you are interactive with Manufacturing Inventory Management this will default to the unit of measure set up for the inventory item selected If you are interactive with Manufacturing Inventory Management and you are not using the Unit of Measure Conversion feature this will default to the unit of measure set up for the inventory item Otherwise the unit of measure field will contain the unit of measure selected for the specific unit of measure conversion for this item s Unit Price This is the unit price of the item being billed This will be multiplied by the quantity to calculate the extended price If you are interactive with Manufacturing Inventory Management the unit price will be calculated from the price level you have selected for this transaction and the price table for the inventory item All quantity breaks will be automatically calculated if applicable You may also press the F2 function key to change the price level for this item only If you have turned on the feature Allow Line Item Price Changes in the Master Configuration you will be allowed to override the calculated unit price if necessary If you are utilizing the special Price Plan feature that is set up in Inventory module and have assigned this customer one or more Price Plans to be used if the criteria is met based on the assign Price Plan for this customer then the system wi
8. 8 453 50 8 453 50 0 00 0 00 0 00 0 00 6 50 72 823 21 11 120 71 61 702 50 4 010 67 0 00 13 000 00 13 000 00 0 00 0 00 94 276 71 32 574 21 61 702 50 4 010 67 Sales Tax Report Infinity POWER Sample Company Inc Monthly Sales Tax Report Entity 1 Entity 2 6 00 0 00 6 50 0 00 8 453 50 0 00 8 453 50 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 6 00 0 50 72 823 21 72 823 21 11 120 71 11 120 71 61 702 50 61 702 50 3 702 16 308 51 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 81 276 71 72 823 21 19 574 21 11 120 71 61 702 50 61 702 50 3 702 16 308 51 Entity 3 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Entity 4 0 00 0 00 0 00 50 00 50 00 50 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Page 1 4 04 28 2006 Entity 5 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Chapter 4 Point of Sale User Manual ANALYTICAL REPORTS Seven reports are available by selecting the Analytical Reports menu option They are categorized into four types 1 Trend Reports Customer Trend Report Manager Trend Report
9. DATA PRO ii po SOFTWARE INC Point of Sale with Electronic Bank Draft Capture and Cash Drawer Control Part 107 DATA PRO ACCOUNTING mat SOFTWARE INC Advanced Accounting Software lt gt Secure Internet Solutions Version 7 3 Information in this document is subject to change without notice and does not represent a commitment on the part of Data Pro Accounting Software Inc The software described in this document is furnished under a license agreement or nondisclosure agreement The software may be used or copied only in accordance with the terms of those agreements The purchaser may make one copy of this software for backup purposes No part of this manual or other materials included with the package may be reproduced or transmitted in any form or by any means electronic or mechanical including photocopying and recording for any purpose other than the purchaser s personal use without the written permission of Data Pro Accounting Software Inc 1985 2008 Data Pro Accounting Software Inc Data Pro Accounting Software is a trademark of Data Pro Accounting Software Inc No investigation was made into the common law trademark rights of any word Every effort was made to capitalize or highlight in some manner any word with current registrations All companies products addresses and persons contained herein are intended to be completely fictitious and are designed solely to document and exemplify t
10. Print Reports Rate 1 6 000 6 500 5 250 5 750 6 000 6 500 0 000 7 000 7 000 7 000 7 000 7 000 7 000 96 7 000 96 7 000 96 7 000 96 7 000 96 00 96 0 0 0 0 000 96 0 000 96 000 96 0 0 0 0 Page 1 4 04 28 2006 Break Point 5 000 00 0 00 Rate 2 6 500 96 0 000 96 0 000 96 5 250 96 0 000 96 OOoooooooooooooooooooooooooooooo OOOOOOOOOOOOOooooooocooocoocoooocoococ Chapter 4 Point of Sale User Manual Tax Rate Listing Detailed Infinity POWER Sample Company Inc Page 1 Tax Rate Listing 4 04 28 2006 Detailed Tax Description Break Point Tax Rate Entity 1 Entity 2 Entity 3 Entity 4 Entity 5 1 State Tax 6 000 6 000 0 000 0 000 0 000 0 000 5 000 00 6 500 6 500 0 000 0 000 0 000 0 000 2 County Tax 6 500 6 000 0 500 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 3 City Tax 5 250 4 000 0 250 1 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 4 Tourist Tax City 5 750 4 000 0 250 1 500 0 000 0 000 1 000 00 5 250 4 000 0 250 1 000 0 000 0 000 5 Florida State Tax 6 000 6 000 0 000 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 6 Hillsborough County 6 500 6 000 0 500
11. ss REGISTER LOGIN eee REGISTER LOGOUT REGISTER SUMMARY BY SALES TYPE REGISTER VARIANCE REBPOR T treten git terere n Pobre bep lee RETRIEVE BATCH STATUS teet tnit eT eH Rete eei eene pe no SALES AMOUNT eee etre e e etie tbi een e ete e rte ei bekennen egets SALES BY DAY OF THE WEBK deett eh permet er e EN ee e Pe yet e epe teens SALES CODE 2 rere SALES CODE LISTING SALES CODE LISTING DE TAILED aeaa e tt tre epe petere ete iere Pe tete perti SALES CODE LISTING NON DETAILED SALES CODE SUMMARY co SALES CODE TREND REPORT ret eee ee SALES SALES JOURNAL BY CUSTOMER SALES JOURNAL BY SALES CODE SALES JOURNAL BY SALESMYAN rette erro re EH I SALES RECEIPT SEEEGCTION etre nri retro i SALES TAX REPORT coueasvwescontes SALESMAN LISTING oa in Index Page I 3 Point of Sale User Manual SALESMAN LISTING DETAILED e pr ree eh rege SALESMAN LISTING NON DETAILED E SALESMAN TREND REPORT ARO200 5 nere iie gie n eet c Pede OR Hi o eter b tela
12. 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 99 Exempt 0 000 0 000 0 000 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 10 Wholesale Durable 7 000 7 000 0 000 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 11 Wholesale Non Durable 7 000 7 000 0 000 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 12 Retail Catalog 7 000 7 000 0 000 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 13 Retail Food amp Bev 7 000 7 000 0 000 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 14 Retail Auto amp Serv 7 000 7 000 0 000 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 15 Retail General Merchandise 7 000 7 000 0 000 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 16 Retail Building amp Hardware 7 000 7 000 0 000 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 17 Retail Other 7 000 7 000 0 000 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 18 Financial 7 000 7 000 0 000 0 000 0 000 0 000 0 00 0 000 0 000 0 000 0 000 0 000 0 000 Number of records printed 16 Chapter 4 Print Reports Page 4 51 Point of Sale User Manual CHAPTER 5 PERFORM ANALYTICAL GRAPHS T
13. 10 000 00 0 00 25 000 00 0 00 15 000 00 0 00 475 00 Tax Freight 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 729 79 0 00 650 00 0 00 1 625 00 0 00 975 00 0 00 30 88 0 00 Page 1 4 04 28 2006 Total GP 17 58 10 18 37 15 43 50 347 22 61 68 8 137 22 100 00 1 651 85 100 00 725 00 100 00 1 974 66 100 00 0 00 0 00 900 00 100 00 6 100 00 100 00 849 77 100 00 0 00 0 00 11 957 29 5240 10 650 00 100 00 26 625 00 100 00 15 975 00 100 00 505 88 100 00 Chapter 4 Date Type 04 30 2006 Inv 04 30 2006 Ret 04 30 2006 Inv 04 30 2006 Inv Customer Name Trans NATIT 69236 69236 SWIS1 69237 BOCA 69238 Description National Auto Parts Invoice National Auto Parts Retainage Tony Swiss Construction Invoice Boca Ciega Club Invoice Number of records printed 21 Chapter 4 Infinity POWER Sample Company Inc Sales Journal Trans Amount Sim Job Reg Payment Method 11 700 00 JF 96 0112 1 300 00 JF 96 0112 10 718 76 BM 8 453 50 Totals 94 276 71 Cash 20 338 50 Point of Sale User Manual Cost Amount Tax Gross Profit Freight 7 300 00 0 00 4 400 00 0 00 0 00 0 00 1
14. Do Not Mail Do Not E Mail and Do Not Fax are used for Custom Report Writer features which highlight the ability to set flags on a specific contact record and whether to include each record when using the Infinity POWER Report Writer as an advanced data extraction tool for mailing e mailing and faxing Open Items Button The Open Items button provides the user with the ability to view all of the outstanding invoices and non applied payments that are pending against this specific customer The following pieces of information are also displayed regarding each open item Item This is simply the line number or item number of the total number of open items that are being displayed on this screen You may have a total of 10 000 open items displayed during this open item inquiry at one time Obviously with this many possible open items available this could be cumbersome to try and find a specific item to pay or inquire upon without some helpful tools Therefore while you have this screen open you may click on the Navigation choice at the top of the screen and you will be provided with several options including a Search tool to find items throughout the file The following screen illustrates this menu and how and open item transaction number is highlighted in Yellow once the item is found during a search Page 2 56 Set Up and Maintenance Chapter 2 Point of Sale User Manual Wi Customer Current Open Item
15. The Domain entry should be either the actual IP Address or the domain name of the server itself i e paymentserver dpro com Save this configuration page Once this is completed don t forget that you must install the Data Pro Credit Card Server or PCCharge Payment Server software separately The PCCharge Payment Server software is available on the Data Pro Infinity POWER CD ROM Once this is installed you must click on Advanced button under Menu Preferences and make sure to click on the checkbox that specifies to use TCP IP connection All connections between Infinity POWER and the PCCharge software use a TCP IP connection Regardless of whether you are actually using a modem to dial up to the credit card network to get your actual authorizations or not the communications between the accounting software and this middleware piece of software always uses a TCP IP connection This is very fast and efficient and compatible with all of the various operating systems that may be involved Windows and or SCO UNIX LINUX To maximize the speed of your credit card transaction processing it is always recommended to try to utilize a credit network that supports the processing of transactions via TCP IP connections NOVA was one of the first credit card processors to support this type of processing However many other networks are now available through PCCharge that also support this capability The diff
16. The Point of Sale module has transmitted a transaction request to MAPP and is waiting for an acknowledgment in the form of an STX character that MAPP has received the request After waiting for a given amount of time without acknowledgment from the system assumes that MAPP did not receive the request If all attempts to complete a communication link to MAPP have failed you may elect to retry dialing now or at a later time This message will appear only if the Message Level is set to 9 Transaction Terminated by Operator You have elected to cancel the current transaction request before transmitting the request to MAPP Try Later After a given time period has elapsed MAPP is unable to complete the transaction request This message may be displayed for the following transaction requests sale forced sale authorization without data capture Unable to Locate Matching Transaction cannot find a transaction to match the search criteria in a batch transaction inquiry request Page 1 12 Introduction Chapter 1 Point of Sale User Manual TRANSACTION PROCESSING FLOWCHARTS This section covers the processing flow for the different types of transaction processing in the Manufacturing Inventory Management system Record a Quick Sale Flowchart Record a Quick Sale updates the Customer Master File for Sales History if integrated with Accounts Receivable the AR Header File the
17. ttynn where nn is a two digit number for the device name used for the modem MS DOS based systems are either 1 or 2 for COMI COM respectively This field is used by MAPP and NOVA networks Communications Settings The communication parameters consist of four 4 parts comma delimited separated by commas These parts include the baud rate data stop and parity By default the system will assume 1200 8 1 n Another example of a valid communication parameter would be 2400 8 1 n This field is used by and NOVA networks First Telephone This is a thirty 30 character field for the primary telephone number used to access the credit card network The entire phone number including a 1 and then area code if long distance must be specified with hyphens being optional This field is used by MAPP and NOVA networks Second Telephone If you have verified that the primary network is down then the number entered here can be turned on by clicking the Use 2nd Y N check box Only click this check box if the primary network is disabled The entire phone number including a 1 and then area code if long distance must be specified with hyphens being optional This number is optional Only NOVA networks use this field Shared Directory This is a central shared directory for passing request to IC Verify This directory must be on
18. 0 00 0 00 0 00 Detail Code Description Tax Quantity Unit Price Disc Sale Cost Profit 6008 COS Accrual No 0 00 3 562 74 3 562 74 0 00 04 28 2006 HARC1 Fred Hart 11 227 50 5 344 11 729 79 11 957 29 Inv 69277 Invoice BM 10525 5 883 39 0 00 52 40 Detail Code Description Tax Quantity U M Unit Price Disc Sale Cost Profit 5 001 Sales Tax No 729 79 729 79 10000 SONY 50 LCD Color Television Yes 5 00 Each 2 495 00000 10 00 11 227 50 5 883 39 SONY 52311 5 344 11 5240 5 008 COS Accrual No 0 00 3 562 74 3 562 74 0 00 Customer Totals 11 227 50 5 344 11 729 79 11 957 29 Cash 725 00 5 883 39 0 00 5240 Grand Totals 11 227 50 5 344 11 729 79 11 957 29 Cash 725 00 5 883 39 0 00 5240 Number of records printed 3 Chapter 4 Print Reports Page 4 19 Point of Sale User Manual Infinity POWER Sample Company Inc Page 1 Detailed Sales Journal 4 04 28 2006 Sales Code Summary Code Description Sales C O S 10000 Sales Taxable 11 227 50 5 344 11 Total Sales 11 227 50 5 344 11 Net Sales 11 227 50 5 344 11 Gross Profit 5 883 39 Gross Profit 96 52 40 Special Items 5 001 Sales Tax Charges 729 79 0 00 5 008 Cost of Sales Accrual 0 00 0 00 5 102 Cash Sales Checks 725 00 0 00 Number of records printed 4 Page 4 20 Print Reports Chapter 4 Point of Sale User Manual SALES JOURNAL BY SALESMAN AR0206 This report provides a detai
19. 41500 2 Revenue Roofing Reside 8 453 50 45000 Sales Returns and Allowa 25 93 50000 Cost of Sales 5 344 11 51100 1 Concrete COS Commercia 3 600 00 51100 2 Concrete COS Residenti 2 745 62 51200 2 Electrical COS Residen 6 068 69 51300 1 Framing COS Commercial 1 200 00 51300 2 Framing COS Residentia 910 56 51500 2 Roofing COS Residentia 3 777 25 60100 1 Salaries Commercial 2 500 00 Total Debits 124 459 54 Total Credits 124 459 54 Chapter 4 Print Reports Page 4 13 Point of Sale User Manual Code 10000 31100 31200 31300 31500 51101 51102 51161 51162 51202 51301 51302 51361 51501 SC004 Special Items 5 001 5 004 5 006 5 007 5 102 5 103 Sales Code Summary Year to Date Infinity POWER Sample Company Inc Sales Code Summary Year to Date Description Sales Taxable Concrete Materials Residenti Electrical Materials Framing Materials Roofing Materials Concrete Materials Commercial Concrete Materials Residential Concrete Labor Commercial Concrete Labor Residential Elec Materials Residential Framing Material Commercial Framing Material Residential Framing Labor Commercial Roofing Material Commercial Total Sales Sales Discounts Allowed Net Sales Gross Profit Gross Profit 96 Sales Tax Charges Sales Discounts Allowed Cash Receipts Deposits Received Cash Sales Checks Cash Sales Master Card Number of records
20. If the sales code selected has a period as the first character of the sales code the system will recognize this as description line only In this case you will be allowed to enter only the description line and then move to the next line of data This gives you the flexibility to create as descriptive an invoice as you desire You may also mix various lines of descriptions In other words lines of descriptions do not have to all be in one single order Therefore you may enter an inventory item and then enter a line of description only Then you may add another item and six lines of description and so on If you are not integrated with the Manufacturing Inventory Management module and you have selected a sales code to describe this line item you are selling certain defaults may appear according to how this sales code was set up The defaults that are available during set up of a sales code are unit of measure unit cost unit sales price and JC Cost Code You may choose to accept these defaults or you may override these fields Inventory Item Number The heading for this field will be the heading set up in the Manufacturing Inventory Management Master Configuration If the inventory item selected has a Unit of Measure Conversion defined in the set up of the Inventory Item a window will appear with the available units of measure to choose from The system will record the withdrawal of inventory in the selected unit of measure format Th
21. On Hand Default 0 This field is automatically calculated and displayed by the system based on the transactions and initial setup quantities posted to the system This is the perpetual Quantity On Hand field for each inventory item Therefore when performing an inquiry on an item this would be the field to be viewed to immediately determine what the current amount of inventory is on hand at any given time Chapter 2 Set Up and Maintenance Page 2 71 Point of Sale User Manual Req Manf Default 0 This field Required for Manufacturing is automatically updated by following the procedures in the Enter Projected Usage Amounts menu option There are two different ways that the Inventory system can track display and report the manufacturing requirements As a manager you must decide how you are deploying your Bill of Materials processing system and you must be comfortable with the way in which you want to determine the requirements you will need for sub assemblies of items used in the Manufacturing cycle First there is a field under the Re Order button called Proj Requirements as shown on the following screen Re Order Information 10 601 85461 Tools Launch Primary Vendor Vendor Suncoast Concrete Supplies Item Number Other Vendor Vendor Scotty s Building Supplies rM Number Re Order Quantities Minimum To Stock 9 8 Proj Requirements Maximum T
22. Sales Code Trend Report 2 Manager Reports Commission Report Salesman Ranking 3 Inventory Sales Detail Detail by Customer Detail by Salesman 4 Customer Ranking Report Each report is discussed here Customer Trend Reports AR0208 This report summarizes monthly sales by customer for the entire year This report can be used by management to review the sales trends for each customer by month This type of information may be useful in analyzing peak sales periods versus slow seasons This type of information would then be very useful for all elements of production planning and personnel throughout the company You will be prompted for Customer Range Salesman or all Salesmen ad Region Mask Field Names Customer Name Customer Number Sales for each month of the year Total Grand Totals Chapter 4 Print Reports Page 4 29 Point of Sale User Manual Customer Trend Reports Infinity POWER Sample Company Inc Page 1 Sales Trend Report by Customer 4 04 28 2006 Customer Name 01 2006 02 2006 03 2006 04 2006 05 2006 06 2006 Account Number 07 2006 08 2006 09 2006 10 2006 11 2006 12 2006 Allens Hardware Shops Inc 8 335 69 2 775 90 2 775 90 523 46 0 00 0 00 ALLE1 0 00 0 00 0 00 0 00 0 00 0 00 Total 14 410 95 Boca Ciega Club 0 00 0 00 9 056 56 8 453 50 0 00 0 00 BOCA 0 00 0 00 0 00 0 00 0 00 0 00 Total 17 510 06 Buccaneer Facilities 33 961 81 0 00 0 00 0 00 0 00 0 00 BUCS
23. Tax This check box indicates whether or not this item is taxable The default value will be the value set up for the sales code of this line You will not be allowed to change this data item unless you have turned on the option to Override Tax by Line in the Master Configuration If the check box has been checked then the line item is taxable Quantity This is the quantity of the item you are billing The format of this field will be the number of decimal places that you have specified for unit price in the Master Configuration If the current transaction is a credit memo this quantity will be assumed to be a negative number If you are interactive with Manufacturing Inventory Management this is the quantity that will be removed from the Quantity On Hand for the inventory item If you are utilizing the Unit of Measure Conversion feature you will want to enter the quantity based on the unit of measure you have selected to use on this line item Do NOT enter the quantity as the stocking unit of measure if you have chosen an alternative unit of measure Page3 12 Enter Transactions Chapter 3 Point of Sale User Manual If you have set the Verify Quantity Available field in the master configuration to be turned on the system will check the inventory file to see if there is enough quantity on hand or available to remove the quantity entered If you have set the Verify Quantity Available field to be turned on and th
24. This would allow you to determine the areas where a particular salesman is performing best and where they may need assistance By verifying information in this report you may also see at what price levels he or she is selling and determine if those profit levels are satisfactory or not This report may be printed for a specific date range and transaction type sales returns or both Field Names Customer Number Customer Name Salesman Number Salesman Name Inventory Item Number Inventory Item Description Transaction Type Quantity Unit of Measure Transaction Description Transaction Date Total Cost Total Price Totals Grand Totals Chapter 4 Print Reports Page 4 39 Point of Sale User Manual Infinity POWER Sample Company Inc Inventory Detail Report For Salesman Bill Maguire Inventory Detail by Salesman Page 1 4 04 28 2006 Customer Number Name Item Number Trans Quantity Ret Desc Total Cost Description Type UM Trans Date Total Price JONJ1 Sonia Jones Interior Design 50221165 3 100 00000 Invoice 0 00 Lightweight Sawblades Sales Order 04 01 2006 879 75 Totals 3 Sales Order 100 00000 0 00 879 75 JONJ1 Sonia Jones Interior Design 608112 3 5 00000 Invoice 0 00 Meter Glass Case Sales Order EA 04 01 2006 144 27 Totals 3 Sales Order 5 00000 0 00 EA 144 27 JONJ1 Sonia Jones Interior Design 608126 3 100 00000 Invoice 0 00 Electric Box Po
25. descriptions cash drawer interface and external video display codes Inquiry Mode PS0450 The Inquiry mode allows you to view summary information about your point of sale registers Navigate to the record you wish to view You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Add Mode PS0451 This option allows you to add a new Point of Sale register There is no limit on the amount of registers that you can add to this file however the number of users that can be simultaneously active will be determined by the user count you have purchased If you have the Require Login parameter turned on in the Point of Sale Master Configuration each time you execute any transaction entry option in the Point of Sale module the system will require that you enter a Register number When you set up your register you have the option of setting a password for the register This will enable only those personnel that have the password to login with that register number A salesman can be assigned to a specific register This will update all transactions with that particular salesman s number There is an additional parameter that will enable the system to utilize the salesman s number set up on the customer if you are integrated with the Accounts Receivable module The Point of Sale module has the ability of interfacing to external devices such as a cash dra
26. even if this option warns them that the quantity on hand is less that what is being invoiced the user may be allowed to proceed because management knows they will adjust the system at some point in time in the future when receiving catches up Chapter 3 Enter Transactions Page 3 11 Point of Sale User Manual In light of these scenarios the Advanced Security Administrator provides management with the advanced tools to configure the system to run based on their specific needs The system can be set to never allow an item to be sold if the quantity on hand is less than what is being invoiced Or it can be set to allow it to be invoiced but only if a Manager s Authorization password is entered into the system providing the authorization necessary to proceed Or the system may be configured to allow the users to proceed in all cases Again this is an Advanced Security Administrator module security object called IM ONHAND which requires that the Advanced Security Administrator module be fully deployed to take advantage of this feature It must be setup in advance to provide the proper level security depending on what this company s management desires NOTE The Master Configuration option allows you to change this field to default to the Inventory Item instead of the sales code This may be preferable if the majority of sales are inventory or if you will be using a bar code reader to enter the item numbers If the sales code selected has a per
27. project number associated with this customer This is a reference only field unless certain conditions exist If you are utilizing the Sales Order Entry and Job Cost Main Modules to track revenues associated with a project you can use this field to define a specific project number to be associated with each order entered in the Order entry module for this customer This project number may be overridden at the time of order entry Password The remote access password is used in conjunction with an Internet Web Site environment It is a security feature to allow customers to login to a web site and gain access to specific information This information could be specific pricing based on that customer pricing level or important information specifically for that customer Enter a password and re key the same password for verification Click on to save this information When you have completed the Billing information section of the customer s record click on Save to return to the main data entry screen Page 2 54 Set Up and Maintenance Chapter 2 Point of Sale User Manual Contact Info Button When you click on the Contact Info button you may enter and or review the optional Contact Management fields available for this record as shown on the following screen All of these fields are free form text fields and may be used in any fashion desired Primarily these fields are used with Data Pro s advance
28. the system will display the amount and ask if you wish to apply the amount as a payment discount If you click on Yes the system will apply the amount as a debit to the Payment Discount sales code set up in the Master Configuration An example of this would be if you allow your customers a two percent discount on invoices if paid within a certain number of days If the invoice was 100 00 and the check was 98 00 100 00 less 2 discount you would enter the check as 98 00 and apply 100 00 toward the invoice This would leave an over applied amount of 2 00 which would be applied toward the payment discount sales code Additionally to allow the balancing of the AR Aging Report to the General Ledger Balance Sheet from a prior fiscal year you can not post partial payments to the system The open item file can only keep track of the latest check number and check amount that was posted against each open item not all of the partial payments for each open item Therefore if you receive multiple payments for a single open item you must post these partial amounts as unapplied cash until the total amount of the open item has been received At that point you may post a zero check to match all of the partial payments against the open item By following this line of procedures you will be able to have the AR Aging Report match the Accounts Receivable balance on a prior period s General Ledger Balance Sheet If you are not concerned with b
29. 0 00 0 00 0 00 0 00 0 00 0 00 Total 33 961 81 Fred Hart 0 00 0 00 0 00 11 957 29 0 00 0 00 HARC1 0 00 0 00 0 00 0 00 0 00 0 00 Total 11 957 29 Home Depot Inc 13 500 00 0 00 0 00 0 00 0 00 0 00 HOME1 0 00 0 00 0 00 0 00 0 00 0 00 Total 13 500 00 Joanne Gonzalez 0 00 0 00 8 725 92 0 00 0 00 0 00 JAG1 0 00 0 00 0 00 0 00 0 00 0 00 Total 8 725 82 Sonia Jones Interior Design 0 00 0 00 0 00 0 00 0 00 0 00 JONJ1 0 00 0 00 0 00 0 00 0 00 0 00 Total 0 00 National Auto Parts 120 673 48 112 212 85 97 636 23 64 950 00 0 00 0 00 NATI 0 00 0 00 0 00 0 00 0 00 0 00 Total 395 472 56 Relief World Children s Home 0 00 0 00 0 00 0 00 0 00 0 00 RWCH 0 00 0 00 0 00 0 00 0 00 0 00 Total 0 00 Sampsons Grilling Systems 0 00 0 00 0 00 0 00 0 00 0 00 SAMPGRILL 0 00 0 00 0 00 0 00 0 00 0 00 Total 0 00 Tony Swiss Construction 0 00 0 00 0 00 10 718 76 0 00 0 00 SWIS1 0 00 0 00 0 00 0 00 0 00 0 00 Total 10 718 76 Grand Totals 176 470 98 114 988 75 118 194 51 96 603 01 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Total 506 257 25 Number of records printed 11 Page 4 30 Print Reports Chapter 4 Point of Sale User Manual Salesman Trend Report AR0209 This report summarizes monthly sales by salesman for the entire year This report can be used by management to review the sales tre
30. 300 00 0 00 9 551 50 0 00 1 167 26 0 00 3 777 25 0 00 4 676 25 0 00 26 146 23 4 010 67 68 130 48 0 00 Print Reports Page 2 4 04 28 2006 Total GP 11 700 00 37 61 1 300 00 100 00 10 718 76 10 85 58 453 50 55 32 598 287 38 72 27 Page 4 17 Point of Sale User Manual SALES JOURNAL BY CUSTOMER AR0205 This report provides a detailed listing of all invoices credit memos and other transactions for specified transaction types and date range by customer This report may be used by management to review the detail of all transactions posted to the Accounts Receivable system for each customer It may also be used for auditing the sales cost of sales and gross profit amounts You may select a customer range and a date range that can include all transactions for the current accounting year However you may be even more specific and request a listing of only invoices payments or any other transaction type The system will default to all transaction types in the current month You may select or deselect transaction types by clicking on or off the check boxes If you click on the Sales Code Detail check box the system will print all sales code detail for each transaction and also a sales code summary at the end of the report As an option you may choose to only print the sales code summary by clicking on its check box for a quick look at totals for a specific period of time You may also print the sales jo
31. 35 TRANSACTION INQUIRY TRANSACTION NUMBER TRANSACTION PROCESSING FLO WCHARTS ovasues bei I EE AEE annat 1 13 TRANSFER FROM SALES CODE EPXONSEERADOSAEBS CODE U UNAPPLEIBD CASH GC out ua ET 3 31 3 32 MEASURE Sojer Dac 3 10 3 12 3 13 3 21 3 23 UNIT OF MEASURE CONVERSION tttttt ena A AE A EE AEE IEE aean 3 10 3 13 3 21 3 23 Rec nis m Des 3 8 3 11 3 12 3 13 3 19 3 22 3 23 3 24 V INNEREN RES 2 9 2 12 2 19 VERIFY QUANTITY AVAILABLE 3 6 3 17 E 3 40 Page I 4 Index Point of Sale User Manual XEARSEQ DATE AMOUNGES 4 11 ZERO PAYMBN D itte ces Salada Sena taeda dira dose Mat uis nto bdo Mo ee Mos lad c edo 3 28 Index Page I 5
32. AR Detail Transaction File the Sales Tax File the Sales Code File and the Salesman File If integrated to General Ledger it also updates the AR Integration File If integrated with Inventory it will update the Inventory Master File for Sales History the Cost Layer File and the Inventory Detail Transaction File If posting a Credit Card Payment it will also update the EDC Audit File RECORD A QUICK SALE XXXARMDD DBF XXXARTYY DBF XXXAR3YY DBF XXXAR4YY DBF EDC AUDIT FILE CUSTOMER XXXAR2 DBF Credit Card MASTER FILE OPEN ITEM FILE AR aati ELSE Transactions SALES HISTORY XXXARK DBF POINT OF SALE REGISTER BALANCE FILE XXXARSYY DBF SALESMAN FILE FOR PERIOD TOTALS XXXAR6YY DBF SALES TAX FILE PERIOD TOTALS XXXAR7YY DBF SALES CODE FILE PERIOD TOTALS XXXIMTYY DBF XXXIM6 DBF XXXIM2YY DBF INVENTORY INVENTORY MASTER FILE COST LAYER FILE relied SALES HISTORY AR2GL XXX GENERAL LEDGER AR INTEGRATION FILE XXXCRA DBF CHECK REC BATCH ENTRY FOR EFT PROCESSING XXXCR2 DBF CHECK REC DETAIL FOR TRANSACTIONS Chapter 1 Introduction Page 1 13 Point of Sale User Manual Open Register Flowchart Open Register No Sale updates the Point of Sale Register Balance File OPEN REGISTER NO SALE XXXARK DBF POINT OF SALE REGISTER BALANCE FILE Page 1 14 Introduction
33. Adjustments Flowchart Record Automatic COS Adjustments updates the AR Header File the AR Detail Transaction File and the Sales Code File If integrated with Inventory it updates the Inventory Master File the Cost Layer File and the Inventory Detail Transaction File If integrated to General Ledger it also updates the AR General Ledger Integration File RECORD AUTOMATIC COS ADJUSTMENTS XXXAR3YY DBF AR TRANSACTION HEADER FILE XXXAR4AYY DBF AR TRANSACTIOH DETAIL FILE XXXAR7YY DBF SALES CODE PERIOD TOTAL XXXIMTYY DBF INVENTORY MASTER FILE QUANTITY TO ADJUST AND QUANTITY XXXIM2YY DBF INVENTORY DETAIL FILE XXXIM6 DBF INVENTORY COST LAYER FILE AR2GL XXX GENERAL LEDGER AR INTEGRATION FILE Page 1 18 Introduction Chapter 1 Point of Sale User Manual Enter Register Balances Flowchart Enter Register Balances updates the Point of Sale Register Balance File ENTER REGISTER BALANCES XXXARK DBF POINT OF SALE REGISTER BALANCE FILE Chapter 1 Introduction Page 1 19 Point of Sale User Manual This page intentionally left blank Page 1 20 Introduction Chapter 1 Point of Sale User Manual CHAPTER 2 SET UP AND MAINTENANCE This chapter will provide you with a step by step procedure for the initial set up and maintenance of your Point of Sale files When you select this menu option a complete list of choices will be displayed
34. Code Summary Report is printed and the option Clear Current Amounts is selected which will also update the General Ledger Integration file if it is set to be interactive JC Cost Code This is the default Job Cost Code that will be used for this sales code When this code is defined and used in conjunction with Order Entry the sales and cost of sales amounts for each invoice will be posted to this Cost Code on the job or project number defined on each order Chapter 2 Set Up and Maintenance Page 2 7 Point of Sale User Manual Checking Account This checking account number is used to define a valid bank account set up in the Check Reconciliation module It will be used to post daily deposit amounts to the Check Reconciliation module At the time the deposit register is run and integration to the Check Reconciliation module is turned on the system will prompt you to post the deposit amount to the Check Reconciliation module Details Click on the Details button and a screen will appear to allow you to enter the Total Sales and Total Cost of Sales amounts for each period of the fiscal year These amounts will be automatically updated during normal processing When completed click on the Save button to save these changes If you are adding a sales code specifically for EFT transaction payments the sales code MUST begin with SC The checking account number that you select MUST be one that was set up spec
35. Entry Point of Sale Payroll Job Cost Main Module Time Sheet Entry Check Reconciliation Report Writer Report writer Run Time Customer Support Management System Administrator Pro Security Administrator POWERServer Module Run Crystal Reports Productivity Tools Infinity POWER for Windows Infinity POWER Sample Company Inc ins per Form Generator Dig POWER Upgrade Utility Start Up Fro ch Start New Year s Files TT Once this option is selected the following screen will appear showing a listing of all accounting modules that have been installed on your computer system Page 2 2 Ill Start Up From Scratch Tools POWER Sample Company in1 Be sure your fiscal year is set properly before you begin Your current fiscal year end is period 12 This option creates data files and configures initial settings for each registered system in the company Infinity Registered Systems Accounts Payable Accounts Receivable Check Reconciliation Customer Service Management General Ledger System not started System not started System not started System not started System not started XL XI XI XI 1900000004 Inventory System not started Job Cost System not started Payroll System not started Point of Sale System not startup will be started by A R Productivity Tools System not started Purchase Order Entry System not started Sales Order Entry
36. Grant Jack Friedman Jason Keyes Janie Goss Joshua Thomas Lou Rush Marco Suarez Michelle Shaw Russell Wartner Sonalee Patel Steve Gash Number of records printed 18 Chapter 4 Point of Sale User Manual Page 1 4 04 28 2006 Print Reports Page 4 47 Point of Sale User Manual Salesman Listing Detailed Infinity POWER Sample Company Inc Page 1 Salesman Listing 4 04 28 2006 Detailed Number Name Password Commission Percent Tier Level Period Gross Sales Net Sales BM Bill Maguire Net Sales 20 00 01 2006 38 950 70 28 399 23 15 00 3 500 00 02 2006 2 775 90 44 10 10 00 6 000 00 03 2006 33 398 90 15 554 90 04 2006 21 946 26 7 050 65 Total 97 071 76 50 960 68 Carlos Montoya Net Sales 0 00 0 00 0 00 Total 0 00 0 00 0 00 0 00 DGC Donnell Curtis Gross Sales 5 00 0 00 0 00 Total 0 00 0 00 0 00 0 00 EDL Edmundo Lacayo Net Sales 5 00 01 2006 31 912 50 7 855 50 0 00 0 00 Total 31 912 50 7 855 50 0 00 0 00 HOUSE House Sales None 0 00 01 2006 22 500 00 18 500 00 0 00 0 00 03 2006 8 725 82 6 478 27 0 00 0 00 04 2006 384 37 230 37 Total 31 610 19 25 208 64 IUG Ivan Grant Gross Sales 5 00 03 2006 9 056 56 6 620 41 0 00 0 00 04 2006 8 453 50 4 676 25 0 00 0 00 Total 17 510 06 11 296 66 JF Jack Friedman Gross Sales 4 50 01 2006 114 508 39 106 642 26 0 00 0 00 02 2006 106 732 41 104 721 65 0 00 0 00 03 2006 91 946 85 8
37. ICVerify After consulting with your representative from MAPP NOVA PCCharge or ICVerify you will be deciding which batch processing method is best for your company and the way you do business The batch processing procedures and communications with MAPP NOVA PCCharge or ICVerify is your link to the automatic transfer of funds With NOVA we only support hybrid auto close batch processing Within the Transactions section of the Point of Sale module Perform Draft Capture Batch addresses the batching procedures Again the handling of these items will depend on the batch processing method you will be using A batch must be assigned or opened prior to performing EDC transactions This may be accomplished in two ways 1 Manually A batch may be opened by selecting the Open a New Batch option on the Perform Draft Capture Batch screen The Point of Sale program prompts for a batch number and date and then accesses the EDC network to open the batch NOVA does not support this option 2 Automatically Arrangements may be made with the authorizing institution to open the batch automatically A new batch is automatically opened upon receiving the day s first monetary transaction Once a batch is open EDC transaction processing can begin Batches that are automatically opened are generally automatically closed through MAPP NOVA batches are always automatically opened and closed at 3 00 AM or when a maximum of 950
38. ID Modem Port E Comm Settings m Eirst Telephone Sec ond Telephone Use second ja Shared Directory TCP IP Server p Server Port Domain Mail Order ANS Prompt 292 Demo Mode User Fields Cancel Close The following is an explanation of each of data items Id Enter the name of the processor being used to process your credit card payments Ex PCCharge ICVerify etc Description Enter a description of the processor being used to process your credit card payments Terminal ID This is a thirty 30 character field not all will be used for the Terminal identification number issued to your company and is required by the credit card network for access This field is used by MAPP and NOVA networks Merchant ID This is a thirty 30 character field not all will be used identifying the merchant and the merchant s bank to the credit card network Only NOVA networks use this field Page 2 38 Set Up and Maintenance Chapter 2 Point of Sale User Manual Processor ID This is a thirty 30 character field not all will be used identifying the Credit Card Processing Network to the PC Charge payment server software system Only PC Charge uses this field Modem Port This is the COM device or port name that the modem is connected to for communications to the credit card network Most UNIX based systems have a name in the form
39. If it is required you may override this unit of measure at the time of entry Page2 6 Set Up and Maintenance Chapter 2 Point of Sale User Manual Unit Price This is the default unit sales price for this sales code When you select a sales code which has a unit sales price defined this will be the unit price for that line item on the transaction You will have the option of overriding this unit price during data entry of the transaction Unit Cost This is the default unit cost for this sales code When you select a sales code which has a unit cost defined this will be the unit cost for that line item on the transaction The unit cost will be multiplied by the quantity entered to calculate the cost of sales for that line item on the transaction Sales Account For normal type sales codes this is the General Ledger Sales or Income account that will be credited when sales are entered For special non sales type sales codes this is the account that will be used for the necessary debit or credit For example the Cash Account Discount Account Sales Tax Account etc For AR Code type sales codes this is the Accounts Receivable account that will be used for the necessary debit or credit This type of sales code is utilized to distribute Sales and Cash Receipt entries to specific Accounts Receivable accounts set up in the General Ledger These codes are defined in the set up of the customer s record an
40. MAPP have failed you may elect to retry dialing now or at a later time This message will appear only if the Message Level is set to 9 No Transactions for Card Type xx MAPP finds no transactions for the requested credit card type where is a two character code representing the card type such as MasterCard or Visa No Transactions in Batch This message indicates that there are no transactions associated with the specified batch number Please Retry The Point of Sale module is unable to process a transaction request Possible causes are failure to establish a communication link with the MAPP network failure to log on to the MAPP network or failure while transmitting a transaction request to the MAPP network If the message level setting is 9 more specific analysis is provided You may elect to retry dialing now or at a later time Post Authorization Completed MAPP has successfully captured a transaction which was authorized but not captured in a previous transaction Chapter 1 Introduction Page 1 11 Point of Sale User Manual Error Message Description Redialing The Point of Sale module is about to make a subsequent attempt to establish a communication link to the MAPP network after failing to establish the link on a previous attempt Send ACK has confirmed taking action on a transaction request by sending the Point of Sale module a messag
41. Maintenance Page 2 73 Point of Sale User Manual Special Cases These data items will have default values Respond to these items by clicking on the appropriate button and an Option Window will appear for the keying of additional information User Fields This button provides access to all of the User Defined Fields that may have been created for the Inventory file This assumes that the option in the Configuration setup has been turned on and new fields have been added to the system Otherwise this button will not be accessible If User Defined Fields have been added to the system a new screen will appear and display the total number that has been added If more fields have been added than what fits on a single screen the screen will become a scrolling screen that will allow the user to move up and down and make entries into these fields accordingly You must click on Save this screen to save all entries made to this screen and store you work before you will be returned to the main screen Click on Save again to ensure these entries are completely saved User Defined information entered into these fields is accessible by the Infinity POWER Report Writer and POWERServer module for web applications W Maintain User Fields Inventory Tools Launch Edit Navigation Detail Item Field Name Description Type Length Data Value UQUALITY Quality Rating of Product Excellent Re Or
42. PS0463 DANE sede eerte metit ede eene e e PU de epe d e 2 37 Copy Mode PS0404 i t rta tote e entem ved e ed covdesda e e ei ere ep ive e 2 37 SET UP CREDIT CARD PROCESSORS 80470 0 2 37 Inquiry Mode ee epe Ee eene etam iem 2 38 Add Mode PS041 4 ch teer oh eer e Ren secet ERE EO re VU TA te e Et pev bey 2 38 Change Mode PS0472 ertet 2 42 Delete Mode PS0473 iier oti deri re lees tee eee e rev adea iet oe e ELE 2 42 Copy Mode BS0474 soie oe eerie e e tice e e ree decere dvd e tede gto 2 43 START NEW YEAR S FILES 850421 roe to etta etta seta ne eos Io sete netos 2 43 SET UP GLORY ELOTLULDI Hos 2 45 Inquiry ARO0400 ai RU Ine i ARES e EU re eei Rete 2 45 Mode AROAQT 1 6 iere itt Re et eL REED D Eng t e ote to a Die e eet EE 2 50 Contact Info e S hee tete pb bin A Oir 2 55 Price Plans Button ee ts Da Bid rio eoi e Bo ics iit RE ER 2 63 Change Mode CAROAQ2 tee ee rtt tenet e pr e 2 63 Delete Mode tr eee ete Ga eit LOS cuceus D Eng idet ect id 2 64 Copy icc hee e Gia hee taba de em se a a E Gi teet diee eee 2 64 SET UP INVENTORY ITEMS ences eo rne pen epa Fen onse an Sas voseseaeoscesseceone 2 65 Inqu
43. Price or Price Level 1 or the Base Price or Price Level 6 You would then click on the Reset Prices button The system will automatically calculate all the prices for that item based on the factors set up Chapter 2 Set Up and Maintenance Page 2 75 Point of Sale User Manual Price Table Information 10 601 78511 Tools Launch Description Retail Level Level Level Reset Factors Reset Prices Level Level Level 7 Level 8 U Name It Bro In Law e autaa If you want to override the default factors set up in the Master Configuration you may do it here on an item by item basis You may also use this option to do What If calculations of prices by changing the factors around and then clicking on the Reset Prices button to recalculate the prices Clicking on the Reset Factors button will restore the Master default factors when you are done If you are utilizing the Unit of Measure Conversion procedures the selling price will be based on the Price Level defined for each unit of measure in the Unit of Measure Conversion table Costs This screen is used to display the average cost of this item and the current total value of the item in stock This is based on the total quantity on hand times the price paid for those quantities regardless of the costing method in effect for this item An average cost is then calculated based on total value divided by the number of quantities in
44. Report On zac uU de tegat deem an He 4 4 Cancel the Punt Job 2 eate aa et 4 4 Register summary by sales type PSQ0201 Lese e etes ee eee e eene etta setate seen see an aestas tasas snae eaa 4 4 REGISTER VARIANCE REPORT PS0202 ccsscsssssssssscssscccsssccssseccssccsssessessesssssscsssssssssssssesees 4 7 SALES BY DAY OF THE WEEK PS0203 csssscssssccsssscsssscssseccsssescsssssssecsssssccssscscsessessssssssecees 4 9 SALES CODE SUMMARY AR0220 isiscccsscssocsctvnnacssuacsconscsssnsssedsesueccnsstesseasesunvobeateseacsessncessesessonsss 4 11 SALES JOURNAL A R0204 scccccccccessisscnnssssconsssssnensssescoosctesnsnesdveccssscconcnssveecesdusecsenedvvecessusenseusdss seeds 4 15 SALES JOURNAL BY CUSTOMER AR0205 eee ee ee eee eee ee ee to seen testen aset ense tete seta 4 18 SALES JOURNAL BY SALESMAN 0206 2 1 1 setate setas eee eaae 4 21 SALES JOURNAL BY SALES CODE 0222 eene ee en eese seen aset seen ee 4 25 SALES TAX REPORT ARO02QT 4 27 ANALYTICAL REPOR LIS siccssisccsescetessavessncusvenssseasesancsnceonseassunes rosessi seo 4 29 Customer Trend Reports 208 4 29 salesman Trend Report ARO209
45. SCHEDULED PAYMENT TYPE SECOND RA TE 5 eer eite a bt Hber ED RECEN e ees SERIAL NUMBER eyi entere RR EE SEL UPCREDIE CARD PROCESSORS SET UP CUSTOMERS C stomer Inquiry siepe tee ntn Rande me ndi SET UP CUSTOMERS SEILUPINVENTORY ELEMS 5 Ae Re lea de ete ire SELUPMANAGERS inim edes tete tesa SET UP PAYMENT TYPES SET UP REGISTERS SET UP SALES CODES SET UP SALESMEN Add a Manager Change a Manager E IDA CENE SET UP TAX RATES 4 AX xs o EA cases nt brorum A EE Change a Tax Rate eerie esee nep eem gr menn rennen ebrei EET Copy an Existing Tax Rates A Ip EM PdC c SPECIAL KEYS E A teer t ad sers re adl ree e SI T STATUS 3 41 3 41 3 42 STOCKING UNIT OF MEASURE aa 3 6 3 17 SYSTEM INTEGRATION 2 1 A re E E A EERE 1 3 2 31 TAXSCHARGED terrore entere ee REOR O E E EE EE EES 4 27 TAX RATE 45 4 49 TAX RATE LISTING DETAILED 4 51 TAX RATE LISTING NON DETAILED 4 50 4 27 TRANSACTION 3 39 TRANSACTION DESCRIPTION 3
46. This option allows ten 10 lines of free form text for each TEXT sales code entered which is centered on the invoice form and is sixty 60 characters wide and uses an auto wrap feature during data entry Further although the TEXT sales code may be up to ten 10 lines in length each one only uses a single line during data entry so as not to consume all of the lines of the invoices detail section Multiple TEXT sales codes can be used for each invoice This is ideal for highly descriptive invoice writing capabilities The TEXT sales code can be used as a template for repeated use Templates can store any information that will be repeated on a series of invoices This option allows users to create standard groups of text statements that can be used repetitively on invoices and sales orders and selected during invoicing and Sales Order Entry without having to re key the same information into the system time and again This would be ideal for items such as warranty statements support policies return policies and much more There are both TEXT and sales codes which are added to each system when the company s data files are created from scratch The codes can be used similar to the use of all other sales codes in the system A single dot sales code does not have to be attached to any inventory items whereas double dot sales code items are associated to the previous inventory item entered into the system If you are cr
47. Types File New Payment Type Information is Deleted Copy Mode PS0464 This option allows you to create a new payment type by copying the information from an existing payment type Using this option the system provides a quick method of setting up payment types that are very similar By using the Copy an Existing Payment Type menu option you are able to quickly create and enter new payment types First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then Copy You will notice all the information except for the id will be copied to a new record Enter the new id for this record At this point you may choose to edit any of the information or click on the button to validate which will then add it to the file This new information is not actually added to the file until you have clicked the Save button to validate from this screen Results CoA RO dbf Payment Types File New Credit Card Information is Set Up SET UP CREDIT CARD PROCESSORS PS0470 This option allows you to define the credit card network access information Once this information has been defined it will be updated only as your needs change or
48. Up and Maintenance Page 2 19 Point of Sale User Manual CASH DRAWER INTERFACE Use Device Click on this option if you are going to use a device name for the cash drawer interface Device This is the device name that will be used as the interface to the cash drawer Use may click on the arrow box and choose one of the valid device names available to your operating system Use Script File Click on this option if you are going to use a script file for the cash drawer interface Script File Enter the Script File name that will be used as the interface to the cash drawer Control Codes This data item contains the decimal codes separated by commas that are sent as a signal to the cash drawer to open The correct Control Code for your drawer can be found in the cash drawer manual The cash drawer will be automatically opened by the system any time you complete the following transactions in the Enter Transactions menu 1 Record a Sale amp Print Receipt 2 Record a Return Refund 3 Open Register NO SALE 4 Record Payments If you are using a cash drawer from a serial port the communication parameters will be automatically configured by the programs The parameters will be set as follows Baud Rate 1200 Parity None Data Bits 8 Stop Bits 1 Example MODE 1200 N 8 1 UNIX If you are using a cash drawer from a serial port you must configure the port yourself using the parameters listed
49. a sale If you turn on the option the system will display the data item s description and allow you to input the data If you leave the option blank the system will blank the data item s description and skip over the input field Chapter 2 Set Up and Maintenance Page 2 25 Point of Sale User Manual mi configuration ERE 0 Tools Launch Master Configuration i Invoice Format Devices System Integration Tax Rate Salesman Price Level Scheduled Payments Quick Validation 114 Discount Percent Transaction Description Customer Purchase Order Sales Order Order Date Special Instructions Freight Additional Cost Of Sales r r r r r r r Cancel Apply The following twelve 12 items may be turned on or left off in the main entry screen used in the Point of Sale module 1 Tax Rate 2 Price Level 3 Discount Percent 4 Transaction Description 5 Customer Purchase Order Number 6 Sales Order Number 7 Date Ordered 8 Special Instructions 9 Freight 10 Additional Cost of Sales 11 Salesman 12 Scheduled Payments 13 Quick Validation You may also specify whether or not you want to start the screen at the validation prompt If you turn this option on the system will immediately start at the validation prompt From there you may elect to change any of the default data or click on the Details button which takes you to the next scrolling screen to start entering the
50. an accessible server and needs to be the same directory where IC Verify was installed The field must end with a backslash or forward slash in UNIX Only IC Verify networks use this field Example F ICVWIN20IRREQUEST TCP IP Server If you are using the Data Pro Credit Card Server to interface to any of the supported credit card networks click the check box and specify the Port Number and Domain Name where the Credit Card Server is located All networks can use this field but it is not required This field is REQUIRED if you are using the PCCharge Payment Server If you are using the Data Pro Credit Card Server the Port should be specified as the same TCP IP Port that the Credit Card Server is configured for If you are using the PCCharge Payment Server enter the Port as 31419 which is the default Port for the PCCharge Payment Server Next you must enter the domain of the server where the Data Pro Credit Card Server or PCCharge Payment Server software is installed This must be a Windows 98 NT 2000 XP PC It does not matter if your accounting software is running on SCO UNIX or LINUX as long as the Data Pro Credit Card Server or PCCharge Payment Server is connected to the same network If so the server will be able to provide credit card authorizations to all UNIX based servers as well as Windows based platforms Chapter 2 Set Up and Maintenance Page 2 39 Point of Sale User Manual
51. and the Project Number This gives you the ability to print either purchase orders or other reports and include only the vendor that you specify in the vendor mask field A single vendor in the system may have many purchase orders in the file but are scattered throughout the file In other words they were not entered into the system in any consecutive order By being able to specify the vendor number as a mask when you perform any printing function the system will allow you to only print for the vendor desired regardless of the order in which they may be found in the file The purchase order number mask field would appear on your screen as 12345678901234567890 If you decide to print a report that should include only the information for vendor 31773 you would specify 31773 1234567890 The blank spaces may either be spaces or question marks Question marks are the standard DOS wildcard format Period to Report On If a report is a summary type report the information contained in the report will be inclusive of all data input during the date range specified at the time of selection of the report This provides you the ability to do historical period reporting as well as current period reporting Cancel the Print Job Clicking on the Cancel button during the printing of a report will cancel the print job However keep in mind some of the report may still be in the printer buffer at the time of cancellation REGISTER
52. any time they desire end of day from any terminal by logging in as their respective user number NOTE Each time you select a register either beginning or ending balance the system will zero all of the counts and then replace the balance with the calculated balance when you validate If you select a register that has already been entered and then click on the Save button this will replace your previously entered balance with the current screen total When the register number indicated is not the one you want either change the register number to the correct one or click on the Cancel button to exit without validating Results coARK co Register File Beginning or Ending Balances Updated PERFORM DRAFT CAPTURE BATCH PS0702 This option allows you to perform the Draft Capture batch functions necessary to audit and close the daily draft capture files The Accounts Receivable module provides a series of options for processing with batches Selecting Perform Draft Capture Batch from your Transactions menu will display eleven 11 functions you may perform With the exception of Audit Report each option is a request to the credit card network to perform a specified function Each option is listed on the following pages giving you a complete explanation of how and why you choose and execute the various options Chapter 3 Enter Transactions Page 3 39 Point of Sale User Manual Audit Report This option produces
53. as shown on the following screen Infinity POWER for Windows Infinity POWER Sample Company Inc ins File Systems Transactions Reports Graphs Set Up and Maintenance Help Set Up Sales Codes 3 Ee Set Up Salesman 19 i 2 i tes D Set Up Tax Rates Import Tax Rates Set Up Registers Change Master Configuration Maintain Data Files Set Up Payment Types Set Up Credit Card Processors Set Up Customers Ctrl F Set Up Inventory Items Ctrl F8 Set Up Invoice Text Templates GENERAL OVERVIEW Once you have installed your module s and reviewed the System Overview Chapter 1 you are ready to set up your master Point of Sale files from scratch Select the Systems option from the Menu Bar Then select the System Administrator option Then select the Start up from Scratch menu option as shown on the following screen Start Up From Scratch is utilized to set up your initial Point of Sale and any other integrated accounting module data files for a particular company This procedure is performed only once Thereafter your data files may be packed or re indexed through the Point of Sale option Maintain Point of Sale Files Chapter 2 Set Up and Maintenance Page 2 1 Point of Sale User Manual File Systems Transactions Reports Set Up and Maintenance Help General Ledger Accounts Payable Purchase Order Entry Accounts Receivable Inventory Management Sales Order
54. be zeroed It is recommended that this report be printed for the current amounts and cleared on a daily basis You may choose to Post Integration Files to General Ledger once a month The integration file will accumulate all of the daily clearings for a daily summary posting into General Ledger By clicking on the Cancel button for the question Do you wish to clear the current Sale and Cost of Sale Amounts will retain the current amounts The amounts will remain for reporting purposes until you are ready to clear them If you select the Month To Date version of this report it will include the total monthly sales code balances for the month of the current system date NOTE If you are NOT Posting in Detail to GL it is required that the Sales Code Summary report be printed and cleared for the current amounts If you ARE Posting in Detail to GL this report need not be printed for any posting procedures to be completed in GL Field Names Sales Code Description Current Sales Current Cost of Sales Total Sales General Ledger Account Debit Amount Credit Amount Total Debits Total Credits Chapter 4 Print Reports Page 4 11 Point of Sale User Manual Sales Code Summary Month to Date Infinity POWER Sample Company Inc Page 1 Sales Code Summary 4 04 28 2006 Month to Date Code Description Current Sales Current C O S 10000 Sales Taxable 61 727 50 5 344 11 31100 Concrete Materials Resi
55. can use a Bar Code Scanner at this point to capture the Serial Number off of the product providing the manufacturer has printed one on the packaging The Serial Number is a twenty 20 character alpha numeric field which is used to enter the Serial Number of the inventory item you are withdrawing from stock You may enter a valid Serial Number for this inventory item or you may press TAB to view a scrolling screen of the available Serial Numbers for this item If you are planning to use a quantity greater than one 1 on serialized items during the validation and update of the transaction you will be prompted for a Serial Number for each of the quantity of items you are withdrawing once you validate the transaction If the quantity to withdraw is ten then you will be prompted for ten Serial Numbers If the item selected is a Lot type costing method the system will prompt you for a Lot Number Enter a valid Lot Number or press the TAB key to view a scrolling screen containing all available Lot Numbers for this item If you are withdrawing from stock items that require separate Lot Numbers you should enter individual detail lines for each Lot Number The Lot Number is a twenty 20 character alpha numeric field used to identify a likeness of items being withdrawn from stock This is normally a run of products or color groups associated to various types of products Unlike Serialized Items Lot Number items can be stored with multiple qua
56. date This message will appear only if the Message Level is set to Chapter 1 Introduction Page 1 9 Point of Sale User Manual Error Message Description Get Greeting The Point of Sale module has established a communication link to the network and is now waiting for a four character response or greeting from MAPP The greeting indicates that MAPP is available for access This message will appear only if the Message Level is set to 9 Get Login The Point of Sale module has established a communication link with the MAPP network and is now waiting for MAPP to send it a character sequence signifying a request for user validation information This message will appear only if the Message Level is set to 9 Get Response MAPP has acknowledged receiving a transaction request from the Point of Sale module The Point of Sale module is now waiting for MAPP to confirm that it has taken action on the request This message will appear only if the Message Level is set to 9 Got Q The Point of Sale module had transmitted validation information for log on to the MAPP network and has now received confirmation from MAPP that log on was successful MAPP is now ready to receive a transaction request This message will appear only if the Message Level is set to 9 Got Credit Card Info The operator has successfully obtained credit card information This message will appear
57. dbf e Sales Code File coAR7dy dbf After you create the files for the new year you may process in both years simultaneously All transaction activity for each year will be tracked independently Results Files Copied to or Created for the New Year Transaction File coAR3dy dbf e Transaction Detail File coAR4dy dbf e Salesman File coARSdy dbf Sales Code File coAR7dy dbf SET UP CUSTOMERS This section discusses the ways to add change import delete and copy customers It also discusses how to print the Customer Listing which is used to verify all information input into the Customer File You may add notes to any Customer Account that may be viewed on the screen for additional information or planning This may be done when viewing an inquiry adding a new account changing an existing account or copying an account By clicking on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add A screen will appear with the current date and time You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes a
58. detail of the sale Page 2 26 Set Up and Maintenance Chapter 2 Invoice Format Point of Sale User Manual The following data items are used to define the invoice form that is to be used with Point of Sale processing numbering sequences and a range of other user definable fields that allow you to tailor the format and functionality of the invoice processing options NOTE All fields on this screen except Invoice Form and Minimum Input at Sale are shared with the Accounts Receivable module If you have the Accounts Receivable the Master Receivable module and you change any fields other than those listed above Configuration options will also be changed for Accounts Configuration cR Tools Launch Master Configuration Entry Screen Tax By Line Discount By Line Quantity Check Minimum Input At Reduce Quantity Customer Price Level Price Level By Line Default to Item t Devices System Integration Unit Price Decimals a Quantity Decimal 2 Invoice Form SRC Sale l Automatic Numbering Reserved Invoice 69306 Credit Memo 1 Debit Memo 1 Deposit 16 SI XI XI SI lt lt Apply Tax by Line Default OFF Each line entered on an invoice is entered through the use of a sales code which defines the category of sales and certain defaults One of these defaults is the tax status Taxable and Non Taxable If you turn on this option you w
59. displayed showing the customer number name and the data items necessary to record this transaction If the customer you have selected has an AR Code defined in their customer file and you have answered the question Allow Override of AR Sales Codes Y es in the Accounts Receivable Master Configuration this is the AR Code that will be used to define which Accounts Receivable account will be used to process this transaction Otherwise the default Accounts Receivable account in the Accounts Receivable Master Configuration will be used If the customer number selected matches the Cash Customer Mask specified in the Master Configuration the system will allow only cash type transactions Otherwise you may specify whether the transaction is cash or credit If you have specified that you are not interactive with Accounts Receivable the system will immediately display the data entry screen and allow only cash type transactions After you have selected the customer for this transaction or immediately if you are not interactive with Accounts Receivable a screen will be displayed showing the overhead information for this transaction If you have turned on the feature Begin Data Entry at Validation Prompt in the Master Configuration you may press the Details button to continue to the transaction detail screen or use your arrow keys to move to any of the data items that you wish to change Otherwise the system will begin at the first data item to
60. effective discount amount on top of the sales price This is how automatic cost plus pricing may be applied This negative discount amount may also be overridden at the time of invoicing if the prompt Allow Line Item Discounts in the Master Configuration is turned Credit Limit This is the dollar credit limit that you wish to assign the customer It will be used in the Customer Inquiry screen to calculate the available credit for a customer When creating invoices a warning message will be generated if the total amount of the transaction is larger than the available credit limit remaining Customer s Bank This is the Customer s Bank Account number This may be entered for Account informational purposes or for use with the Electronic Funds Transfer EFT system included in the Check Reconciliation module If used with the EFT system the Customer s Bank Routing number MUST be entered to complete the information required to send the transaction to the EFT Processor For more information on the EFT processing procedures please refer to Chapter 1ofthe Check Reconciliation manual Customer s Bank This is the Customer s Bank Routing number This is a nine 9 character field Routing in which to enter the routing number for your bank account The nine character format will verify that it meets with the United States requirements and performs a validation check when a nine digit number is entered into this field You may al
61. enter the new Destination text template to copy to The next screen will bring you the new text template and you will be in the Change Mode to make any changes that would differ from the original source text template The new text template is not actually added to the file until you have clicked the Save button to validate from this screen Results coARC dbf Text Template File New Text Template Information is Set Up Page 2 88 Set Up and Maintenance Chapter 2 Point of Sale User Manual CHAPTER 3 ENTER TRANSACTIONS This section discusses the several different ways transactions may be entered into the Point of Sale module These transactions include writing invoices recording returns opening the register recording sales code adjustments entering register balances and performing Draft Capture Batch functions These options should not be utilized until after the initial set up has been completed RECORD A QUICK SALE PS0111 This option allows you to record a quick sale and print the appropriate sales receipt The sales receipt will print according to the format that you specify in the Master Configuration This option should be used to enter sales transactions into the Point of Sale module when your customer needs a formal document printed This method of sales transaction entry allows the user the ease of scanning a bar code for each product being purchased or manually entering the part number for up to two hundred 200
62. entered by mistake or no longer want First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on Save to validate your deletion of this record Make sure this is what you want to do because once a tax rate is deleted it cannot be retrieved Be sure that no activity has been posted to any tax rates during the current year or your Sales Tax reports will be distorted Results coAR6dy dbf Tax Rate File Tax Rate Information is marked for Deletion Copy Mode AR0428 This option allows you to create a new tax rate by copying the information from an existing one Using this option the system provides a quick method of setting up tax rates that are very similar Many rates may only vary by the description of the tax entity The rest of the information relevant to these items may be exactly the same First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and t
63. entries have been made Page 1 2 Introduction Chapter 1 Point of Sale User Manual SALES RECEIPT SELECTION Recognizing that not all companies have the same needs this module is designed to allow several variations of all preprinted and white paper forms throughout The Point of Sale module provides several variations of Sales Receipt and Invoice formats The sales receipt formats are designed to print on a continuous roll of paper similar to an adding machine tape in compressed print 16 5 pitch and normal pitch The SRA form in particular takes advantage of the credit card service features and prints lines for the customer to sign when using a credit card as a payment method Naturally this format is designed to be used with multiple part carbonless paper to provide both the merchant and customer a copy of the transaction with signatures Two types of full page invoices that print on plain paper are also available Three additional preprinted invoice forms may be selected if you prefer You may select which sales receipt or invoice to use in the Point of Sale Master Configuration You may also change form selections at any time Please refer to the Sample Reports chapter of this manual to review the many available form selections SYSTEM INTEGRATION This section includes a brief overview of how the Point of Sale module integrates with various other accounting modules These modules include General Ledger Manufactur
64. file Results coAR1dy dbf Customer File New Customer Information is Set Up coARF dbf Price Plan Assignment File Price Plan Information is Set Up Page 2 64 Set Up and Maintenance Chapter 2 Point of Sale User Manual SET UP INVENTORY ITEMS This section discusses the ways to set up change delete and copy inventory items It also covers how to import new items from other accounting systems and print the Inventory Detail Report which is used to verify all information input into the inventory files Wi Set Up Inventory Items Tools Tn Navigation Operation MADA Bl a noi C NM Altemate Part Numbers Caegoy 103 Unit Wot Cost Method ues OnOider 9 00 Type E i 1 i Description M i 1 Reserved Asset uo 22 posent 277 00 0 00 an Inventory Item Lines COS pue 2 Available 237 00 Sls Code 31100 fen Manuf Type 4 You may add notes to any Inventory Item that may be viewed on the screen for additional information or planning This may be done when viewing an inquiry adding a new item changing an existing item or copying an item By clicking on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Oper
65. file that you would like to assign the customer There must be a tax rate number entered in this field so any exempt customers must be assigned a tax rate that has been set up with Zero tax percentages Chapter 2 Set Up and Maintenance Page 2 51 Point of Sale User Manual Price Levels The price level assigned here will be used when invoicing if you have configured the system to be interactive with Manufacturing Inventory Management If you are not interactive with Manufacturing Inventory Management the Price Level section will not be displayed If you are interactive with Manufacturing Inventory Management click on the price level from inventory that you want to assign this customer You may choose 1 10 or 11 for price When you are invoicing a customer for an inventory item the program will automatically calculate the correct unit price based on the inventory item selected the price level specified and the quantity break if applicable Discount Percent You may also place a negative discount into this field This is for those customers who base their pricing to their customers on a cost plus basis In other words an inventory price level may be established for each customer The price level that is assigned could in essence be your cost for each inventory item By placing a negative discount in this field the system will look at whatever the sales price is for that price level and add the
66. format Bill of Mat This button allows you to view the Bill of Materials associated with the manufacturing of this inventory item Internet This button allows you to view the image text audio and video files associated with this inventory item that will be used in conjunction with an internet web site Cost Layers This button allows you to view all cost layers for this particular inventory item Chapter 2 Set Up and Maintenance Page 2 67 Point of Sale User Manual Serial Lot This button allows you to view Serial Number or Lot Number information for a selected inventory item A scrolling screen will appear with all available Serial Number or Lot Number items When you select one of the displayed items and click on OK a screen will appear with additional information about that specific Serial Number or Lot Number This information includes an additional description Serial Number or Lot Number quantity on hand the bin number warranty flag setting and two fifty 50 character comment lines Location This button displays the Multi Location inventory inquiry This information includes the On Hand and Available Quantities of all inventory locations for each defined location for this inventory item Costs This button allows you to view the total cost and average unit cost of the item This feature is set this way for security purposes Add Mode 0401 This option allow
67. hand which he really doesn t have The Cost of Sales is off by the cost of 10 units and the quantity to adjust field still shows 10 By using the option Record COS Adjustments he can bring up the original detail on an invoice by invoice basis Chapter 3 Enter Transactions Page 3 37 Point of Sale User Manual If multiple invoices need adjustment then the option Automatic COS Adjustments would prove to be a more convenient mechanism to perform this task When this option is selected a new screen will appear and a date range will be requested This date range should include the time period for invoices that need to be adjusted This can be within a single fiscal period or month or a range of month It can not however cross fiscal years Once the date range has been entered click on the Start button to validate The system will then begin the search through the files to determine automatically which invoices need to be adjusted If the system finds an invoice that needs adjusted it will first check to see if there have been additional receipts of inventory items since the Qty to Adjust amount was created during invoicing This is required for any adjustments to be made Next the system will print a register that will show on an invoice by invoice basis all of the detail of what is occurring during the adjustment process It will include the Customer Number and Name transaction date transaction number inventory item numbers sa
68. immediately U M This is a four 4 character alpha numeric field that will identify the count value of that item e g ea lb doz gal etc This will define the default or stocking unit of measure if the Unit of Measure Conversion options are utilized Job Cost Code This is the default Cost Code used to transfer the cost of inventory into a job You may override this default code at the time of allocation to a specific job or project but the code entered here will be used as the default value for the system You may click on the Down Arrow F2 by default if you are integrated with the Job Cost Main Module to review a scrolling list of valid list of Cost Codes to enter into this field This is very important to configure in advance particularly if you intend to utilize the Sales Order Proposal Writing feature that allows quotes to be converted into Jobs once the quote has been accepted by the customer If these line items on the Proposal have been setup properly with their Cost Code setup they will be added as Budgeted Cost Codes on the new Job when the option Transfer SO Proposals to Job Cost is run Alternative Part If your inventory includes similar products from different vendors you may Numbers assign separate inventory numbers to them Quite often when one vendor s product is not available an alternative vendor s product can be substituted With this feature you have the ability to quickly reference these alte
69. important Type in the Plan Number for each line or click the Down Arrow F2 by default and select from the available list and its description will appear immediately to the right When you have completed the Plans information section of the customer s record click on Save to return to the main data entry screen To validate this entire customer record click on the Save button To exit from this option click on the Close button Results coARI1dy dbf Customer File Customer is Added to File coARF dbf Price Plan Assignment File Price Plans are Added to File Change Mode 0402 This mode allows you to change information on an existing customer If you have made any mistakes during this set up process you may return to the Set Up Customers option to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the Operation option from the Menu Bar then Change Make the changes required and click on the button to save your changes or click on the button to cancel the changes made While in Change mode you may choose to change Historical information by clicking
70. indicating that items have been sold for a cost which has not been recorded When the inventory receipt is recorded later the cost will not be automatically adjusted for previous sales Additionally the quantities in the On Hand and Available fields will not be correct because a portion of the items have already been sold This option allows you to adjust the Cost of Sales and to correct the inventory quantity fields On Hand and Available This is an important adjustment to make so that your sales journals and commission reports reflect accurate Cost of Sales amounts which are used in profit calculations For example a retailer has 5 units of item in stock He receives 10 more units but doesn t have time to record the receipt A customer walks in and buys all 15 units Because the computer only knew about the original 5 units it only records the cost of 5 units The quantity to adjust field on item X is changed from 0 to 10 If he then records the receipt of 10 items he now shows 10 units on hand which he really doesn t have The Cost of Sales is off by the cost of 10 units and the quantity to adjust field still shows 10 By using the Record COS Adjustments option he can bring up the original detail for the invoice The system will show the number of units sold the original cost of sales and the maximum adjustment amount If 10 units are entered as the adjustment quantity the system will automatically update the Cost of Sale
71. inventory items If the option Require Login is turned on in the Master Configuration a small window will appear on the screen prompting you to enter the Register that is to be logged into this cash drawer Enter the Register Number or press TAB to review near matches You may use the up or down arrows to scroll through the register file to make your selection Press TAB and the system will then prompt you for the Password for this register if one was established This password is assigned during the setup of the register If no password is assigned to a register click on the Login button to continue The system will use XXXXXXXXX to cover the entry of any passwords for security purposes If the password entered does not match then enter it again or select a different register number Keep in mind that this will be the default register number until this register logs out or until another register is logged in The option to log in and log out are available by using the right click of the mouse and selecting the Login Logout options or simply using the combination keys CTRL F9 and CTRL 10 keys respectively Record Quick Sale 0 xl Tools Launch Edit Navigation 212419 n Customer Terms Net 30 Sub Total 82 80 After Discount 78 66 Freight 0 00 Invoice Total 78 66 Tax 0 00 Detail Item Item Number Description UM X Extended Price 1 01402200 Roof
72. of items that amount represents Sales For each period month of the accounting cycle you would enter the total dollar amount of Sales for that item and then the quantity of items that amount represents Cost of Sales For each period month of the accounting cycle you would enter the total dollar amount of Cost of Goods Sold for that item to allow the system to determine the gross profit per item for that period NOTE Historical information is only input during the initial setup process The system will automatically update this information as transactions are posted to the system Historical Information 10 601 78511 Tools Launch Edit Navigation I 4 2 yi od m YTD Sales YTD Purchases 520 50 YTD Cost of Sales YTD Purchases Quantity 150 00 YTD Sales Quantity Detail Items Period Purchase Amount Purchase Qty Sales Amount Sales Qty Cost of Sales Amount 03 2003 0 00 04 2003 520 50 6 94 05 2003 0 00 0 00 Chapter 2 Set Up and Maintenance Page 2 77 Point of Sale User Manual U M Conv This data item will facilitate the need to receive and sell this inventory item at different units of measure You must have a unit of measure defined in the U M field on the primary screen Unit of Measure before the system will allow access to this option The stocking unit of measure will be the smallest level of stocking usual
73. on Historical button This screen is a scrolling window which contains the purchase amounts for each month of the year It also has the Year To Date Payments and Average Days to Pay and Number of Invoices Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail list select a specific detail record based on text or select a specific detail record based on a line number When you select by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and click on Save When you choose to select a specific record in the file you may search for that record by customer number name or special u define field Click on the either of the choices and enter the information you want to search on Once you have found the record you wish to be displayed you may either double click on it or just highlight it and click on Once you have navigated to the correct detail line you may make changes necessary You may use the operation tool bar options to clear data in current field insert a detail line before the current detail line delete the current detail line and save for pasting cut delete current detail line and shift all subsequent detail lines up one line
74. print all sales code detail for each transaction and also a sales code summary at the end of the report As an option you may choose to only print the sales code summary by clicking on its check box for a quick look at totals for a specific period of time You may also print the sales journal for a specific AR Code or a specific Tax Rate This will contain only those transactions that match the AR Code or the Tax Rate entered Field Names Transaction Date Customer Number Customer Name Transaction Type Transaction Number Transaction Description Manager Number Transaction Amount Cost of Sales Amount Tax Amount Freight Amount Total Amount of the Transaction Gross Profit Amount Gross Profit Percentage Totals Optional Transaction Detail Sales Code Description Inventory Item Number Quantity Unit of Measure Unit Price Extended Price Cost Gross Profit Gross Profit Percent Summary by Sales Code Chapter 4 Print Reports Page 4 15 Point of Sale User Manual Date Type 04 01 2006 Inv 04 01 2006 Inv 04 01 2006 Inv 04 03 2006 Pay 04 04 2006 Pay 04 05 2006 Pay 04 05 2006 Pay 04 06 2006 Pay 04 06 2006 Pay 04 07 2006 Pay 04 07 2006 Pay 04 28 2006 Adj 04 28 2006 Inv 04 30 2006 Inv 04 30 2006 Inv 04 30 2006 Inv 04 30 2006 Inv Page 4 16 Customer Name Trans Description ALLE1 Allens Hardware Shops Inc 69187 Invoi
75. printed 21 Page4 14 Print Reports Current Sales 360 453 86 19 727 66 74 983 59 9 183 92 9 534 30 47 600 00 244 50 0 00 2 400 00 201 32 29 700 00 8 280 00 0 00 0 00 562 309 15 2 256 85 560 052 30 458 062 25 81 7996 23 402 88 2 256 85 103 724 66 400 00 79 114 07 867 35 Page 1 4 04 28 2006 Current C O S 29 516 27 17 014 37 25 215 41 4 475 46 4 410 45 7 900 00 1 632 75 3 700 00 0 00 114 80 1 760 54 2 050 00 1 200 00 3 000 00 101 990 05 0 00 101 990 05 0 00 0 00 0 00 0 00 0 00 0 00 Chapter 4 Point of Sale User Manual SALES JOURNAL 0204 This report provides a detailed listing of all invoices credit memos and other transactions for specified transaction types and date ranges This report may be used by management to review the detail of all transactions posted to the Accounts Receivable system It may also be used for auditing the sales cost of sales and gross profit amounts You will be allowed to select a date range that may include all transactions for the current accounting year However you may be even more specific and request a listing of only invoices payments or any other transaction type The system will default to all transaction types in the current month You may select or deselect transaction types by clicking on or off the check boxes If you click on the Sales Code Detail check box the system will
76. quantity for this item or if the Auto Reserve Bill of Materials switch in the Master Configuration is turned on If it is this quantity will also include the quantity required for the manufacturing of the finished good items which have been placed on customer Sales Orders Qty to Adjust Default 0 This field is used by the system to reflect any discrepancies which may occur during processing e g if you were to make a withdrawal or a transfer of goods greater than the quantity on hand The quantity difference would be displayed here This is a management by exception auditing tool It serves as a flag to inform you that an exception has occurred The system does not attempt to analyze or correct this exception due to the uniqueness of each business but instead provides this field for your individual attention You must manually zero this field only after you have determined the cause of the adjustment quantity and have made the necessary accounting adjustments If you are interactive with Accounts Receivable or Point of Sale this field can be cleared when the option to Record COS Adjustments is performed This field is extremely important to watch Therefore it is highly recommended that the Inventory Quantity Report with the criteria selection to include only those items with a Quantity to Adjust be run at least on a weekly basis to stay on top of any potential problems with overselling of inventory items
77. record sales orders and place the items on reserve this could cause the reserved quantities in inventory to not match the backorder quantities on your sales orders Normally if you have the Sales Order Entry module you should leave this item blank Otherwise you should turn this item on Customer Price Level Default OFF If your system is set to be interactive with Manufacturing Inventory Management and Accounts Receivable the system will automatically select the correct selling price of items based on the price level set up for the selected customer During the invoicing option you are normally allowed to change the default price level for the customer If you leave this item blank you will not be permitted to override this default price level Price Level by Line Default OFF If your system is set to be interactive with Manufacturing Inventory Management the system will automatically use the correct selling price of items based on the overall specified price level During the invoicing option you are normally allowed to override the calculated price on each inventory item sold If you leave this item blank you will not be allowed to override the default price of inventory items Default to Item Default ON If your system is set to be interactive with Manufacturing Inventory Management you may sell items directly from your inventory item file If you turn this item on you may choose an inventory item
78. same customer check number into the system This reduces the possibility of duplicate check postings Check Date This is the date of the check received This will be stored as the transaction date of the open item The transaction record will use the current system date Press TAB to assume the current system date Click on the Validate button so that the system can verify for duplicate entries and you may then continue entering the following information Check Amount This is the amount of the check received This amount will be posted as a credit to the customer s account and to the cash sales code set up in the Master Configuration If you have open item type customers there may be instances in which you want to apply any existing credits on a customer s account towards the debits without actually entering another credit This may be done through this option by leaving the check amount as zero and post a Zero Payment This will allow you to match existing Credit Memos against existing Invoices and Debit Memos It also allows you to match Unapplied Cash payments against specific invoices Zero Payments When the system asks for the check amount enter zero 0 Next enter the invoice number as the check number You may then enter a miscellaneous description regarding the whole transaction under the Open Item Description field e g Correction for wrong posting You may then proceed to match the Credit Memo s with the Invoice
79. security rights to charge to account Any amount of the sale not paid for by a payment type will be allowed to be charged to the customer s account when you validate the transaction You will be allowed to do this if the customer has not exceeded their credit limit NOTE You can either set up a payment type named Charge with the sales code 4 associated with that payment type and zero out the amount or you can delete the entire payment line and save You will need to Update Company Rights for each company you want this security object to apply and also assign this security object to the Users Groups you want to have access to Charge If your payment type is a credit card then click the Process Credit Card button The Credit Card Information screen displays Enter the credit card information If you do not have Credit Card Processing setup you can still enter a valid credit card if you have an authorization number and it will still post Chapter 3 Enter Transactions Page 3 29 Point of Sale User Manual Credit Card Information Tools Launch Cad poo X XXX Exp Date 0705 Amount 2 Code 550 Reset Cancel NOTE A valid credit card must be entered For security purposes the actual credit number is not revealed in this example If the CVV2 Code is grayed out this means that this option is not enabled in the Set Up Credit Card Processors configuration Click the Au
80. specific detail record based on a line number When you select to view by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and click on OK Add Mode 0401 This option allows you to set up new customers You may input all customer specific information with this option except for open items There is a considerable amount of information kept track of for each customer in your files Not all information requested must be filled in Different companies have varying levels of need for this type of information Utilize only those fields that apply to your specific needs If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add The following is an explanation of each of the data items set up on a customer account Customer Number Each customer must be assigned a customer number that may be up to ten 10 characters alpha numeric This is the primary number the system uses to track customers by To best utilize the F2 search method it may be recommended that the first three to four letters of a customer s name be used as the first portion of the customer number This way if you cannot remember the customer s full number you may enter a portion of the number and the system will then go to the closest match You would then be able to use
81. stock The following screen shows how this would appear Cost Information 10 601 85461 Total Cost Average Unit Cost Last Received Date Last Received Quantity Last Received Unit Cost Set Up and Maintenance 5 208 06 2 83 04 30 2003 300 00 2 91 Chapter 2 Point of Sale User Manual Additionally the lower portion of the screen displays the Last Received Date Last Received Quantity and the Last Received Unit Cost This provides the user an instant lookup ability to see the last time this item was purchased how much was purchased and what was paid for the item This avoids having to run reports to determine whether certain items should be kept discontinued or re ordered All three of these fields are automatically updated each time a receipt transaction is posted in the system for this item Remember this item is an Advanced Security object and can be defined for users to see or not on a user by user basis or by groups This allows management the flexibility to control who has access to viewing cost and who doesn t Historical This screen is used to enter any historical information pertaining to the movement and profit of that item The three areas of input are Purchases e Sales as expressed in dollars and quantities e Cost of Sales Purchases For each period month of the accounting cycle you would enter the total dollar amount spent on purchasing that item and then the quantity
82. subtracting their current outstanding balance This includes any outstanding invoices credits debit memos and payments on account Last Check Number For inquiry purposes this field is used to store the Last Check Number the customer used in making payments to their account Therefore if the customer calls and inquires whether a payment was received or not it is easy to view this screen and immediately determine whether you received their check or not Check Date Likewise when the last payment is received on the customer s account the Check Date field is also updated immediately as well This is the date entered at the time the payment was made This is typically the date that was printed on the customer s check Check Amount This field stores the last check amount that was posted against this open item Even if multiple payments have been made to this open item the Check Amount stored here will reflect the last Check Amount that was used on a payment for this open item Year To Date Sales This is a calculated field by the system that keeps an on going total of Sales Totals for this customer based on all invoices credit memos and debit memos that have been issued to this account Average Days to Pay This field is a calculated weighted average based on the number of days it takes this customer to pay each open item On average you will be able to determine that the customer is a good paying client sl
83. taking money out of the drawer You may press TAB to leave the amount zero if you are not changing the balance of the cash drawer e g making change The only exception to entering the dollar amount for money withdrawn or deposited is in handling the beginning and ending balances of the day If you will be using the option Enter Register Balances to record the money placed in the register at the beginning of the day and the balance that was counted at the end of the day you should not record those dollar amounts here The Register Variance Report will use the beginning and ending register balances and all transactions during the day including NO SALE amounts to calculate the register variance Chapter 3 Enter Transactions Page 3 27 Point of Sale User Manual If you have multiple shifts using the system during the course of the day with multiple cash drawers it is not necessary to perform the procedure of closing out a drawer before a new drawer can be inserted Simply make sure that each drawer user logs into the programs with a separate user number e g DP 1 DP 2 All cash drawers are tracked by this number Therefore the first user drawer simply exits the programs and the next user drawer logs in and enters their beginning drawer balances The first user may then enter their ending balances at any time they desire end of day from any terminal by logging in as their respective user number After you have entered the dollar amo
84. that you contact a company that can provide you with electronic bank draft capture services through MAPP MasterCard Automated Point of Sale Program NOVA or IC Verify You may still use this module without the Electronic Draft Capture features to process sales until your system is activated for EDC processing or if for some reason you are unable to obtain approval with a credit card network You may now click on the Save button to validate the transaction A screen will appear with the Invoice Form that is currently selected You may enter another valid invoice form for the next series of transactions you will enter After the form has been printed you will be asked if you need to print the form again You may print the form again or click on OK to finalize the updating of all integrated files and prepare for the next transaction Make sure to complete this final step immediately otherwise you may have invoices that are printed but haven t been updated or reflected properly in the sales journal Page 3 16 Enter Transactions Chapter 3 Point of Sale User Manual Results coARI1dy dbf Customer File if credit sale Customer History is Updated Customer Aging Totals are Updated coAR2 dbf Open Item File if credit sale Open Item Record is Added coAR3dy dbf Transaction File Transaction Record is Added optional coAR4dy dbf Transaction Detail File Transaction Detail Records Added optional coARS
85. the Quantity field and you should enter the quantity to adjust The Quantity to Adjust cannot exceed the lesser of the original invoice quantity the quantity in the Quantity to Adjust field or the quantity in the On Hand field The system will automatically retrieve the cost of these items from the inventory records As you will not be allowed to change this cost be sure the adjustments are made as soon as possible after the inventory is recorded as received You cannot adjust the cost of sales for an inventory item if there are no quantities in the Quantity to Adjust or On Hand Quantity fields Therefore you must have recorded the receipt of these inventory items prior to executing this option After all applicable line items have been adjusted click on the Save button to validate the transaction The Transaction Cost Adjustment Register will then be printed 3 36 Enter Transactions Chapter 3 Point of Sale User Manual NOTE A part of your normal processing cycle should be to go into Manufacturing Inventory Management and print the Quantity Report asking for only those items with a Quantity to Adjust amount This will immediately notify you if this type of transaction has occurred If so then you should perform this function as soon as possible to keep your information updated correctly Likewise you may use the following Automatic COS Adjustments option in Point of Sale to determine the specific transactio
86. the Manufacturing Inventory Management Master Configuration If the inventory item selected has a Unit of Measure Conversion defined in the set up of the Inventory Item a window will appear with the available units of measure to choose from The system will record the withdrawal of inventory in the selected unit of measure format The unit of measure format selected will appear on the Sales Journal reports However the inventory cost layers in the Inventory module will be updated with the stocking unit of measure lowest common denominator available usually eaches by using the factor set up on the unit of measure conversion definition For more information on the Unit of Measure Conversion procedure refer to the Set Up Inventory Items section of the Inventory manual If you select an inventory item which utilizes either a Serial or Lot type costing method the system will request additional information Page 3 2 Enter Transactions Chapter 3 Point of Sale User Manual Since you are withdrawing inventory from stock the system will require the Serial Numbers or Lot Numbers to be withdrawn The system is designed to sell Serial Number inventory in the quantity of one 1 By entering a quantity of one 1 on Serial Numbered items this information will then be included as part of this record in the Detailed Transaction file Once the item has been selected and it is a Serial type costing method t
87. the inventory item selected If you are interactive with Manufacturing Inventory Management and you are not using the Unit of Measure Conversion feature this will default to the unit of measure set up for the inventory item Otherwise the unit of measure field will contain the unit of measure selected for the specific unit of measure conversion for this item s Chapter 3 Enter Transactions Page 3 23 Point of Sale User Manual Unit Price This is the unit price of the item being billed This will be multiplied by the quantity to calculate the extended price If you are interactive with Manufacturing Inventory Management the unit price will be calculated from the price level you have selected for this transaction and the price table for the inventory item All quantity breaks will be automatically calculated if applicable You may also press the F2 function key to change the price level for this item only If you have turned on the feature Allow Line Item Price Changes in the Master Configuration you will be allowed to override the calculated unit price if necessary If you have entered an inventory item you will not be allowed to change the unit price if you have turned off the feature to Allow Line Item Price Changes in the Accounts Receivable Master Configuration If you are utilizing the special Price Plan feature that is set up in Inventory module and have assigned this customer one or more Price Plans to be used
88. to review near matches You may use the up or down arrows to scroll through the register file to make your selection Press TAB and the system will then prompt you for the Password for this register if one was established This password is assigned during the setup of the register If no password is assigned to a register click on the Login button to continue The system will use to cover the entry of any passwords for security purposes If the password entered does not match then enter it again or select a different register number Keep in mind that this will be the default register number until this register logs out or until another register is logged in The options to log in and log out are available by right clicking the mouse and selecting the option or using the Combination Keys CTRL F9 and CTRL F10 keys respectively If you have specified that you are interactive with Accounts Receivable the system will ask for the customer number for this transaction Enter a customer number or click the Down Arrow F2 by default key to scroll through the customer file to make your selection Chapter 3 Enter Transactions Page 3 17 Point of Sale User Manual Once you have made your selection and if you have chosen to utilize the feature to Display Customer Comments any comments on this customer s master file will be displayed on the screen To continue click on the OK button and a screen will be
89. to which credit card transactions are posted There is no limit to the number of transactions which can be stored in a batch The process of opening a batch requires entry of a three digit Batch Number 100 999 If the batch number is not designated a system generated batch number will be opened and assigned as 1DD where DD reflects the current day of the month The next item required will be the Batch Date in MMDDYY format The date entered cannot be more than seven 7 days old or more that one 1 day into the future If the date field is left blank the batch date will reflect the current credit card network date based on Pacific Time Batches are typically closed and processed by the credit card network if left in Open Status for more than three days The response to a Batch Open transaction may reflect for the Batch Count This is warning you that the previous batch had not been closed and has been automatically pended Pend Batch This allows you to deactivate the current active batch so that a new one may be opened Batches are pended if the transactions have not been reconciled for the batch and there is a need to open a new batch for subsequent transactions Reconciliation will be completed at the beginning of the following work day A batch may be pended whether or not it contains transactions To reactivate a pended batch a Batch Open option must be performed using the original Batch Number used to initially open the
90. up a default unit of measure a default unit cost and unit price and a default JC Cost Code There are also several default sales codes defined in the Master Configuration option that must be set up for the system to use during transaction processing NOTE When writing an invoice there may be times when you would like to enter one or more lines on the invoice which are for description purposes only By entering any sales codes that begins with a period the system will allow you to enter a description line It is recommended that at least one of your sales codes is set up as a description code Inquiry Mode The Inquiry mode allows you to view summary information about your Accounts Receivable Sales Codes Navigate to the record you wish to view You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Add Mode AR0405 This option allows you to set up new sales codes Sales codes must be used when recording sales to classify the type of merchandise you are selling Many of the sales reports use sales codes for totaling or summarizing Sales Codes are also used to define Account Receivable accounts which make the system flexible by allowing distribution of transactions by customer to multiple Accounts Receivable accounts Sales Codes are a means for the Accounts Receivable program to categorize various types of transactions Depending on the natur
91. use sales codes in conjunction with inventory part numbers If you have specified that you are interactive with Accounts Receivable the system will ask for the customer number for this transaction Enter a customer number or click the Down Arrow F2 by default to scroll through the customer file to make your selection If the customer you have selected has an AR Code defined in their customer file this is the AR Code that will be used to define which Accounts Receivable account will be used to process this transaction Otherwise the default Accounts Receivable account defined in the Accounts Receivable Master Configuration will be used If the customer number selected matches the Cash Customer Mask specified in the Master Configuration the system will allow only cash type transactions Otherwise you may specify whether the transaction is cash or credit If you have specified that you are not interactive with Accounts Receivable the system will immediately display the data entry screen and allow only cash type transactions After you have selected the customer for this transaction or immediately if you are not interactive with Accounts Receivable a screen will be displayed showing the detail entry information for this transaction Inventory Item Number The field at the left side of the first line of data on each data Part Number line is reserved for the inventory item number The heading for this field will be the heading set up in
92. with this option NOTE This option will only reorganize undamaged data within your files Therefore you should carefully audit all information after you execute this option and make any necessary adjustments to your data The following files are available for maintenance e ALL FILES Transaction File e Transaction Detail File e Salesman File e Rate File e Sales Code File e Register File You may select individual files or all files for either of these procedures There are buttons on the right hand side of the screen that allow you to Select All files Un select All files and Invert Selection which selects those files that were not selected in a previous pack or re index condition There is also a button Details that provides pertinent information about that particular data file This information includes the directory path and file name the type of file the pattern of the filename structure and the total records including those records marked for deletion in that data file To begin the procedure of a pack or re index simply click on the Start button after selecting the files you wish to manage You are then given the options to Pack or Re Index the selected data file s Pack is a utility that physically removes any deleted records from that data file These procedures display a Percentage of Completion graph on the screen while the files are being processed Re Index is a utility to rebuild the index
93. your up or down arrows to highlight their actual number Customer Description This is the company or customer name that will be displayed on all screens reporting invoices and statements This name may be up to thirty 30 characters alpha numeric Address This is the full billing address of the customer There are four lines of thirty 30 characters each for the address City This is the city of the customer There are thirty 30 characters allocated for the city Page 2 50 Set Up and Maintenance Chapter 2 Point of Sale User Manual State The system will allow fifteen 15 characters for the state of this customer Country If you have elected to include Country in Address an option during the set up of a Company the system will include Country as a data field in the address information for this company The system will allow for fifteen 15 characters for the country Zip This is a ten 10 character zip code for the customer s address For example Customer Name ABC Company Inc Address 123 Main Street Suite 1030 Building 123 City Vancouver State Brit Columbia Cntry Canada Zip V6E 4A2 Region This is a five 5 character alpha numeric field for an abbreviation indicating the customer s region This may be a very useful field because all customer reports may be printed using a region mask Salesman This is the five 5 character alpha numeric salesm
94. 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 0 00 100 00 Chapter 4 Point of Sale User Manual SALES CODE SUMMARY AR0220 This option prints a summary of all sales and cost of sales by sales code as of the last time this report was printed If you are interactive with General Ledger and have specified in the Master Configuration NOT to Post to GL in Detail this option will also post a sales journal entry This report can be used by management to review a summary of all sales and cost of sales for either the Current unposted amounts or the Month To Date amounts If you have specified that Accounts Receivable will NOT post in detail to the General Ledger this report will also create a General Ledger Account Summary integration file When selecting the Print Sales Code Summary report for printing you have the option of choosing between 1 Current Amounts 2 Month to Date Amounts 3 Year to Date Amounts The integration file is created by choosing the report for current amounts Once the report has printed the system will ask Do you wish to clear the current Sales and Cost of Sales Amounts By clicking on the Yes button the system will zero or clear the amounts held in the current accumulator fields This clearing of the amounts is what creates a journal entry to the General Ledger Integration file that you will post to your General Ledger module if you are running interactive All current amounts will also
95. 006 09 2006 10 2006 11 2006 12 2006 Sales Taxable 126 882 90 84 314 51 87 528 95 61 727 50 0 00 0 00 10000 0 00 0 00 0 00 0 00 0 00 0 00 Total 360 453 86 Sales Tax Exempt 0 00 0 00 0 00 0 00 0 00 0 00 20000 0 00 0 00 0 00 0 00 0 00 0 00 Total 0 00 Concrete Materials Residenti 8 766 00 2 922 00 3 019 56 5 020 10 0 00 0 00 31100 0 00 0 00 0 00 0 00 0 00 0 00 Total 19 727 66 Electrical Materials 30 623 00 414 00 39 317 00 4 629 59 0 00 0 00 31200 0 00 0 00 0 00 0 00 0 00 0 00 Total 74 983 59 Framing Materials 8 41 3 463 50 4 240 06 1 471 95 0 00 0 00 31300 0 00 0 00 0 00 0 00 0 00 0 00 Total 9 183 92 Plumbing Materials 0 00 0 00 0 00 0 00 0 00 0 00 31400 0 00 0 00 0 00 0 00 0 00 0 00 Total 0 00 Roofing Materials 0 00 540 40 540 40 8 453 50 0 00 0 00 31500 0 00 0 00 0 00 0 00 0 00 0 00 Total 9 534 30 Grand Totals 166 280 31 91 654 41 134 645 97 81 302 64 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Total 473 883 33 Number of records printed 7 Page 4 34 Print Reports Chapter 4 Point of Sale User Manual Commission Report AR0211 This report provides a detailed breakdown of commissions by manager The commission calculation is based on the method selected for each manager This report may be used by management to review the detail of all transactions posted to the Accounts Receivab
96. 10 718 76 9 551 50 0 00 10 718 76 Inv 69237 Invoice BM 1 167 26 0 00 10 88 Detail Code Description Tax Quantity U M Unit Price Disc Sale Cost Profit 31100 Concrete Blocks No 1 000 00 EA 5 01000 5 010 00 2 280 00 1060185461 2 730 00 45 51 31200 Electric Box Pole No 20 00 EA 212 75000 4 255 00 1 665 00 11APOLE 5 920 00 39 13 31300 12 2 X 4 Boards No 14 00 EA 9 34000 130 76 78 26 305011688 52 50 59 85 31300 4 X 8 Sheet Plywood No 100 00 EA 13 23000 1 323 00 474 00 305022511 849 00 35 83 Salesman Totals 21 946 26 14 895 61 729 79 22 676 05 Cash 16 936 88 7 050 65 0 00 32 13 Grand Totals 21 946 26 14 895 61 729 79 22 676 05 Cash 16 936 88 7 050 65 0 00 32 13 Number of records printed 7 Chapter 4 Print Reports Page 4 23 Point of Sale User Manual Infinity POWER Sample Company Inc Page 1 Detailed Sales Journal 4 04 28 2006 Sales Code Summary Code Description Sales C O S 10000 Sales Taxable 11 227 50 5 344 11 31100 Concrete Materials Residenti 5 010 00 2 730 00 31200 Electrical Materials 4 255 00 5 920 00 31300 Framing Materials 1 453 76 901 50 Total Sales 21 946 26 14 895 61 Net Sales 21 946 26 14 895 61 Gross Profit 7 050 65 Gross Profit 96 32 13 Special Items 5 001 Sales Tax Charges 729 79 0 00 5 006 Cash Receipts 1 974 66 0 00 SC007 Deposits Received 400 00 0 00 5008 Cost of Sales Accrual 0 00 0 00 C102 Ca
97. 2004 2 69078 Built Shed 03 22 2003 96 0005 Payments Total Amount Date Remaining Amount Post Date Check 1 992 89 01 31 2003 422 89 01 31 2003 7 021 55 02 21 2003 7 021 55 02 21 2003 Click on the Aging button to review the current aging summary Year to Date sales amount last check date last check number and amount and highest credit balance Chapter 2 Set Up and Maintenance Page 2 47 Point of Sale User Manual Customer Aging Summary HARC1 Tools Launch Unpaid Finance Charges 0 Year To Date Finance Charges 0 Agna Date 04 24 2003 Available Credit 14 317 Aging Amounts Last Check t 504461 Total Balance 3 682 Check Date 04 18 2003 Current 242 Check Amount 600 31 50 Day 0 Yea To Date Sales 4 282 51 90 Day 33 439 Average Days To Pay o 91 120 Day 0 invoices In Average o Over 120 0 High Balance 4 282 Last Invoice Date 04 09 2003 Last Order Date Click on the Pricing button to display an additional inquiry screen that will allow you to choose an inventory item and a specific quantity to give you exact pricing on that item for that customer It also checks the quantity available on order and reserved for that item lil Calculate Inventory Pricing ALLE1 Tools Launch Inventory Item so 221 165 Lightweight Sawblades Pricing Information Unit Of Measure Quantity On Hand Quantity On Order Quantity Reserved
98. 36 Set Up and Maintenance Chapter 2 Point of Sale User Manual First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and click on the Save button to save your changes or click on the Cancel button to cancel the changes made Results CoARO dbf Payment Types File New Payment Type Information is Updated Delete Mode PS0463 This option allows you to delete an existing payment type that you may have entered by mistake or is no longer valid First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are deleting a record click on the Delete Current Record button or choose the Operation option from the Menu Bar and then Delete Make the changes required and click on the Save button to save your changes or click on the Cancel button to cancel the changes made Make sure this is what you want to do because once this payment type is deleted it cannot be retrieved Results CoARO dbf Payment
99. 57 0 00 0 00 2 841 55 0 00 0 00 1 390 16 2 665 40 0 00 8 187 28 Chapter 4 Point of Sale User Manual REGISTER VARIANCE REPORT PS0202 This report prints a cash variance by register based on the following calculations Ending Balance Beginning Balance Day s Sales Variance This report quickly analyzes the cash drawer variance for each of your registers for the day A positive variance is favorable a negative variance is unfavorable To use this report effectively you must use the option Enter Register Balances to enter the correct beginning and ending balances for each register Also use the option Open Register NO SALE to record any cash withdrawn or deposited during the day The fields included in this report are as follows Field Names Register Number Beginning Balance Cash Sales Cash Refunds No Sale Withdrawal No Sales Deposit Ending Balance Variance Totals Chapter 4 Print Reports Page 4 7 Point of Sale User Manual Register Variance Report Infinity POWER Sample Company Inc Page 1 Register Variance Report 4 04 28 2006 Reg Begin Bal Sales Refunds No Sale W D No Sale Dep Ending Bal Variance 001 Register 001 Cash 200 00 0 00 0 00 0 00 15 00 215 00 0 00 Master Charge 0 00 138 34 0 00 0 00 0 00 138 34 0 00 VISA 0 00 1 097 10 0 00 0 00 0 00 1 097 10 0 00 American Exp 0 00 2 665 40 0 00 0 00 0 00 2 665 40 0 00 R
100. 9 936 09 04 2006 62 192 58 54 873 21 Total 375 380 23 356 173 21 Number of records printed 7 Page 4 48 Print Reports Chapter 4 Point of Sale User Manual Tax Rate Listing AR0218 This report provides a listing of all tax rate information in either detailed or summarized form This report is designed to allow you a simple listing of your tax rates in summarized form or a detailed listing for data input verification or archival purposes Field Names Tax Number Tax Rate Description Rate 1 Break Point Rate 2 Entity s 1 5 Chapter 4 Print Reports Page 4 49 Point of Sale User Manual Tax Rate Listing Non Detailed Infinity POWER Sample Company Inc Tax Rate Listing Description State Tax County Tax City Tax Tourist Tax City Florida State Tax Hillsborough County Exempt Wholesale Durable Wholesale Non Durable Retail Catalog Retail Food amp Bev Retail Auto amp Serv Retail General Merchandise Retail Building amp Hardware Retail Other Financial Insurance Real Estate Communications amp Utilities Services Hotels Services Laundry Services Business Services Personal Services Auto Maint Services Misc Services Medical Services Pleasure Unclassified Dealer Internal Use Only Dealer Demo NPO General Contractors Trades Sub Contractors Manufacturing Mining amp Mineral Agriculture Number of records printed 36 Page 4 50
101. AL BY CUSTOMER PRINT SALES JOURNAL BY MANAGER inns nmopnmesoe tine ere etii d a etu e iE e RR ERES rt PRINT SALES JOURNAL BY SAEES CODE rtr PRINT SALES eiie ertet mote ne gr IH een ree e ePi 3 10 3 11 3 12 3 13 3 13 3 17 3 21 3 22 3 23 3 24 QUANTITY AVAILABLE bert ee ree te ete rne eene ree aeree rere ti eer ea eode eret 3 6 3 17 QUANTITY LO ADJUST retten eloseieveusteiteetessiceucetesevedesoscveusteiceotededecncetestreletoddeowsdoiconesaeeesdesnests 3 6 3 17 3 36 RECORD A QUICK SALE RECORD A QUICK SALE RECORD A QUICK SALE nne 1 13 RECORD A 2 lt eu 3 17 RECORD A SALE PRINT RECEIPT 00 0 C eet uber ER 3 6 RECORD AUTOMATIC COS ADJUSTMENTS 1 18 RECORD COS ADJUSTMENTS 22 2 RECORD RECORD PAYMENTS FLOWCHART RECORD SALES CODE 8 3 35 RECORD SALES CODE ADJUSTMENTS 1 17 RECORD SALES CODES ADJUSTMENTS
102. ALE 4 Record Payments If you are using a cash drawer from a serial port the communication parameters will be automatically configured by the programs The parameters will be set as follows Page 2 30 Set Up and Maintenance Chapter 2 Point of Sale User Manual Baud Rate 1200 Parity None Data Bits 8 Stop Bits 1 Example MODE 1200 N 8 1 UNIX If you are using a cash drawer from a serial port you must configure the port yourself using the parameters listed in the section above Configure the port using the system administration programs provided with your operating system For more information on configuring cash drawers in the UNIX operating system see the System Administrator manual Chapter 2 under Servo Actuated Cash Drawer Set Up EXTERNAL VIDEO DISPLAY Use Device Click on this option if you are going to use a device name for the external video display Device This is the device name that will be used as the interface to the external display unit Use may click on the arrow box and choose one of the valid device names available to your operating system Use Script File Click on this option if you are going to use a script file for the external video display Script File Enter the Script File name that will be used as the interface to the external video display Start Codes This data item contains the decimal codes separated by commas that are sent as a signal to the external
103. EJ 51101 51301 40500 51501 SALESMAN RANKING AR0307 This option provides a bar or pie graph ranking the top twelve 12 salesmen based on MTD or YTD sales This graph is particularly useful in quickly determining your top twelve salesmen for either the current month or the entire accounting year You may select a range of salesmen to use in the ranking and also the basis MTD or YTD You may then specify whether you would like a Bar Graph or Pie Chart format The top twelve salesmen will be displayed before the graph is generated so that you will be able to determine which salesman is which on the graph After the graph has been displayed lt click gt OK to return to the menu YTD Net Sales 270000 00 180000 00 90000 00 3 HOUSE Page 5 6 Perform Analytical Graphs Chapter 5 Point of Sale User Manual YTD Net Sales 23 73 Chapter 5 Perform Analytical Graphs Page 5 7 Point of Sale User Manual This page intentionally left blank 5 8 Perform Analytical Graphs Chapter 5 Point of Sale User Manual A ADD A MANAGER pat 2 9 ADDA E E H 2 12 ADDITIONAL COST OF SALES 3 14 3 24 ALLOW DISCOUNT BY IINE onore aee eR eee Ee ES SSH ough SHE deep BURN REY eX ve REN ERR Hg 3 6 3 17 ALLOW LINE ITEM PRICE CHANGES 3 6 3 17 AINALY DBICADEGRAPEHS EU
104. ER 5 1 ANALYTICAL REPORTS 4 29 AUTOMATIC ADJUSTMENTS eon gi aene Ie hU en dad 3 37 B BALANCE POR WARD 6 eire rer ERREUR RD 3 28 BAR CODE READER igneum e Nee ed eb tiM ML BATCH NUMBER ereere geront erre ree eerte nere derent reete BATCH REVIEW BREAK POINT nonunion tatino nn Per e E e Dee bes ae ae rU Y Pede ia ice C CHANGE A MANAGPER 2 9 RATE ies hie trier ie m ease i Pere ea Pete Pr Ye Fede o e tre EX RI EINER RETE EUR 2 12 CHANGE MASTER CONFIGURATION enne tnsetn etes etre tese tne tne etre nest N enitn etnies 2 22 CHEEK AMOUNT s tendere eR 3 28 CHECK DATE eE CHECK NUMBER i CLEAR CURRENT SALES AND COST OF SALES 5 4 11 CLOSE AN EXISTING BA DCE n rotto tte mener eee QR Nen o 3 39 COMMISSION RATES CUSTOMER INQUIRY CUSTOMER TREND REPORTS D DATA FIEE DESCRIPTIONS poeeun iiti iii entier rer t re eee rh reete a etos Peters R 1 5 DAY OP MONTELEOR EACH PAYMENT 3 14 DELETE A MANAGER vip ern eere OD pete re Ree qe eee ker RC DTI 2 9 DELETE AA PAX RATE eerte CURT RR S ee Ue ENSE 2 12 DESCRIPTO N e een E RR E ee A eases 3 7 3 8 3 9 3 12 3 19 3 20 3 21 3 22 DEVICE
105. Master Configuration option to Allow Override of AR Sales Codes This option allows you to select the Accounts Receivable account that will be used to process this transaction through the use of AR Sales Codes If this option is available the customer s default AR Sales code will appear if one has been set up on their customer file You may click the Down Arrow F2 by default to select an AR Sales code or leave the field blank to accept the default Accounts Receivable account set up in the Accounts Receivable Master Configuration If the customer is a Balance Forward type of customer or if there are currently no open items on this customer s account the system will allow the posting of unapplied cash You may now click on the Post button to allocate the unapplied cash This amount can be allocated to up to twenty 20 different sales codes This procedure will allow you to allocate the cash to various general ledger accounts through the use of sales codes without having to enter an invoice posting it to the customers account and then entering a payment against the invoice Once the amount remaining has been disbursed the system will save the transaction print the transaction register and return for the next transaction If you do not wish to allocate the amount remaining to various sales codes and you prefer to have it post as unapplied cash a credit open item to the customer s account click on Save button and
106. Master Configuration options will also be changed for Accounts Receivable Page 2 22 Set Up and Maintenance Chapter 2 Point of Sale User Manual fm Configuration Tools Launch Entry Screen Invoice Format Devices System Integration Customer Label Joust omer A R Account 11300 Special Field tu De fine Commission Basis 2 T Special Instructions Special Instr S us gos sd Cash Cust Mask casu G L Journal Number Invoice Re Print Sales Codes Sales Tax scoo1 Freight scoos scoo4 Customer Label Default Customer The Point of Sale module allows you to identify your customer in any manner you like Many companies refer to their customers as clients or patients etc This is a ten 10 character field alpha numeric used for whatever label you want to identify your customers by This label will be displayed on all screens and reports except menus which will continue to use the term customer Special Field Default U Define This field is the heading of a special description field that may be used in the customer file If the first character of this heading is an asterisk the system will automatically turn this field into a search and sort field This may be most useful if you need to set up your customers to be easily retrieved by a special key such as the owner of the company customer classification etc Sale
107. Quantity Req Manf Quantity Available Quantity Calculated Price Click on the Shipping button to review the customer s Ship To information Page 2 48 Set Up and Maintenance Chapter 2 Point of Sale User Manual Wil Customer Shipping Address Information ALLE1 Tools Launch Ship To Name ilens Hardware Shops Inc ame Ship To Address 400 E Kennedy Blvd Customer Historical Information ALLE1 Tools Launch Edit Navigation Maav nanl Unpaid Finance Charges 0 00 Average Days To Pay 2 Year To Date Finance Charges 0 00 Number of Invoices E Detail Item Period 1 01 2004 8 11 538 55 2 02 2004 6 842 18 1 748 94 Save Detail Cancel Detail Invoices Gross Sales 3 03 2004 Click on the Price Plans button to view the Price Plans that have been assigned to this customer Chapter 2 Set Up and Maintenance Page 2 49 Point of Sale User Manual Price Plans Customer ALLE1 Tools Launch Edit Navigation nan zal x Detail Item Price Plan Description KITSALE Special January Kit Sale DISTRIB Distributors Pricing Program Cancel When accessing the Open Items or the Historical features the screen will have the option to view the first detail record page up the detail list page down the detail list view the last record in the detail list view a specific detail record based on text or view a
108. S DISCOUNT ENTER REGISTER BALANCES e Pe EU ER UE er UP PE ERE E CERE 3 38 Index Page I 1 Point of Sale User Manual ENTER REGISTER BALANCES FEOWCHART entere tet 1 19 ENTER TRANSACTIONS ENTRY SCREEN p nan ERROR MESSAGES E Dm EXCLUDE ON ORDER ON QUANTITY 3 6 3 17 tr mtr eene rete creen o eire ri hi E e e a E 3 13 3 14 3 17 3 23 3 24 F FILE IMPORT MODULES OVERVIBW 5 2 17 FIRST RATE G GENERAL OVERVIEW terret tett tte P he e e tere ei et egeret itte gie erp eite ee been 2 1 I IMPORT TAX RATES ettet ribi tegis 2 15 INQUIRY MODE IM O100 5 rtt hot rente e eet ete ERS EEE e reden 2 67 INVENTORY DETAIL BY SALESMAN 4 39 INVENTORY ITEM NUMBER 3 10 3 21 INVOICE DATE INVOICE FORMA T aaen etre epe ir et re Peer ee ERE EISE E eene E rote rere epe 2 27 J JOB NUMB ER ooi ie ei eite err dee a eden DER ODE rye n Or DERE REPERI 3 28 L POLNUMBEBR 3 11 3 22 M MAINTAIN DATA PILBS tioni ter tr 2 32 MASTER CONFIGURA TION rerit ee IO OE DRE eti eet et tet imer i
109. SUMMARY BY SALES TYPE PS0201 This report prints a daily weekly monthly or annual summary of sales by sales type cash check etc This report is very useful for analyzing your sales by the payment method used The payment methods will be summarized by the types you have set up in the Master Configuration This option will read the transaction file information for the specified date range to arrive at the sales figures used on this report You may print this report for any date range in the current fiscal year The fields included in this report are Field Names Register Number Ten categories of Payment Types Page 4 4 Print Reports Chapter 4 Point of Sale User Manual Total Grand Totals Chapter 4 Print Reports Page 4 5 Point of Sale User Manual Reg 001 002 003 Tot Cash EFT 37 15 0 00 347 22 0 00 108 10 0 00 492 47 0 00 Number of records printed 3 Page 4 6 Print Reports Register Summary by Sales Type Infinity POWER Sample Company Inc Register Summary by Payment Method Sales From 04 01 2006 to 04 30 2006 Check 0 00 0 00 2 494 33 0 00 0 00 0 00 2 494 33 0 00 Master Charge 155 92 0 00 0 00 0 00 1 097 10 0 00 1 253 02 0 00 VISA 1 097 10 0 00 Total 0 00 0 00 Total 184 96 0 00 Total 1 282 06 0 00 Total Page 1 4 04 28 2006 American Exp 2 665 40 0 00 3 955
110. System not started Time Sheet Entry System not started Clear All Invert Start Close Set Up and Maintenance Chapter 2 Point of Sale User Manual This is an automated utility designed to simplify the process of creating all of the data files for each accounting module throughout the system Users may choose to Select accounting modules by clicking on this button which will check all modules and make them ready for processing Otherwise you may click on the Clear button to undo your selections The Invert button will reverse the order of all current selections Additionally you may use your mouse to manually click on each module to click it on or off to be included in the startup process Remember modules such as Purchase Order require Accounts Payable to function Sales Order Entry requires Accounts Receivable and Time Sheet Entry requires the Payroll data files Point of Sale and Accounts Receivable share common files which is why it is so noted on the screen Therefore if you have already created Accounts Receivable files it will not be necessary to perform this option for Point of Sale This step must be done for each company for which you intend to process data To begin click on the Start button The following screen illustrates how the screen will change when the process is completed W Start Up From Scratch xj Tools This option creates data files and configures init
111. The Accounts Receivable balance on the Balance Sheet would be lowered and the Cash in Bank balance would be increased by the payment amount Currency Color This function is not available at this time Credit Card Mask This is the beginning number designating the card type Ex 3 AMEX 4 Visa 5 MC etc Processor Id This is the name of the processor being used to process crediti cards such as PC Charge ICVerify MAPP etc For each payment type you need to indicate the Payment Type and Sales code For Credit Card Transactions it is important that you enter the Credit Card Mask and the Processor ID The Credit Card Mask should be entered as follows e American Express e Visa e Mastercard e Discover The system will no longer look for an asterisk in the Description to determine when to dial out for an authorization Instead any payment type with a Processor ID will indicate to the system that it should dial out for a credit card authorization Chapter 2 Set Up and Maintenance Page 2 35 Point of Sale User Manual NOTE Be sure you have setup each of your processors prior to entering that processor ID on the payment type With the new enhancements you can identify a different credit card processor for different payment types if desired The system will automatically add a payment type called cash if the customer is receiving change and the cash payment type does not exist in the files
112. The Maintain Payment Types screen is also where you may optionally indicate the Default Customer Liability account for each payment type The default Customer Liability Account is useful for credit card transactions where you want the system to create an open item on the Credit Card Processor s customer account to show the credit card monies owed to you If you are adding a record click on the Create a Record button or choose the Operation option from the Menu Bar and then Add Make the entries required and click on the Save button to save your data or click on the button to cancel without saving The payment type information is not actually added to the file until you have clicked the button to validate from this screen Results CoA RO dbf Payment Types File New Payment Type Information is Added Change Mode PS0462 This option allows you to modify an existing payment type If you have made any mistakes during this set up process you may return to the Change Payment Types option to change any information you have already entered Maintain Payment Types oj x Tools Launch Havigation Operation re Rll Mode Change Id AMEX Description American Express Payment T ype credit cara v Sales Code pis Customer mex Currency Code Credit Card Mask o Processor Id User Fields Cancel Page 2
113. Type Master Charge visa American Exp SALES TREND BY SALESMAN AR0302 This option provides a line graph displaying sales by month for the current month during the current year to include up to four 4 specified salesmen This option is designed to chart the historical sales for a salesman for every month in the current accounting year This allows you to see very quickly the upward and downward trends of the salesman s performance When you execute this option you should select the salesmen to include on the graph After the graph has been displayed click OK to return to the menu YTD Salesman Sales 210000 00 140000 00 lll House 70000 00 Page 5 2 Perform Analytical Graphs Chapter 5 Point of Sale User Manual SALES TREND BY SALES CODE AR0303 This option provides a line graph displaying sales by month for the current month during the current year to include up to four 4 specified sales codes This option is designed to chart the historical sales for a sales code for every month in the current accounting year This allows you to see very quickly the upward and downward trends of sales by sales code When you execute this option you should select the sales codes to include on the graph After the graph has been displayed click OK to return to the menu YTD Sales Code Sales SALESMAN COMPARISON 0305 This option provides a bar or pie graph comparing
114. Type This is the transaction type that was assigned during the origination of this open item It could be an invoice payment credit memo debit memo as an example This will always inform the user of the nature of the transaction and how it should be affecting the customer s account balance Transaction This is the Transaction Number that was created for this open item at the time the transaction occurred For instance if this was an invoice this would represent an invoice number If this was a payment on account this would normally be the customer s check number Description This is the description of the open item During the origination of the transaction the user has the ability to override the default description i e invoice credit memo payment and enter another description to provide a simplified description of the nature of this specific transaction Whatever description was entered will appear into this field If no description was entered the default descriptions will appear Total Amount This is the complete amount of the transaction including any taxes freight or other charges Date This is the date of the transaction based on the System Date that was used to post the transaction This is different than the actual posting date which uses the computer s clock calendar to keep track of when items are actually posted to the system This is the date that will be used to start all agings and reports D
115. User Manual Last Invoice Date This field stores the last invoice date that was posted against this customer account This field is automatically updated on the customer s record whenever an invoice is generated for a customer Last Order Date This field stores the last Order date that was posted against this customer account This field will be updated directly from the Sales Order Entry module each time a new order is entered into the system When you are done with the Aging section of the customer s record click Cancel to return to the main data entry screen Pricing Button When the Pricing button is selected a new screen will appear that will allow the user to enter an Inventory Item into the system and have the system calculate a price for the item selected for this customer Depending on whether the customer has any specific price plans defined or if there are any quantity breaks defined for each of the inventory items the system will automatically calculate the customer s price on demand while at the same time show a display of the status of the item s inventory levels As shown on the following screen you may enter the Inventory Item directly or use the scrolling screen to select the specific item Once selected the screen will show if the item has multiple units of measure its Quantity On Hand On Order Reserved Required for Manufacturing and total Available You will then be pr
116. a report listing the EDC transactions completed for each day The information on this report is stored in a file that is automatically set up each day by the Point of Sale module This file is named PSA co where fH is the current day of the month and is the company For example The first day of the month s information would fall into the 01 file The information for the fifteenth day of the month would be in the PSA15 co file This day is based on the computer date not the Infinity POWER system date Therefore you will have a PSA co file for each day of the month in the data subdirectory The system will re use the file for each month The information in the file will be deleted as new information is added It is recommended that this report be printed at the end of each day to ensure that a proper audit is available The report provides the following information for each transaction e Credit card number e Credit card expiration date e Transaction type either Sale Credit Void Sale forced sale Fre Credit forced credit Post Auth post authorization or Auth Only authorization only e Transaction date e Authorization number does not appear for void or post authorization transactions e Reference number prints Auth Only for authorized but non captured transactions Transaction amount e In addition an asterisk is appended to each Auth only tra
117. alancing the Balance Sheet and AR Aging Report from a prior period you may continue to post partial payments as normal Results coARIdy dbf Customer File coAR7dy dbf Sales Code File Customer History is Updated Sales Code is Updated Customer Aging Totals are Updated Sales Code Current Amounts are Updated coAR2 dbf Open Item File Open Item is Added if Payment is to be Left Unapplied Open Items that have had an Amount Applied toward them will either be Marked as Paid or Partially Paid coAR3dy dbf Transaction File Transaction Record is Added optional coAR4dy dbf Transaction Detail File Transaction Detail Records Added optional 3 32 Enter Transactions Chapter 3 Point of Sale User Manual PRINT DEPOSIT REGISTER 0112 This option provides a listing of all payments and deposits for a specified date range If integration to the Check Reconciliation module is turned on in the Point of Sale Master Configuration and the cash receipts sales code has a Checking Account number assigned this report routine will prompt you to Post this deposit to Check Reconciliation This report provides a simple way to generate a listing that could be attached to your normal bank deposit slip Using this report provides your bank with the detail of each check its amount whom it was received from and the date of each check This saves you the time of not having to manually write this information on the deposit sli
118. allow you to edit the default overhead information The data items on the overhead screen are described as follows Customer This is the name of the customer for this transaction If you are interactive with Accounts Receivable the default value will be the name of the customer selected from the customer file Address This data item consists of the following data fields Address Four lines of 30 characters each City 15 characters State 2 characters Zip 10 characters These fields contain the mailing address of the customer and are completely optional You may enter the address if you want the information to appear on the sales receipt invoice depending on the form you select If you are interactive with Accounts Receivable the default values will be the mailing address of the customer selected If you have elected to use International Addresses a set up feature in Global Functions the system will include Country as a data field in the address information for this company The address information will consist of four lines of thirty 30 characters for the address fifteen 15 characters for the city fifteen 15 characters for the state fifteen 15 characters for the country and 10 ten characters for the zip code For example Customer Name ABC Company Inc Address 123 Main Street Suite 1030 City Vancouver State Brit Columbia Cntry Canada Zip V6E4A2 Page 3 18 Enter Transact
119. an be accessed from the Inventory module Once the item has been selected and it is a Serial type costing method the system will prompt you for the Serial Number Chapter 3 Enter Transactions Page 3 21 Point of Sale User Manual Please note that you can use a Bar Code Scanner at this point to capture the Serial Number off of the product providing the manufacturer has printed one on the packaging The Serial Number is a twenty 20 character alpha numeric field which is used to enter the Serial Number of the inventory item you are withdrawing from stock You may enter a valid Serial Number for this inventory item or you may press ENTER to view a scrolling screen of the available Serial Numbers for this item If you are planning to use a quantity greater than one 1 on serialized items during the validation and update of the transaction you will be prompted for a Serial Number for each of the quantity of items you are withdrawing once you validate the transaction If the quantity to withdraw is ten then you will be prompted for ten Serial Numbers If the item selected is a Lot type costing method the system will prompt you for a Lot Number Enter a valid Lot Number or press the ENTER key to view a scrolling screen containing all available Lot Numbers for this item If you are withdrawing from stock items that require separate Lot Numbers you should enter individual detail lines for each Lot Number The Lot Number is a twenty 20 ch
120. an number of the salesman you would like to assign to this customer E Mail This is a fifty 50 character alpha numeric field for the E Mail address name for the company or contact for this customer This field is for reference purposes only Special This field will be called whatever you have set up as the Special Field heading in the Master Configuration This is a twenty 20 character field for any special comments or key data that may be searched or sorted on This is a twenty 20 character field for the name of the person to contact at Contact this customer This will be displayed on all screens and reports On some invoice forms it will be displayed below the mailing address as the ATTN Phone This is the twenty 20 character field for the customer s phone number There is enough room for the full phone number including area code and all parentheses spaces and hyphens Fax Number This is the twenty 20 character field for the customer s fax number There is enough room for the full fax number including area code and all parentheses spaces and hyphens Billing Button This button will allow you to change the billing information for this customer If you click on this button another window will be displayed which will allow you to change the following information Tax Rate This is the Tax Rate Number which may be up to ten 10 characters alpha numeric that has been set up in the tax rate
121. and Maintenance Chapter 2 Point of Sale User Manual NOTE If you will be using entities to track the different types of taxes make sure that you are consistent with which type of tax is put in each entity For example if you need to set up several tax rates for the different rates in several counties of the same state always use the first entity as the state tax and the other entities as county tax It is also recommended that you also set up a Tax Rate for Tax Exempt customers These tax rates should have zeroes set up for all tax rates Inquiry Mode AR0424 The Inquiry mode allows you to view summary information about your tax rates Navigate to the record you wish to view You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Add Mode AR0425 This option allows you to add a new sales tax rate The rate has a two tier structure allowing a standard tax rate and an optional sales dollars break point with a higher or lower tax rate on sales above the break point This option allows you to add new Tax Rates to the Tax Rate file Each customer that is entered must be assigned a tax rate This default customer tax rate may be overridden at time of invoicing If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add The following is an e
122. andard 6 Serial Number 7 Lot Number 8 Fixed O H Careful consideration of the way your business operates is highly suggested before this selection is made Refer to Chapter 1 Normal Costing Methods for more information on each of these inventory costing methods Once you have selected the costing method here and have begun to receive additional inventory items into stock you cannot just switch costing methods Make sure to check with your accountant or CPA prior to making any changes of this nature to your accounting files Cost Label This data item is a fifteen 15 character alpha numeric field which will only be available if you have selected the Lot Number type costing method for this inventory item The Cost Label is used to define the structure of the Lot Numbers to be used with this specific inventory item For example you may have a shoe store which carries boots The boots can be stored as lots with the label Style Color Sz Chapter 2 Set Up and Maintenance Page 2 69 Point of Sale User Manual The store may also carry accessories for boots such as anklets or taps which may only require a cost label of Style Color Each lot inventory item can have a different cost label The cost label is also used to describe the warehouse location in the Multi Warehouse set up of your inventory For example the cost label may be Warehouse No or Truck Number or Store Number Asset T
123. antity on hand or available a Pop Up windows will be displayed from which you may elect to re enter the quantity choose from alternative part numbers that have been set up for this item or you may continue with the billing The number of choices in this window will depend based on the number of alternative part numbers you have set up for each inventory item If you elect to bill more than the quantity on hand the quantity above the on hand quantity will be placed in the Quantity to Adjust field for the inventory item You would then need to use the option to Record Cost of Sale Adjustments after the items you oversold have been received Otherwise none of your sales journals commission reports and inventory profit margin reports will be accurate It is very important to understand this concept prior to just proceeding and selling items that are not in stock All of these calculations are based on a known cost amount When items are oversold only the cost of those quantities in stock are known All others are recorded at zero cost Therefore profitability is grossly overstated until the Cost of Sale adjustment is made If you are paying commissions based on the profitability of the sale you may be paying far more than what you should U M This is a four 4 character field for the unit of measure for this item If you are interactive with Manufacturing Inventory Management this will default to the unit of measure set up for
124. aracter alpha numeric field used to identify a likeness of items being withdrawn from stock This is normally a run of products or color groups associated to various types of products Unlike Serialized Items Lot Number items can be stored with multiple quantities For example you received four 4 cases of red paint for resale which was manufactured at two different plants The manufacturer marked on the cases the Lot Numbers so that the paint can be sold in quantity with the same dye match When you recorded the receipt of this stock you entered it as two separate line items or cost layers two 2 cases with Lot Number 123 and two 2 cases with Lot Number 789 Selling these types of items may be done one of two ways The first by entering the total quantity you are selling The system will request a Lot Number If there is not enough stock in the Lot Number requested during the validation and update of the transaction it will continue to ask for additional Lot Numbers until the quantity entered has been sufficed The second way is to separate out the quantities by line item so that Lot Numbers can be distinguished for each line item Once the item number has been selected the system will set the sales code to the one set up in the Inventory Item File for this particular item If this item s default sales code is non existent then you will be allowed to select a near match If an inventory item is selected the system then checks t
125. ation 1919 Rll Mode Change Id AMEX Description American Express Payment Type credit cara v Sales Code scios Customer amex Currency Code EE Credit Card Mask A Processor Id User Fields Cancel Close First you must navigate to the record you wish to change You may find a record using navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you changing a record click on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and click on the Save button to save your changes or click on the Cancel button to cancel the changes made Results coARL dbf Credit Card Processor File Credit Card Processor File is Updated Delete Mode PS0473 This option allows you to delete an existing payment type that you may have entered by mistake or is no longer valid First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are deleting a record click on the Delete Current Record button or choose the Operation option from the Menu Bar and then Delete Make the changes required and click on the Sav
126. ation option from the Menu Bar and then Add A screen will appear with the current date and time L Maintain Notes Navigation Operation b bi Bie Fi Mode Add Account 10 601 78511 UserID SCOTT Description Corner Blocks Date Time 05 15 2003 P 3 21 Title New Batch Quality User Fields Note The last two batches we have ordered have been slightly better than previous orders The supplier has taken our recommendations to heart Chapter 2 Set Up and Maintenance Page 2 65 Point of Sale User Manual You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the item through an inquiry mode or a change mode and then clicking on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this record If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the Us
127. ation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add A screen will appear with the current date and time You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing tax rates through an inquiry mode or a change mode and then clicking on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this tax rate If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the User Fields button you will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields You must make sure that your General Configuration options are set up to allow access to User Definable Fields Page2 12 Set Up
128. automatically adjust to align properly Report Print Options In the Printer Settings section click on the Options button to open the Print window You can select the entire report the current page or a range of pages or a specific page to be printed You can also custom adjust form sizes by increasing or decreasing the horizontal and vertical offsets The horizontal offset adjusts the alignment in fractions of an inch The default offset value is set to 0 00 A positive increase will adjust alignment to the right a negative value will adjust alignment to the left The vertical offset adjusts the alignment in fractions of an inch The default offset value is set to 0 00 A positive increase will adjust alignment down a negative value will adjust alignment up Page4 2 Print Reports Chapter 4 Point of Sale User Manual Displayed Report Options If the report output is Display you can also use the navigation toolbar buttons to jump to another page within the displayed report or click the toolbar button to specify a particular page This comes in handy to view specific information in a long report without having to navigate page by page From within a displayed report you can also send the report current page or all pages to print or change the output destination for the current page or the entire report without leaving the screen By clicking the search toolbar button you can also search for specified text within the displayed repo
129. ay have noticed the back calculation of taxable sales 72 above is subject to a very small amount of variance This variance is rarely more than a few pennies per month However the Tax Charged will always properly match the Taxable Sales reported Example If your actual taxable sales are 100 58 and the tax rate is 596 then your tax liability is 5 03 rounded to the nearest penny from 5 029 If you back calculated taxable sales by dividing 5 03 by 5 then taxable sales would be 100 60 This variance is acceptable for most sales tax liability reporting however if you are uncertain about this please contact your accountant to make sure Field Names Tax Rate Number Tax Rate Description Entity 1 Entity 2 Entity 3 Entity 4 Entity 45 Total Tax Charged Taxable Sales Non Taxable Sales Total Sales Totals Chapter 4 Print Reports Page 4 27 Point of Sale User Manual Tax 1 2 99 State Tax County Tax Exempt Description Prim Rate Up To Sec Rate Total Sales Non Taxable Sales Taxable Sales Taxable Subj Limit Amount Over Limit Tax Charged Prim Rate Total Sales Non Taxable Sales Taxable Sales Tax Charged Prim Rate Total Sales Non Taxable Sales Taxable Sales Tax Charged Totals Total Sales Non Taxable Sales Taxable Sales Tax Charged Number of records printed 3 Page 4 28 Print Reports Total 6 00 5 000 00 6 50
130. batch The current batch that is being accessed will be pended Close Batch This will complete all work with the batch and will allow the credit card network to process the financial information Once batches are in closed status they are flagged for transmission and settlement Closed status batch numbers may not be re used for a period of five 5 days Batches should always be reconciled before closing This is recommended even if you are on an automatic closing process To successfully perform a Batch Close transaction the operator must enter the three digit Batch Number and the Total Draft Amount in the Batch Amount field The Batch Amount field is always reflected as an absolute value Batches which are automatically opened are generally automatically closed The close process is performed automatically by the EDC host every night at approximately 11 50 P M PST Operators who select the AUTO OPEN CLOSE option must perform the reconciliation process prior to this time Once the batch has been closed the system will return the message BATCH CLOSED BATCH where HH is the actual batch number Results No Files are Updated 3 42 Enter Transactions Chapter 3 Point of Sale User Manual REGISTER LOGIN CTRL F9 This option allows you to Log a new salesman to the Point of Sale module This salesman is the default salesman for all transactions being posted through the system until he
131. c Sale Cost Profit 5 007 Deposit No 400 00 400 00 5 006 Payment No 1 974 66 1 974 66 Ret 69185 P 2 374 66 Dep 14 400 00 04 07 2006 UNIV1 University of Tampa 6 100 00 0 00 0 00 6 100 00 Pay 19847 Payment BM 6 100 00 0 00 100 00 Detail Code Description Tax Quantity U M Unit Price Disc Sale Cost Profit SC102 Payment No 6 100 00 6 100 00 Ret 69075 6 008 40 Inv 69252 48 90 Inv 69233 P 42 70 04 28 2006 HARC1 Fred Hart 0 00 0 00 0 00 0 00 Adj 10525 Record Shipment SO BM 10525 0 00 0 00 0 00 Detail Code Description Tax Quantity U M Unit Price Disc Sale Cost Profit SC008 COS Accrual No 0 00 3 562 74 3 562 74 0 00 04 28 2006 HARC1 Fred Hart 11 227 50 5 344 11 729 79 11 957 29 Inv 69277 Invoice BM 10525 5 883 39 0 00 5240 Detail Code Description Tax Quantity U M Unit Price Disc Sale Cost Profit 6001 729 79 729 79 10000 SONY 50 LCD Color Television Yes 5 00 Each 2 495 00000 10 00 11 227 50 5 883 39 SONY 52311 5 344 11 52 40 Page 4 22 Print Reports Chapter 4 Infinity POWER Sample Company Inc Detailed Sales Journal Point of Sale User Manual Page 2 4 04 28 2006 By Salesman Date Customer Name Trans Amount Cost Amount Tax Total Type Trans amp Description Job Reg Payment Method Gross Profit Freight GP 6008 COS Accrual No 0 00 3 562 74 3 562 74 0 00 04 30 2006 SWIS1 Tony Swiss Construction
132. ce Z CASH Cash Sale Thank You 69188 Invoice Z CASH Cash Sale Thank You 69189 Invoice SWIS1 Tony Swiss Construction 844467 Payment ALLE1 Allens Hardware Shops Inc 61884 Payment HARC1 Fred Hart 60344 Payment JONJ1 Sonia Jones Interior Design 8471 Payment JAG1 Joanne Gonzalez Payment JAG1 Joanne Gonzalez 79553 Payment UNIV1 University of Tampa 19847 Payment NATH National Auto Parts 4444444444 Payment HARC1 Fred Hart 10525 Record Shipment SO HARC1 Fred Hart 69277 Invoice NATH National Auto Parts 69191 Invoice NATH National Auto Parts 69192 Invoice National Auto Parts 69193 Invoice ALLE1 Allens Hardware Shops Inc 69214 Invoice Print Reports Sales Journal Infinity POWER Sample Company Inc Sim Job JF HOUSE HOUSE BM JF BM BM HOUSE HOUSE BM JF BM 10525 BM 10525 JF JF JF USF2004 JF Sales Journal Trans Amount Reg Payment Method 17 58 001 Master Charge 37 15 001 Cash 347 22 002 Cash 8 137 22 1 651 85 725 00 1 974 66 0 00 900 00 6 100 00 849 77 0 00 11 227 50 10 000 00 25 000 00 15 000 00 475 00 Cost Amount Gross Profit 19 37 1 79 20 99 16 16 133 01 214 21 0 00 8 137 22 0 00 1 651 85 0 00 725 00 0 00 1 974 66 0 00 0 00 0 00 900 00 0 00 6 100 00 0 00 849 77 0 00 0 00 5 344 11 5 883 39 0 00
133. ceeded their credit limit NOTE You can either set up a payment type named Charge with the sales code 4 associated with that payment type and zero out the amount or you can delete the entire payment line and save You will need to Update Company Rights for each company you want this security object to apply and also assign this security object to the Users Groups you want to have access to Charge If the EDC capability has been enabled the EDC procedure will take you to another screen and begin dialing out for an authorization on the credit card If you have a card reader device connected to your machine you may slide the credit card through the reader at this time or type in the credit card numbers and expiration date on the keyboard The expiration date must be entered in as MMYY e g 1204 for December of 2004 The system will return with either an error condition discussed on the next page or if the transaction is successful an approval number and a transaction reference number Both of these items will print on the receipt After the customer has signed the receipt he will retain the carbon bottom copy while the top copy is kept for your records NOTE The purchase of the Infinity POWER Point of Sale module does not guarantee your company access to a credit card approval and draft capture network Before you will be able to process automated credit card transactions in the Advanced Point of Sale module it is mandatory
134. ck on this option It is selected by default This will allow you to see if there are any discrepancies within your import file The system will first print an audit trail of what will be imported into the Infinity POWER accounting module Upon completion of this report you will be prompted whether or not to go ahead and process the import of data If there are any discrepancies that make your import file incompatible the Infinity POWER import options will not allow the information to update the system This audit trail would then serve to assist you in correcting any problems Once you have answered these three questions click on the Start button to begin the process and the system will begin to either print the audit trail first or go ahead and perform the import process based upon your answer If you have chosen to print the audit trail the system will display the printer option screen for you to choose your method of output The screen will then reflect the number of transactions that have been posted to the system as it goes through the import process Once it completes the import process the system will return you to the screen and if there are additional files to import you may click on the Next button otherwise click on the Close button to return you to the Menu Bar Below is a more comprehensive description of how Import Modules work within the Infinity POWER File Import Modules Overview Because the concept of tran
135. contains the beginning and ending register balances used in filetype AR20 the calculations of the Register Variance Report Chapter 1 Introduction Page 1 5 Point of Sale User Manual General Ledger If you are processing interactive with General Ledger all transactions Integration File which require General Ledger updates will post to this file Once the filename AR2GL co update is performed in General Ledger this file will be cleared and made ready for new transactions PREPRINTED FORMS This section outlines the various forms available for the Point of Sale module As in our other modules several types of forms may be used with this program For convenience custom forms modifications may be made to accommodate any specific needs of a particular business The forms that are shipped standard with this module and the preprinted forms that are supported by the accounting system are described in the Point of Sale sections of the Infinity POWER Supported Forms Reference Manual This can be found in the User Manuals section of the Data Pro web site and on the CD ROM Preprinted forms will be illustrated in the DPAForms catalog in the Product Kit or on the CD ROM If you find that customization of your forms is necessary DPAForms can adjust any preprinted form to meet your specific form printing need Most of the forms illustrated in the DPA Forms catalogue are also available in Laser Form format This means thes
136. copy a detail line for subsequent pasting and paste a previously cut detail line Chapter 2 Set Up and Maintenance Page 2 63 Point of Sale User Manual When all changes are made click on the Save button to validate your changes to this screen You will then be returned to the previous screen Click on the button to validate this record Results coAR1dy dbf Customer File Customer Information is Updated coARF dbf Price Plan Assignment File Price Plan Information is Updated Delete Mode AR0403 This mode allows you to delete a customer account You cannot however delete a customer that has current open items In addition you should not delete customers that have had any account activity during the current period This will result in incorrect sales reporting information This option allows you to delete customers that you may have entered by mistake or you no longer want First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may have entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on Save to validate your deletion of this re
137. cord Make sure this is what you want to do because once a customer is deleted it can not be retrieved again A backup of data files is always recommended prior to deletion of records Results coARIdy dbf Customer File Customer Information is marked for Deletion coARF dbf Price Plan Assignment File Price Plans Information is marked for Deletion Copy Mode AR0404 This mode allows you to create a new customer by copying the information from an existing one Using this option the system provides a quick method of setting up customers that are very similar This may apply where a single customer may actually require multiple accounts because of separate locations or branch offices which require separate billings First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then Copy You will be asked if you wish copy customer pricing information Choose yes or You will notice all the information except for the customer number will be copied to a new record Enter the new customer number for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the
138. cord you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then Copy You will notice all the information except for the sales code number will be copied to a new record Enter the new sales code number for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the file Results coAR7dy dbf Sales Code File Sales Code is Added Historical Information is Updated optional SET UP SALESMEN This section discusses the ways to add change delete and copy Salesman It also discusses how to print the Salesman Listing which is used to verify all information input into the salesman file The Accounts Receivable system has the ability to track sales by salesman calculate and print commission reports and print or graph a ranking of salesman by sales For each salesman you have the ability to define how commissions will be calculated their commission rates and gross and net sales history for each period of the fiscal year You may add notes to any Accounts Receivable Salesman that may be viewed on the screen for additional information or planning This may be done when adding a new salesman changing an existing sa
139. could be a very useful number when deciding the amount of credit to extend to a customer Basis of Inv This is the number of invoices that was used in the calculation of Average Days to Pay The bottom portion of this screen allows you to enter the total number of invoices and the gross sales for each period of the fiscal year These figures will automatically be updated during normal processing When you have completed the Historical information section of the customer s record click on Save to return to the main data entry screen Page 2 62 Set Up and Maintenance Chapter 2 Point of Sale User Manual Price Plans Button This option allows you to change the Price Plan information for this customer By clicking on the Price Plans button another screen will be displayed which will allow you to add change or delete price plans for this customer The system allows up to twenty 20 different price plan assignments for each customer Inventory Price Plans must first be set up in the Manufacturing Inventory Management module to be available for use with this option Once they are set up they may be accessed and assigned to each customer on this screen Keep in mind that if an inventory item is used in more than one plan the first plan that is listed here to include that item will be used for its pricing as long as all other criteria are met Therefore the order in which plans are assigned here is very
140. credit card through the magnetic reader obtains the card number expiration date and card holder s name This information is immediately transmitted to the authorizing institution without further manual intervention There are however certain basic requirements that must be met to allow this process to occur Your computer system must first be equipped with a telephone modem and credit card reader Two types of information must be provided to the Point of Sale module before using the EDC capability e Access to the EDC networks NOVA PCCharge or IC Verify and e Designating which payment methods use EDC Once supplied set up information need be changed only as user needs change or in rare circumstances as physical access to the EDC network changes NOTE Before you will be able to activate your Infinity POWER Point of Sale draft capture it is mandatory that you contact a company that can provide you with electronic bank draft capture services through MAPP Global Payment Systems NOVA Corporation PCCharge or IC Verify These major international credit processing firms that are capable of providing virtually all types of credit card processing capabilities for your firm This would include credit cards such as MasterCard VISA American Express Discover and many others Their firm uses local independent sales organizations ISOs to process all applications from merchants and make all of the necessary inspections that are requi
141. d 1 Print Reports Sales Journal by Sales Code Type Inv Inv Inv Inv Inv Infinity POWER Sample Company Inc Sales Journal by Sales Code Description SONY 50 LCD Color Television Sales Taxable Sales Taxable Sales Taxable Sales Taxable Totals Grand Totals Sales Amount 61 727 50 11 227 50 10 000 00 25 000 00 15 000 00 500 00 61 727 50 61 727 50 COS Amount 5 344 11 5 344 11 0 00 0 00 0 00 0 00 5 344 11 5 344 11 Page 1 4 04 28 2006 Chapter 4 Point of Sale User Manual SALES TAX REPORT 0207 This report summarizes sales tax taxable sales and non taxable sales by tax rate and taxing entity This report may be used by management to report the sales tax charged and the taxable and non taxable sales for the current accounting period When you select this option you will be prompted for the range of tax rates to include This report reads through your sales journal transaction file and accumulates the total taxable and non taxable sales by tax rate The following calculations are utilized to derive these printed fields 1 Tax Charged This is the total invoice amount of all tax collected for each tax rate 2 Taxable Sales This is the total Tax Charged divided by the tax percent established for each rate This calculation automatically adjusts for any tax break points 3 Non Taxable Sales This is the total sales minus Taxable Sales As you m
142. d DP DashBoard Enterprise Management System for special Customer Relationship Management CRM capabilities Customer Contact Information 8138768844 Tools Launch Salytatiorr DoNotMait oo Do Not Fax Middle Name TTT Last Kennedy 00 Akemate Phone 127 684 5676 Extensiogy Cell Phone 813 841 3461 Business Type Business Banker Tag ID N A Salutation This data item is a ten 10 character alpha numeric field which represents how you would normally address a person i e Mr Mrs Dr Title This data item is a thirty 30 character alpha numeric field which allows you to store the person s title This is normally for titles like President Vice President Sales Manager Collections Manager Assistant etc First Name This data item is a twenty 20 character alpha numeric field which allows you to store the person s first name i e Mary Thomas John Middle Name This data item is a twenty 20 character alpha numeric field which is used to store the person s middle name Last Name This data item is a twenty 20 character alpha numeric field which is used to store a person s last name The storage of the combination of the three fields First Name Middle Name Last Name is ideal for Contact Management applications and for Mail Merge purposes Alternate Phone This data item is a twenty 20 charact
143. d at the time of transaction entry If you do not wish to execute the multiple AR account tracking the default Accounts Receivable account set up in the Accounts Receivable Master Configuration will be the account used Sales Amount This is the current unposted amount of sales that have been entered through the Enter Transactions option This amount will be accumulated until the Sales Code Summary Report is printed and the option Clear Current Amounts is selected which will also update the General Ledger Integration file if it is set to be interactive Asset Account If Accounts Receivable is interactive with Manufacturing Inventory Management the system will calculate the cost of sales for any inventory item sold Additional cost of sales may be entered for any invoice This account is the Inventory Asset account that will be the credit offset for all cost of sales postings to this sales code The GL Asset Account is not used in conjunction with non sales type or AR Code type sales codes COS Account This is the General Ledger Cost of Sales account that will be debited for any inventory item or additional cost of sales that is charged to this sales code The GL COS Account is not used in conjunction with non sales type or AR Code type sales codes COS Amount This is the current unposted amount of cost of sales that has been calculated when entering transactions This amount will be accumulated until the Sales
144. d in the Ship To area of the invoice If this field has the word Same the program will use the Billing Address This information may be changed at the time of invoicing for additional flexibility This allows bills to be sent to one location while merchandise may be shipped to another When you have completed the Shipping information section of the customer s record click on Save to return to the main data entry screen Historical Information This option will allow you to change the historical information for this Button customer Another screen will be displayed which will allow you to change the following information Unpaid Finance Charges This is the amount of finance charges that have been charged to the customer s account and have not yet been paid Whenever the option Calculate Finance Charges is executed the amount of finance charges calculated will be added to this field until it is specifically paid YTD Finance Charges This is the total amount of finance charges that have been charged to this customer s account for the year This amount will be cleared when the option Start a New Year is performed This amount will be displayed on the Year end Customer Statement Average Days to Pay This is the average number of days that it takes for this customer to pay an invoice It will automatically be calculated when payments are entered and posted against an invoice in full This
145. ded optional Sales Code File is Adjusted coAR4dy dbf Transaction Detail File coIM1dy dbf Inventory Item File Transaction Detail Records Added optional Adjustment Recorded Historical Information Updated ENTER REGISTER BALANCES PS0100 This option allows you to input beginning and ending register balances for all existing registers These balances are used in addition to the daily sales figures to print the Register Variance Report This option may be used at the start of each day to record the beginning balance placed in the register and at the end of each day to count the ending balance of the register Enter the Register Number or press the F2 key to review near matches You may use the up or down arrows to scroll through the register file to make your selection Enter an amount in the perspective column of the payment method For the Cash payment method you may choose to click on the Currency button to enter the exact denominations of money Page 3 38 Enter Transactions Chapter 3 Point of Sale User Manual Currency There are two columns of data items below the register number The left column allows you to enter the dollar count in units from Ones to One Hundreds The right column allows you to enter the coin count in units from Pennies to Dollars You may use these fields to help you count the money in the register at the same time you are entering the balance There is also an additional field for the e
146. denti 5 020 10 2 745 62 31200 Electrical Materials 4 629 59 6 068 69 31300 Framing Materials 1 471 95 910 56 31500 Roofing Materials 8 453 50 3 777 25 51101 Concrete Materials Commercial 5 000 00 3 600 00 51161 Concrete Labor Commercial 0 00 2 500 00 51301 Framing Material Commercial 8 000 00 1 200 00 Total Sales 94 302 64 26 146 23 5 004 Sales Discounts Allowed 25 93 0 00 Net Sales 94 276 71 26 146 23 Gross Profit 68 130 48 Gross Profit 96 72 2796 Special Items 5 001 Sales Tax Charges 4 010 67 0 00 5 006 Cash Receipts 1 974 66 0 00 5 007 Deposits Received 400 00 0 00 5 101 Cash Sales 384 37 0 00 SC102 Cash Sales Checks 16 614 07 0 00 SC103 Cash Sales Master Card 867 35 0 00 Number of records printed 15 Page4 12 Print Reports Chapter 4 Point of Sale User Manual Infinity POWER Sample Company Inc Page 1 Sales Code Summary 4 04 28 2006 Account Summary Account Description Debit Credit 11110 Cash in Bank General 19 840 45 11300 Accounts Receivable Cu 78 046 93 11400 Inventory Tampa Main O 18 846 23 11450 Work In Process 7 300 00 21220 Deposits Received 400 00 25100 Sales Tax Payable 4 010 67 40000 Revenue 61 727 50 41100 1 Revenue Concrete Comme 5 000 00 41100 2 Revenue Concrete Resid 5 020 10 41200 2 Revenue Electrical Resid 4 629 59 41300 1 Revenue Framing Commer 8 000 00 41300 2 Revenue Framing Reside 1 471 95
147. der The Vendor Information required by this screen includes the Vendor or your primary source for acquiring this inventory item If your system is integrated with Accounts Payable the vendor numbers should match in both programs This field is ten 10 characters alpha numeric in length This field must be completed in order to transfer a sales order into a purchase order Page 2 74 Set Up and Maintenance Chapter 2 Point of Sale User Manual Il Re Order Information Tools Launch Primary Vendor vw Item Number Other Vendor Item Number Re Order Minimurn To Stock 0 00 Proj Requirements 0 00 Maximum To Stock 0 00 Lead Time 0 00 Minimum To Order 0 00 Save Cancel emen Vendor Item A twenty 20 character alpha numeric field identifying the number assigned to that particular item by its vendor This number will be used by the Purchase Order Entry module if interactive and if a form that utilizes the vendor s item number has been selected This would allow you to issue purchase orders to vendors with their items numbers printed on them for their ease of recognition and uniformity The numbers maintained in your inventory module do not have to conform to those of your vendors Other Vendor and These are used for alternative sources for this item Vendor Item Number Minimum Maximum These are the limits that you dete
148. display unit that the system will be sending the dollar value to display Stop Codes This data item contains the decimal codes separated by commas that are sent as a signal to the external display unit that the system has finished sending the dollar value to display The external display unit is an LED display that the system will use to display the extended amount of each item being sold the total amount of the sale the amount tendered and the change due Please note that you must use an alpha numeric two line twenty 20 characters per line pole display for proper display System Integration If you have purchased any of the following modules you may turn the integration on by simply clicking on the check box where applicable The default values for integration with other modules are as follows General Ledger N Detail GL Post N Inventory N Accounts Receivable N Check Reconciliation N Chapter 2 Set Up and Maintenance Page 2 31 Point of Sale User Manual Tools Launch General Ledger Detail G L Post Inventory Management Accounts Receivable Check Reconciliation system will however automatically configure this option based on the modules you select for the option Start New Files From Scratch Based on this selection the system will determine what options should be integrated automatically and set them for you You may use this option to custom configure t
149. down menu Valid values are cash check or credit card Only specify a credit card type if the actual credit card information needs to be recorded Sales Code If a sales code applies enter the desired sales code or select a sales code by navigating or scrolling through the exiting sales codes on record Customer Enter a Receivable customer number if the transaction temporarily creates a receivable function within your General Ledger This would occur for instance if one of your payment methods were a credit card such as MasterCard Although your customer has provided you a means to be paid for their purchases MasterCard you still do not have available cash in the bank for this transaction This is because you now have to wait for MasterCard to provide you with the actual funds in your cash account which causes a receivable situation Therefore from a true accounting point of view each of these types of credit card firms MasterCard VISA American Express etc should be set up as a customer in the Accounts Receivable module Then their customer number would be entered into the A R Customer field next to their respective Payment Method Description This way a customer aging report or statement would then be able to reflect how much money is tied up in payments not yet received from each credit card firm When monies are received then a payment would be applied to their account just like any other customer
150. ds The program recognizes each record by the Carriage Return Line Feed sequence which allows for other data to be in the file For example 1 11125 Cash In Bank Can 10000000000 0 0 O CRHLF 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 CR LF Comma Delimited PRN Files Comma Delimited PRN text files are those files in which text type data fields are enclosed in double quotes and all data fields are separated by commas The text files must contain the information for one record on a single line of the file Each line or record must be terminated by a Carriage Return Line Feed sequence CR LF For example a transaction import should look like this 1 11125 In Bank Can 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 CR LF 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 CR LF Page 2 16 Set Up and Maintenance Chapter 2 Point of Sale User Manual Click on one of the three choices to define the type of file you will be using You will be prompted to enter the name of the file to be imported You may use any name consistent with Windows naming structures You will have the option to browse for your import file which may be located anywhere on your hard drive or any network you may be attached to Next you will be prompted as to whether the system should print an audit trail first before starting the import process It is highly recommended that you cli
151. dy dbf Salesman File Salesman History is Updated coAR7dy dbf Sales Code File Sales Code History is Updated Sales Code Current Amounts are Updated coIM1dy dbf Inventory Item File Withdrawal Recorded Return if a Refund Historical Information Updated coIM2dy dbf Inventory Transaction File Transaction Record Added optional coIM6 dbf Cost Layer File Updated Cost Layers with sale or return of stock RECORD A RETURN REFUND PS0102 This option allows you to record a return and or refund The return will automatically update inventory if interactive This option may be used to record the return of merchandise and or a refund to a customer The information necessary to execute this option is the same as the information in the option Record a Sale amp Print Receipt However this option will assume a negative quantity and or extended price on each detail line of the transaction In addition at the completion of this transaction the system will tell you what dollar amount should be refunded to your customer All other aspects of this option are identical to the Record a Sale amp Print Receipt option They are discussed again here for your review If the option Require Login is turned on in the Master Configuration a small window will appear on the screen prompting you to enter the Register that is to be logged into this cash drawer Enter the Register Number or press click the Down Arrow F2 by default
152. e Make the change desired and press TAB to move to the validation prompt Click on the Save button to validate the text template when you are finished making all of your changes Results coARC dbf Text Template File Text Template Information is Updated coARD dbf Text Template History File Text Template Information is Updated Delete Mode AR0437 This option allows you to delete an existing text template This option allows you to delete text templates you may have entered by mistake or no longer want Select the menu option Delete a Text Template and enter the text template number you wish to delete The text template will appear on the screen and the system will ask you to Click on the Save button to delete the item above ESC to exit Chapter 2 Set Up and Maintenance Page 2 87 Point of Sale User Manual Make sure this is what you want to do because once a text template is deleted it cannot be retrieved Results coARC dbf Text Template File Text Template is marked for Deletion Copy Mode AR0438 This option allows you to create a new text template by copying the information from an existing one Using this option the system provides a quick method of setting up text templates that are very similar By using the Copy an Existing Text Template menu option you are able to quickly create and enter new text templates into the file First enter the Source text template you want to copy from Next
153. e button to save your changes or click on the Cancel button to cancel the changes made Page 2 42 Set Up and Maintenance Chapter 2 Point of Sale User Manual Make sure this is what you want to do because once this payment type is deleted it cannot be retrieved Results coARL dbf Credit Card Processor File Credit Card Processor File is Deleted Copy Mode PS0474 This option allows you to create a new payment type by copying the information from an existing payment type Using this option the system provides a quick method of setting up payment types that are very similar By using the Copy an Existing Payment Type menu option you are able to quickly create and enter new payment types First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then Copy You will notice all the information except for the id will be copied to a new record Enter the new id for this record At this point you may choose to edit any of the information or click on the button to validate which will then add it to the file This new information is not actually added to the file until you have clicked the Save button to
154. e Exclude On Order on Quantity Check field in the Master Configuration to be turned on the system will exclude any On Order quantities from the Quantity Check If there is insufficient quantity on hand or available a Pop Up windows will be displayed from which you may elect to re enter the quantity choose from alternative part numbers that have been set up for this item or you may continue with the billing The number of choices in this window will depend based on the number of alternative part numbers you have set up for each inventory item If you elect to bill more than the quantity on hand the quantity above the on hand quantity will be placed in the Quantity to Adjust field for the inventory item You would then need to use the option to Record Cost of Sale Adjustments after the items you oversold have been received Otherwise none of your sales journals commission reports and inventory profit margin reports will be accurate It is very important to understand this concept prior to just proceeding and selling items that are not in stock All of these calculations are based on a known cost amount When items are oversold only the cost of those quantities in stock are known All others are recorded at zero cost Therefore profitability is grossly overstated until the Cost of Sale adjustment is made If you are paying commissions based on the profitability of the sale you may be paying far more than what you should
155. e by alphabetic listing each of the error codes that may be encountered within the Infinity POWER Point of Sale module or the MAPP NOVA PCCharge or ICVerify system Error Message Description Account Number Error Credit card number that has been entered contains a missing or invalid character Amount Error Amount of money that has been entered contains a missing or invalid character Batch Already Closed The batch number entered during a Close an Existing Batch procedure has already been closed Batch Balance Error The batch total entered during a Close an Existing Batch procedure does not match the batch total of MAPP Batch Empty The batch number entered during a Perform Batch Inquiry or Pend an Existing Batch does not exist on the MAPP network Batch Number Error The batch number entered during a Open a New Batch or Close an Existing Batch procedure contains a missing or invalid character Batch Out of Balance The batch total entered during a Close an Existing Batch procedure does not match the MAPP batch total However the batch has been closed Busy No Answer No The system is unable to establish a communication link to the MAPP Carrier network Possible causes are 1 The local MAPP telephone number is busy 2 The telephone network cannot provide dial tone or no carrier was detected from the modem at the MAPP site If this is the first attempt to access the MAPP or NOVA networ
156. e able to quickly create and enter new items into the file This option will also save a considerable amount of re keying of the same information when setting up the same items for multiple locations or when assigning new numbers to old inventory items First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then Copy You will notice all the information except for item number will be copied to a new record Enter the new item number for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the file Results coIM 1dy dbf Inventory Item File All Item Information is set up Cost Information is updated Historical Information is updated coIM3 dbf Assembly File Bill of Materials is Set Up SET UP INVOICE TEXT TEMPLATES This section discusses the ways to add change delete and copy Invoice Text Templates The Invoice Text Template routines allow you to create text information and store it without having to manually enter the invoice text information every time on each invoice you write You may set up the invoice text information one time and repeatedly use the sa
157. e all of these options without additional logins unless of course he logs off You may log into the system by using CTRL F9 If you select an option that requires you to be logged in the system will automatically force you to login Once logged in you may log off by pressing CTRL F10 Invoice Re Print Default OFF This question allows you to turn off the ability to re print invoices during the invoice writing function in Point of Sale This is optional and would normally only be done to prevent employees from creating multiple copies of the invoice form or to remove one less keystroke from the transaction process Sales Code Default below Sales Tax Charges SC001 Freight Charges SC003 Sales Discounts SC004 Sales Codes are a means for the Point of Sale program to categorize various types of transactions Depending on the nature of your business you may desire either very specific and detailed sales reporting of sales cost of sales methods of payments taxable non taxable type sales etc or you may simply want to keep everything very simple and non detailed as possible Regardless of your preference Sales Codes will allow you to customize your system to report this type of information in the manner that you choose For instance in our sample company illustrated throughout the sample reports section our company sells various types of residential and commercial cleaning products For many firms it may be sufficient to s
158. e calculated price for the unit price field automatically Once the item number has been selected the system will set the sales code to the one set up in the Inventory Item File for this particular item If this item s default sales code is non existent then you will be allowed to select a near match The Advanced Security Administrator module also provides an advanced Security Object for use with this option which provides management with the ability to control whether users will be allowed to sell items that are in stock or not This is a decision that must be made on a company by company basis It is not uncommon in many industries where there is only a quantity of one of an item that overselling the item would be a major problem i e jewelry The Point of Sale module also provides an advanced option which allows for the ability to Record Cost of Sale Adjustments for those transactions where the actual quantities were not in stock at the time of the sale However the quantities were later received and these adjustments could be made which allows the system to update the Sales Journal for the appropriate amount of Cost of Sales to the specific and affected invoiced customer transactions In some companies their receiving docks cannot always keep up with the receipt of their inventory Therefore they have the products and customers ready to take delivery of those products and they do not want to slow down the billing of those products Therefore
159. e customer file to make you selection Transaction Number This is the transaction number that this adjustment will be recorded as You should enter the original invoice number that is being adjusted Transaction Description This is the transaction description that this adjustment will be recorded with The default description will be Adjustment From Code This is the sales code that has had an amount posted to it in error and needs to be adjusted Enter the sales code or click the Down Arrow F2 by default to scroll through the sales code file to make your selection The sales code description will be displayed once the sales code has been selected Sales Amount This is the sales amount that you would like to adjust for the sales code After entering the sales amount the opposite amount will be displayed as the Transfer to Sales Amount C O S Amount This is the cost of sales amount that you would like to adjust for this sales code After entering the cost of sales amount the opposite amount will be displayed as the Transfer To C O S Amount To Code This is the sales code which should have had the sales and cost of sales amounts posted to it Enter the sales code or click the Down Arrow F2 by default to scroll through the sales code file to make your selection The sales code description will be displayed once the sales code has been selected The Sales and Cost of Sales Amount for the Tra
160. e describing the results of the action The Point of Sale module has evaluated the message format determined the format to be correct and is acknowledging this result to MAPP This message will appear only if the Message Level is set to 9 7 Send Transaction The Point of Sale module has successfully logged on to the MAPP network and is preparing to transmit the operator s transaction request to the network This message will appear only if the Message Level is set to 9 Set Transaction Type The Point of Sale module is determining the MAPP transaction code based on the point of sale function to be performed This message will appear only if the Message Level is set to 9 System Error XXXXXXXXXXXX The Point of Sale module has sent MAPP a transaction request but there is an error in the request format This message will appear only if the Message Level is set to 9 Time out Invalid Response From Host The Point of Sale module has been waiting for MAPP to confirm that it has taken action on a transaction request Either MAPP has failed to confirm taking action after a given amount of time has passed or has not provided the type of confirmation that the system recognizes as correct If all attempts to complete a communication link to MAPP have failed you may elect to retry dialing now or at a later time This message will appear only if the Message Level is set to 9 Time out No STX From Host
161. e of your business you may desire either very specific and detailed sales reporting of sales cost of sales methods of payments taxable non taxable type sales etc or you may simply want to keep everything very simple and non detailed as possible Chapter 2 Set Up and Maintenance Page 2 5 Point of Sale User Manual Sales Codes allow you to define a default unit of measure unit sales price a default unit cost and a default JC Cost Code Regardless of your preference Sales Codes will allow you to customize your system to report this type of information in the manner that you choose For instance in our sample company illustrated throughout the sample reports section our company sells various types of residential and commercial cleaning products For many firms it may be sufficient to simply say We sold 1000 worth of electrical products last month However other companies may want to know that they actually sold 150 worth of electric fuses 475 of 50 gauge electric wire and 375 worth of electric fuse boxes Either method of reporting is possible with this module It is simply a matter of configuring Sales Codes Various special sales codes are required to track freight taxes discounts and several other types of non sale activity The system comes with several default sales codes to keep track of these various basic sales codes These default sales codes are the sales codes that the system needs to use during the processing of
162. e unit of measure format selected will appear on the Sales Journal reports However the inventory cost layers in the Inventory module will be updated with the stocking unit of measure lowest common denominator available usually eaches by using the factor set up on the unit of measure conversion definition For more information on the Unit of Measure Conversion procedure refer to the Set Up Inventory Items section of the Inventory manual If you select an inventory item which utilizes either a Serial Lot type costing method the system will request additional information Since you are withdrawing inventory from stock the system will require the Serial Numbers or Lot Numbers to be withdrawn The system is designed to sell Serial Number inventory in the quantity of one 1 By entering a quantity of one 1 on Serial Numbered items this information will then be included as part of this record in the Accounts Receivable Detailed Transaction file You may enter more than a quantity of one however you lose the capability of including individual Serial Numbers on several reports in the Accounts Receivable module Only the last Serial Number entered for a given inventory sale line with a quantity greater than one will be included on the available reporting All inventory records and files are updated with all pertinent information on all Serial Numbers Therefore all detail reporting on Serial Numbers and Lot Numbers c
163. e versions of the forms are pre cut to specifically meet the needs of the various HP LaserJet and compatible printers Infinity POWER programs have already included the necessary forms files with your software for you to utilize this advanced feature All forms that have an L in their form name have been modified to accommodate form printing on LaserJet printers To utilize any of the forms listed here access the Point of Sale gt Set Up and Maintenance Change Master Configuration option In Change mode select the Invoice Format tab and input the name of the form you want to use in the Invoice Form field This tells the system which form you would like to use You may change forms styles as often as you would like and at any time SPECIAL KEYS This section covers any special keys that take on additional meanings when used with this particular module All other keys defined in the System Administrator manual continue to operate in their normal fashion Set Up Customers CTRL F7 Allows you to quickly add a customer from the option you are performing in the Point of Sale module All of the normal setup features available in the Accounts Receivable module are also available at this point in the program When you exit this option you may then call up the customer you just added to the system You must be interactive with Accounts Receivable to perform this function Set Up Inventory Items CTRL F8 Allows you to quickly add an in
164. eating a new company from scratch these two sales code variations will be created automatically by the software For existing Infinity POWER users upgrading from a prior version these sales codes have to be added manually to each company that you are processing in No other data such as General Ledger account numbers and such are required to be setup However existing users will have to pack their data files first before they will have access to this option To pack your data files select the menu option Maintain Data Files and select ALL FILES If you are interactive with Manufacturing Inventory Management you may press the TAB key to retrieve an item from inventory If you press TAB a window will appear asking for the Inventory Item Number NOTE Enter either the actual Inventory Item or Alternate SKU number The system will automatically cross reference the actual inventory item and will display it in this field If the inventory item selected has a Unit of Measure Conversion defined in the set up of the Inventory Item a window will appear with the available units of measure to choose from The system will record the withdrawal of inventory in the selected unit of measure format The unit of measure format selected will appear on the Sales Journal reports However the inventory cost layers in the Inventory module will be updated with the stocking unit of measure lowest common denominator available usually each
165. eck box has been checked then the line item is taxable 3 22 Enter Transactions Chapter 3 Point of Sale User Manual Quantity This is the quantity of the item you are billing This field may be left at zero in which case you will have to enter the extended price manually The format of this field will be the number of decimal places that you have specified for unit price in the Master Configuration If the current transaction is a credit memo this quantity will be assumed to be a negative number If you are interactive with Manufacturing Inventory Management this is the quantity that will be removed from the Quantity On Hand for the inventory item If you are utilizing the Unit of Measure Conversion feature you will want to enter the quantity based on the unit of measure you have selected to use on this line item Do NOT enter the quantity as the stocking unit of measure if you have chosen an alternative unit of measure If you have set the Verify Quantity Available field in the master configuration to be turned on the system will check the inventory file to see if there is enough quantity on hand or available to remove the quantity entered If you have set the Verify Quantity Available field to be turned on and the Exclude On Order on Quantity Check field in the Master Configuration to be turned on the system will exclude any On Order quantities from the Quantity Check If there is insufficient qu
166. edit sale Customer History is Updated Customer Aging Totals are Updated coAR2 dbf Open Item File if credit sale Open Item Record is Added coAR3dy dbf Transaction File Transaction Record is Added optional coAR4dy dbf Transaction Detail File Transaction Detail Records Added optional coARSdy dbf Salesman File Salesman History is Updated coAR7dy dbf Sales Code File Sales Code History is Updated Sales Code Current Amounts are Updated coIM 1dy dbf Inventory Item File Withdrawal Recorded Return if a Refund Historical Information Updated coIM2dy dbf Inventory Transaction File Transaction Record Added optional coIM6 dbf Cost Layer File Updated Cost Layers with return of stock OPEN REGISTER NO SALE PS0103 This option allows you to open the cash drawer for a No Sale transaction NOTE No Sale transaction will be recorded every time this option is selected This option should be used any time that you wish to open the cash drawer for any reason other than a normal sale or refund You may also execute this option while you are in another option by right mouse clicking on the screen and selecting Open Register No Sale When you select this option you will be asked to enter the dollar amount that is being withdrawn from or deposited into the cash drawer You should enter a positive number if you are depositing money into the drawer and a negative number if you are
167. efault values when registers are set up in the Add A Register option Tools Launch Master Configuration Entry Screen Invoice Format fI Drawer Interface Use Device Device noz C Use Script File Script File Control Codes fis External Video Display Use Device Device NUL 7 Use Script File Script Fite Start Codes Configuration i System Integration Stop Codes CASH DRAWER INTERFACE Use Device Click on this option if you are going to use a device name for the cash drawer interface Device This is the device name that will be used as the interface to the cash drawer Use may click on the arrow box and choose one of the valid device names available to your operating system Use Script File Click on this option if you are going to use a script file for the cash drawer interface Script File Enter the Script File name that will be used as the interface to the cash drawer Control Codes This data item contains the decimal codes separated by commas that are sent as a signal to the cash drawer to open The correct Control Code for your drawer can be found in the cash drawer manual The cash drawer will be automatically opened by the system any time you complete the following transactions in the Enter Transactions menu 1 Record a Sale amp Print Receipt 2 Record a Return Refund 3 Open Register NO S
168. egister Total 200 00 3 900 84 0 00 0 00 15 00 4 115 84 0 00 002 Register 002 Cash 384 50 0 00 0 00 0 00 0 00 384 52 0 02 Check 0 00 2 494 33 0 00 0 00 0 00 2 494 33 0 00 Master Charge 0 00 0 00 333 96 0 00 0 00 333 96 0 00 Register Total 384 50 2 494 33 5333 96 0 00 0 00 2 544 89 0 02 003 Register 003 Cash 0 00 108 10 0 00 0 00 5 00 114 10 1 00 Master Charge 0 00 1 097 10 0 00 0 00 0 00 1 097 10 0 00 VISA 0 00 184 96 0 00 0 00 0 00 184 96 0 00 Currency Drawer 526 75 0 00 0 00 0 00 0 00 526 71 50 04 Register Total 526 75 1 390 16 0 00 0 00 5 00 1 922 87 0 96 All Registers Cash 584 50 108 10 0 00 0 00 20 00 713 62 1 02 Check 0 00 2 494 33 0 00 0 00 0 00 2 494 33 0 00 Master Charge 0 00 1 235 44 333 96 0 00 0 00 901 48 0 00 VISA 0 00 1 282 06 0 00 0 00 0 00 1 282 06 0 00 American Exp 0 00 2 665 40 0 00 0 00 0 00 2 665 40 0 00 Currency Drawer 526 75 0 00 0 00 0 00 0 00 526 71 0 04 All Registers Total 1 111 25 7 785 33 333 96 0 00 20 00 8 583 60 0 98 Number of records printed 3 Page 4 8 Print Reports Chapter 4 Point of Sale User Manual SALES BY DAY OF THE WEEK PS0203 This report prints an average of sales by day of the week by register for a specified date range automatic adjustment in average for odd date ranges This report may be a valuable tool in determining the days of the week that are normally h
169. eipt of this stock you entered it as two separate line items or cost layers two 2 cases with Lot Number 123 and two 2 cases with Lot Number 789 Description This is a thirty 30 character alphanumeric field for the description of the inventory item You cannot override or re enter this description Chapter 3 Enter Transactions Page 3 3 Point of Sale User Manual Extended Price Since there is only one item per line the system automatically obtains the retail price of each item entered or scanned Continue adding as many line items as desired up 10200 lines Once you key in all items click on the Process button to validate this portion of the transaction The system displays a window for identifying the payment information for this transaction Payment Method Entry eimi xi Tools Launch Edit Navigation Ma avaa zila Kele Total Amount Due 78 66 Remaining Amount Due so o Amount T endered 78 66 Change Due 0 Detail Item Payment Type Id Payment Type Description Check Number Amount Process Credit Card Process Credit Card zl Charge To Account The screen displays the total amount of the transaction the amount due and the change required You can select any of the payment types that have been set up If the payment type is set up as check you will be able to enter a check number and if it is set up as credit card it will take you to the credit card screen wh
170. either MTD or YTD sales to include up to twelve 12 specified salesmen This option will enable you to compare salesman sales based on either the current Month To date sales or Year to Date sales You will be allowed to select up to twelve salesmen to compare and also the basis MTD or YTD After selecting the salesmen and specifying the basis you may display the graph in either a Bar Graph or Pie Chart format After the graph has been displayed lt click gt OK to return to the menu Chapter 5 Perform Analytical Graphs Page 5 3 Point of Sale User Manual YTD Salesman Sales 300000 00 2 HOUSE 200000 00 100000 00 YTD Salesman Sales Page 5 4 Perform Analytical Graphs Chapter 5 Point of Sale User Manual SALES CODE COMPARISON AR0306 This option provides a bar or pie graph comparing either MTD or YTD sales including up to twelve 12 specified sales codes This option will enable you to compare the Sales Code sales amounts based on either the current Month To Date sales or Year to Date sales You will be allowed to select up to twelve Sales Codes to compare and also the basis MTD or YTD After selecting the Sales Codes and specifying the basis you may display the graph in either a Bar Graph or Pie Chart format After the graph has been displayed click OK to return to the menu YTD Sales Code Sales Chapter 5 Perform Analytical Graphs Page 5 5 Point of Sale User Manual YTD Sales Code Sales
171. er alpha numeric field which is used to store an alternate phone number unique possibly to this contact and different than the main phone number stored on the main Customer record Extension This data item is a six 6 character alpha numeric field which is used to store this contact s extension for their Alternate Phone Number Chapter 2 Set Up and Maintenance Page 2 55 Point of Sale User Manual Cell Phone This data item is a twenty 20 character alpha numeric field which is used to store this person s Cell Phone number This could also be used for their pager number or however you deem appropriate Business Type This data item is a thirty 30 character alpha numeric field which is used to store the type of business for this Customer Record This could actually be the SIC Code for the company or a more generic description of the nature of their firm Examples could be Hotel Convenience Store Manufacturer Distributor or Retailer This is user definable so it may be whatever makes sense for your firm Tax ID This data item is a twenty 20 character alpha numeric field which is used to store this Customer s Tax ID number Many firms are exempt from Sales Tax and therefore have a Tax ID number that they provide their vendors to keep from paying state and local sales tax This field may be used to store this customer s Tax ID number so it is permanently kept on file The fields such as
172. er Fields button you will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields L Maintain User Fields Inventory Tools Launch Edit Navigation avid WA A Detail ltem Field Name Description Type Length Data Value 1 UQUALITY Quality Rating of Product Excel lent You must make sure that your General Configuration options are set up to allow access to User Definable Fields and that you have run Item 1 below Convert Data Pro file to match data dictionary This option is located under Productivity Tools on the Systems Menu This will ensure that your data files are in sync with any new fields you have added to the system Page 2 66 Set Up and Maintenance Chapter 2 Point of Sale User Manual L Data File Converions Tools Launch Edit Navigation 4 zi Detail Item Utility ID Description Execute DPUCVFDD Convert Data Pro file to match data dictionary DPUEDDD Edit Utility for User Defined Data Fields Execute DPUFILE Edit Utility for User Defined Data Files Execute DPUINDX Edit Utility for User Defined Indexes Execute DPUARTAX Utility to Re Build Sales Tax Accumulators Execute Close Inquiry Mode IM0100 This option allows you to view assorted summary information about y
173. ere you can enter the credit card information and authorize it if connected to a credit card processor If your payment type is a credit card then lt click gt the Process Credit Card button Or you can lt click gt the Charge to Account button to charge the customer s account on file The Credit Card Information screen displays Credit Card Information Tools Launch Credit Card XXXXXXXXXXX1074 Exp Date 070 ED sce CVV2 Code sso Authorize Reset Cancel 3 4 Enter Transactions Chapter 3 Point of Sale User Manual NOTE A valid credit card must be entered For security purposes the actual credit number is not revealed in this example If the CVV2 Code is grayed out this means that this option is not enabled in the Set Up Credit Card Processors configuration Click the Authorization button after entering the complete credit card information to process the card NOTE The purchase of the Infinity POWER Point of Sale module does not guarantee your company access to a credit card approval and draft capture network Before you will be able to process automated credit card transactions in the Advanced Point of Sale module it is mandatory that you contact a company that can provide you with electronic bank draft capture services through MAPP MasterCard Automated Point of Sale Program NOVA or IC Verify You may still use this module without the Electronic Draft Capture features to proce
174. erence between a dialup modem verses TCP IP can be about 35 seconds verses 3 seconds It is that significant If you are a customer waiting in line or browsing and shopping over an e commerce web site that is a big difference in processing time This is always a consideration business owners should take into account when choosing a credit card processing network Maximum Users Enter the Maximum number of users you are licensed for on your credit card network All networks use this field Mail Order This check box can be left blank unless your credit card network requires Internet processing to be identified as Mail Order All networks use this field AVS This check box should only be left blank if you are using a credit card network that penalizes for using AVS when it is unnecessary PCCharge and IC Verify networks use this field Prompt CVV2 Credit card verification Usually 3 or 4 digits found on the back of the credit card Prompts for the additional numbers Demo Mode This check box determines whether the draft capture dial up is running in demo or live mode The demo mode could be used for testing demonstrating credit card transactions or Internet Web examples of credit card processing It gives a simulated effect of how the process really works All networks use this field By clicking this check box you will be running the draft capture in demo mode If you plan on using the MAPP networ
175. erial items you may need to order Page 2 72 Set Up and Maintenance Chapter 2 Point of Sale User Manual As you can see the Require for Manufacturing quantities of your sub assemblies and raw materials will only be set by using the Projected Usage Amounts option This provides you with a lot of flexibility in calculating the requirements as you prepare for your manufacturing cycles However the quantities required for manufacturing are not automatically updated as users are entering customer orders and the Sales Order Accounts Receivable and Point of Sale modules will not warn the user if the quantity of the Inventory Item being entered is required for the manufacturing process The second method that the Inventory System has of maintaining the manufacturing requirements is by updating the Reserved Quantity of the sub assemblies and raw materials as the finished good items are being entered on the customer Sales Order If you are selling the sub assembly and raw material items as well as using them in your manufacturing process and need the Sales Order Accounts Receivable and Point of Sale systems to dynamically warn the users that the quantity being entered has been reserved for manufacturing then this method should be used Depending on the Advanced Security Object configuration you define in the system for each user they may override and continue to sell the item or not be allowed to proceed at all This becomes a very dy
176. es by using the factor set up on the unit of measure conversion definition For more information on the Unit of Measure Conversion procedure refer to the Set Up Inventory Items section of the Inventory manual If you select an inventory item which utilizes either a Serial or Lot type costing method the system will request additional information Since you are withdrawing inventory from stock the system will require the Serial Numbers or Lot Numbers to be withdrawn The system is designed to sell Serial Number inventory in the quantity of one 1 By entering a quantity of one 1 on Serial Numbered items this information will then be included as part of this record in the Accounts Receivable Detailed Transaction file Page 3 10 Enter Transactions Chapter 3 Point of Sale User Manual You may enter more than a quantity of one However you lose the capability of including individual Serial Numbers on several reports in the Accounts Receivable module Only the last Serial Number entered for a given inventory sale line with a quantity greater than one will be included on the available reporting All inventory records and files are updated with all pertinent information on all Serial Numbers Therefore all detail reporting on Serial Numbers and Lot Numbers can be accessed from the Inventory module Once the item has been selected and it is a Serial type costing method the system will prompt you for the Serial Number Please note that you
177. es how to print the Tax Rate Listing which is used to verify all information input into the Tax Rate file The Tax Rates are used by the Accounts Receivable system to define how sales tax will be calculated for each sale The tax rate can be up to ten 10 characters alpha numeric Each tax rate has two levels of tax rates The first rate will be used until the sale amount exceeds the break point specified and then the second rate will be used on all sales above the break point Each level of tax rates has five different entity rates that may be specified The total of the five entities will be the overall tax rate used in the invoice calculations This will enable you to track several different types of taxes for each sale For example if you need to charge five percent tax for state tax and one percent tax for county tax set up Entity 1 as 5 and Entity 2 as 1 for a total tax rate of 6 Now if the county tax was to be charged only on the first 1000 of sales you should enter 1000 as the break point and set the second tax rate up with 5 for Entity 1 and 0 for Entity 2 You may add notes to any Accounts Receivable Tax Rate that may be viewed on the screen for additional information or planning This may be done when adding a new tax rate changing an existing tax rate or copying a tax rate By clicking on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navig
178. es received and sold at the lowest stocking level Price Level This data item will allow you to define the Price Level for each individual Unit of Measure Conversion These are the price levels defined in Data Item 23 Price Plan Pricing Levels can also be defined by implementing special Plans You may set up a Price Plan to correspond with an individual unit of measure such as dozens Include in that price plan all inventory items that would have a unit of measure of dozens The pricing established that Price Plan should be pricing based on dozens All Price Plans set up and used as described above will override the Price Level set up on the Unit of Measure conversion table These price plans are special price plans and should not be assigned to any customer Page 2 78 Set Up and Maintenance Chapter 2 Point of Sale User Manual Manufact This screen is used to enter any historical information pertaining to the manufacture and usage of that item Manufacturing Information 00 100 8x10 BLT Tools Launch Edit Navigation M 4 avid c 0 00 Total Usage Quantity Detail Total Quantity Produced tem Usage Quantity Quantity Produced 01 2003 ooo 20 02 2003 oo 100 03 2003 0 00 14 04 2003 0 00 0 00 05 2003 0 00 ooo Save HE zi The two areas of input are User Quantity For each peri
179. essssssssssscssssssssasessssssssssssesscsssasees 5 6 CREE USE 1 Page v This page intentionally left blank Page vi Point of Sale User Manual CHAPTER 1 INTRODUCTION Simply stated the purpose of a Point of Sale system is to record the sale of goods or services and generate a sales receipt at the time of the sale Normally this type of transaction occurs in a retail store while the customer is waiting with goods in hand The Infinity POWER Point of Sale module is specifically designed to process this kind of transaction efficiently and effectively as well as providing electronic credit card processing services cash register management and sales analysis reporting One very important aspect of processing transactions in a Point of Sale environment is accepting credit cards as payment for goods or services Electronic Draft Capture EDC provides significant advantages to all parties involved in a retail credit transaction For buyer and seller credit authorization requests are electronically sent to the authorizing institution for immediate approval or denial This eliminates the time and effort involved in making a manual telephone inquiry For the seller EDC eliminates the manual collection and submission of credit claims and expedites seller reimbursement The use of a magnetic strip card reader while optional provides further savings of time and effort in an EDC transaction A quick pass of the
180. fields and may be used in any fashion desired Primarily these fields are used with Data Pro s advanced DP DashBoard Enterprise Management System for special Customer Relationship Management CRM capabilities The fields such as Do Not Mail Do Not E Mail and Do Not Fax are used for Custom Report Writer features which highlight the ability to set flags on a specific contact record and whether to include each record when using the Infinity POWER Report Writer as an advanced data extraction tool for mailing e mailing and faxing Do Not Mail DoNotEMal Do Not Fax Chapter 2 Point of Sale User Manual Click on the Open Items button to review all current open items and multiple payments made on a specific invoice as shown below Open Payment History Invoice 69098 Tools Launch Edit Navigation Payment Date Amount 04 30 2004 500 00 04 30 2004 225 00 03 09 2004 461 00 03 26 2004 384 00 Check This will only occur if the Payment button is highlighted due to the fact that one or more payments have been applied to a specific invoice as shown below ll Customer Current Open Items ALLE1 Tools Launch Edit Navigation Transaction Description Due Date Job G L Account Payment History Complete Payment Date Partial Payment Date jl Inv 69098 Home Show sale 03 01 2003 10472 Payments 03 26
181. file Itis also run automatically at the end of a Pack procedure Results All Records in all or specified Accounts Receivable Files will be packed and or re indexed SET UP PAYMENT TYPES PS0460 This section discusses the ways to add change delete and copy payment type information to identify different methods of payment such as cash check and specified credit cards Inquiry Mode The Inquiry mode allows you to view summary information about payment type information Navigate to the record you wish to view You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Chapter 2 Set Up and Maintenance Page 2 33 Point of Sale User Manual Add Mode PS0461 This option allows you to add new payment type information into the system Information includes credit card details customer number and associated billing information You cannot access any other operation mode until you the initial payment type information is entered and saved in the system Maintain Payment Types Navigation Operation Page 2 34 Set Up and Maintenance Chapter 2 Point of Sale User Manual The following is an explanation of each of the data items Id Enter a unique id for the new payment type Description Enter a description of the payment type Ex Visa American Express Payment Type Select the payment type from the pull
182. first data item to allow you to edit the default overhead information The data items on the overhead screen are described as follows Customer This is the name of the customer for this transaction If you are interactive with Accounts Receivable the default value will be the name of the customer selected from the customer file Address This data item consists of the following data fields Address Four lines of 30 characters each City 15 characters State 2 characters Zip 10 characters These fields contain the mailing address of the customer and are completely optional You may enter the address if you want the information to appear on the sales receipt invoice depending on the form you select If you are interactive with Accounts Receivable the default values will be the mailing address of the customer selected If you have elected to use International Addresses a set up feature in Global Functions the system will include Country as a data field in the address information for this company The address information will consist of four lines of thirty 30 characters for the address fifteen 15 characters for the city fifteen 15 characters for the state fifteen 15 characters for the country and 10 ten characters for the zip code For example Customer Name ABC Company Inc Address 123 Main Street Suite 1030 City Vancouver State Brit Columbia Cntry Canada Zip V6E4A2 Tax Rate This is
183. for both dial up authorizations as well as IP based access and on going credit card processing See the Third Party Programs section of the CD ROM for a current listing of all supported credit card networks e Credit Card Network This field allows you to choose from four 4 available credit card networks Technically only MAPP Global Payment Systems and NOVA are credit card networks IC Verify and PCCharge are third party applications that provide access to both of these two networks and a variety of other third party credit card networks Data Pro has selected PCCharge from GO Software as its primary product for supporting all credit card networks for years to come and will be discontinuing support for IC Verify and direct support for specific networks in the near future Network e NOVA Network e Verify PCCharge NOTE If you are using the PCCharge Payment Server there are two considerations in regards to users and the Security Administrator setup that must be taken into account First depending on how many users your company has that will require credit card processing you will need to determine which version of the PCCharge Payment Server you need The default product comes with a Single Merchant Single User License Additional Users Counts and additional Merchant IDs may be added for 125 each Therefore if you have an office with six workstations processing Accounts Receivable transactions or a simila
184. forms statement forms and sales journals The default value will be Invoice if you leave this field blank This data item may be optionally turned off in the Master Configuration Sales Order Number This is a reference number for your internal sales order for this transaction This field will be displayed on some invoice forms This data item can be optionally turned off in the Entry Screen Configuration option of the Master Configuration Customer Purchase Number This is a ten 10 character field for the customer s purchase order number This field will be displayed on some invoice forms This data item can be optionally turned off in the Entry Screen Configuration option of the Master Configuration Special Instructions This is a 20 twenty character field for a description of any special instructions that may be necessary for this transaction This field will be displayed on some invoice forms The description of this field on the screen and on some invoice forms will be the description set up in the Master Configuration for Special Instructions This field could be used for such things as credit card number authorization number etc in the event the EDC capabilities are temporarily unavailable This data item can be optionally turned off in the Entry Screen Configuration option of the Master Configuration After all data items on the overhead screen have been entered you may press the Details bu
185. g of available numbers available in the system based on the current quantity in stock Click on the item you want and then click OK Or you may click Cancel to return to the main item number screen If you click OK the following screen will appear displaying information on the specific Serial Number or Lot Number Chapter 2 Set Up and Maintenance Page 2 83 Point of Sale User Manual View Serial Record Type Class Part 01 100 8x10 KIT Description 8X10 Storage Shed KIT Cost Layer Information Serial KIT 8x10 96 016 Description X 10 Storage She Bin Number Warranty Comments Quantity On Hand This would include various information entered at the time of its receipt such as which bin it is located in any warranty information or comments For Serialized Items obviously the quantity on hand would be one For Lot s the quantity can be variable Click to exit this option to select another number or return to the main item screen Location When you click on the Location button the system is going to look at all of the various inventory files that have been defined in the menu option Set Up Inventory Locations to determine the current quantities on hand and available for the current item at each location on the screen You must have pre defined these locations in advance for this option to function The description of each location and its company number is also di
186. g sales and other transactions in Point of Sale the inventory item s default sales code descriptions unit of measure costs and price tables are retrieved The sales code costs and prices are used to update the Point of Sale sales journal and historical files The other information is printed on the invoice for billing description purposes If the Unit of Measure Conversion tables are set up on the Inventory Item s the system will prompt the user for the unit of measure for which you are selling the item It will also retrieve the cost and pricing set up on that conversion table The update performed in Manufacturing Inventory Management upon validation of these transactions is identical to the Manufacturing Inventory Management option of Record Withdrawals except that the General Ledger update is handled by Point of Sale Integration with Accounts Receivable The Accounts Receivable and Point of Sale modules are integrated through the use of common transaction tax rate sales code salesmen and register files In a typical point of sale environment the two systems co exist with all in house credit sales handled through the Accounts Receivable Write Invoices and Other Transactions option while all other sales transactions are handled through the Point of Sale Record a Sale option However if you are integrated to the Accounts Receivable module the system will post all transactions made through the Point of Sale module
187. g the processing of transactions if the system needs to update one of these sales codes and it cannot be found in the sales code file an error sales code will be added with the sales code number ERROR and a description of Sales Code Not Found If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add The following is an explanation of each of the data items set up on a sales code Sales Code This is the ten 10 character alpha numeric code used to define this sales code Description This is the thirty 30 character alpha numeric description of the sales code This will be displayed on all of the sales summary reports This will also be the default description of an item that is being sold when entering an invoice if no other description is input when entering an invoice line Taxable This field specifies whether or not any sales entered using this sales code are taxable or non taxable This tax status may be overridden at the time of writing an invoice if the option Override Tax by Invoice Line is turned the Master Configuration If this sales code is to be a taxable item then click on the box Default UM This is a four 4 character alpha numeric field which is used to define a default Unit of Measure This unit of measure will be shown when this sales code is selected
188. g the vendor through an inquiry mode or a change mode and then clicking on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail Chapter 2 Set Up and Maintenance Page 2 9 Point of Sale User Manual select the last record in the detail list or search through the detail records You may then view the notes for this vendor If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the User Fields button you will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields You must make sure that your General Configuration options are set up to allow access to User Definable Fields Inquiry Mode AR0408 The Inquiry mode allows you to view summary information about salesmen Navigate to the record you wish to view You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Add Mode AR0409 This mode allows you to set up new salesmen Every time you enter sales you must supply a salesman number Some reporting and the commission calculati
189. gister is logged in The options to log in and log out are available by right clicking on the mouse or using the Combination Keys CTRL F9 and CTRL F10 keys respectively Record Quick Sale Tools Launch Edit Navigation Register Customer Sub Total 1 969 75 After Discount 1 871 26 Freight 0 00 Invoice Total 1 992 89 j Configuration Ctrl G Detail new item 1 in progress Output Options 1 ltem Type Class Part Description Form Selection Ctrl F Date F3 a 1 00 100 8x10 BLT 8 X 10 Storage Shed BUILT Calculator FS Backup Restore Ctrl B view Active Windows Open Register No Sale Register Login Ctrl F9 Register Logout Ctrl F10 Set Up Customers Ctrl F7 Set Up Inventory Items Ctrl F8 On Line Manual Fi About Process Cancel Launch gt If you have specified that you are interactive with Accounts Receivable the system will ask for the customer number for this transaction Enter a customer number or click the Down Arrow F2 by default to scroll through the customer file to make your selection Once you have made your selection and if you have chosen to utilize the feature to Display Customer Comments any comments on this customer s master file will be displayed on the screen To continue click on the OK button and a screen will be displayed showing the customer number name and t
190. hat have been set up If the payment type is set up as check you will be able to enter a check number and if it is set up as credit card it will take you to the credit card screen where you can enter the credit card information and authorize it if connected to a credit card processor If a user wants to charge to a customer and that customer is not a cash customer the user must have security rights to charge to account Any amount of the sale not paid for by a payment type will be allowed to be charged to the customer s account when you validate the transaction You will be allowed to do this if the customer has not exceeded their credit limit NOTE You can either set up a payment type named Charge with the sales code 4 associated with that payment type and zero out the amount or you can delete the entire payment line and save You will need to Update Company Rights for each company you want this security object to apply and also assign this security object to the Users Groups you want to have access to Charge If your payment type is a credit card then click the Process Credit Card button The Credit Card Information screen displays Enter the credit card information If you do not have Credit Card Processing setup you can still enter a valid credit card if you have an authorization number and it will still post Chapter 3 Enter Transactions Page 3 25 Point of Sale User Manual Credit Card Information To
191. have entered by mistake or no longer want Select the menu option Delete Inventory Items and enter the item number you wish to delete First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may have entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on Save to validate your deletion of this record Make sure this is what you want to do because once an item is deleted it can not be retrieved Results coIM1dy dbf Inventory Item File tem Information is marked for Deletion coIM3 dbf Assembly File Bill of Materials is marked for Deletion Chapter 2 Set Up and Maintenance Page 2 85 Point of Sale User Manual Copy Mode IM0404 This option allows you to set up new inventory items by copying existing ones This option is very helpful in setting up multiple locations or in renumbering your inventory items Using this option the system provides a quick method of setting up items that are very similar Many items may only vary by color size or any other variable The rest of the information relevant to these items may be exactly the same You ar
192. he accessed file You may scroll through the records and select the one of your choice You may also change the sorting preference and search for the record in a variety of ways Previous Record This option will allow you to retrieve the previous sequential record in the file assuming you have already selected a record Last Record This option will allow you to select the last record in the requested file Report Sorting Preference This is the order in which items will print on reports This is handled through the method in which you choose the beginning and ending account range For example you will be given four choices when you select your beginning and ending account number when clicking the Down Arrow F2 by default You will be given four choices in the sort by field e Purchase Order Number e Vendor Number Chapter 4 Print Reports Page 4 3 Point of Sale User Manual e Vendor Name e Vendor s S O Number Instead of printing all reports in order of the account number you may elect to print them in alphabetical order by the description of the account number by selecting your account range by Description Masking Wildcards The Purchase Order mask is a field which gives you the ability to set up a search with any range of purchase orders specified and have the system also sort for only those items within the defined mask The fields being masked in the Purchase Order Entry module are the Vendor Number
193. he customer file to verify if a price plan has been assigned which contains this specific inventory item If this item has been defined in a price plan that has been assigned to this customer it then confirms any minimum or maximum quantity criteria and retrieves the calculated price for the unit price field automatically Once the item number has been selected the system will set the sales code to the one set up in the Inventory Item File for this particular item If this item s default sales code is non existent then you will be allowed to select a near match NOTE If the switch in the Master Configuration Default to Inventory Item is turned on this field will contain the sales code for each line item Description This is a thirty 30 character alpha numeric field for the description you would enter for this line of the transaction If you press TAB the description will default to the description of the sales code If you are interactive with Manufacturing Inventory Management and you have selected an inventory item for this line this description will be the description of the inventory item and you will not be allowed to change this field Tax This check box indicates whether or not this item is taxable The default value will be the value set up for the sales code of this line You will not be allowed to change this data item unless you have turned on the option to Override Tax by Line in the Master Configuration If the ch
194. he data items necessary to record this transaction If the customer you have selected has an AR Code defined in their customer file and you have turned on the options to Allow Override of AR Sales Codes in the Accounts Receivable Master Configuration this is the AR Code that will be used to define which Accounts Receivable account will be used to process this transaction Otherwise the default Accounts Receivable account in the Accounts Receivable Master Configuration will be used If the customer number selected matches the Cash Customer Mask specified in the Master Configuration the system will allow only cash type transactions Otherwise you may specify whether the transaction is cash or credit Page3 6 Enter Transactions Chapter 3 Point of Sale User Manual If you have specified that you are not interactive with Accounts Receivable the system will immediately display the data entry screen and allow only cash type transactions After you have selected the customer for this transaction or immediately if you are not interactive with Accounts Receivable a screen will be displayed showing the overhead information for this transaction If you have turned on the feature Begin Data Entry at Validation Prompt in the Master Configuration you may click on the Details button to continue to the transaction detail screen or use your tab key to move to any of the data items that you wish to change Otherwise the system will begin at the
195. he system will prompt you for the Serial Number Please note that you can use a Bar Code Scanner at this point to capture the Serial Number off of the product providing the manufacturer has it printed on the packaging Serial Number A twenty 20 character alpha numeric field which is used to enter the Serial Number of the inventory item you are withdrawing from stock You may enter a valid Serial Number for this inventory item or you may press the F2 key to view a scrolling screen of the available Serial Numbers for this item If the item selected is a Lot type costing method the system will prompt you for a Lot Number Enter a valid Lot Number or press the F2 key to view a scrolling screen containing all available Lot Numbers for this item If you are withdrawing from stock items that require separate Lot Numbers you should enter individual detail lines for each Lot Number Lot Number A twenty 20 character alpha numeric field used to identify a likeness of items being withdrawn from stock This is normally a run of products or color groups associated to various types of products Unlike Serialized Items Lot Number items can be stored with multiple quantities For example you received four 4 cases of red paint for resale which was manufactured at two different plants The manufacturer marked on the cases the Lot Numbers so that the paint can be sold in quantity with the same dye match When you recorded the rec
196. he use of Data Pro Accounting Software Inc s products Pagei This page intentionally left blank Page ii TABLE OF CONTENTS Description Page CHAPTER I INTRODUCTION 1 1 BATCH 6 5 2 44 4 0000 oo eesis iE 1 2 SALES RECEIPT SELECTION eese 1 3 SYSTEM seos 1 3 Integration with General 4 1 3 Integration with Manufacturing Inventory Managemennt sese ennemi 1 4 Integration with Accounts Receivable esses esses ener en nennen enne sn tenete nnne en treten en 1 4 Integration with Check Reconciliation 1 4 DATA FILE DESCRIPTIONS sscsscssssscssscsccsccsscsscssccssesseesecssseneesesssssnecssssscssscssessccssseseesesssseners 1 5 PREPRINTED FORMG cscssssscssscscsscsssccscececssccsscsscsscsesscscescssssenecsecsssescesscssesscssssssesscsssesseesseesoes 1 6 BAR CODE READER 1 7 ERROR MESSAGES n a S E ARE SEE Sa EE o EEEE E E NES ARE 1 8 TRANSACTION PROCESSING FLOWCHARTS sesesseseseesescerossesecoosoesesoeeosoesesossossesosoosoesecoseose 1 13 CHAPTER 2 SET UP AND MAINTENANCE arose Eae a aaa 2 1 GENERAL OVERVIEW nosses
197. hen Copy Page 2 14 Set Up and Maintenance Chapter 2 Point of Sale User Manual You will notice all the information except for the tax rate number will be copied to a new record Enter the new tax rate number for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the file Results coAR6dy dbf Tax Rate File Tax Rate Added to the File IMPORT TAX RATES 0603 The File Import options allow you to bring information into the appropriate modules from text or ASCII files Word processors spreadsheets databases or many other types of programs may create these text files This option is designed to allow you to import Tax Rates directly into the Accounts Receivable module The tax rates will be updated as if processed through the normal Add mode in the Set Up Tax Rates menu option from within the Accounts Receivable system When you select the option to Import Tax Rates from the Set Up and Maintenance section of the Menu new screen will appear At this point you may choose to print the standard map file or create a map file on the hard drive to modify To print the map file click on the Print button This will print out the format in which this option is looking for information to be organized in To create a map file in the program directory click on the Create Map button This will put a file in the prog
198. hese choices in a different manner If the Detail GL Post option is not clicked on the information posted to General Ledger will be in a summary format showing the total amount of sales total amount of receivables total amount of payments etc This summary posting requires that the Sales Code Summary report be printed before any posting procedure to General Ledger can be performed Printing the Sales Code Summary report will create the integration file that is posted to the General Ledger Refer to Chapter 4 Sales Code Summary Report for more details The option to Detail GL Post allows you to post all transactions into the General Ledger in detail rather than in a summary format If this is clicked on each transaction will be posted into General Ledger with all associated information including Invoice Number Customer Number and Total Amount of Invoice The advantage of posting in detail to General Ledger is the enhanced audit information that will be stored However posting in detail will require the file sizes for the General Ledger transactions to be increased as the posting information could be quite large If you choose to Detail GL Post you will NOT have to print the Sales Code Summary report before Posting Integration Files in General Ledger If you choose to use the Record a Quick Sale method of transaction entry the integration to Inventory must be turned on If EFT processing is required then integration to Chec
199. his customer enter the words Credit Hold as the terms description In doing this the system will not allow an invoice to be entered for this customer instead a warning will be displayed This Customer is on Credit Hold No New Transactions are allowed If you are integrated with the Sales Order Entry module this Credit Check warning system will be activated there as well and the system will not allow the order to be placed If you have installed the Advanced Security Administrator there is a custom security object that may be used in conjunction with this field You can set up the Advanced Security system to allow only certain users to edit or change this field of Days This is the number of days from either the invoice date or the end of the month that will be used in calculating the due date The default value will be what you have set up in the Master Configuration Chapter 2 Set Up and Maintenance Page 2 53 Point of Sale User Manual Terms Type The terms type defines how the due date for each invoice will be calculated The default value will be what you have set up in the Master Configuration Fixed Due Date Net Days Net Days EOM Fixed Due Date will tell the system not to calculate a due date but ask you what the due date is at the time of the transaction Net Days will calculate the due date in a specified number of days from the invoice date Net days EOM will tell the system to calculate the date fo
200. his is the account number used to update the General Ledger module to reflect any increases or decreases in the value of this particular inventory item This account number is also used to print the Manufacturing Inventory Management Value Summary Report which does not require General Ledger to be interactive This account is used when transactions are originated in the Manufacturing Inventory Management module or when receipts of inventory are entered through Accounts Payable or Purchase Order If the Accounts Receivable module is integrated with Inventory the AR Sales code defined on the Inventory Item will dictate the Inventory Asset account to be used for sale and return transactions COS This is the account number used to update the General Ledger module to reflect any increases or decreases in the Cost of Sales calculations when recording a sale withdrawal or return of an item 515 Code This code is used by the Accounts Receivable module to group sales of items into various categories of sales This determines total sales by various breakdowns defined by you or you may simply use one code to represent all sales This code may be up to ten 10 characters alpha numeric Make sure that if you are interactive with Accounts Receivable that any codes you use when you set up Inventory are set up in Accounts Receivable Otherwise when invoicing and such the system will always be looking for near matches instead of assuming the proper number
201. his section discusses all six types of Analytical Graphs utilized by the Point of Sale module These graphs are designed to give you an instant visualization of your sales by payment method sales trends sales codes and salesman information No other programs are required to execute this option The system performs all graphics functions from within its own programs The ability to perform Analytical Graphs is currently not available with the Linux versions After the graph has been displayed to your screen printing is one simple step For Windows 1 Press ALT Print Screen and paste into a WORD document You may also paste this image into a document or an Excel spreadsheet for presentation purposes SALES BY PAYMENT METHOD 0300 This option provides either a pie or bar chart comparing sales for a specified date range summarized by payment method This graph allows you to quickly analyze and compare your sales based on different payment methods You may select any date range in the current accounting year and choose to display the graph in Pie Chart or Bar Graph format This option will read the transaction file information for the specified date range to arrive at the sales figures used on this graph After the graph has been displayed lt click gt OK to return to the menu Sales by Payment Type 3 Master Charge 5 American Exp Chapter 5 Perform Analytical Graphs Page 5 1 Point of Sale User Manual Sales by Payment
202. ial settings for each registered system in the company Infinity POWER Sample Company inl Be sure your fiscal year is set properly before you begin Y our current fiscal year end is period 12 Registered Systems Accounts Payable System already started Accounts Receivable System already started Check Reconciliation System already started Customer Service Management System already started General Ledger System already started Inventory System already started Job Cost System already started Payroll System already started Point of Sale System already started Productivity Tools System already started Purchase Order Entry System already started Sales Order Entry System already started Time Sheet Entry System already started Select All Invert Processing completed Click on the Close button when done and then return to Systems and select the Point of Sale module to continue with the configuration functions to be described from here The Point of Sale module allows you to custom configure your customer label sales categories tax rates salesmen data entry screen Electronic Draft Capture capabilities and much more Chapter 2 Set Up and Maintenance Page 2 3 Point of Sale User Manual The following sections of this chapter will explain the execution of these options as well as a recommended backup procedure Once you select this option the following data files w
203. if the criteria is met based on the assign Price Plan for this customer then the system will automatically place the customized price in this field Discount This is the percent discount that will be given on this line when calculating extended price If you have set the Allow Discount by Line field in the Master Configuration to be turned on you will be allowed to enter a percent here Otherwise the system will skip this data item If you desire to utilize a cost plus type of pricing mechanism for your customers you may set one of your inventory price levels up as cost and issue a negative discount at this point By doing so the system will take whatever the price is based on the price level and mark it up according to the amount entered For instance a negative discount of 20 would make the sale price of item based at 10 00 equal to 12 00 Extended Price This is the calculated extended price for this line of the transaction When you have entered all detail lines necessary for this transaction you may click on the Save button to return to the overhead screen Additional Cost of The Add COS button allow you to enter the additional cost of sales Sales amount for this transaction This may be used if you are not interactive with Manufacturing Inventory Management or if you are billing the customer for an item not currently in the inventory file The sales journal and commission reports that you may pr
204. ifically for EFT transactions For more information on the EFT processing procedures please refer to Chapter 1 of the Check Reconciliation manual Once all information is entered for this sales code click on the Save button to validate this information or click on the Cancel button to cancel this entry Results coAR7dy dbf Sales Code File Sales Code is Added Historical Information is Updated optional Change Mode AR0406 This option allows you to change information on an existing sales code If you have made any mistakes during this set up process you may return to the Change A Sales Code option to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option the Menu Bar and then the appropriate navigation option If you are changing record click on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and click on the button to save your changes or click on the button to cancel the changes made Results coAR7dy dbf Sales Code File Sales Code Information is Updated Historical Information is Updated optional Delete Mode AR0407 This option allows you to delete an existing sales code Do NOT delete a sales code that has had activi
205. ighest in sales The sales are summarized for a date range that you specify which may be any range in the current accounting year The sales during the date range specified will be averaged by day of week and by payment method Therefore if you wanted to print this report for a month which does not have the same number of Mondays as it does Fridays the report will automatically adjust the average for proper reporting In addition averages will be provided by payment type as well as overall sales This option will read the transaction file information for the specified date range to arrive at the sales figures used on this report Field Names Payment Type Summary Information for each Day of the Week Total Dollars Number of Transaction Percent by Day of Week Percent by Payment Type Totals Chapter 4 Print Reports Page 4 9 Point of Sale User Manual Payment Type Cash Days Type Check Days Type Master Charge Days VISA Days Type American Exp Days Type No Sale Days Type No Sale Dep Days Totals Days Type Number of records printed 8 Monday 231 81 9 14 02 6 41 1 026 12 0 15 75 27 67 1 247 17 0 33 00 33 63 0 00 0 00 0 00 1 247 17 0 29 15 33 63 50 00 66 60 1 35 0 00 0 00 0 00 3 708 26 0 19 62 100 00 Page 4 10 Pr
206. ile the top copy is kept for your records NOTE The purchase of the Infinity POWER Point of Sale module does not guarantee your company access to a credit card approval and draft capture network Before you will be able to process automated credit card transactions in the Advanced Point of Sale module it is mandatory that you contact a company that can provide you with electronic bank draft capture services through MAPP MasterCard Automated Point of Sale Program NOVA or IC Verify You may still use this module without the Electronic Draft Capture features to process sales until your system is activated for EDC processing or if for some reason you are unable to obtain approval with a credit card network Page 3 26 Enter Transactions Chapter 3 Point of Sale User Manual You may now click on the Save button to validate the transaction A screen will appear with the Invoice Form that is currently selected You may enter another valid invoice form for the next series of transactions you will enter After the form has been printed you will be asked if you need to print the form again You may print the form again or click on OK to finalize the updating of all integrated files and prepare for the next transaction Make sure to complete this final step immediately otherwise you may have invoices that are printed but haven t been updated or reflected properly in the sales journal Results coARIdy dbf Customer File if cr
207. ill be allowed to override the tax status of the sales code while entering the invoice By leaving this option blank you will speed up the data entry process by reducing the number of questions that needs to be entered when inputting an invoice This allows you to charge tax on selective lines of the invoice regardless of the sales code Discount by Line The Point of Sale module has the ability to calculate a discount on each line of an invoice as well as for the entire invoice amount Turning this option on will tell the system to ask for a discount amount on every line of the invoice Leaving this option blank will speed up the data entry process by not having to press TAB on every line of an invoice for discount percent if not required Quantity Check Default OFF If you have the Manufacturing Inventory Management module and Point of Sale is set to be interactive with Inventory the system will allow you to directly update the Chapter 2 Set Up and Maintenance Page 2 27 Point of Sale User Manual Inventory files at the time the invoice is written If this option is turned on the system will give you a warning if you are trying to invoice a quantity of an inventory item that is not currently on hand or available Leaving this option blank will tell the system to place any quantity above what is currently on hand into a Quantity to Adjust field in inventory Therefore you may ignore the warnings now and aut
208. ill be created File Name Description Master Configuration File This file contains your Master Configuration Customer Label cash filename coARQ dbf drawer configuration preprinted form formats systems to integrate with etc Transaction File This file may be optionally used to the sales journals and cash drawer filename coAR3dy dbf activity for the entire year Transaction Detail File This file may be optionally used to the sales journal sales code detail for filename coAR4dy dbf the entire year Salesman File This file contains the master information for each of the salesmen filename coARSdy dbf including the gross and net sales for each period of the fiscal year Tax Rate File This file contains the tax rates for each tax entity that you set up filename coAR6 dbf Sales Code File This file contains the sales code master information and gross sales and filename coAR7 dbf cost for each period of the fiscal year Register File This file contains the beginning and ending register balances used in the filename coAR20 dbf calculations of the Register Variance Report Payment Types File This file is a multi indexed file that allows the user to define an unlimited filename coARO dbf number of payment types Its impact is driven throughout the Accounts Receivable Sales Order Entry Point of Sale and POWERServer modules NAVIGATION TOOLS Within this module there are n
209. imply say We sold 460 worth of brooms last month However other companies may want to know that we actually sold 124 worth of plastic handled brooms 278 of wood handled brooms and 58 worth of push brooms Either method of reporting is possible with this module It is simply a matter of configuring Sales Codes Sales Codes will also track freight taxes discounts and many other types of items The system comes with several default sales codes to keep track of these various basic sales codes Default sales codes are the sales codes that the system needs to use during the processing of transactions The sales codes specified here must be entered into the system through the Add a Sales Code option if you decide not to use the defaults These special sales codes are updated at special times as described on the following page Sales Tax Charges This sales code is updated with the amount of all sales tax charged on every transaction Freight Charges This sales code is updated with the amount of all freight charged on every transaction Sales Discounts This sales code is used to summarize the total amount of sales discounts given Each of these sales must start with the letters SC to delineate that they are designed to track these types of special calculations By doing so they will be placed in the lower portion of the Sales Code Summary report which will Page 2 24 Set Up and Maintenance Chapter 2 Point of Sale U
210. in rare circumstances as physical access to the any of the networks change Some of the items within this option are not necessary in order to use the Electronic Draft Capture EDC options in the Accounts Receivable and or Sales Order Entry module The total number of data items required for completion will depend on which processor method you choose Chapter 2 Set Up and Maintenance Page 2 37 Point of Sale User Manual Once you select a processor the data items will vary depending on your credit card network and hardware configuration Your credit card network representative will define the specific information for all other items if necessary Inquiry Mode The Inquiry mode allows you to view summary information about credit card processor information Navigate to the record you wish to view You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Add Mode PS0471 This option allows you to add a new credit card processor into the system You cannot access any other operation mode until you the initial credit card processor information is entered and saved in the system Maintain Credit Card Processors 5 Tools Launch Navigation Operation m gt 7 ld Description Credit Card Network Mode Add NOVA C PCCharge Terminal ID Processor
211. in the section above Configure the port using the system administration programs provided with your operating system For more information on configuring cash drawers in the UNIX operating system see the System Administrator manual Chapter 2 under Servo Actuated Cash Drawer Set Up EXTERNAL VIDEO DISPLAY Use Device Click on this option if you are going to use a device name for the external video display Device This is the device name that will be used as the interface to the external display unit Use may click on the arrow box and choose one of the valid device names available to your operating system Use Script File Click on this option if you are going to use a script file for the external video display Script File Enter the Script File name that will be used as the interface to the external video display Start Codes This data item contains the decimal codes separated by commas that are sent as a signal to the external display unit that the system will be sending the dollar value to display Page 2 20 Set Up and Maintenance Chapter 2 Point of Sale User Manual Stop Codes This data item contains the decimal codes separated by commas that are sent as a signal to the external display unit that the system has finished sending the dollar value to display The external display unit is an LED display that the system will use to display the extended amount of each item being sold the total amount of the sale the amount
212. ination of letters or numbers However keep in mind that the file is sorted in alphabetically When accessing the Text Template File for search purposes it can be sorted by name or description Template Description This field contains a thirty 30 character alpha numeric field This is the description you wish to give this Text Template Keep in mind that the file is sorted in alphabetically When accessing the Text Template File for search purposes it can be sorted by name or description Text This is a free form text area that is comprised of ten 10 lines of text at sixty 60 characters each line Enter any text you wish for the template When you have finished entering text press the Page Down key to exit the text box Then click on the Save button to validate and save the Text Template Results coARC dbf Text Template File Text Template Information is Added coARD dbf Text Template History File Text Template Information is Added Change Mode AR0436 This option allows you to change information on an existing text template If you have made any mistakes during this set up process you may return to the Change A Text Template option to change any information you have already entered Select the data item you want to change on the first overhead screen by either entering the Text Template number and pressing TAB or use your up or down arrows to move around the screen to the data item you want to chang
213. information input into the sample company and only reflect an example of the way a company may utilize certain features within this module All modules are designed to be extremely flexible in the way you may organize data and print the corresponding reports accordingly Do not assume that these reports reflect the only way they may either be structured or the fashion in which they may be printed These reports may be used as a cross reference to determine which reports you should be using in your daily activities or when trying to locate specific types of information STANDARD FEATURES FOR REPORTS Here is a listing of some standard features which can be utilized with all reports CTRL O Output Options Destination Printer Choice E Mail or Display Report Titles E mail Settings Recipient and Subject Font Attributes Report Print Options Displayed Report Options Range of Accounts Data Record Retrieval Report Sorting Preference Masking Wildcards Period to Report On Cancel the Print Job CTRL O Output Options You are able to change your Output Options printing preference at any time when you are within the Infinity POWER programs By Pressing CTRL O an overlay screen will appear with your available output options You may choose to print to a Printer send the report as an e mail or display the report on the screen If you select Printer this will cause the output to be generated to whichever printer device you c
214. ing Inventory Management Accounts Receivable and Check Reconciliation Integration with General Ledger If your Point of Sale module is interactive with the General Ledger module the General Ledger will be updated periodically after printing the current Sales Code Summary Report Each sales code has a General Ledger account associated with it that will be used in the batch journal entry This journal entry may be posted daily weekly or monthly The following displays the typical journal entry Account Description Debit Credit SALES JOURNAL ENTRY Cash X Master Card Receivable X AMEX Receivable X Sales Account X Sales Tax Accrual X Sales Discounts X COST OF SALES JOURNAL ENTRY Cost of Sales X Inventory X You may update your general ledger at any time by entering the General Ledger module and executing the Post Integration Files option See your General Ledger manual for details Or if you choose the option Automatically Post Integration Modules in the General Ledger Master Configuration these same transactions will be posted in real time to the General Ledger each time a transaction is entered into the Point of Sale system Chapter 1 Introduction Page 1 3 Point of Sale User Manual Integration with Manufacturing Inventory Management The Manufacturing Inventory Management interface is somewhat of a two way street however Point of Sale does all the work When recordin
215. ing Shingles Process Cancel Close The entry of quick sale transactions may be enhanced by the use of a bar code scanning device By scanning the bar code label on the item labels may be produced from the Inventory module the information about that item will appear The part number and description of the item will be displayed on the screen as well as the retail price of the item Chapter 3 Enter Transactions Page 3 1 Point of Sale User Manual The option Record a Quick Sale will only allow the entry of inventory part numbers NOTE Enter either the actual Inventory Item or Alternate SKU number The system will automatically cross reference the actual inventory item and will display it in this field The quantity is assumed to be one 1 and the item s current retail price will be used as the sales price For items having a greater quantity than one that part number will need to be scanned multiple times once for each individual item If you need to change the sales price or use sales codes in conjunction with inventory items you must use the option Record a Sale Print Receipt NOTE This option is NOT available when automatic numbering of invoices is turned off or when the Default to Inventory Item question is turned off in the Master Configuration of Point of Sale The system will automatically take you into the Record a Sale Print Receipt option so that you can specify the invoice number and
216. int Reports Infinity POWER Sample Company Inc Sales by Day of Week Sales From 04 01 2006 to 04 30 2006 Tuesday 171 74 0 10 13 5 89 1 704 29 1 26 17 58 47 0 00 0 00 0 00 1 026 12 0 38 38 35 21 0 00 0 00 0 00 0 00 0 00 0 00 12 50 38 46 0 43 2 914 65 1 15 42 100 00 Wednesday 457 13 9 26 95 21 15 457 13 7 02 21 15 1 247 17 0 33 00 57 70 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 2 161 42 0 11 44 100 00 Thursday 336 95 9 19 87 15 04 5831 44 0 12 77 37 11 365 70 0 9 68 16 32 365 70 0 13 68 16 32 365 70 0 8 55 16 32 25 07 33 40 1 12 0 00 0 00 0 00 2 240 42 0 11 86 100 00 Sales by Day of the Week Friday 108 10 1 6 37 1 45 2 494 33 1 38 30 33 39 901 48 3 23 85 12 07 1 282 06 2 47 95 17 16 2 665 40 1 62 30 35 67 0 00 0 00 0 00 20 00 61 54 0 27 7 471 37 10 39 54 100 00 Saturday 384 37 2 22 66 95 63 0 00 0 00 0 00 17 58 0 47 4 37 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 401 95 3 2 13 100 00 Page 1 4 04 28 2006 Sunday 0 00 0 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0
217. int later will include this cost and will calculate a gross profit amount and percentage Using this field for non inventory type sales will insure accurate gross profit calculations on these reports The system will display a small window which will allow you to enter the additional cost of sales amount and sales code This sales code will be used when posting the cost amount to the sales code file You may click the Down Arrow F2 by default to scroll through the sales code file to make your selection When you have entered the additional cost of sales amount for this transaction you may click on the button to return to the overhead screen You may now click on the Process button to validate the transaction and display a window for identifying how the payment will be made for this transaction Page 3 24 Enter Transactions Chapter 3 Point of Sale User Manual L Payment Method Entry 5 xl Tools Launch Edit Navigation 4 zii pies Total Amount Due 5 01 Remaining Amount Due 0 00 Amount Tendered 5 01 Change Due 0 00 Detail Item Payment Id Payment Type Description Check Number Amount Process Credit Card 5 01 Process Credit Card x The screen will automatically display the total amount of the transaction the amount due and the change required The system will first ask for the number of pay types You can select any of the payment types t
218. iod as the first character of the sales code the system will recognize this as a description line only In this case you will be allowed to enter only the description line and then move to the next line of data This gives you the flexibility to create as descriptive an invoice as you desire You may also mix various lines of descriptions In other words lines of descriptions do not have to all be in one single order Therefore you may enter an inventory item and then enter a line of description only Then you may add another item and six lines of description and so on If you are not integrated with the Manufacturing Inventory Management module and you have selected a sales code to describe this line item you are selling certain defaults may appear according to how this sales code was set up The defaults that are available during set up of a sales code are unit of measure unit cost unit sales price and JC Cost Code You may choose to accept these defaults or you may override these fields Description This is a thirty 30 character alpha numeric field for the description you would enter for this line of the transaction If you press TAB the description will default to the description of the sales code If you are interactive with Manufacturing Inventory Management and you have selected an inventory item for this line this description will be the description of the inventory item and you will not be allowed to change this field
219. ion Quantity of the item at that layer which vendor it was purchased from the Vendor s Invoice the unit cost and the total cost The screen will become a scrolling screen depending on how many layers of prices there are This is an inquiry screen only and no changes will be allowed Page 2 82 Set Up and Maintenance Chapter 2 Point of Sale User Manual L Cost Layer Detail for 10 601 78511 Tools Launch Edit Navigation se Detail Item Cost Date Quantity Unit Cost Total Cost Description Vendor Vendor Inv 1 12 05 2003 3 00 3 38 SCO1 2 04 07 2003 100 00 342 00 SUN 3 04 30 2003 4 04 30 2003 513 56 Serial Lot When you click on the Serial Lot button the system is going to look at the costing method that is being used for the specific item that is currently selected first Only if the item is coded as either using Serialized or Lot Number tracking will this button be active If the item is one of these two choices a new screen will be displayed showing a listing of the various Serial Numbers or Lot Numbers that are currently in stock Two columns will be displayed Status will indicate to the user if the specific Serial Number Lot is RES or reserved by an order in the Sales Order Entry module This means there are commitments for the item but it has not been removed shipped from the inventory yet You may scroll up or down to review the listin
220. ion or click on the Save button to validate which will then add it to the file Results coARK dbf Register File Register Added to the File CHANGE MASTER CONFIGURATION PS0418 This option allows you to set up the Master Configuration Payment Methods Entry Screen Invoice Receipt Format Cash Drawers Video Display Draft Capture information and the integration with other systems A default configuration is already built into the Point of Sale module However you may prefer to change this configuration to meet your company s specific requirements If you do decide to assume the default values please review them carefully before you begin processing After selecting this option a screen will appear displaying the following tabs e Master Configuration e Entry Screen e Invoice Format e Devices e System Integration As you proceed to select each tab enter all required changes or click on the button to validate and assume the default configuration Master Configuration The master configuration will display the data items necessary for configuring your Point of Sale data files The following is a list of each of these data items and the default values and descriptions of each All fields on this screen except Special Instructions Cash Cust Mask and Require Login are shared with the Accounts Receivable module If you have the Accounts Receivable module and you change any fields other than those listed above the
221. ions Chapter 3 Point of Sale User Manual Tax Rate This is the tax rate number that will be used in the calculation of sales tax for this transaction The default will be tax rate number one or the tax rate set up for the customer if you are interactive with Accounts Receivable Enter a tax rate or press the F2 key to scroll through the tax rate file to make your selection After the tax rate has been selected the tax rate description will be displayed below this data item This data item can be optionally turned off in the Entry Screen Configuration option of the Master Configuration Salesman This allows you to change the current salesman that is logged into the system The current salesman number is displayed in the top right portion of the screen This salesman will be the one recorded on all transactions until he logs out and another salesman logs in This data item can be optionally turned off in the Entry Screen Configuration option of the Master Configuration Transaction If the numbering sequence is set up in the Master Configuration this item will be Number set to Automatic and you will not be allowed to enter this data item The system will automatically use the sequence number and then increment the number when the transaction is validated If the numbering sequence is turned off for this transaction you must enter the transaction number here The number may be up to ten 10 characters in length Discount Percen
222. iry M de IMOLOO pc EP 2 67 Mode MOA O REM 2 68 EH T 2 74 Change Mode IMO4 mH 2 85 Delete Mode IM0403 Em 2 85 Mode 1 0404 m 2 86 SET UP INVOICE TEXT TEMPLATES eeu eser eoo ee rao Pra Poo nea eaae uno eara enn ea nas eaae 2 86 Add Mode AR0435 m 2 86 Change Mode AR04530 4 eset a ee e ee 2 87 Delete Mode AROA37 ete 2 87 Mode AROA38 orca tac iei tatit ede 2 88 CHAPTER 3 ENTER TRANSACTIONS cssssssssssssssssssesssssessssssssssssssssssessussessesssssesessuesenseceessees 3 1 RECORD A QUICK SALE 0111 2244 eren eren 3 1 RECORD A SALE PRINT RECEIPT ps0101 ee eree ee eene eene rne rnnt 3 6 RECORD A RETURN REFUND 0102 02 ette ette sten seta setas etna sena 3 17 OPEN REGISTER NO SALE 0103 0 40 012 0 ener ee ette ette etta seta setas 3 27 RECORD PAYMENTS ps0 105 2 eere treten 3 28 PRINT DEPOSIT REGISTER 0112 1 ceres ee eese 3 33 RECORD SALES CODE ADJUSTMENTS 0104
223. ission tracking obviously you would select None Many companies do pay various types of commissions to their sales staffs and they will generally pay their sales staffs based on one of two methods of payment The first is based on paying commissions when the sale is recorded This is the Sales method of paying commissions Regardless of when a customer takes delivery pays their bills etc the salesman gets credit for payment of commissions at the next pay cycle The second method is based on collections or when a customer pays their bills Many firms do not want to advance pay their salesmen when they have yet to collect on the sale Therefore this method does not post any allocations to the commissions reports until Cash Receipts have been made The Sales method records the commission calculation at the time of the sale There are advantages to both methods However the nature of your specific business will dictate the best method to use G L Journal ft Default 06 Sales Journal This number corresponds with the General Ledger default journal number in the General Ledger module for Point of Sale transactions All transactions will be posted to this journal Entry Screen The Point of Sale module provides several user definable capabilities including the ability to select which items you want to appear on the data entry screen Turning any unnecessary data items off will speed the data entry process of recording
224. it Some of the transaction import file structures require a field called Cont 0 1 YES This field indicates to the import programs whether or not the transaction is continued in the next record For example in the Accounts Receivable Transaction import there may be several lines of detail on an invoice that is being imported Each line should be placed in a separate record of the text file with a 1 for YES to indicate that the transaction is continued The last line should contain a 0 for NO indicating the end of the transaction For each transaction related import there are certain fields that are required and used by the system to verify the validity of the information being imported These fields are marked in the field definition section with an asterisk For each type of import that you wish to perform the import text file must contain all of the fields specified for that particular import option Any text fields that are blank will overwrite existing fields in the data files Also numeric fields that are blank will be considered as zero To allow the import of only a subset of the import structure you must have a custom file created This will allow you for example to only update the retail price in Inventory without affecting or requiring any other fields You may obtain or create custom import files one of two ways You may first click on the Create Map button at the point in the program when yo
225. k a second and third attempt will be made using the same telephone number If all attempts to complete a communication link to the network have failed you may elect to retry dialing now or at a later time Calculate Message LRC Upon receiving a transaction request from the Point of Sale module and Character taken appropriate action MAPP sends a character sequence to the Point of Sale module reflecting the result of the action The Point of Sale module evaluates the format of the character sequence to determine if the sequence is valid an character calculation is a validation test This message will appear only if the Message Level is set to Call Center You should call MAPP for voice authorization This message may be displayed for the following transaction requests sale forced sale authorization without data capture Call Service Report Error This miscellaneous error from the MAPP network Report the error number to a MAPP representative This message will appear only if the Message Level is set to 9 7 Card OK MAPP has checked the credit card number against a lost or stolen file and the card number is not in the file Page 1 8 Introduction Chapter 1 Point of Sale User Manual Error Message Description Card OK Check for Valid Card Number The credit card number that has just been supplied is being evaluated to determine if it is valid This message wi
226. k you will require a valid Prefix Terminal Type and a TSI Terminal If you plan on using the NOVA network you will require a Terminal ID and Bank Number MAPP is the only network not using Address Verification process unless accessed through GO Service Indicator code Software s PCCharge or IC Verify products 2 40 Set Up and Maintenance Chapter 2 Point of Sale User Manual The Data Pro Credit Card Server can be implemented with the MAPP NOVA or IC Verify configurations This is a separate utility available from Data Pro which gives you the ability to have multiple workstations running either Point of Sale Sales Order Entry or Accounts Receivable work with one central credit card server The Credit Card Server handles dialing the modems and receiving the authorizations If you have several workstations that need to process credit card transactions and you don t want to have a modem attached to each workstation this gives you an alternative solution The Credit Card Server supports multiple modems for very busy installations and also allows you to connect to your Credit Card Server from anywhere you can establish a TCP IP connection including the Internet GO Software s PCCharge Payment Server product is included on the Infinity POWER CD ROM and may be purchased and activated by contacting Data Pro Accounting Software Inc This product provides the most support for the variety of Credit Card Networks currently available
227. k Reconciliation must be set to Y es If you choose to post to General Ledger in Summary it is advisable to print the sales code summary on a daily basis and post to the General Ledger That way if there was a discrepancy during auditing the account would only be one day s transactions MAINTAIN DATA FILES PS0420 This option includes both Pack and Re Index utilities to manage your Accounts Receivable files after a hardware or media failure This procedure will also physically remove records that have been marked for deletion You should NOT rely on this option to replace backups Your backup procedures should include daily backups and weekly offsite backups There are several situations in which this option need be accessed Page 2 32 Set Up and Maintenance Chapter 2 Point of Sale User Manual e Power hardware failure e Media Errors bad disk e Remove records marked for deletion Before you execute the Pack option check the file size of your Accounts Receivable files The system will sort each of the current out of index files into new indexed files before deleting the old ones If you do not have enough disk space available to perform this function an error will be generated at the time the system runs out of disk space This however could be some time later depending on the size of your data files If your data files are 2MB in combined size you will need at least 2 2MB in additional free space before proceeding
228. l If you have made any mistakes during this set up process you may return to the Change Inventory Items option to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and click on the button to save your changes or click on the button to cancel the changes made Keep in mind that changes made through this option to any of the cost layers in terms of quantities or dollar amounts do not print an audit trail or update any transaction registers This is not how you would enter new quantities into the system A password is highly recommended for this option Results coIM1dy dbf Inventory Item File Item Information is updated Cost Information is updated Historical Information is updated coIM3 dbf Assembly File Bill of Materials is Updated Delete Mode 1M0403 This option allows you to delete inventory items NOTE You cannot delete an item which has a quantity on hand If you delete an item that has Y TD sales or purchases information it will distort some of your reports This option allows you to delete items you may
229. le Company Inc Page 1 Sales Code Listing 4 04 28 2006 Code Description Taxable Description Line Only No Attached Description Line No TEXT Attached Invoice Text No TEXT Invoice Text No 10000 Sales Taxable Yes 20000 Sales Tax Exempt No 31100 Concrete Materials Residenti No 31200 Electrical Materials No 31300 Framing Materials No 31400 Plumbing Materials No 31500 Roofing Materials No 35000 Miscellaneous Materials No 39000 Inventory Supplies No 40000 8 X 10 Storge Shed Built Yes 40500 10 X 12 Storge Shed Built Yes 41000 8 X 10 Storge Shed Kit Yes 41500 10 X 12 Storge Shed Kit Yes 45000 Advanced Billings No 4TRAN Shed Transfers To Inventory No 51101 Concrete Materials Commercial No 51102 Concrete Materials Residential No 51161 Concrete Labor Commercial No 51162 Concrete Labor Residential No 51201 Elec Materials Commercial No 51202 Elec Materials Residential No 51261 Elec Labor Commercial No 51262 Elec Labor Residential No 51301 Framing Material Commercial No 51302 Framing Material Residential No 51361 Framing Labor Commercial No 51362 Framing Labor Residential No 51401 Plumbing Material Commercial No 51402 Plumbing Material Residential No 51461 Plumbing Labor Commercial No 51462 Plumbing Labor Residential No 51501 Roofing Material Commercial No 51502 Roofing Material Residentia No 51561 Roofing Labor Commercial No 51562 Roofing Labor Residential No 55000 Custom Mail Box Yes 99 Lab
230. le Stand Sales Order EA 04 01 2006 8 280 00 Totals 3 Sales Order 100 00000 0 00 EA 8 280 00 JONJ1 Sonia Jones Interior Design 8010100 3 20 00000 Invoice 0 00 Green Paint Standard Order Sales Order 04 01 2006 288 00 Totals 3 Sales Order 20 00000 0 00 Gal 5288 00 Page 4 40 Print Reports Chapter 4 Customer Number Name Chapter 4 Grand Totals Infinity POWER Sample Company Inc Inventory Detail Report For Salesman Bill Maguire Item Number Trans Description Type UM Trans Date 3 Sales Order 25 00000 Quantity Ref Desc Point of Sale User Manual Page 2 4 04 28 2006 Total Cost Total Price 0 00 6 967 98 Print Reports Page 4 41 Point of Sale User Manual Sales Code Listing AR0216 This report provides a listing of all sales code information in either detailed or summarized form You may print this report in a simple format or a detailed listing for data input verification or archival purposes Field Names Sales Code Number Sales Code Description Taxable Yes or No General Ledger Sales Account Number General Ledger Asset Account Number General Ledger Cost of Sales Account Number Current Sales Current Cost of Sales Period Checking Account Sales Cost of Sales Total Sales Total Cost of Sales Page 4 42 Print Reports Chapter 4 Point of Sale User Manual Sales Code Listing Non Detailed Infinity POWER Samp
231. le system for each manager for verification of the commissions to be paid on those sales It may be used for auditing the sales cost of sales and gross profit amounts You will be allowed to select a salesman range and a date range that may include all transactions for the current fiscal year You may select or deselect transaction types by clicking on or off the check boxes By clicking on the Sales Code Detail check box the system will print all sales code detail for each transaction and also a sales code summary at the end of the report This report may be printed based on Gross Sales or on Net Sales Different sales persons may fall into one or the other classification If your commission is specified to be paid on cash receipts then this report will list only those payments received from customers that are configured for the selected salesmen This report is designed to print separately for each salesman with the listing of all commission related transactions and a total commission calculation at the end Field Names Transaction Date Customer Number Customer Name Transaction Type Transaction Number Transaction Description Salesman Number Job Number Transaction Amount Cost of Sales Amount Tax Amount Freight Amount Total Amount of the Transaction Gross Profit Amount Gross Profit Percentage Salesman Totals Commission Calculations Optional Transaction Detail Sales Code Descrip
232. led listing of all invoices credit memos and other transactions for specified transaction types and date range by salesman This report may be used by management to review the detail of all transactions posted to the Accounts Receivable system for each salesman It may be used for auditing the sales cost of sales and gross profit amounts You will be allowed to select a salesman range and a date range that may include all transactions for the current fiscal year However you may be even more specific and request a listing of only invoices payments or any other transaction type The system will default to all transaction types in the current month You may select or deselect transaction types by clicking on or off the check boxes If you click on the Sales Code Detail check box the system will print all sales code detail for each transaction and also a sales code summary at the end of the report As an option you may choose to only print the sales code summary by clicking on its check box for a quick look at totals for a specific period of time You may also print the sales journal for a specific AR Code or a specific Tax Rate This will contain only those transactions that match the AR Code or the Tax Rate entered Field Names Transaction Date Customer Number Customer Name Transaction Type Transaction Number Transaction Description Manager Number Transaction Amount Cost of Sales Amount Tax Amount Freight Am
233. les lal xl Tools This option creates new year s data files for each registered system in the company Infinity POWER S ample Company Inc ins Be sure you have backups of your current year s data files before you begin Registered Systems Accounts Payable System not started Accounts Receivable System not started Customer Support Management System not started General Ledger System not started Inventory Management System not started Job Cost System not started Payroll System not started Point of Sale System not started started by Purchase Order Entry System not started Sales Order Entry System not started Select All Clear All Invert If you are in any other period or month other than the last fiscal period of the year the system will not allow the user to select any modules to Start New Year s Files Therefore if you are looking to create 2007 data files as the new year the old year is 2006 and your date should be set to a day in the last fiscal period of 2006 If you are prepared to begin data files for the new fiscal year you may choose the Select button which will highlight all Registered Systems Or you may choose the Clear button to undo your choices The Invert button reverses the choices currently selected on the screen You may also take your mouse and click on each accounting module one by one to specify which module s to select for thi
234. les codes description the quantities that were adjusted and the dollar amount of Cost of Sales adjustments Once this process has been completed all files will have been updated and you will have a register for auditing purposes of everything that transpired If only a portion of the Qty to Adjust amount has been received since the transaction date the system will only use the partial amount that is in inventory When additional stock is received this option would pick up the remaining balances accordingly This option may be run as often as desired and should be part of your normal processing cycle NOTE You may use this option to determine the specific transactions that need to be modified When this option is run even if no items are available for adjustment a register of transactions by customer will print with the customer number transaction date transaction number item number and its description the Qty Adjusted and COS Adjusted fields If no quantities were adjusted the message will print On hand Qty Not Available Even though no quantities were adjusted this report conveniently tells you which items need to be adjusted and will provide you with the specific information needed to make any necessary adjustments either automatically through this option or through the option Record COS Adjustments one transaction at a time Results coAR3dy dbf Transaction File coAR7dy dbf Sales Code File Transaction Record is Ad
235. lesman or copying an salesman This section discusses the ways to add change delete and copy Salesman It also discusses how to print the Salesman Listing which is used to verify all information input into the salesman file The Accounts Receivable system has the ability to track sales by salesman calculate and print commission reports and print or graph a ranking of salesman by sales For each salesman you have the ability to define how commissions will be calculated their commission rates and gross and net sales history for each period of the fiscal year You may add notes to any Accounts Receivable Salesman that may be viewed on the screen for additional information or planning This may be done when adding a new salesman changing an existing salesman or copying an salesman By clicking on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add A screen will appear with the current date and time You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessin
236. liation It will use bank account number defined on the cash receipts sales code used when recording payments to a customer s account if integrated with Accounts Receivable The system uses the current system date as the reference number in Check Reconciliation for the deposit EFT transactions that are created in the Point of Sale Accounts Receivable module are not considered part of the daily deposit register However if EFT transactions are created in Point of Sale Accounts Receivable these transactions will be added to the Check Reconciliation module as uncleared deposits after the EFT batch has been processed Page 1 4 Introduction Chapter 1 Point of Sale User Manual DATA FILE DESCRIPTIONS The Point of Sale module utilizes the following data files Master Configuration Transaction File Transaction Detail File Salesman File Tax Rate File Sales Code File Register File General Ledger Integration File File Name Description Master Configuration File filetype AR00 filename coA RO dbf where co is the company number This file contains certain configuration information such as your customer label cash drawer configuration preprinted form formats systems to integrate with etc Transaction File filetype AR03 filenames coAR3dy dbf and coAR3dy mdx This file may be optionally used to maintain the sales journals and cash drawer activity for the entire year If you wish to maintain transac
237. lick on the check box in the column titled Pay The system will then ask you for the amount to apply toward this open item The default amount will be either the amount of the open item or if the payment is less than the open item the amount of the payment remaining After you have completed applying the payment you may click on the Save button After you have clicked on the Save button to validate the entry there are two cases in which the system displays a warning message and asks you for a response 1 If there is a credit amount remaining the system will display the amount and ask if you want to allocate this amount remaining This amount can be allocated to up to five 5 different sales codes This procedure will allow you to allocate the cash to various general ledger accounts through the use of sales codes without having to enter an invoice posting it to the customers account and then entering a payment against the invoice Once the amount remaining has been allocated the system will save the transaction print the transaction register and return for the next transaction If you do not wish to allocate the amount remaining to various sales codes and you prefer to have it post as unapplied cash a credit open item to the customer s account click on the Save button and the system will save the transaction print the transaction register and return for the next transaction 2 Ifthere is a debit amount remaining
238. ll appear only if the Message Level is set to 9 Continue When performing a Batch Review this message confirms that more transactions remain to be reviewed Copy psa amount to tym The Point of Sale module is internally converting the given point of sale information into the format required by MAPP This message will appear only if the Message Level is set to 9 Credit Card Error There is a problem either obtaining the credit card information or with the information itself This message will appear only if the Message Level is set to 9 Date Error A missing or invalid date has been entered Declined The credit card authorization has been rejected by MAPP This message may be displayed for the following transaction requests sale forced sale card authorization without data capture and negative file Dialing The Point of Sale module is about to make its first attempt to establish a communication link to the MAPP network Device failure The Point of Sale module is unable to establish a telephone connection to the MAPP local access telephone number The problem is related to some malfunction or improper setting of local hardware or software Examples include but are not limited to the modem has been turned off it is improperly cabled or malfunctioning the communications board has been improperly configured or malfunctioning the required communications data files have been improperly c
239. ll automatically place the customized price in this field Chapter 3 Enter Transactions Page 3 13 Point of Sale User Manual Discount This is the percent discount that will be given on this line when calculating extended price If you have set the Allow Discount by Line field in the Master Configuration to be turned on you will be allowed to enter a percent here Otherwise the system will skip this data item If you desire to utilize a cost plus type of pricing mechanism for your customers you may set one of your inventory price levels up as cost and issue a negative discount at this point By doing so the system will take whatever the price is based on the price level and mark it up according to the amount entered For instance a negative discount of 20 would make the sale price of an item based at 10 00 equal to 12 00 Extended Price This is the calculated extended price for this line of the transaction When you have entered all detail lines necessary for this transaction you may click on the Save button to return to the overhead screen Additional Cost of Sales The Add COS button allow you to enter the additional cost of sales amount for this transaction This may be used if you are not interactive with Manufacturing Inventory Management or if you are billing the customer for an item not currently in the inventory file The sales journal and commission reports that you may print later wi
240. ll include this cost and will calculate a gross profit amount and percentage Using this field for non inventory type sales will insure accurate gross profit calculations on these reports The system will display a small window which will allow you to enter the additional cost of sales amount and sales code This sales code will be used when posting the cost amount to the sales code file You may click the Down Arrow F2 by default to scroll through the sales code file to make your selection When you have entered the additional cost of sales amount for this transaction you may click on the button to return to the overhead screen Scheduled Payment This data item will allow you to specify that you want to schedule a set of payments for the invoice rather than use the invoice terms If you have specified None as the Scheduled Payment Type in the Master Configuration the system will skip over this question If you enter Y es the system will display a small window from which you may specify how you want the invoice amount scheduled into payments The three data items are discussed here Number of Payments This indicates how many payments the invoice will be divided into The net amount of the invoice minus the down payment will be divided by this number to determine the amount of each payment Any rounding error will be added to or subtracted from the first payment Day of Month for Each This data item defines
241. llowing information Batch Number This is the batch number that was assigned to the batch when opened Status This is the current status of the batch Total This is the total amount of money within the batch Batch Review This option displays individual transactions four at a time in a batch You will be prompted for the Transaction Sequence Number This is a three digit number representing the order in which the items were entered This allows you to begin your review on the tenth item entered vs the first one If this item is left blank the review will begin at the top of the batch The amount of money for each transaction is listed Transaction Inquiry This option is used to retrieve missing data from the credit card network You will be prompted for the Credit Card Number Account Number and Transaction Amount to perform a search within the current batch Entry of only one field will allow the system to search the batch and find the nearest match to the item specified Entry of all three fields would make the search exact If a DATA MATCH response is received you should verify the data and re enter the transaction A second NO DATA MATCH response indicates that a matching transaction for the entered data could not be found Chapter 3 Enter Transactions Page 3 41 Point of Sale User Manual Open Batch The process of Electronic Draft Capture EDC is initiated with the opening of a daily batch
242. ly each This should be the unit of measure that was defined in the field Unit of Measure Conversion 10 601 78511 Tools Launch Edit Navigation M4 vir numal Ol Detail Item U M Mult Factor Price Level Price Plan 12 0000 7 Level 7 48 0000 8 Level 8 Cancel You can define up to ten 10 different unit of measure conversions in this option for this inventory item The four areas of data input are U M Each of the unit of measure conversions will define a four 4 character alpha numeric unit of measure identifier e g ea Ib doz gal etc These units of measure will pop up on data entry screens when the system recognizes that the inventory item selected has a unit of measure conversion table defined Mult Factor The multiplying factor is the number used to calculate the quantities being received or sold when a unit of measure conversion table is defined For example you may stock your inventory at the lowest level each but by defining a unit of measure conversion table you can define the conversion for case A case may be comprised of twelve 12 items The multiplying factor for the case should be twelve 12 When you receive items into inventory you can enter one 1 case When the inventory files are updated they will show twelve 12 each The multiplying factor allows the system to calculate the quantiti
243. mation Chapter 2 Set Up and Maintenance Page 2 45 Point of Sale User Manual Page 2 46 Billing ALLE1 Tools Launch Tax Rate Comments County Tax He has stores in St Orlando Check Ship To Addresses before shipping Pete Tampa Clearwater Invoice Terms Description 30 2 Disc 00 so Price Levels C 1 Retail 2 Level 2 3 Level 3 4 Level 4 5 Level 5 6 Level 6 C T Level C B Level8 C 98 UName It 10 Bro In Law 11 None Days Type C Fixed Due Date NetDays C NetDays EOM 5 000 175 000 00 Customer Account Type Bank Routing Checking Customer Payment By EFT Consumer Bank Account a Discount Percent Credit Limit Customer Bank Account C Savings Customer Contact Information 8138768844 Tools Launch Salutation r vice President Thomas 3 Kennedy Title First Name Middle Name Last Name Aktemate Phone 727 884 8676 913 841 341 Business Banker Extensiogy Cell Phone Business ID N A Set Up and Maintenance Project Finance Charge Balance Forward AJR Sales Code Password 5 Cancel Click on the Contact Info button to review the optional Contact Management fields available for this record as shown on the following screen All of these fields are free form text
244. me text over and over again when entering invoices for customers Invoice Text can be used to solicit a special sale to your customers or to give customers your store hours It can be a single line text message or a multiple ten 10 lines of sixty 60 characters each line text message When you create an Invoice Text Template the system will automatically assign it a number and store it in the Invoice Text Templates file When you are writing invoices or credit memos you may select one of the two sales codes TEXT or and the system will automatically look for any stored Invoice Text Templates You may choose from a list of available Invoice Text Templates or create one on the fly If you select from the list of available Invoice Text Templates you will have the option of changing any information on that text for that line item Changes to Invoice Text Templates while invoicing are not saved back to the original Invoice Text Template Add Mode AR0435 This option allows you to add a new Text Template A Text Template is comprised of a name a description and text information up to ten 10 lines of sixty 60 characters each that your company can use on their invoices or during Sales Order Entry Page 2 86 Set Up and Maintenance Chapter 2 Point of Sale User Manual The following is an explanation of each of the data items Template Name The Template Name is a twenty 20 character alpha numeric field It can be any comb
245. most transactions These sales codes must be defined in the option Master Configuration as well as being set up in your sales code file If you elect to use the defaults these sales codes are already configured for you You will need to change the General Ledger account numbers on these codes to match your General Ledger account numbers Because there are different special reporting needs that sales codes perform such as sales discounts sales tax deposits freight etc it is important to classify certain sales codes in specific ways Sales Codes that will be used to track any type of item other than sales amounts should be assigned a code number that start with the letters SC This includes Sales Codes that are set up to track Multiple Accounts Receivable accounts This will tell the system to automatically place these codes in the lower section of the Sales Code Summary report which is for special items or non sales type items If during the posting of payments you desire to post cash receipts to multiple cash accounts or to a specific AR account then an additional Sales Code should be created for each cash account and each accounts receivable account that is to receive postings At the prompt GL Sales Account enter the account number for each specific cash account to be set up The system will allow you to specify a different Cash Sales Code as an override to the default Cash Receipts Sales Code during the posting of payments Durin
246. n Record Added optional coIM6 dbf Cost Layer File Updated Cost Layers with sale or return of stock Chapter 3 Enter Transactions Page 3 5 Point of Sale User Manual RECORD A SALE PRINT RECEIPT 50101 This option allows you to record a sale and print the appropriate sales receipt The sales receipt will print according to the format that you specify in Master Configuration This option should be used to enter sales transactions into the Point of Sale module when your customer needs a formal document printed If the option Require Login is turned on in the Master Configuration a small window will appear on the screen prompting you to enter the Register that is to be logged into this cash drawer Enter the Register Number or click the Down Arrow F2 by default to review near matches You may use the up or down arrows to scroll through the register file to make your selection Press TAB and the system will then prompt you for the Password for this register if one was established This password is assigned during the setup of the register If no password is assigned to a register click on the Login button to continue The system will use to cover the entry of any passwords for security purposes If the password entered does not match then enter it again or select a different register number Keep in mind that this will be the default register number until this register logs out or until another re
247. n Totals 21 946 26 14 895 61 729 79 Cash 0 00 7 050 65 0 00 Commission Calculations for Bill Maguire Total Net Sales 7 050 65 Level 1 3 500 00 20 00 700 00 Level 2 2 500 00 15 00 375 00 Above Level 2 1 050 65 10 00 105 07 Total Amount of Commission 1 180 07 Number of records printed 3 Page 4 36 Print Reports Page 1 4 04 28 2006 Total GP 0 00 0 00 3 562 74 11 957 29 52 40 0 00 5 344 11 3 562 74 10 718 76 10 89 2 730 00 5 920 00 52 50 849 00 22 676 05 32 13 Chapter 4 Point of Sale User Manual Salesman Ranking AR0212 This report ranks up to 500 salesmen by either MTD or YTD gross or net sales This report is a very valuable tool in evaluating and comparing the manager s sales abilities You may select a range of manager and then rank up to 500 on either Month To Date or Year to Date gross sales or net sales This report will print in descending order with the summary sales information printed for each manager Field Names Salesman Number Salesman Name Month To Date Gross Sales Month To Date Net Sales Year to Date Gross Sales Year to Date Net Sales Ranking Number Grand Totals Chapter 4 Print Reports Page 4 37 Point of Sale User Manual Salesman Ranking Infinity POWER Sample Company Inc Page 1 Salesman Ranking Report 4 04 28 2006 Based on YTD Gross Sales Salesman amp Name Mo
248. n as the default salesman until you change it or exit the program BAR CODE READER This section discusses the usage of Bar Code Readers with the Point of Sale module The Manufacturing Inventory Management module provides you with the ability to print Bar Code Price Labels that can be recognized with an approved bar code reader The format of the label is as follows 1 Normal user readable text which contains the Item Description 2 Normal user readable text which includes the Item s Part Number and Price 3 Encoded Inventory Item Number When using the bar code reader with Accounts Receivable Accounts Payable Sales Order Entry Purchase Order Entry Point of Sale and Manufacturing Inventory Management pass the bar scanner over the item number The scanner may pass in a left to right or a right to left direction but it must be kept at about a 45 degree vertical angle to the bar code You may use the bar code entry method any time you are prompted by the system to enter the inventory item number The bar code scanner should be configured to automatically perform a carriage return after scanning the code Keep in mind that the Inventory Item Number is coded as one 1 field of text This means that the modules involved should be configured to Default to IM because the Item Number segmentation is not supported Chapter 1 Introduction Page 1 7 Point of Sale User Manual ERROR MESSAGES The following pages will defin
249. n the Payments button under the Payment History column and check on the details of all of the payments made to date on this open item Post Date The posting date is the System Date at the time the transaction occurred This is normally set to the same value as the Invoice Date except when using scheduled payments When posting scheduled payments the Invoice Date will be set to the future dates that the payments should occur However the Posting Date will be the date the transaction was entered The Posting Date will be used when printing the Aging Report to identify which open items existed at any point in time so that back dated aging reports can be printed properly Payment History As mentioned earlier if a partial payment is made against a specific open item this button becomes active and stores a detail of all of the associated payments that are made against the open item until it is paid in full Complete Papyment Date This is the date that the actual open item is completely paid off Once this item is paid in full the system will automatically update this field Partial Payment Date This field stores the last date that a partial payment was made on this open item Even if multiple payments have been made to this open item the date stored here will reflect the last date a partial payment was made Check Number This field stores the last check number that was posted against this open item Even if m
250. n will be displayed below this data item This data item can be optionally turned off in the Entry Screen Configuration option of the Master Configuration Freight Amount This is the dollar amount of freight that you would like to charge this customer for this transaction This amount will be added to the net amount of the invoice and will also be posted to the sales code for freight that is set up in the Master Configuration This data item can be optionally turned off in the Entry Screen Configuration option of the Master Configuration Chapter 3 Enter Transactions Page 3 19 Point of Sale User Manual AR Sales Code This data item will only be present on the data entry screen if you have turned on the Accounts Receivable Master Configuration question Allow Override of AR Sales Code This option allows you to select the Accounts Receivable account that will be used to process this transaction through the use of AR Sales Codes If this option is available the customer s default AR Sales Code will appear if one has been set up on their customer file You may press click the Down Arrow F2 by default to select an AR Sales Code or leave the field blank to default to the Accounts Receivable account set up in the Accounts Receivable Master Configuration Transaction Description This is a twenty 20 character field for the overall description of this transaction This field will be displayed on some invoice
251. namic way of tracking the needs of Bill of Material items verses using the other methodology which uses a more planned approach To utilize this feature you must have the Inventory Master Configuration option Auto Reserve Bill of Materials clicked on as shown on the following screen Ili Configuration Tools Launch Master Configuration Price Levels Bar Code Manufacturing System Integration Component Quantity Checking Off Produce Sub Assemblies Automatically 2 Bill of Materials Available Default 0 This field will constantly be updated to reflect the total quantity of an item that is currently available to sell The system takes into account the current Quantity On Hand plus the Quantity On Order minus the Quantity Reserved to determine the current Quantity Available Manuf Type Default Blank This is a ten 10 character alpha numeric field designed to accommodate a wide variety of manufacturing codes Each user may define their own set of definitions which can tell them whether this item is to be manufactured by the company sub contracted out to another firm to be made or if they should be buying it from a third party i e distributor If you are integrating with the Invertech Manufacturing Requirements Planning MRP system you may define your own codes or use the standard codes as follows M Make S Subcontract P Buy this Part Purchase Chapter 2 Set Up and
252. nds for each manager by month This type of information may be useful in analyzing how well a particular individual is performing throughout various periods of the year As a tool for allowing them to gauge themselves this report would be very beneficial By selecting specific ranges you may see how well a single individual is doing as well as a selective group or the whole sales staff Field Names Manager Name Manager Number Sales for each month of the year Total Grand Totals Chapter 4 Print Reports Page 4 31 Point of Sale User Manual Salesman Name Number Bill Maguire BM Carlos Montoya CIM Donnell Curtis DGC Edmundo Lacayo EDL House Sales HOUSE Ivan Grant IUG Jack Friedman JF Grand Totals Number of records printed 7 Page 4 32 Print Reports Salesman Trend Report 01 2006 07 2006 38 950 70 0 00 0 00 0 00 0 00 0 00 31 912 50 0 00 22 500 00 0 00 0 00 0 00 114 508 39 0 00 207 871 59 0 00 Infinity POWER Sample Company Inc Sales Trend Report by Salesman 02 2006 03 2006 08 2006 09 2006 2 775 90 33 399 90 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 8 725 82 0 00 0 00 0 00 9 056 56 0 00 0 00 106 732 41 91 946 85 0 00 0 00 109 508 31 143 128 13 0 00 0 00 04 2006 10 2006 21 946 26 0 00 Total 0 00 0 00 Total 0 00 0 00 T
253. ns that need to be modified When this option is run even if no items are available for adjustment a register of transactions by customer will print with the customer number transaction date transaction number item number and its description the Qty Adjusted and COS Adjusted fields If no quantities were adjusted the message will print On hand Qty Not Available Even though no quantities were adjusted this report conveniently tells you which items need to be adjusted and will provide you with the specific information needed to make any necessary adjustments either automatically or through this option one transaction at a time Results coAR3dy dbf Transaction File Transaction Record is Added optional coAR4dy dbf Transaction Detail File Transaction Detail Records Added optional coAR7dy dbf Sales Code File Sales Code File is Adjusted coIM1dy dbf Inventory Item File Adjustment Recorded Historical Information Updated AUTOMATIC COS ADJUSTMENTS 0114 This option allows you to record cost adjustments to previous Inventory sales on a date range of invoices This option is only available if Point of Sale is interactive with Manufacturing Inventory Management This option allows you to adjust the Cost of Sales on transactions you have already recorded This option is designed to allow this function to occur automatically based on a specified date range of invoices instead of on a transaction by transac
254. nsaction line to highlight transactions not captured by the network These items must be entered in through the Post Authorization option for the batch to balance Post Authorization This option is used to capture an authorized transaction which could not be captured at the time of authorization All items on the Daily Audit Report with an asterisk will need to be Post Authorized Void Transaction This option will cancel an existing transaction in a batch This option should only be executed if the transaction that is being voided is contained in a batch that has not been closed This procedure does not update the Point of Sale data files Once you have voided the transaction utilizing this option you must enter the transaction through the Record a Return Refund option An EDC process is not necessary so the payment method chosen should NOT contain an asterisk This will update the Point of Sale data files Pre Authorization This option will allow you to get a pre authorization on a credit card prior to shipment of the order This will check the limit and verify credit availability for the customer Batch Inquiry The Batch Inquiry is used to inquire on the batch balance and transaction count This option will be helpful when reconciling the batch information sent to the credit card network to the information in the Point of Sale module This transaction may also be utilized to view the Count and Total Amount for s
255. nsfer to Sales Code will automatically be entered by the system with the appropriate sign Click on the Start button to validate this transaction Then select the appropriate Output Device and select Continue The Sales Code Adjustment Register will be printed as each adjustment is posted to the system Results coAR3dy dbf Transaction File Transaction Record is Added optional coAR4dy dbf Transaction Detail File Transaction Detail Records Added optional coAR7dy dbf Sales Code File Sales Code File is Adjusted Chapter 3 Enter Transactions Page 3 35 Point of Sale User Manual RECORD COS ADJUSTMENTS PS0106 This option allows you to record cost adjustments to previous Inventory sales on a specific invoice This option is only available if Point of Sale is interactive with Manufacturing Inventory Management This option allows you to adjust the Cost of Sales on transactions you have already recorded This option is designed to allow this function on a transaction by transaction basis This would be required if inventory was sold before it was recorded as received in the inventory system When inventory items are sold that have not yet been recorded as received the system will record whatever costs are available to Cost of Sales However the program has no idea what the costs of the remaining items are The result is a negative number of units in the quantity to adjust field for the affected inventory items
256. nt MAPP function This message will appear only if the Message Level is set to 9 Invalid Transaction Type The Point of Sale module has encountered an unknown Infinity transaction type This message will appear only if the Message Level is set to 9 NoQ The Point of Sale module had transmitted validation information for log on to the MAPP network and was waiting for confirmation from MAPP that log on was successful The system is unable to log on to MAPP either because MAPP has not sent confirmation of log on after a given time period has elapsed or else MAPP has not sent a confirming response that the system recognizes as correct that is an ENQ character Page 1 10 Introduction Chapter 1 Point of Sale User Manual Error Message Description If this is the first attempt to access the MAPP or NOVA network a second and third attempt will be made using the same telephone number If all attempts to complete a communication link to the network have failed you may elect to retry dialing now or at a later time This message will appear only if the Message Level is set to 9 No Active Batch When performing a Review or Pend an Existing Batch MAPP finds no open or active batch on the network No Authorization Code The authorization code provided to MAPP for a post authorization transaction is invalid or missing No Batches Stored MAPP finds no ac
257. ntering your information click on the Save button to validate this screen Chapter 2 Set Up and Maintenance Page 2 13 Point of Sale User Manual When you have completed all data entry for this tax rate click on the Save button to validate this record or click on the Cancel button to cancel the entry of this record Results coAR6dy dbf Tax Rate File Tax Rate Added to the File Change Mode AR0426 This option allows you change information on an existing tax rate If you have made any mistakes during this set up process you may return to the Change a Tax Rate option to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the Operation option from the Menu and then Change Make the changes required and click on the button to save your changes or click on the Cancel button to cancel the changes made Results coAR6 dbf Tax Rate File Tax Rate File Updated Delete Mode AR0427 This option allows you to delete an existing tax rate Do NOT delete a tax rate that has had activity in the current year this will distort your sales tax reporting This option allows you to delete tax rates you may have
258. nterner 2 22 tette mr tegere era ro d m eee Er P gere PR ERU INR 4 11 N PN re m E NAVIGATION TOOLS RIO CEU OU e Pr PR Pp NO DATA een NUMBER OF PAYMENTS TO SCHEDULE OPEN ANEW BATCH PU A DAN RENE S be de dits ues 3 42 OPEN ITEM DESCRIPTION OPEN REGISTER FLOWCHART 1 14 OPEN REGISTER NO SALE e eeu 3 27 P PEND AN EXISTINCCBA LCE eee RR EON REPE Leche OR 3 39 PERFORM BATCH INQUIRY tie eneesae Re pee e totae Fee Ern rae der E ERO REND UE FE OD D re e ep RETO EE 3 39 PERFORM DRAFT CAPTURE BATCH 1 1 3 39 POST AUTHORIZATION POST TO GL IN DETAIL Page I 2 Index Point of Sale User Manual PREPRINTED FORMS L M PRINT COMMISSION REPORT PRINT CUSTOMER TREND PRINT DAILY AUDIT REPORT voen n n AROR O AE iA OR RAS ETEN AEE EA RR EII E PRINT DEPOSIT REGISTER PRINT DEPOSIT REGISTER FLOWCHART PRINT MANAGER RANKING PRINT MANAGER TREND REPORT PRINT REPORTS eene PRINT SAEES CODE SUMMARY a oreet oH S Pene PRINT SALES JOURNAL reete terere rre ie tete o erhebt nene i teneo dre tte Uo E eaaet ode e tees PRINT SALES JOURN
259. nthtoDate 7 1 YeartoDate 777 Gross Sales Net Sales Gross Sales Net Sales JF Jack Friedman 62 192 58 54 873 21 375 380 23 356 173 21 1 BM Bill Maguire 21 946 26 7 050 65 97 071 76 50 960 68 2 EDL Edmundo Lacayo 0 00 0 00 31 912 50 7 855 50 3 HOUSE House Sales 384 37 230 37 31 610 19 25 208 64 4 Ivan Grant 8 453 50 4 676 25 17 510 06 11 296 66 5 ALF Alfred Fredricks 0 00 0 00 0 00 0 00 6 ANG Ashley Gonzalez 0 00 0 00 0 00 0 00 7 CIM Carlos Montoya 0 00 0 00 0 00 0 00 8 DGC Donnell Curtis 0 00 0 00 0 00 0 00 9 JGK Jason Keyes 0 00 0 00 0 00 0 00 10 JLG Janie Goss 0 00 0 00 0 00 0 00 11 JUT Joshua Thomas 0 00 0 00 0 00 0 00 12 LMR Lou Rush 0 00 0 00 0 00 0 00 13 MBS Marco Suarez 0 00 0 00 0 00 0 00 14 MPS Michelle Shaw 0 00 0 00 0 00 0 00 15 RCW Russell Wartner 0 00 0 00 0 00 0 00 16 SBP Sonalee Patel 0 00 0 00 0 00 0 00 17 SDG Steve Gash 0 00 0 00 0 00 5000 18 Grand Totals 92 976 71 66 830 48 553 484 74 451 494 69 Number of records printed 18 Page 4 38 Print Reports Chapter 4 Point of Sale User Manual Inventory Detail by Salesman AR0214 This report provides a complete history of inventory sales and returns for specified salesmen NOTE This report requires the maintaining of transaction detail in Manufacturing Inventory Management This report can be used by management to evaluate each salesman s history of sales by inventory item
260. ntities For example you received four 4 cases of red paint for resale which was manufactured at two different plants The manufacturer marked on the cases the Lot Numbers so that the paint can be sold in quantity with the same dye match When you recorded the receipt of this stock you entered it as two separate line items or cost layers two 2 cases with Lot Number 123 and two 2 cases with Lot Number 789 Selling these types of items may be done one of two ways The first by entering the total quantity you are selling The system will request a Lot Number If there is not enough stock in the Lot Number requested during the validation and update of the transaction it will continue to ask for additional Lot Numbers until the quantity entered has been sufficed The second way is to separate out the quantities by line item so that Lot Numbers can be distinguished for each line item Once the item number has been selected the system will set the sales code to the one set up in the Inventory Item File for this particular item If this item s default sales code is non existent then you will be allowed to select a near match If an inventory item is selected the system then checks the customer file to verify if a price plan has been assigned which contains this specific inventory item If this item has been defined in a price plan that has been assigned to this customer it then confirms any minimum or maximum quantity criteria and retrieves th
261. ntry of non cash items in the cash drawer This is where you would enter any checks credit card slips traveler s checks etc which would contribute to the balance of the cash drawer The amount to be entered in this field is the total amount of these other items The system will automatically perform the necessary calculations and display the total balance as each figure is entered These fields for calculating the balance are only for your convenience and do not have to be used Only the total balance will be retained by the system If you already know what the count is you may use Ones and Pennies to enter the balance directly Click on the Save button to update the beginning or ending balance you are defining Each time you validate this screen the system will prompt you for the next register number After validating the last register click on the Close button to return to the menu If you have multiple shifts using the system during the course of the day with multiple cash drawers it is not necessary to perform the procedure of closing out a drawer before a new drawer can be inserted Simply make sure that each drawer user logs into the Infinity POWER programs with a separate register number All cash drawers are tracked by this number Therefore the first user drawer simply exits the programs and the next user drawer logs in and enters their beginning drawer balances The first user may then enter their ending balances at
262. o Stock 88 88 Lead Time 0 00 Minimum Order i8 P rojected This field is used in the calculation of an item s Projected Bill of Material Requirements requirements amounts during the use of the Projected Usage Amounts menu options This field contains the quantity that you need to manufacture to meet the requirements of outstanding sales orders or stocking levels However the key to this function is that management must overtly utilize the Projected Usage Amounts option to calculate what requirements exist for a specific sub assembly or Bill of Materials item Typically this Projected Requirements field would be used for Finish Goods and not for sub assemblies and or Bill of Materials items Req Manf This field is the calculated quantity of the sub assembly or raw material which will be required to meet the manufacturing requirements calculated in the Projected Usage Amounts option For instance you may have sub assemblies and raw materials that are used in the manufacturing of several different finished good items You could use the Projected Usage Amounts option to transfer all of your Sales Order backorder quantities to the Projected Manufacturing Requirements and then calculate the manufacturing requirements The Req Manf field would then contain the total quantity required to meet all of your manufacturing needs and will be used in the Projected Materials Usage Report to let you know what raw mat
263. o using the Windows Character based or UNIX version of Infinity POWER you realize that you may also send reports to a text file for a myriad of uses You may do the same in Windows however you must set up a printer type in Windows that will direct the output to the file Once this is done any time you want to direct reports to a file you simply select the new printer definition under Windows This principal applies if you want to print any report or form as a FAX document Define the FAX software as a printer in Windows and simply redirect your output to that specific printer Font Attributes Within the Output Options window you can modify font attributes such as color size and styles for each report This allows you to be creative in your report styles whether formal informal or classic professional depending on the purpose of the report You may choose a more informal style for internal reports but select a more elegant style for a customer Selecting a font in the Printer Settings section affects printed reports only If you select Print as the output destination this is the font that will be applied to the printed report You can also select a font style for the display destination independent of the Print Settings font selection In the Display Settings section of the screen click on the Fonts button to open the Font window From this window select different fonts add special effects such as underlining change
264. od month of the accounting cycle you would enter the total quantity of this item used in production producing other items Quantity Produced For each period month of the accounting cycle you would enter the total quantity of this item which was produced manufactured These fields will be automatically updated every time you record manufacturing View Image This screen is used to show the image of the Inventory Item based on the name of the image file you defined under the Internet button Once you select the Internet button there are four choices and it is the image file that is required to be defined so that the picture or graphic can be displayed when this option is selected This file must be stored as a JPG or BMP image file Keep in mind when using the View Image feature the best results for image display would be 186 X 265 pixels A sample is shown below of what is possible These images may also be used interactively with the Infinity COMMERCE tools that are included as a standard feature of the System Administrator module which drive all of the Data Pro e commerce solutions Chapter 2 Set Up and Maintenance Page 2 79 Point of Sale User Manual View Inventory Item Image Tools Launch Concrete Blocks Bill of Mat This screen is used to enter all inventory items which go into the manufacture of the current assembly This bill of materials may consist of up to one thousand 1000
265. ols Launch Credit Card No Exp Date 0705 Amount Reset Cancel NOTE A valid credit card must be entered For security purposes the actual credit number is not revealed in this example If the CVV2 Code is grayed out this means that this option is not enabled in the Set Up Credit Card Processors configuration lt Click gt the Authorization button after entering the complete credit card information to process the card NOTE For credit cards that dial out for authorization these payment types should specify this function in the description of the Payment Type Ex Visa Dialed or Visa As long as the description is clear to the user which card dial out and which do not If the EDC capability has been enabled the EDC procedure will take you to another screen and begin dialing out for an authorization on the credit card If you have a card reader device connected to your machine you may slide the credit card through the reader at this time or type in the credit card numbers and expiration date on the keyboard The expiration date must be entered in as MMYY e g 1204 for December of 2004 The system will return with either an error condition discussed on the next page or if the transaction is successful an approval number and a transaction reference number Both of these items will print on the receipt After the customer has signed the receipt he will retain the carbon bottom copy wh
266. omatically know which items will need adjustment at a later time This may be useful if your business has situations where the warehouse is not able to keep the system fully updated at all times Minimum Input at Sale Default ON This data item indicates to the system whether or not you wish to utilize minimum data input during the transaction entry process If you turn this option on certain fields in the detail section of the Record a Sale and Returns option will use assumed values which you will not be allowed to change These fields will still be displayed and all calculations will continue as normal however the system will not allow your additional input These fields are Unit of Measure Extended Price These fields will only be affected if you are interactive with Manufacturing Inventory Management and you are selling an inventory item Therefore the total data input for recording a sale would be the inventory item number the quantity Default 1 and the unit price All three of these fields may be entered with the Bar Code Reader from the price labels generated by Manufacturing Inventory Management module Reduce Quantity Reserved Default OFF If you have the Manufacturing Inventory Management module and Point of Sale is set to be interactive with Inventory the system will automatically reduce the quantity on hand and quantity reserved when the invoice is printed If you are using the Sales Order Entry module to
267. ome invoice forms statement forms and sales journals The default value will be Invoice if you leave this field blank This data item may be optionally turned off in the Master Configuration Sales Order Number This is a reference number for your internal sales order for this transaction This field will be displayed on some invoice forms This data item can be optionally turned off in the Entry Screen Configuration option of the Master Configuration Customer Purchase Number This is a ten 10 character field for the customer s purchase order number This field will be displayed on some invoice forms This data item can be optionally turned off in the Entry Screen Configuration option of the Master Configuration Special Instructions This is a 20 twenty character field for a description of any special instructions that may be necessary for this transaction This field will be displayed on some invoice forms The description of this field on the screen and on some invoice forms will be the description set up in the Master Configuration for Special Instructions This field could be used for such things as credit card number authorization number etc in the event the EDC capabilities are temporarily unavailable This data item can be optionally turned off in the Entry Screen Configuration option of the Master Configuration After all data items on the overhead screen have been entered you may press the Details but
268. ompted to enter a Quantity that you would like the system to Calculate a Price for Although this screen shows a price of 5 25 for the following item this field only appears AFTER the quantity was entered Calculate Inventory Pricing HARC1 Tools Launch Inventory Item so 501 1670 Pricing Information 8 2 X 4 Boards Unit Of Measure lt BA Quantity On Hand Quantity On Order Quantity Reserved Quantity Req Mant Quantity Available Quantity Calculated Price Close Chapter 2 Set Up and Maintenance Page 2 61 Point of Sale User Manual When you are done with the Pricing section of the customer s record click Cancel to return to the main data entry screen Shipping Address Button This shipping address allows merchandise to be shipped to a company or separate location with an entirely different name than the Customer Name You will be able to set up multiple shipping addresses for each customer set up in this option Ship to Name This is the company name that will be printed above the ship to address on the invoice If this field is Same the program will use the Customer Name Once the customer has been added to the file you may select the option Set Up Ship To Addresses from the menu to add up to one million additional shipping addresses Windows Character based or nine million under UNIX Ship to Address This is the address that will be printe
269. onfigured or are inaccessible If all attempts to establish a telephone connection to MAPP have failed you may elect to retry dialing now or at a later time Disconnect The system has lost the communication link to the MAPP network Duplicate Do you wish to force this transaction MAPP already contains data for the transaction submitted The system is asking you whether the transaction data should be accepted by MAPP which would force the transaction Enter Y to force the transaction or ESC not to force the transaction Duplicate Transaction The information for this transaction has already been submitted to MAPP Duplication Transaction Post Authorization When performing the Post Authorization option this message displays that MAPP has successfully captured a transaction although a duplicate Completed which was authorized but not captured in a previous transaction End of Batch When performing a Batch Review this message confirms that no more transactions remain to be reviewed Get Q The MAPP network is ready to accept validation information for log on to the network The Point of Sale module is about to assemble the necessary validation information transmit the information to MAPP and wait for a response This message will appear only if the Message Level is set to 9 Get Credit Card Info The Point of Sale module is accessing the credit card number and expiration
270. only if the Message Level is set to 9 Got Greeting The Point of Sale module had established a communication link to the network was waiting for a four character response or greeting from and successfully received the greeting The greeting indicates that MAPP is available for access This message will appear only if the Message Level is set to 9 Got Login The Point of Sale module had established a communication link with the MAPP network was waiting for MAPP to send it a character sequence signifying a request for user validation information and successfully received the character sequence MAPP is now ready to receive validation information from the system This message will appear only if the Message Level is set to 9 Invalid Date The date entered contains a missing or invalid character Invalid Batch Date During a request to open a batch an invalid batch date was entered Invalid Terminal ID Number The terminal ID number entered on the Set Up Draft Capture screen is incorrect MAPP cannot process a transaction with an invalid terminal ID number Verify that the terminal ID number on this screen is correct If the number appears correct check with the source that issued the terminal ID number to verify that the number is valid Invalid Transaction Code The Point of Sale module has sent the MAPP network a transaction request which is a non existe
271. ons are dependent on the salesman This option allows you to add new salesmen to the salesman file Each salesman must be assigned a salesman number which can be up to five 5 characters alpha numeric Each customer that you later add to the system must be assigned one of the salesman numbers that is entered here If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add The following is an explanation of each of the data items set up on each salesman Salesman This is a five 5 alpha numeric character code representing this salesman Name This is the twenty 20 character name of the salesman that will be displayed on all reports and screens COMMISSION TYPE This option defines the way commissions will be calculated for the salesman The types available are described in the following cells None No commission will be calculated for the salesman Gross Sales Commission will be calculated on the gross amount of each sale minus any taxes or freight Net Sales Commission will be calculated on the net amount of each sale This net amount will be calculated by using the gross amount of the sale minus taxes and freight minus the cost of sales amount for the sale NOTE If the Master Configuration is set to calculate commissions based on cash receipts all commissions will be calculated on the total dollars recei
272. or Work in Process No 5 001 Sales Tax Charges No SC002 Finance Charges No 5 003 Freight Charges No SC004 Sales Discounts Allowed No SC005 Payment Discounts Allowed No 5 006 Cash Receipts No SC007 Deposits Received No 5 008 Cost of Sales Accrual No SC101 Cash Sales Yes SC102 Cash Sales Checks Yes Chapter 4 Print Reports Page 4 43 Point of Sale User Manual Infinity POWER Sample Company Inc Page 2 Sales Code Listing 4 04 28 2006 Code Description Taxable SC103 Cash Sales Master Card Yes SC104 Cash Sales Visa Yes SC105 Cash Sales American Express Yes SCEFT EFT Sales No scins Insurance Reimbursement No Number of records printed 56 Page4 44 Print Reports Chapter 4 Point of Sale User Manual Sales Code Listing Detailed Infinity POWER Sample Company Inc Page 1 Sales Code Listing 4 04 28 2006 Detailed Code Description Tax Cur Sales Period Sales C O S U M GL Sales GL Asset Unit Price Cur C O S JC Code GL C O S Unit Cost Description Line Only No 0 00 0 00 0 00 0 00 Total 0 00 0 00 Attached Description Line No 0 00 0 00 0 00 0 00 Total 0 00 0 00 Attached Invoice Text No 0 00 0 00 0 00 0 00 Total 0 00 0 00 Invoice Text No 0 00 0 00 0 00 0 00 Total 0 00 0 00 10000 Sales Taxable Yes 0 00 01 2006 126 882 90 24 108 84 40000 11400 0 00 0 00 02 2006 84 314 51 31 66 50000 0 00 03 2006 87 528 95 31 66 04 2006 61 727 50 5 344 11 To
273. or authorization these payment types should specify this function in the description of the Payment Type Ex Visa Dialed or Visa As long as the description is clear to the user which card dial out and which do not If your payment type is a credit card then click the Process Credit Card button The Credit Card Information screen displays Enter the credit card information If you do not have Credit Card Processing setup you can still enter a valid credit card if you have an authorization number and it will still post Credit Card Information H Tools Launch Credt Card xxxxxxxxxxx1074 Exp Date 070 Amount 500 00 Authorize Reset Cancel Chapter 3 Enter Transactions Page 3 15 Point of Sale User Manual NOTE A valid credit card must be entered For security purposes the actual credit number is not revealed in this example If the CVV2 Code is grayed out this means that this option is not enabled in the Set Up Credit Card Processors configuration Click the Authorization button after entering the complete credit card information to process the card If a user wants to charge to a customer and that customer is not a cash customer the user must have security rights to charge to account Any amount of the sale not paid for by a payment type will be allowed to be charged to the customer s account when you validate the transaction You will be allowed to do this if the customer has not ex
274. otal 0 00 0 00 Total 384 37 0 00 Total 8 453 50 0 00 Total 62 192 58 0 00 Total 92 976 71 0 00 Total 05 2006 11 2006 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Page 1 4 04 28 2006 06 2006 12 2006 0 00 0 00 97 071 76 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 31 912 50 0 00 0 00 31 610 19 0 00 0 00 17 510 06 0 00 0 00 375 380 23 0 00 0 00 553 484 74 Chapter 4 Point of Sale User Manual Sales Code Trend Report AR0210 This report summarizes monthly sales by sales code for the entire year This report may be used by management to review the sales trends for each sales code by month This information is very useful for analyzing sales by various product codes Sales Codes allow you to selectively categorize various groups of products together to determine sales by category With this ability very detailed analysis information may be available through these reports Field Names Sales Code Description Sales Code Number Sales for each month of the year Total Grand Totals Chapter 4 Print Reports Page 4 33 Point of Sale User Manual Sales Code Trend Report Infinity POWER Sample Company Inc Page 1 Sales Trend Report by Sales Code 4 04 28 2006 Sales Code Description 01 2006 02 2006 03 2006 04 2006 05 2006 06 2006 Sales Code 07 2006 08 2
275. ou no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on Save to validate your deletion of this record Make sure this is what you want to do because once a Point of Sale register is deleted it cannot be retrieved Results coARK dbf Register File Register is marked for Deletion Copy Mode PS0454 This option allows you to copy an existing Point of Sale register Using this option the system provides a quick method of setting up registers that are very similar Many may only vary by the description or device names The rest of the information relevant to these items may be exactly the same By using the Copy Mode you are able to quickly create and enter new registers into the file First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Chapter 2 Set Up and Maintenance Page 2 21 Point of Sale User Manual Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then You will notice all the information except for the register number will be copied to a new record Enter the new register number for this record At this point you may choose to edit any of the informat
276. ount Total Amount of the Transaction Gross Profit Amount Gross Profit Percentage Manager Totals Grand Totals Optional Transaction Detail Sales Code Description Inventory Item Number Quantity Unit of Measure Unit Price Extended Price Cost Gross Profit Gross Profit Percent Summary by Sales Code Chapter 4 Print Reports Page 4 21 Point of Sale User Manual Sales Journal by Salesman Infinity POWER Sample Company Inc Detailed Sales Journal Page 1 4 04 28 2006 By Salesman Date Customer Name Trans Amount Cost Amount Tax Total Type Trans amp Description Sim Job Reg Payment Method Gross Profit Freight GP Salesman BM Bill Maguire 04 03 2006 SWIS1 Tony Swiss Construction 8 137 22 0 00 0 00 8 137 22 Pay 844467 Payment BM 8 137 22 0 00 100 00 Detail Code Description Tax Quantity U M Unit Price Disc Sale Cost Profit SC102 Payment No 8 137 22 8 137 22 Inv 69240 28 38 Inv 69245 50 20 Inv 69237 P 8 058 64 04 05 2006 HARC1 Fred Hart 725 00 0 00 0 00 725 00 Pay 60344 Payment BM 725 00 0 00 100 00 Detail Code Description Tax Quantity U M Unit Price Disc Sale Cost Profit C102 Payment No 725 00 725 00 Inv 69244 106 15 Inv 69250 294 40 04 05 2006 JONJ1 Sonia Jones Interior Design 1 974 66 0 00 0 00 1 974 66 Pay 8471 Payment BM 1 974 66 0 00 100 00 Detail Code Description Tax Quantity U M Unit Price Dis
277. our inventory items You may check certain inventory information by selecting the Inventory Item Inquiry menu option First you must navigate to the record you wish to inquire on You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Once the item has appeared on the screen you will notice several buttons on the bottom of the screen You may view each of these additional screens of information about this inventory item Re Order This button allows you to view the primary and secondary vendors associated with this inventory item as well as re order quantities lead time for integration to the Invertech Manufacturing Requirements Product MRP plus the minimum and maximum quantities to stock Price Table This button allows you to view the pricing that was assigned for this inventory item There are up to ten 10 price levels assigned to an inventory item Historical This button allows you to view the summarized history of sales and purchases for the current year month by month Manufact This button allows you to view the summarized manufacturing history of this inventory item for the current year month by month This includes usage quantity and quantity produced View Image This button only allows access if an image file name has been defined in the Internet section of this part number This image must be in either a JPG or BMP
278. ow paying client or in between based on this on going calculation Invoices in Average This field stores the total number of invoices that have been used in the Average Days to Pay calculation Therefore you don t want to base a credit decision necessarily on one or two invoice payments On the other hand if it is based on fifty invoices a better history has been defined and can assist you more accurately in your decisions High Balance This field stores the highest outstanding balance the customer has maintained with your company Aging Date This field stores the last date of when a customer aging was calculated for this account Therefore when you are looking at all of the balances in each of the following Aging Categories make sure to look at this date to ensure that the date is fairly recent If it is fairly old then you should go to the Reports menu option and run the option to Calculate Age of Accounts to realign all of the open items into the current aging categories before making any business decisions Aging Amounts This section is actually contained in seven fields of information This system displays a Total Balance as well as six fields for the Aging Categories that have been defined in the Accounts Receivable Master Configuration This includes the Current category plus each increment thereafter i e 30 days each Page 2 60 Set Up and Maintenance Chapter 2 Point of Sale
279. p form itself When you select this option the system will prompt you to enter the Beginning Date and Ending Date of all payments to be included on this report You may select a single day by using the same date for both fields or enter the range of dates as requested It will also prompt you for the Bank Account All payments and deposits received from all customers during the specified date range will then be included on the report The system will then total all of the amounts at the bottom of the report This is the amount to be entered on your deposit slip to the bank Make sure to verify each check against this listing prior to making any deposits with the bank to verify that you have included all actual checks for deposit If integration to the Check Reconciliation module is turned on in the Point of Sale Master Configuration and the cash receipts sales code has a Checking Account number assigned this report routine will prompt you to Post this deposit to Check Reconciliation This will post the entire deposit register amount to the Check Reconciliation module as the daily deposit The system will use the current system date as the reference check number Click on the Start button to initiate this report Field Names Date Check Customer Customer Name Check Amount Total Chapter 3 Enter Transactions Page 3 33 Point of Sale User Manual Deposit Register Infinity POWER Sample Company Inc De
280. pecific card types for a requested batch Page 3 40 Enter Transactions Chapter 3 Point of Sale User Manual The system will prompt you for a Card Code number You may choose from the following list of proper code numbers 099 or NULL Visa MasterCard Totals 001 Visa Totals 002 MasterCard Totals 005 American Express Totals 009 Discover Card Totals 010 Diners Club Carte Blanche Totals 012 JCB Totals Once this information has been given the system will dial to the network and return the following information Batch This is the number that was assigned to the batch when opened Status This is the current status of the batch Trans Cnt This is the total number of transactions contained within the batch Total This is the total amount of money within the batch Batch Status This option allows you to review the last four open or pended batches If there are more than four open and or pended batches you must reconcile and close one or more batches in order to view the remaining batches The system will prompt you for a Card Code number You may choose from the following list of proper code numbers 099 or NULL Visa MasterCard Totals 001 Visa Totals 002 MasterCard Totals 005 American Express Totals 009 Discover Card Totals 010 Diners Club Carte Blanche Totals 012 JCB Totals Once this information has been given the system will dial to the network and return the fo
281. posit Register Bank of America Checking Date Check Customer Name 04 03 2006 844467 SWIS1 Tony Swiss Construction 04 04 2006 61884 ALLE1 Allens Hardware Shops Inc 04 05 2006 60344 HARC1 Fred Hart 04 05 2006 8471 JONJ1 Sonia Jones Interior Design Total Number of records printed 4 Page 3 34 Enter Transactions Page 1 4 04 06 2006 Deposit Amount 8 137 22 1 651 85 725 00 1 974 66 12 488 73 Chapter 3 Point of Sale User Manual RECORD SALES CODE ADJUSTMENTS AR0104 This option allows you to record adjustments to sales and cost of sales amounts by transferring a specified amount from one sales code to another You may discover at some point that you have entered a sale to the wrong sales code Or while processing a transaction the system may find that one of the sales codes entered in the Master Configuration has not been added to the sales code file If this is the case you may want to adjust the sales code amount for the error that was made By selecting this option the program will adjust the current sales and cost of sales amounts and the sales and cost of sales amount history for the current fiscal period When you select this option a screen will be displayed showing the seven 7 data items necessary to record the adjustment The following is a list of the data items and a description of each Customer Number Enter the number or click the Down Arrow F2 by default to scroll though th
282. price level description will be displayed below this data item This data item can be optionally turned off in the Entry Screen Configuration option of the Master Configuration Q Freight Amount This is the dollar amount of freight that you would like to charge this customer for this transaction This amount will be added to the net amount of the invoice and will also be posted to the sales code for freight that is set up in the Master Configuration This data item can be optionally turned off in the Entry Screen Configuration option of the Master Configuration AR Sales Code This data item will only be present on the data entry screen if you have turned on the Accounts Receivable Master Configuration question Allow Override of AR Sales Code This option allows you to select the Accounts Receivable account that will be used to process this transaction through the use of AR Sales Codes If this option is available the customer s default AR Sales Code will appear if one has been set up on their customer file You may click the Down Arrow F2 by default to select an AR Sales Code or leave the field blank to default to the Accounts Receivable account set up in the Accounts Receivable Master Configuration Page 3 8 Enter Transactions Chapter 3 Point of Sale User Manual Transaction Description This is a twenty 20 character field for the overall description of this transaction This field will be displayed on s
283. r combination processing orders at the same time in Sales Order Entry you will need to add five additional user licenses to the PCCharge software All users must be setup in the Security Administrator software and also setup in the PCCharge software as well to correspond for credit card processing capability The setup in both cases MUST BE IDENTICAL This is always the case unless you purchase the Unlimited version of PCCharge in which case the software does not care about specific user IDs and will handle the communication differently If you have four different stores you will need FOUR DIFFERENT MERCHANT IDs which may be added for 125 each plus whatever amount of user licenses that are necessary The additional user licenses will not be necessary if you purchase the Unlimited License which runs 1295 Purchasing the Unlimited License may easily solve many merchant s configuration needs and should always be considered at the outset of any configuration Chapter 2 Set Up and Maintenance Page 2 41 Point of Sale User Manual Results coARL dbf Credit Card Processor File Credit Card Processor File is Added Change Mode PS0472 This option allows you to modify an existing payment type If you have made any mistakes during this set up process you may return to the Change Payment Types option to change any information you have already entered Maintain Payment Types n Tools Launch fayigation Oper
284. r the end of the month in which the transaction was written Then calculate a specified number of days from the end of the month date Finance Charges This field indicates whether this customer is subject to finance charges If they are subject to finance charges then click on the box Balance Forward This field indicates how the open items invoices payments credit memos etc for this customer will be treated by the system The default values will be what you have set up in the Master Configuration Leave this box blank to indicate this customer should be treated as an open item type customer indicate this customer should be treated as a Forward type customer click the box A R Sales Code This is the Accounts Receivable Sales Code you would like to assign this customer This Sales Code represents the Accounts Receivable chart of account number that will be used for Invoice and Payment entries to the General Ledger integration file for this customer If you choose to leave this field blank you are choosing not to utilize the Multiple Accounts Receivable processing functions The system will then obtain the default Accounts Receivable chart of account number from the Accounts Receivable Master Configuration for all transaction entries unless otherwise specified at the time of transaction entry Project This data item is a ten 10 character alpha numeric field which represents a
285. r your inventory kept in stock In addition specific item costing may be utilized with serial number encoded bar code price labels This interaction provides an excellent tool for your floor planning or re ordering projections Several analytical register reports and graphs are available showing sales by payment method daily cash variances by register and sales trends by day of the week Sales journals salesman commission reports and sales tax liability reports are also available At your discretion you may optionally require a salesman login with password protection to open the cash drawer A detailed audit trail may then be generated showing every time a cash drawer is opened by salesman and for what purpose If your business also requires periodic credit sales to customers who have an account with you full integration is provided with the Infinity POWER Accounts Receivable modules As you can see the Point of Sale module not only provides you with an efficient way to process your customers sales but also provides complete management reporting This allows you to reduce register cash variances improve your cash flow perform automatic commission calculations help schedule employees to work peak sales days and analyze your sales trends BATCH PROCESSING All Electronic Draft Capture EDC transactions are contained within a batch This batch is kept on the host computer network maintained by NOVA PCCharge or
286. ram directory named AR0603 map If the import file is a comma delimited file the data can be variable length If the import file is a fixed length ASCII file it must have a logical record length of 206 bytes Both types of files must have the following field lengths Description Type Position Length Action CHAR 1 1 Tax Rate Number STRING 2 10 Description STRING 12 30 Prim Entity 1 FLOAT 42 15 Prim Entity 2 FLOAT 57 15 Prim Entity 3 FLOAT 72 15 Prim Entity 4 FLOAT 87 15 Prim Entity 5 FLOAT 102 15 Break Point DOUBLE 117 15 See Entity 1 FLOAT 132 15 See Entity 2 FLOAT 147 15 See Entity 3 FLOAT 162 15 See Entity 4 FLOAT 177 15 See Entity 5 FLOAT 192 15 If it is not in this format you will encounter errors during the import process or not be allowed to continue at all The File Import features allow for the importing of text file information into the Infinity POWER program This includes the ability to import Master File information such as Charts of Accounts Customer Names and Addresses Employees Vendors etc as well as transaction information for those master files such as invoices and credit memos journal entry updates etc Chapter 2 Set Up and Maintenance Page 2 15 Point of Sale User Manual These text files may be created by a wide range of sources which may include word processors spreadsheets databases or other types of accounting programs These source
287. re added to the file they can be reviewed at any time by accessing the vendor through an inquiry mode or a change mode and then clicking on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this vendor If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the User Fields button you will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields You must make sure that your General Configuration options are set up to allow access to User Definable Fields Inquiry Mode AR0400 The Inquiry mode allows you to view summary information about your customers Navigate to the record you wish to view You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Once the customer has appeared on the screen you may click on the following keys to view important information Click on the Billing button to review the billing infor
288. red to be able to process electronically If you need assistance in finding a supplier of these services you may call Data Pro Sales Department at 727 803 1500 Point of Sale functions may be handled in their normal manner even without the configuration of the credit card service features These features can be added at any time The initial point of sale transaction or sale is designed to allow very rapid input of the sale An unlimited number of computers registers may operate simultaneously to process Cash Check MasterCard Visa American Express etc type transactions There are up to ten 10 types available all user definable The defaults that are built into the system are set to allow you to use the automated payment and dial up functions or if necessary select payment methods manually This allows you to process normally whether the credit card authorization network is operating or not Chapter 1 Introduction Page 1 1 Point of Sale User Manual Computers may be transformed into cash registers by optionally using Credit Card Readers Cash Drawers and or Bar Code Readers Other options include the use of special Cash Register type PC units that have been tailored to look like a cash register but have all of the functionality of a personal computer Full on line interaction is provided to the Infinity POWER Manufacturing Inventory Management module which will generate the appropriate 3 of 9 bar code price labels fo
289. ription Each line consists of thirty 30 characters alpha numeric including spaces All lines of the description will print on all reports except in one instance If a line of description except for the first line 1s preceded with a single asterisk that line will not print on any external documents generated by the system e g Price Labels Price Lists or documents printed by other modules such as Invoices Packing Lists etc In this way certain information can be part of the file but remain for internal use only Category This is a ten 10 character alpha numeric field that will identify the category of this inventory item This field can be used for informational purposes or it may be used to categorize items for specific sort routines for Internet related access of inventory items Bin No This ten 10 character alpha numeric field identifies the location number of items stored in bins Unit Wet This ten 10 character field specifies the quantity of weight associated with this particular item number It is used in conjunction with the Sales Order Entry system for Bill of Ladings Cost Method Costing Methods are defined for each individual inventory item The default costing method which appears automatically will be the costing method set up in the Inventory Master Configuration There are eight 8 costing methods to choose from They are 1 LIFO 2 FIFO 3 Average 4 Latest 5 St
290. rmine are best for your particular inventory turnover The minimum may be set up to reflect the quantity established to get the price break you have based all of your pricing factors on The maximum is designed to keep excess inventory amounts to a minimum These two fields are essential to printing the Suggested Order Report and Overstock Report respectively Quantities to Stock Projected Requirements A special analytical quantity used for the material requirement reporting based on manufacturing Normally this field will be updated automatically by the option to Enter Projected Usage Amounts Fields are ten 10 characters numeric only in length The system will round to the nearest number if you enter a number larger than seven digits This is typically used for Finished Goods and not sub assemblies or Bill of Material items Lead Time A numeric field with two additional decimal places for use with third party Manufacturing Requirements Planning MRP products such as the Invertech MRP software Users may define lead times in terms of hours days weeks months or years depending on what makes sense for each item This is a field that is not currently used within Infinity POWER for reporting calculations Price Table If you set up the default factor information for your entire inventory system using the Inventory Configuration Price Levels option the information to be entered on this screen would only be the Retail
291. rnative part numbers A twenty 20 character alpha numeric field is provided If this feature is not applicable to your inventory ignore these fields or use them for miscellaneous descriptions 2 70 Set Up and Maintenance Chapter 2 Point of Sale User Manual QUANTITIES Information is entered here only once in the Add mode Thereafter all activity to that item will be updated and reflected automatically in these fields Last Count Last Count Default 0 This is the count value as of your last physical inventory count After executing the Update Book to Physical Count discussed later this quantity will be zeroed out NOTE This is not the amount of beginning inventory quantity that is on hand This field is used by the Physical Count Procedure To define the beginning quantity and unit cost for this item reference the Change Cost Information field on this screen On Order Default 0 This number reflects the quantity of product you currently have on order This field is updated when you either Enter Purchase Orders or Record Receipts Reserved to Ship Default 0 This number reflects the quantity of product you have committed to pending Sales Orders Any number entered here will alter the quantity available for this item This field is automatically updated by either the option to Record Sales Orders from the Sales Order module when a sales order is added or changed with a
292. rocessing procedures please refer to Chapter 1 of the Check Reconciliation manual Consumer Bank This refers to whether this account is a personal bank account verses Account business bank account This is a required piece of information that is sent to the ACH network during transmission of the EFT transaction If it is not checked it is automatically assumed to be a business bank account Comments These are two lines of fifty 50 characters each for any comments that you would like to assign this customer These comments can be used to the user drawing attention to pertinent information before recording transactions in the system This feature can be set by turning on the Display Customer Comments field in the Accounts Receivable Master Configuration Any Comments will then display on the screen when performing Write Invoices amp Credit Memos Prepare Proposals or Record Manual Invoices for that customer See the Master Configuration option for more details on setting up this feature Invoice Terms This is a twenty 20 character description of the terms that you wish to Description assign this customer This will be displayed on the invoice form The default description will be what you have set up in the Master Configuration This field may be utilized to invoke a Credit Check warning system when this specific customer is put on credit hold To activate a credit hold status for t
293. ronic bank draft capture services through MAPP MasterCard Automated Point of Sale Program NOVA or IC Verify Page 3 30 Enter Transactions Chapter 3 Point of Sale User Manual You may still use this module without the Electronic Draft Capture features to process sales until your system is activated for EDC processing or if for some reason you are unable to obtain approval with a credit card network You may now click on the Save button to validate the transaction Description This is the description that will be used for this transaction This description will be displayed on all aging reports sales journals and customer statements Job Number If the integration to Job Cost is turned ON you may enter a ten 10 character job or project reference number You must have the Job Cost Main Module to take advantage of this reference field Salesman This data item contains the salesman number that this transaction will be recorded under The default value will be the manager set up in the customer s master file Normally you may press TAB to assume the default However if you pay commissions to your manager based on cash received you should change this to the salesman that was originally assigned the sale that this payment is for or the salesman that is to collect commissions on this transaction A R Sales Code This data item will only be accessible on the data entry screen if you have turned on the Accounts Receivable
294. rt This allows you to search for any text amounts dates etc contained within the report Range of Orders When asked to define the range of orders to report on place your cursor on the Beginning Order field and click the Down Arrow F2 by default to gain access to the account listing You may choose to search for orders by order number vendor number vendor name or SO Ref Once you have selected the Beginning Account Number click on the Ending Account Number field and then click the Down Arrow F2 by default to gain access to the account listing to choose your ending number Data Record Retrieval This function can be done on any indexed field in the currently active system or a field the current system is integrated with When the right mouse button is clicked in the field the system will display the choices of data record retrieval This feature is available in most options throughout the Infinity POWER system It will simplify your retrieval of records when printing reports The data record retrieval choices are listed below First Record This option will allow you to select the first record in the requested file Next Record This option will allow you to retrieve the next sequential record in the file assuming you have already selected a record Current Record This option will allow you to select the last record that was accessed Scroll View This option will display a scrolling screen with all records in t
295. s 1 i Remaining Amount Post Date ayment Date Check 1 246 05 01 31 2003 1 246 05 01 31 2003 2 193 63 02 21 2003 2 193 63 02 21 2003 Invoice 4842 88 04 09 2003 menis 05 09 2003 242 88 04 09 2003 04 18 2003 504461 Once you select the Search option or press F10 you may enter the information you are looking for such as an invoice number date of transaction invoice amount or check number as shown on the following screen You may also choose to search up or down the file pick if it is to be case sensitive and more Search Customer Current Open Items HARC1 lest 69103 l aa Wrap G c po um T aditus You may scroll up or down through the file manually to find the open item you are seeking and if there is one or more partial payments made against an open item the Payments button located directly underneath the Item and titled Payment History will be shown as active If it is active you may click on this button and a new screen will appear displaying all of the partial payments made to date against this specific open item as shown on the following screen Chapter 2 Set Up and Maintenance Page 2 57 Point of Sale User Manual Open Payment History Invoice 69098 Tools Launch Edit Navigation 14 av ltem Payment Date Amount Check 04 30 2004 500 00 04 30 2004 225 00 03 09 2004 461 00 03 26 2004 384 00 Cancel
296. s you want to apply against each other Make sure though that the totals of each balance each other out and you should have a total amount remaining balance of 0 00 3 28 Enter Transactions Chapter 3 Point of Sale User Manual Tender Click on this button to define the payment method of this transaction The screen will automatically display the total amount of the transaction the amount due and the change required The system will first ask for the number of pay types L Payment Method Entry xl Tools Launch Edit Navigation 4 avi baie zi Total Amount Due 5 01 Remaining Amount Due 0 00 Amount Tendered 5 01 Change Due 0 00 Detail Item Payment Id Payment Type Description Check Number Amount Process Credit Card Process Credit Card B B Save Cancel The screen will automatically display the total amount of the transaction the amount due and the change required The system will first ask for the number of pay types You can select any of the payment types that have been set up If the payment type is set up as check you will be able to enter a check number and if it is set up as credit card it will take you to the credit card screen where you can enter the credit card information and authorize it if connected to a credit card processor If a user wants to charge to a customer and that customer is not a cash customer the user must have
297. s Disc Cancel Apply NOTE f this field is not going to be used in your system it is recommended that you do not set it up as a search field This will speed up the search and update time of your customer file Special Instructions Default Special Instr This field is the heading of the twenty 20 character field on the data entry screen for special instructions You may change the heading and meaning of this field by changing this description For example you may want to change this field to Ordered The data entry screen and the invoice form will now display this as the description of this field Cash Customer Mask Default CASH This data item contains the customer number mask of the customer records that you have set up to be cash only If you are interactive with Accounts Receivable the system will require you to enter a customer number when recording a sale This mask for the customer number will indicate to the system those of your customers are cash only Chapter 2 Set Up and Maintenance Page 2 23 Point of Sale User Manual Require Login Default ON This data item specifies whether or not you will be required to log into the system to access any of the Enter Transactions menu options The login procedure requires you to enter a salesman number and password before the execution of any option which allows opening of the cash drawer Once logged in a salesman may us
298. s function It is not uncommon for many users to be prepared to begin certain data files for the new fiscal year such as General Ledger and Accounts Payable while holding back on certain modules such as the Sales Order Entry module This would allow users to continue processing orders in the prior fiscal year to allow additional sales to get on the books or to complete orders prior to starting the new order file for the new year Once this file is started only outstanding orders will be transferred to the new fiscal year General Ledger however is one module whereby users may create new data files for the new fiscal year and continue to process in both the prior and new fiscal years and the same time Once postings are made to the prior fiscal year the option to Bring Balances Forward into the new year is run to bring all adjusted balances current Select the module s to Start New Year s Files for and click on the Start button The program will create the new year s data files The system will show a message next to each module stating System already started The bottom of the screen will show Processing Completed Click on the Close button to return to the Menu Bar Page 2 44 Set Up and Maintenance Chapter 2 Point of Sale User Manual When you Start New Year s Files the following files are copied into or created for the new year e Transaction File coAR3dy dbf e Transaction Detail File coAR4dy dbf e Salesman File coARSdy
299. s may also include other computer systems that utilize different operating systems and functions such as mainframes minicomputers or various types of PCs After printing or creating the map file you will then be prompted for three 3 data items 1 Import File Format 2 Import File Name 3 Process Import File The Import File Format is prompting you to select the type of file you will be using during the import process There are three choices 1 Fixed Length ASCII 2 Variable Length ASCII 3 Comma Delimited PRN These three choices are described below Fixed Length ASCII Files Fixed Length ASCII text Files are those files in which each data field starts on a specific number of characters from the start of each record There should be no separators between data fields and each record should be the exact same length The program recognizes each record by the number of characters that is expected per record There is no Carriage Return Line Feed sequence necessary to separate records For example 1 11125 Cash In Bank Can 100000 00 0 0 0 0 0 0 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 Variable Length ASCII Files Variable Length ASCII text Files are those files in which each data field starts on a specific number of characters from the start of each record and each record is separated by a Carriage Return Line Feed sequence CR LF There should be no separators between data fiel
300. s on the original transaction It will also record a withdrawal of 10 units from inventory and reduce the quantity to adjust field Now everything is back in order When using this option the inventory item being adjusted MUST have a negative quantity to adjust and inventory receipts subsequent to the sale must have been recorded Additionally you must have the original transaction date and the invoice number when the sale was recorded Otherwise you will simply be returned to the screen without any processing taking place When you select this option the system will prompt you for a customer number Enter the customer number used on the original transaction Next the Invoice Date and Invoice Number from the original transaction must be entered Click on the Find button to have the system access this record If this transaction is not currently stored on the hard drive you will receive an error message of No Matching Invoice and will not be allowed to make your adjustments using this option If the transaction is found the information from the original sale Description Salesman and Sale and Cost Amounts will appear on the screen Click on the Adjust button and the system will now display a scrolling window with the detail lines of the applicable transaction Use the page up or page down keys to move to the applicable line of the transaction and click on the check box in the Adjust field The cursor will move to
301. s you to set up new inventory items Several screens will be used taking you step by step through the sequential process of properly and thoroughly identifying your inventory items This process will repeat itself for each inventory item After initial set up all cost and historical information should be input through Enter Transactions in order to maintain an audit trail If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Wi Set Up Inventory Items Enter the inventory item number in the format that you initially set up in the Master Information e g the default configuration is shown below 1 Category 2 Class 3 Item 4 Location Page 2 68 Set Up and Maintenance Chapter 2 Point of Sale User Manual NOTE If you add new inventory items in the old year after performing Year End Procedures the new inventory items added will not appear in the new year This is because the inventory item file was already created during Year End Procedures To alleviate this problem simply change your system date to the New Year and re enter the new inventory items and pertinent costs pricing and quantity information The following is an explanation of each of the data items required for a new inventory item Item Description There are four 4 lines available for your inventory item desc
302. sed This option may be changed as often as desired If none of the standard forms fit your particular company s needs custom modifications are available to configure to your needs Automatic Numbering Default Below These are the numbering sequences that will be used by the system for the different transaction types The default values are Invoice 10000000 Credit Memo 1 Debit Memo 1 Deposit 0 This is where you would install your numbering sequence for these types of transactions If you have been running another system computerized or manual you may continue to utilize the same numbering sequence with this program If the value is zero 0 the system will assume there is no automatic numbering and will prompt you for the transaction number with each transaction generated If the number is 1 for credit memo debit memo or deposit the system will use the invoice numbering sequence for these transaction types For instance if your next invoice number is 1206 your next credit memo number will be 1206 NOTE You MUST utilize the automatic sequencing of invoice numbers if you plan on using the Record a Quick Sale method of transaction entry Chapter 2 Set Up and Maintenance Page 2 29 Point of Sale User Manual Devices The Point of Sale module has the ability of interfacing to external devices such as a cash drawer and an external display unit The following data items are used to define the d
303. ser Manual break down all types of transaction amounts by sales code category These items are not normally used in direct profit calculations and therefore should not be reflected in the upper section of the report During the processing of transactions if the system needs to update one of these sales codes and it cannot be found in the sales code file an error sales code will be added with the sales code number ERROR and a description of Sales Code Not Found A R Account GL Default 06100 This account number is used to update the General Ledger if you are interactive with that module The default account number assumes that you are using the default Chart of Accounts This account is used to post the debit to Accounts Receivable when a credit invoice is written The Accounts Receivable module will print a report displaying the journal entry that would be posted to the General Ledger even if you are not interactive with the General Ledger It is recommended that if you are not interactive with the General Ledger you enter the account number from your manual General Ledger so that the journal entry report may be posted to your manual General Ledger without confusion Commission Basis Default None The commission basis may be set to one of three ways for your company None Sales Cash Receipts This configures which type of transaction will be used when calculating the commission for each salesman If you do no comm
304. sferring information from one system or program to another via text interface files is more technical than the normal operation of most word processors or the Infinity POWER modules this documentation must assume that the reader has some understanding of the terms and concepts explained here Otherwise you may want to work with your reseller or consultant regarding the actual implementation and use of these modules with your Infinity POWER programs The ability of importing information into the Infinity POWER modules provides the user with several benefits e They allow the rapid conversion and setup from other computer based accounting systems without the manual re keying of information that is normally required They allow the batch entry of transactions processed in other specialized or custom software programs This may even include updates from Infinity modules running at different locations or on different network or UNIX fileservers They allow the update of the accounting system files from remote transaction processing sites Please note that the Infinity POWER programs do allow for the exportation of all accounting reports to text files The formats of these standard Infinity POWER reports however are not compatible with the use of any of the Infinity POWER File Import options The order in which information is sent to text files and their format do not correspond to the formats that the File Import Modules require The Infini
305. sh Sales Checks 14 962 22 0 00 Number of records printed 9 Page 4 24 Print Reports Chapter 4 Point of Sale User Manual SALES JOURNAL BY SALES CODE 0222 This report provides a detailed listing of all invoices credit memos and other transactions for the current period by sales code This report may be used by management to review the detail of all transactions posted to the Accounts Receivable system for each sales code It may be used for auditing the sales cost of sales and gross profit amounts You will be allowed to select a sales code range that may include all transactions for the current fiscal period The system will default to all transaction types in the fiscal period This report provides great flexibility in verifying all of the transactions in which a specific sales code was used Therefore auditing capabilities are greatly enhanced by the use of this report Field Names Sales Code Description Customer Number Transaction Date Transaction Number Transaction Type Transaction Description Sales Amount Cost of Sales Amount Totals by Sales Code Grand Totals Chapter 4 Print Reports Page 4 25 Point of Sale User Manual Sales Code Customer 10000 HARC1 ALLE1 Number of Page 4 26 Description Date Invoice Sales Taxable 04 28 2006 69277 04 30 2006 69191 04 30 2006 69192 04 30 2006 69193 04 30 2006 69214 ords printe
306. she logs out and a new salesman is logged in If a new salesman wants to record a transaction on the system you may simply CTRL F9 and select the salesman that you wish to Log In to the system The old salesman will automatically be Logged of the system REGISTER LOGOUT CTRL F10 This option allows you to Log Out the current salesman in the system If you have several salesmen working on the same cash drawer you may want to make your transactions and then immediately Log Out so that no one else may use your salesman password to gain access to the system The system will record a transaction register of each transaction posted through the system Unless you specifically Log Out the system will maintain the last Logged salesman as the default salesman until you change it or exit the program Chapter 3 Enter Transactions Page 3 43 Point of Sale User Manual This page intentionally left blank 3 44 Enter Transactions Chapter 3 Point of Sale User Manual CHAPTER 4 PRINT REPORTS This section includes a description and sample of each report generated by the Point of Sale module The equations used to calculate the amounts on the reports and how these reports are generated through the use of various questions asked by the system are discussed here Reports illustrate the results of transactions from the options within this module or from another integrated module The reports included here reflect sample
307. so enter a six 6 digit number into this field for use in the United Kingdom and other countries However when a six digit number is entered into this field no validation of what is being entered is being done by the system This may be entered for informational purposes or for use with the Electronic Funds Transfer EFT system included in the Check Reconciliation module If used with the EFT system the Customer s Bank Account number MUST be entered to complete the information required to send the transaction to the EFT Processor For more information on the EFT processing procedures please refer to Chapter 1 of the Check Reconciliation manual Page 2 52 Set Up and Maintenance Chapter 2 Point of Sale User Manual Customer s Bank This is either Checking or Savings and is used to define the type of bank Account Type account the previous two data fields will be accessing For more information on the EFT processing procedures please refer to Chapter 1 of the Check Reconciliation manual Customer Payment by This data item is used to define whether this customer s transactions will be EFT processed using the EFT system If during Cycle Invoicing EFT has been set up and this data item is turned on the system will proceed with EFT processing If during Payment entry the payment type selected is an EFT payment type and this data item is turned on the system will proceed with EFT processing For more information on the EFT p
308. splayed Further you must use the same item number across all locations for correct matching to occur in the system If you this done users have an instant lookup at what inventory levels are available at all locations throughout the related store locations or warehouses in the company s system The following screen illustrates how stock can be instantly checked at four locations with one click of the mouse Wii Multi Location Inventory 10 601 85461 Tools Launch Edit Navigation 4 4 2 al Co Location Description Qty On Hand Qty Available 1 Tampa Warehouse 1 765 00 1 745 00 2 IN2 Orlando Warehouse 1 727 00 1 707 00 Atlanta Warehouse 1 921 00 1 901 00 Dallas Warehouse 1 542 00 17522 00 Page 2 84 Set Up and Maintenance Chapter 2 Point of Sale User Manual Once you have entered all the information for each item click on Save and you are ready to input the next item Click on Cancel to exit the screen without saving any changes Results coIM1dy dbf Inventory Item File All Item Information is set up Cost Information is updated Historical Information is updated coIM3 dbf Assembly File Bill of Materials is Set Up Change Mode IM0402 This option allows you to change all information for any inventory item After initial set up all cost and historical information should be input through Enter Transactions in order to maintain an audit trai
309. ss sales until your system is activated for EDC processing or if for some reason you are unable to obtain approval with a credit card network You may now click on the Save button to validate the transaction A screen will appear with the Invoice Form that is currently selected You may enter another valid invoice form for the next series of transactions you will enter After the form has been printed you will be asked if you need to print the form again You may print the form again or click on OK to finalize the updating of all integrated files and prepare for the next transaction Make sure to complete this final step immediately otherwise you may have invoices that are printed but haven t been updated or reflected properly in the sales journal Results coARIdy dbf Customer File if credit sale Customer History is Updated Customer Aging Totals are Updated coAR2 dbf Open Item File if credit sale Open Item Record is Added coAR3dy dbf Transaction File Transaction Record is Added optional coAR4dy dbf Transaction Detail File Transaction Detail Records Added optional coARSdy dbf Salesman File Salesman History is Updated coAR7dy dbf Sales Code File Sales Code History is Updated Sales Code Current Amounts are Updated coIM 1dy dbf Inventory Item File Withdrawal Recorded Return if a Refund Historical Information Updated coIM2dy dbf Inventory Transaction File Transactio
310. t This is the overall discount that will be given on this transaction The default will be 0 or the discount set up for the customer if you are interactive with Accounts Receivable The system will calculate this discount on the total of the extended prices entered for this transaction This discount amount will be posted to the Sales Discount sales code set up in the Master Configuration This data item can be optionally turned off in the Entry Screen Configuration option of the Master Configuration Date Ordered This is the date that the customer originally placed the order You may press ENTER to default to the current system date This field will be displayed on some invoice forms This data item can be optionally turned off in the Entry Screen Configuration option of the Master Configuration Price Level This is the price level in inventory that will be used when calculating the unit price of inventory items If you are not interactive with the Manufacturing Inventory Management module the system will display Not Applicable and will not use this data item If you are interactive with Manufacturing Inventory Management you may select the price level or press the space bar ENTER to review a Pop Up window to choose the price level The default will be price level number one or the price level set up for the customer if you are interactive with Accounts Receivable After selecting the price level the price level descriptio
311. t Web site Keep in mind when in the UNIX operating system filenames are case sensitive To utilize the View Image feature on the Inventory Item the image file must be in a JPG or BMP format The entire path name to where the image resides must be included in this field The default directory would be the Infinity POWER program directory unless otherwise defined You may use the Browse button to look for and select the image file Keep in mind when using the View Image feature the best results for image display would be 186 X 265 pixels Audio Filename This field is used for an audio filename up to twenty 20 characters alpha numeric to define any type of audio file to be used in conjunction with audio mechanisms on an Internet Web site Keep in mind when in the UNIX operating system filenames are case sensitive Video Filename This field is used for a video filename up to twenty 20 characters alpha numeric to define any type of video file to be used in conjunction with display mechanisms on an Internet Web site Keep in mind when in the UNIX operating system filenames are case sensitive Cost Layers This button is designed to display the various cost layers accumulated for the quantities currently on hand As the following screen illustrates the screen will show Item for each unique cost layer based on a different price layer that the item was purchased The system will show the Cost Date Descript
312. tal 360 453 86 29 516 27 20000 Sales Tax Exempt No 0 00 40000 11400 0 00 0 00 50000 0 00 Total 0 00 0 00 31100 Concrete Materials Residenti No 0 00 01 2006 8 766 00 8 628 75 41100 2 11400 0 00 0 00 02 2006 2 922 00 2 820 00 1100 2 0 00 03 2006 3 019 56 2 820 00 04 2006 5 020 10 2 745 62 Total 19 727 66 17 014 37 31200 Electrical Materials No 0 00 01 2006 30 623 00 1 922 72 41200 2 11400 0 00 0 00 02 2006 414 00 100 00 51200 2 50 00 03 2006 39 317 00 17 124 00 04 2006 4 629 59 6 068 69 Total 74 983 59 25 215 41 Number of records printed 8 Chapter 4 Print Reports Page 4 45 Point of Sale User Manual Salesman Listing AR0217 This report provides a listing of all salesman information in either detailed or summarized form This report is designed to allow you a simple listing of your salesmen in summarized form or a detailed listing for data input verification or archival purposes Field Names Manager Number Manager Name Password Commission Percent Tier Level Period Gross Sales Net Sales Total Page 4 46 Print Reports Chapter 4 Number ALF ANG BM CIM DGC EDL HOUSE JF JGK JLG JUT LMR MBS MPS RCW SBP SDG Salesman Listing Non Detailed Infinity POWER Sample Company Inc Salesman Listing Salesman Name Alfred Fredricks Ashley Gonzalez Bill Maguire Carlos Montoya Donnell Curtis Edmundo Lacayo House Sales Ivan
313. te tide 2 16 Variable Length ASCH Piles 2 16 Comma Delimited PRN FeSi aseinio ia 2 16 File Import Modules OVvetrview e eee E rU RE ri tet de eis 2 17 SET UP REGISTERS 2 19 Inquiry BS0450 cente eee t eo s edge I ates EO Epi retreat iere teer 2 19 Add 50451 paient est deducens tie opt peer eo eere ties dedere eee 2 19 Change Mode duly E 2 21 Delete Mode PS0453 endete een rt edd bed EEVEE e ei NEE NRS 2 21 Copy Mode PS0454 icai da eredi esee td ble der eto 2 21 CHANGE MASTER CONFIGURATION 50418 0 esten seen enata state n etas tns eno 2 22 Master Configuration EDS 2 22 Entry Scree i sd ege e ep 2 25 Invoice tet deri A aie 2 27 Devices erede e et ee aie a ea Bucs Sa ee ae 2 30 System Tu CIUS RE p E 2 31 Page iii TABLE OF CONTENTS continued Description Page MAINTAIN DATA FILES 50420 2 32 SET UP PAYMENT TYPES 80460 2 33 sey 2 33 Add Mode PS0461 eee deii mette et epe 2 34 Change Mode P8402 5 i ord eerte re 2 36 Delete Mode
314. tendered and the change due Click on the Save button to add your new register configuration Results coARK dbf Register File Add a new register Change Mode PS0452 This option allows you to change a Point of Sale register set up that already exists If you have made any mistakes during this set up process you may return to the Change a Register option to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and click on the Save button to save your changes or click on the Cancel button to cancel the changes made Results coARK dbf Register File Register File Updated Delete Mode PS0453 This option allows you to delete an existing Point of Sale register This option allows you to delete registers you may have entered by mistake or no longer want First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may have entered by mistake or y
315. the new unit cost every time you record manufacturing except for by products The default cost is the current average unit cost of the component When a by product is produced or when you record disassembly this amount is the unit cost used to update the component s cost information Total Cost This field is a display only field which shows the extended cost of the quantity times the unit cost Internet These fields allow you to specify the filenames which contain the marketing text graphic images audio clips and video clips for use when presenting your Inventory Items internally or on an Internet Web Site L Internet Information 00 100 8x10 BLT Tools Launch Tex Filename Aspecdata00100 txt Image Filename specdata 00100 jpg Browse Audio Filename specdata 00100 mpg Video Filename 00100 img Chapter 2 Set Up and Maintenance Page 2 81 Point of Sale User Manual Marketing Text This field is used for a marketing text filename up to twenty 20 characters Filename alpha numeric to define a text or html type file to be used in conjunction with display mechanisms on an Internet Web site Keep in mind when in the UNIX operating system filenames are case sensitive Item Image Filename This field is used for an image filename up to twenty 20 characters alpha numeric to define image file to be used in conjunction with display mechanisms on your local pc or an Interne
316. the color font style bold italics bold italic etc and the font size When a report is selected in display output this is the font that will be applied when the report is displayed on the screen NOTE If you send a report to print directly from the displayed output screen Send menu option or the Send to another output destination toolbar options the font selected in the Printer Settings will be the font that is applied to the printed report regardless of what font settings are selected for the Display Settings Font attributes are unique for Printer Settings and Display settings due to the fact that your printer and the Infinity POWER system may not support all of the same fonts After selecting font attributes for either the Printer Settings or Display Settings clicking the corresponding Save button will make those current selections the default settings If you select different attributes between displaying printing reports you must click the Apply button for the new font attributes to be applied Otherwise the selections made for the previous report within the same session will be applied to the current report Once you log out of the system the last saved printer and display settings will be applied to the reports when you log back into the system If E Mail is selected as the report output destination the actual report will be embedded within the e mail message as an HTML display in a fixed Courier font so that columns will
317. the system will save the transaction print the transaction register and return for the next transaction Allocate By clicking on the Allocate button and if the customer is an Open Item customer and there are other open items on the customer s account the system will display a scrolling window showing all open items This scrolling window will allow you to apply the payment or deposit toward an existing open item You may use your page up and page down keys to review each open item on the account and choose those items you wish to apply the payment toward You also have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail list select a specific detail record based on text or select a specific detail record based on a line number When you select by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and click on OK Chapter 3 Enter Transactions Page 3 31 Point of Sale User Manual The top of this screen displays the amount of the check the amount that has been distributed and the amount remaining As you apply the payment toward the open items these figures will be adjusted accordingly When you find an open item that you would like to apply the payments toward you may c
318. the tax rate number that will be used in the calculation of sales tax for this transaction The default will be tax rate number one or the tax rate set up for the customer if you are interactive with Accounts Receivable Enter a tax rate or press the F2 key to scroll through the tax rate file to make your selection After the tax rate has been selected the tax rate description will be displayed below this data item This data item can be optionally turned off in the Entry Screen Configuration option of the Master Configuration Salesman This allows you to change the current salesman that is logged into the system The current salesman number is displayed in the top right portion of the screen This salesman will be the one recorded on all transactions until he logs out and another salesman logs in This data item can be optionally turned off in the Entry Screen Configuration option of the Master Configuration Chapter 3 Enter Transactions Page 3 7 Point of Sale User Manual Transaction Number If the numbering sequence is set up in the Master Configuration this item will be set to Automatic and you will not be allowed to enter this data item The system will automatically use the sequence number and then increment the number when the transaction is validated If the numbering sequence is turned off for this transaction you must enter the transaction number here The number may be up to ten 10 characters in length
319. thorization button after entering the complete credit card information to process the card NOTE For credit cards that dial out for authorization these payment types should specify this function in the description of the Payment Type Ex Visa Dialed or Visa As long as the description is clear to the user which card dial out and which do not If the EDC capability has been enabled the EDC procedure will take you to another screen and begin dialing out for an authorization on the credit card If you have a card reader device connected to your machine you may slide the credit card through the reader at this time or type in the credit card numbers and expiration date on the keyboard The expiration date must be entered in as MMYY e g 1204 for December of 2004 The system will return with either an error condition discussed on the next page or if the transaction is successful an approval number and a transaction reference number Both of these items will print on the receipt After the customer has signed the receipt he will retain the carbon bottom copy while the top copy is kept for your records NOTE The purchase of the Infinity POWER Point of Sale module does not guarantee your company access to a credit card approval and draft capture network Before you will be able to process automated credit card transactions in the Advanced Point of Sale module it is mandatory that you contact a company that can provide you with elect
320. tion Inventory Item Number Quantity Unit of Measure Unit Price Extended Price Cost Gross Profit Gross Profit Percent Chapter 4 Print Reports Page 4 35 Point of Sale User Manual Commission Report Infinity POWER Sample Company Inc Detailed Commission Report Date Customer Name Trans Amount Cost Amount Tax Type Trans Description Sim Job Reg Payment Method Gross Profit Freight 04 28 2006 HARC1 Fred Hart 0 00 0 00 0 00 Adj 10525 Record Shipment SO BM 10525 0 00 0 00 Detail Code Description Tax Quantity U M Unit Price Disc Extended Price Extended Cost 6008 COS Accrual No 0 00 04 28 2006 HARC1 Fred Hart 11 227 50 5 344 11 729 79 Inv 69277 Invoice BM 10525 5 883 39 0 00 Detail Code Description Tax Quantity U M Unit Price Disc Extended Price Extended Cost SC001 Sales Tax No 729 79 10000 SONY 50 LCD Color Television Yes 5 00 Each 52 495 00000 10 00 11 227 50 SONY 52311 5 008 COS Accrual No 0 00 04 30 2006 SWIS1 Tony Swiss Construction 10 718 76 9 551 50 0 00 Inv 69237 Invoice BM 1 167 26 0 00 Code Description Tax Quantity U M Unit Price Disc Extended Price Extended Cost 31100 Concrete Blocks No 1 000 00 EA 5 01000 5 010 00 1060185461 31200 Electric Box Pole No 20 00 EA 212 75000 4 255 00 11APOLE 31300 12 2 X 4 Boards No 14 00 EA 9 34000 130 76 305011688 31300 4 X 8 Sheet Plywood No 100 00 EA 13 23000 1 323 00 305022511 Salesma
321. tion basis This would be required if inventory was sold before it was recorded as received in the inventory system When inventory items are sold that have not yet been recorded as received the system will record whatever costs are available to Cost of Sales However the program has no idea what the costs of the remaining items are The result is a negative number of units in the quantity to adjust field for the affected inventory items indicating that items have been sold for a cost which has not been recorded When the inventory receipt is recorded later the cost will not be automatically adjusted for previous sales Additionally the quantities in the On Hand and Available fields will not be correct because a portion of the items have already been sold This option allows you to adjust the Cost of Sales and to correct the inventory quantity fields On Hand and Available This is an important adjustment to make so that your sales journals and commission reports reflect accurate Cost of Sales amounts which are used in profit calculations For example a retailer has 5 units of item X in stock He receives 10 more units but doesn t have time to record the receipt A customer walks in and buys all 15 units Because the computer only knew about the original 5 units it only records the cost of 5 units The quantity to adjust field on item X is changed from 0 to 10 If he then records the receipt of 10 items he now shows 10 units on
322. tion detail on a daily weekly or monthly basis this file may be cleared out periodically at your discretion The information stored in this file varies between transaction types however all information entered for each transaction will be stored in this file Transaction Detail File filetype AR04 filenames coAR4dy dbf and coAR4dy mdx This file may be optionally used to maintain the sales journal detail for the entire year If you wish to maintain transaction detail on a daily weekly or monthly basis this file may be cleared out periodically at your discretion The information stored in this file varies between transaction types however all detail sales code information entered for each transaction will be stored in this file Salesman File This file contains each salesman s name number commission rates filenames coAR20 dbf and coAR20 mdx filetype AROS and current year s sales summary information filenames coARSdy dbf and coARSdy mdx Tax Rate File This file contains the sales tax rates and descriptions for each county filetype AR06 or state filenames coAR6dy dbf and coA R6dy mdx Sales Code File This file contains the sales codes descriptions taxable status filetype ARO7 General Ledger accounts unposted General Ledger summary filenames coAR7dy dbf and amounts and monthly sales and cost of sales summaries for the coAR7dy mdx current year Register File This file
323. tive or pended batches on the network No Greeting The Point of Sale module has established a communication link to the MAPP network and is waiting for a four character response or greeting from MAPP The greeting indicates that MAPP is available for access No greeting has been received after a given time period has elapsed If this is the first attempt to access the MAPP network a second attempt will be made using the same telephone number If this is the second attempt and alternate telephone numbers were provided on the Set Up Draft Capture screen the alternate telephone numbers will be used If all attempts to complete a communication link to MAPP have failed you may elect to retry dialing now or at a later time This message will appear only if the Message Level is set to 9 No Login The Point of Sale module had established a communication link with the MAPP network and was waiting for MAPP to send it a character sequence signifying a request for user validation information No such character sequence was detected by the system after a given period of time had elapsed If this is the first attempt to access the MAPP network a second attempt will be made using the same telephone number If this is the second attempt and alternate telephone numbers were provided on the Up Draft Capture screen the alternate telephone numbers will be used If all attempts to complete a communication link to
324. to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and click on the Save button to save your changes or click on the Cancel button to cancel the changes made Results coARSdy dbf Salesman File Salesman File Updated Delete Mode AR0411 This option allows you to delete an existing salesman Do NOT delete a salesman that has had activity in the current year this will distort your sales and commission figures This option allows you to delete salesmen you may have entered by mistake or no longer want First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on Save to validate your deletion of this record Make sure this is what you want to do because once a salesman is deleted it can not be retrieved again A backup of data files is alwa
325. to the Accounts Receivable Open Item File These transactions will show up on a Customer Inquiry as paid items There are additional features that can affect the Point of Sale module These involve the setup and usage of price plans This feature which is set up in Inventory and defined by customer in Accounts Receivable contains definitions of user definable price plans These price plans can be assigned to a specific customer or a range of customers Therefore if you elect to charge a customer s account during Point of Sale data entry and that customer has a specific price plan assigned to it the system will automatically calculate pricing for that customer s purchases and place their pricing on the data entry screen No additional steps are required on the data entry operator s part Likewise no additional set up in the Point of Sale module is required either If you are integrated with the Accounts Receivable module you will also have the ability to choose to use Multiple Accounts Receivable Processing This feature which is set up in the Accounts Receivable Master Configuration and AR codes are defined by customer will allow the Accounts Receivable transactions to post to various Accounts Receivable Accounts in the General Ledger Integration with Check Reconciliation If Point of Sale is integrated with Check Reconciliation the Print Deposit Register will prompt the user to post the entire deposit register amount to the Check Reconci
326. ton to validate this portion of the transaction and enter the detail of the sale At this time the system will check the transaction file for duplicate items If there are no duplicates you may proceed to the next screen The next screen displayed is a scrolling screen in which you may enter the detail of the transaction The top of this screen displays the total amounts such as Subtotal Subtotal after Discount Tax Freight and Invoice Total The bottom portion of the screen is a scrolling window which allows you two hundred lines of detail for the transaction The following describes each of the data items for each line of detail Depending on how you have the Master Configuration set for Default to Inventory Item under the Invoice Format the order will vary for these data items The order described here assumes that the configuration is turned off Chapter 3 Enter Transactions Page 3 9 Point of Sale User Manual Details The following describes each of the data items for each line of detail Sales Code This is the sales code which classifies the sale for this line You may enter the sales code or press TAB to scroll through the sales code file The TEXT sales codes work during invoicing in Accounts Receivable to allow free form text notes that will print on the invoices This replaces the need to use and sales codes where the limit of characters per line is only thirty 30 characters each
327. total raw materials sub assemblies and by products Bill of Materials 00 100 8x10 BLT Tools Launch Edit Navigation M vir mel xm Detail ltem Component Item Item Description Quantity Quantity On Hand Unit Cost Total Cost 30 501 1670 2 X 4 Boards 148 72 30 501 1677 10 2 X 4 Boards 1 303 00 3 75 15 00 30 502 2511 v 4 x 8 Sheet Plywood 307 00 8 59 120 26 Save Cancel Page 2 80 Set Up and Maintenance Chapter 2 Point of Sale User Manual The following fields may be input for each of the components Component Item Each component on the bill of materials must be an existing inventory item Number When you enter the number the description will be displayed immediately below the item number If you are not certain of the item number you may press TAB to scroll through the inventory file to make your selection Quantity This field indicates the quantity of this component which goes into the manufacture of this assembly Every time you record production this quantity will be withdrawn from the component s on hand quantity Entering a negative quantity may specify by products Every time you record production this quantity will be added to the component s on hand quantity Unit Cost This field contains the unit cost of this component at the last time production was recorded This field will be automatically updated with
328. tton to validate this portion of the transaction and enter the detail of the sale At this time the system will check the transaction file for duplicate items If there are no duplicates you may proceed to the next screen The next screen displayed is a scrolling screen in which you may enter the detail of the transaction The top of this screen displays the total amounts such as Subtotal Subtotal after Discount Tax Freight and Invoice Total The bottom portion of the screen is a scrolling window which allows you two hundred lines of detail for the transaction The following describes each of the data items for each line of detail Depending on how you have the Master Configuration set for Default to Inventory Item under the Invoice Format the order will vary for these data items The order described here assumes that the configuration is turned off 3 20 Enter Transactions Chapter 3 Point of Sale User Manual Details The following describes each of the data items for each line of detail Sales Code This is the sales code which classifies the sale for this line You may enter the sales code or press F2 to scroll through the sales code file NOTE The Master Configuration option allows you to change this field to default to the Inventory Item instead of the sales code This may be preferable if the majority of sales are inventory or if you will be using a bar code reader to enter the item numbers
329. ty POWER Report Writer program however does provide the user with this ability to organize information from the various Infinity POWER programs into the formats required by the File Import options The text files that contain the information to be imported must be in one of three forms 1 Fixed Length ASCII Records 2 Variable length ASCII Records 3 Comma Delimited Text Chapter 2 Set Up and Maintenance Page 2 17 Point of Sale User Manual These three types of files are discussed earlier in this section For all three types of text files the format of the data must be accurate for the import options to read the correct information Each field or data item must be in the correct order across the line or record and in the correct format depending on the type of text file Each of the import options allow you to print a transaction journal as the import is being performed This provides an audit trail of the information being updated into your data files This report will also indicate if the import of a record was not performed due to errors encountered in the importation process Some of the import file structures allow you to specify action numbers These action numbers tell the system whether you want the information being imported to be added changed or deleted The action numbers are listed below 1 Add Record to file 2 Change record in file 3 Delete record in file 4 Add record if it doesn t exist otherwise change
330. ty in the current year This will distort your sales figures This option allows you to delete sales codes you may have entered by mistake or no longer want First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete sales codes that you may have entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on Save to validate your deletion of this record 2 8 Set Up and Maintenance Chapter 2 Point of Sale User Manual Make sure this is what you want to do because once a sales code is deleted it can not be retrieved again A backup of data files is always recommended prior to deletion of records Results coAR7dy dbf Sales Code File Sales Code Information is marked for Deletion Copy Mode AR0408 This mode allows you to create a new sales code by copying the information from an existing one Using this option the system provides a quick method of setting up sales codes that are very similar Many items may only vary by description tax status or any other variable The rest of the information relevant to these items may be exactly the same First you must navigate to the re
331. u have selected the import option The result is to produce a XXXXXX map file in the program directory The Xs in this file name represent the actual name of the Infinity POWER option within the program e g AP0604 MA P The XXXXXX map file is used by the import option to override the default layout of the import transaction file By using file editing tools such as EDIT under DOS Notepad under Windows or vi under UNIX you may create a customized import record layout Whenever a XXXXXX map file is created it overrides the default predefined import record layout Items can be deleted entirely from the record layout file or moved from one position to another If a field is not specified in an import file that field may be deleted from the record layout file NOTE Key Value fields must be present in the import file and cannot be deleted from the record layout file Key Value fields are those fields that are designated with an asterisk in the documented import record layouts You may also have customized MAP files created for you by calling the Data Pro Support Services group at 727 803 1550 Page 2 18 Set Up and Maintenance Chapter 2 Point of Sale User Manual SET UP REGISTERS This section discusses in detail the options necessary to set up Point of Sale cash registers This option allows you to add change delete and copy custom configurations for your Point of Sale registers Set up includes the register numbers
332. ue Date This is the date that the invoice is due from the customer Based on the terms of the transaction used at the time of invoicing this date was automatically calculated at the time the transaction was originated and store into the file Job Number If the integration to the Job Cost Main Module was turned ON this open item can be related to a Job or Project The invoice may be a Job Invoice and a payment may be associated to making a payment related to a job The Job Cost Collections Report utilizes this field when the report is run Page 2 58 Set Up and Maintenance Chapter 2 Point of Sale User Manual G L Account Number If you have configured your system to use multiple Accounts Receivable accounts and have changed the A R Sales Code during the posting of payments or the writing of invoices for example this will information be displayed in this field This Sales Code ultimately relates to the actual General Ledger Account Number for the various Accounts Receivable accounts that may be stored on your Balance Sheet reflecting each unique receivables account Each posting could therefore be updating a different GL account uniquely although they are being billed and or paid through the same customer account Remaining Amount This number would be the remaining balance still due on this open item if there had been any partial payments made on this open item If this is the case you would have the ability to click o
333. ultiple payments have been made to this open item the Check Number stored here will reflect the last Check Number that was used on a payment for this open item When you are done with the Open Items section of the customer s record click Cancel to return to the main data entry screen Aging Button When you click the Aging button a new screen will appear to provide you with several pieces of information including a summary of all of the outstanding open items for this specific customer broken down by Aging Category as defined in the Master Configuration The Default configuration is set to a thirty day aging calculation but may be changed to meet specific customer needs Unpaid Finance Charges This field is storing the amount of finance charges that have been billed to the customer but have yet to be paid Chapter 2 Set Up and Maintenance Page 2 59 Point of Sale User Manual Year To Date Finance Charges This field stores the total amount of Finance Charges that have been billed to this customer Year To Date Finance Charges are a specific transaction type and calculated uniquely See the Accounts Receivable Master Configuration setup as to how your company is defined in the method of how it is charging finance charges if at all Available Credit This is an on going calculated balance that is automatically generated by the system and defined by taking the customer s Credit Limit and
334. umerous references to navigation The following navigation buttons are defined for reference when used through this chapter I4 4 b DARA e al Navigation Button Function 4 Selects the first record 4 Selects the previous record b Selects the next record bl Selects the last record Scroll view Selects specific record from list Page2 4 Set Up and Maintenance Chapter 2 Point of Sale User Manual Navigation Button Function Creates a record Modifies the current record Deletes the current record Creates a record based on the current record Maintains notes for this record Displays record timestamp information je p SET UP SALES CODES This section discusses the ways to add change delete and copy sales codes Sales Codes are used by the Point of Sale system to group certain types of sales They are also used to define the General Ledger accounts to be used with all types of transactions performed in the Point of Sale module Sales Codes can also be used to define Multiple Accounts Receivable accounts which can then be set up on the customer master record This assignment will default all transactions for that customer to a separate Accounts Receivable account in the General Ledger Sales Codes can be set up to determine whether a type of sales category is taxable or non taxable You may also set
335. unt or pressed TAB for zero dollars click on the Open button to validate When you validate the system will immediately open the cash drawer and record a NO SALE type transaction in the transaction file The transaction information recorded will include the date and time salesman number register number and amount deposited or withdrawn These transactions will be included on the sales journals and register reports Results coAR3dy dbf Transaction File No Sale Transaction Recorded RECORD PAYMENTS PS0105 This option allows you to record payments for your Accounts Receivable Customers This option is only available if Point of Sale is interactive with Accounts Receivable This option is similar to the Record Payments and Deposits option in Accounts Receivable However the entries are restricted to payments only and Point of Sale must be interactive with Accounts Receivable You must first select the customer number for this transaction Enter the customer number or click the Down Arrow F2 by default to scroll through the customer file to make your selection The following describes each of the data items Check Number This is a ten 10 character field for the check number of the deposit or payment received This will be stored as the transaction number of the open item and transaction If you have the Master Configuration option Require Unique Customer Check fs turned on the system will not allow the posting of the
336. urnal for a specific AR Code or a specific Tax Rate or a specific Region This will contain only those transactions that match the AR Code or the Tax Rate or the Region entered Field Names Transaction Date Customer Number Customer Name Transaction Type Transaction Number Transaction Description Manager Number Transaction Amount Cost of Sales Amount Tax Amount Freight Amount Total Amount of the Transaction Gross Profit Amount Gross Profit Percentage Customer Totals Grand Totals Optional Transaction Detail Sales Code Description Inventory Item Number Quantity Unit of Measure Unit Price Extended Price Cost Gross Profit Gross Profit Percent Summary by Sales Code Page 4 18 Print Reports Chapter 4 Sales Journal by Customer Infinity POWER Sample Company Inc Detailed Sales Journal Point of Sale User Manual Page 1 4 04 28 2006 By Customer Date Customer Name Trans Amount Cost Amount Tax Total Type Trans amp Description Sim amp Job Reg Payment Method Gross Profit Freight GP 04 05 2006 1 Fred Hart 725 00 0 00 0 00 725 00 Pay 60344 Payment BM 725 00 0 00 100 00 Detail Code Description Tax Quantity U M Unit Price Disc Sale Cost Profit 6102 Payment No 725 00 725 00 Inv 69244 106 15 Inv 69250 294 40 04 28 2006 HARC1 Fred Hart 0 00 0 00 0 00 0 00 Adj 10525 Record Shipment SO BM 10525
337. urrently have as active in the Windows operating system You may choose to change printers by clicking on the Print Options button and select another printer that you have set up in your Windows program Also by choosing Printer you have the capability of changing the title of the report you will be printing The standard report name will be shown however if you wish to overwrite it with another title you may do so If you select E Mail this will cause the output to generate an e mail to a specific recipient On the Output Options screen you will need to define the recipient of the e mail in the To field Make sure to enter their e mail address not just their name The Subject field is automatically assigned the name of the report you will be generating however if you wish to overwrite it with another subject you may do so NOTE Be sure you have defined your E Mail Host in the Output section of the Configuration Settings otherwise this feature will not be operational Your name should be your e mail address not your actual name Chapter 4 Print Reports Page 4 1 Point of Sale User Manual If you select Display this will cause the output to generate the report to the screen All reports are generally created in an 80 or 132 column format You may size your output window both larger and smaller to allow you to view as much of the report on the screen at once as possible If you are used t
338. validate from this screen Results coARL dbf Credit Card Processor File Credit Card Processor File is Setup START NEW YEAR S FILES PS0421 This option starts up your Point of Sale files for the new fiscal year Before executing this option you should make multiple copies of the old year s files for archival purposes To select this option you will go to Systems from the Menu Bar and select System Administrator following screen illustrates where to locate this option Infinity POWER for Windows Infinity POWER Sample Company Inc ins File Systems Help General Ledger Accounts Payable Purchase Order Entry Accounts Receivable Inventory Management Sales Order Entry F gt 7 Point of Sale CPU Diag Payroll Job Cost Main Module Time Sheet Entry Check Reconciliation fi 7 tf P T t Report Writer Report Writer Run Time Customer Support Management Security Administrator f POWERServer Module saga Run Crystal Reports Productivity Tools Form Generator POWER Upgrade Utility Start Up From Scratch Start New Year s Files par area Pritsi Chapter 2 Set Up and Maintenance Page 2 43 Point of Sale User Manual Before selecting this option you should make several backups of the old year for archival purposes before starting the new year You must also be in the last fiscal period month of the year before you can execute this option Start New Year s Fi
339. ved regardless of this type Click on the appropriate Commission Type for this salesman Base Commission These data items define the commission percentages that will be used when calculating the commission amount The Base Commission 46 is the starting percent that will be used up to the Level 1 Break amount The Level 1 Commission 46 will be used on sales above Level 1 Break point up to Level 2 Break point The Level 2 Commission will be used on all sales above Level 2 Break point This allows for several different commission rates for each salesman depending on the volume of sales that were made Page 2 10 Set Up and Maintenance Chapter 2 Point of Sale User Manual Details By clicking on the Details button a screen will appear to allow you to enter the Gross and Net Sales for this salesman for each period of the fiscal year These amounts will be automatically updated during normal processing When completed click on the Save button to validate these changes When all information is entered for the salesmen click on the button to validate this entry or click on the Cancel button to cancel this entry Results coARSdy dbf Salesman File Salesman is Added to Salesman File Change Mode AR0410 This option allows you to change information for an existing salesman If you have made any mistakes during this set up process you may return to the Change a Salesman option
340. ventory item from the option you are performing in the Point of Sale module All of the normal setup features available in the Manufacturing Inventory Management module are also available at this point in the program When you exit this option you may then call up the item you just added to the system You must be interactive with Manufacturing Inventory Management to perform this function Page 1 6 Introduction Chapter 1 Point of Sale User Manual Register Login CTRL F9 This allows you to Log In a new salesman to the Point of Sale module This salesman is the default salesman for all transactions being posted through the system until he she logs out and a new salesman is logged in If a new salesman wants to record a transaction on the system you may simply press CTRL F9 Character based Windows and select the salesman that you wish to Log In to the system The old salesman will automatically be Logged Out of the system Register Logout CTRL F10 This allows you to Log Out the current salesman in the system If you have several salesmen working on the same cash drawer you may want to make your transactions and then immediately Log Out so that no one else may use your salesman password to gain access to the system The system will record a transaction register of each transaction posted through the system Unless you specifically Log Out the system will maintain the last Logged In salesma
341. wer and an external video display unit This includes device names and control codes After entering the Register Number a screen will appear with the following data items which are used to define the Point of Sale Register Register This is the three character register number that you assign Description This is a thirty 30 character alpha numeric description for this register This will be displayed in the Select Login Register window when selecting a register upon initial login Password This is a ten 10 character alpha numeric field which is a password for this register Upon initial login the system will request a register number and password if a password is defined on the register set up Use AR SLM This check box will determine whether or not the salesman that is assigned to a customer in the Accounts Receivable module should be the default salesman applied to all transactions when this register in logged in This only applies if you are integrated with the Accounts Receivable module By clicking on the check box the system will utilize the default salesman Salesman This data item will determine which salesman number will be the default on all transactions entered from this register number However if Use AR SLM is turned on the system will use the salesman set up on each customer If there is no salesman set up on a customer the system will use this data item as the default Chapter 2 Set
342. when each payment will be due The due date Payment for the first payment will follow the terms definition on the invoice This item will contain either which day of the month each additional payment will be due or how may days apart each additional payment will be if you have specified Specific Number of Days as the Scheduled Payment Type You may now click on the Process button to validate the transaction and display a window for identifying how the payment will be made for this transaction The screen will automatically display the total amount of the transaction the amount due and the change required The system will first ask for the number of pay types Page3 14 Enter Transactions Chapter 3 Point of Sale User Manual Payment Method Entry Tools Launch Edit Navigation I4 4 2 Total Amount Due 5 01 Remaining Amount Due 0 00 Amount Tendered 5 01 Change Due 0 00 Detail Item Payment Id Payment Type Description Check Number Amount Process Credit Card 01 Process Credit Card x You can select any of the payment types that have been set up If the payment type is set up as check you will be able to enter a check number and if it is set up as credit card it will take you to the credit card screen where you can enter the credit card information and authorize it if connected to a credit card processor NOTE For credit cards that dial out f
343. xplanation of each of the data items Tax Rate This is the number you assign to define your tax rate This is a ten 10 character alpha numeric field Description This is the description of the Tax Rate which will be displayed on all reports and screens This is a thirty 30 character alpha numeric description field Primary Tax Rate These rates are the tax rates for each of the five entities for the 1st tax rate As you enter or change the rate the total tax rate will automatically be adjusted Break Point This is the dollar amount of sales that is the break point to begin using the second rate All sales above the break point will be taxed at the 2nd rate Secondary Tax Rate These rates are the tax rates for each of the five entities for the 2nd tax rate As you enter or change the rate the total tax rate will automatically be adjusted NOTE The entity field is simply a feature that allows the breakdown of tax liability into several different categories such as state county city etc This provides reporting which is very useful in determining your tax liability for each government entity Details By clicking on the Details button a new screen will appear and will be updated as new sales are added to the system Each tax rate affected will be updated with monthly information that consists of Total Sales Taxable Sales Taxable Subject Limit Total Tax and Amount over Limit When you have completed e
344. ys recommended prior to deletion of records Results coARSdy dbf Salesman File Salesman Information is marked for Deletion Chapter 2 Set Up and Maintenance Page 2 11 Point of Sale User Manual Copy Mode AR0412 This option allows you to create a new salesman by copying the information from an existing one Using this option the system provides a quick method of setting up salesmen that are very similar Many salesmen records may only vary by their names The rest of the information relevant to these salesmen may be exactly the same First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then Copy You will notice all the information except for the salesman number will be copied to a new record Enter the new salesman number for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the file Results coARSdy dbf Salesman File Salesman Added to the File SET UP TAX RATES This section discusses the ways to set up change delete copy tax rates and import tax rates from an ASCII file or update them through the Independent Systems tax rate file It also discuss

Download Pdf Manuals

Related Search

Related Contents

Oxiperm Pro  Manuale di installazione e manutenzione  Silk·épil EverSoft  Belkin Charger Kit    BRAVO® 720 - Agrytec.com    PDFファイル    Motion Pro 08-0411 SyncPRO™ Carb Tuner Instructions  

Copyright © All rights reserved. Failed to retrieve file