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Merlin Back Office User Manual

1. Bosks Fiction Panguin DU cr prror a l4 CADFNZ00G Cadbury s Fruit 4 Nut 2009 Confectionery Choc Ls CADFNSOG Cadburys Fruit Nut 50g Confectionery Chocolat This wizard has detected that the file that you chose is saved as Delimited In the Original Data Type panel check Delimited Then click Next This will take you onto Step 2 Copyright of Merlin Software Ltd 282 Merlin BackOffice Text Import Wizard Step 2 of 3 71x This screen lets you set the delimiters your data contains You can see how your text is affected in the preview below E IZ _ T Treat consecutive delimiters as one Tab Semicolon Comma rs l Space I Other E Text qualifier E Data preview ProductCode Pescription EPOSDescription Bergerac White 11 Book 1 ADFN2006G adbury s Fruit 4 Nut 200g ADFNSOG adburys Fruit 4 Nut 50g Cancel lt Back Next gt Einish Here you need to select the delimiters that your file contains Uncheck Tab and check Comma so the screen you will see will look like the one above When this has been done click Next and you will see Step 3 Text Import Wizard Step 3 of 3 21x This screen lets you select each column and set Column data format the Data Format C General General converts numeric values to numbers date C Text values to dates and all remaining values to text C Date om C Do not import column skip Advanc
2. Negative Stock Adjustment 1 12 OAM Adjusted by Penny Accept Chear x Negative Adjustment Out Line Product Code CARLSOOML fal a i i ha Location Penny s Pretties Barnsiey By Quantity Reason Code OUT Out of Date 8 J furs Current Quantity Levels Available 8 3 New Level 65 Back Order 0 ly Purchase Negative Stock Adjustment The first thing that you need to do is to enter your name in the Adjusted By field The Merlin Back Office system will not allow you to complete the booking in process if you have not filled in this field Selecting the Product Select the product that you are booking in by scanning the barcode or entering the Product Code Copyright of Merlin Software Ltd ns Merlin BackOffice The Product Code can be found by clicking on the Search button to the right of the box which takes you to the Stock Search window It can also be found by clicking on the down arrow to the right of the box and selecting from the drop down list that appears Alternatively if you know the Product Code you can simply type it into the box Also if you know how the Code begins typing in the first few letters will narrow down the drop down list that appears This can be useful if you have a large Stock File Once you have selected a Product the system will fill in the Product Description in the field below It will also display the current available stock levels for that Product includi
3. 3 New Web Query New Database Query E nport Text Fie eres Data Click on Import Text File The next window you will see will be the Import Text File window Here you need to change the files of type to All Files This is done by clicking on the down arrow at the side of the box called Files Of Type When this is done it will show all files available in the specified folder Select the file that you require and click Import If the file has originated from the Stock Take Tool this will be in the csv format whereas if the file was created using the Export routine in the Utilities Menu the file will be a txt file The Text Import Wizard will now open This has 3 Steps that need to be followed Step 1 looks like this Text Import Wizard Step 1 of 3 fra Pe The Text Wizard has determined that your data is Delimited TF this is correct choose Next or choose the data type that best describes your data Original data type Choose the file type that best describes your data Delimited Characters such as commas or tabs separate each field C Fixed width Fields are aligned in columns with spaces between each field Start import at row fi E File origin windows ANSI Preview of file C Import Test Files My TesterslEXPORTTEST TXT 1 ProductCode Description EPOSDescription StockCategoryl 2 BERGERACW Bergerac White 11 Wine White Stowells R 3 FBOORL Book 1
4. Copyright of Merlin Software Ltd Pack Sizes amp Price Breaks 61 6 Pack Sizes amp Price Breaks 6 1 Pack Sizes The Merlin Back Office system allows you to set up stock items to have different Pack Sizes This means that if you buy a Product in bulk you can then split it up for sale as different sized packs of the same Product with different prices for these different packs Pack Sizes have been included in the Merlin system to make it as flexible as possible so that you can configure the system to truly suit your business In keeping with this there is no limit to the different Pack Sizes that you can set up for a particular Product Units Pack Sizes can relate to units An example would be 330ml cans of fizzy drinks that you buy in crates of 24 cans The Merlin Back Office system will allow you to sell these cans however you want to sell them This might simply be as single units or in packs of whatever quantities you choose In this example you might sell the cans in packs of 4 6 12 and 24 as well as singly In this case the Pricing screen would resemble the following e a a ps a tet ose EI O se oa 3 500 4 990 6 990 15 990 Using Pack Sizes for units in this way eliminates the problems that would normally occur if a customer removes one of the units from the larger pack and buys it separately Normal procedure would then be to adjust your stock levels to remove the larger pack an
5. Customer Functions 181 Customer Maintains m a aaa ni rae iaa 181 Customer Maintain we 181 Adding a NeW CUSTOMER a p a a e ar a a a a a aeaa a ee rae An aaa E aia aiaa 182 Contact D tailS Ii ii 183 Business IMfOrm ation on erase 184 Customer Settlement TerMS ccsscsssssesseeseeeseeseseseeeeseeseeeeeeeseesseesseeseeessesseeessesseneseseeesseesseaseneseessenseeeeseneeaes 186 Sale SvAMAlYS 1S A aa 188 Account ENQUINY A socevenncudsevesslecsuscivevdsdssbtuveudenscetesteasduccurateusdsetsvenscseetees 191 Delivery Addresses 194 Deactivating a Customer 195 Reactivating a CUSTOMER ina 197 Allocate PAY MEM AI ii do 198 Allocate Payment de aii 198 Entering a New PayMe int s cscsscccccissisesessecstccsesserssnsevscecescsersesceastecsensecssnseuseccsstsesessensecvessersenseusercvesersessensterdensey 199 Allocating Payments to INVOICES cccs ccceeceeseeceeeeeeeeeeeeeaeeesnaeeseeensuesesaaeeeseeessaasesaaeeeseeeesaaeesaeeeseeeneeeseesaeees 201 Auto Allocation iio dto Manual Allocation Resolving Disputes Disputes Mainta iM ccisenetsinccdcecnesstiescavceicnansPacietasecstasnenceslecsiacadnavedsvaissacnsconeaseelescdsvesdcsscndewedscnsas Dispute Transaction sario cesaedsedce e ea eaa E A ae a anes PaPa S anes eaaa aap cise sesvsusiensncestaassasanens 208 DiS pte aint aa a Te a a aaa a a aeae ra aara a a a Eana rarae edanan eane raian aSa 210 e e E ETE E E T ATE E E A E T 211 COMMONS A ON 212 Aged
6. Maintain Postings The Nominal Posting program consists of four different elements covering the posting of Journal Sales and Purchase transactions as well as reprinting previous postings In all cases the Journal Sales and Purchase buttons will remain greyed out unless there are transactions to be posted The area directly below each button will show the number of transactions that are waiting to be posted Post Journal Transactions This option posts all transactions that have been entered using the Nominal Journal Entry program to the relevant Nominal Ledger Accounts Post Journal Transactions It is essential to post all the Journals using this program otherwise they will not be transferred to the Nominal Ledger However please remember that once you have posted a Journal Entry you can no longer alter ts details in any way Post Sales Transactions When a Sales transaction is performed the relevant Sales Ledger and Stock files are Copyright of Merlin Software Ltd 262 Merlin BackOffice updated immediately However the details of these Sales transactions are not passed on to the relevant Nominal Ledger Accounts unless you run this program Post Sales Transactions The program must be run regularly We recommend at least once a week even once a day if you are putting through a lot of Sales transactions Post Purchase Transactions When a Purchase transaction is performed the Purchase Ledger is immedia
7. In order to book in new stock the products must already exist in the Merlin Back Office system If this is not the case you must first add the product to the Stock File see Creating a New Stock Record To book in new stock double click on the Stock Book In icon in the Stock Control Menu This will bring up the following screen J Book In Stock Qty Available gt Book In Packs R Unt Cost 1320 Total Cost 26 40 Best Before ooo da pa a E BOOKER Book In Stock The first thing that you need to do is to enter your name or initials in the Booked In By field The Merlin Back Office system will not allow you to complete the booking in process if you have not filled in this field Selecting the Product Select the product that you are booking in by scanning the barcode or entering the Product Code The Product Code can be found by clicking on the Search button to the right of the box which takes you to the Stock Search window Alternatively if you know the Product Code you can simply type it into the box Also if you know how the Code begins typing in the first few letters will narrow down the list You can then scroll through the Products using the up and down keys to find the required one Once you have selected the Product Code you will notice that the system has filled in Copyright of Merlin Software Ltd Stock Control 113 some of the other fields for you The Product Description will appe
8. Select Report Type C Sales Daybook C Cash Daybook Both from Date 50 06 2001 To Date 30 08 2001 Show VAT Breakdown Y Cash Sale Detailed Summary Location ALL LOCATIONS v 15 Report X cancel Print Sales Daybook The Sales Daybook is divided into two sections In the first section Sales Daybook the Sales Invoices are listed showing the net amounts the VAT amounts and the total amounts The net total sales total sales less credit notes is the total of all outputs for VAT purposes The total VAT amount is your total VAT output In the second section Cash Daybook all the cash entries are listed with totals To Print the Daybook First select the type of report that you wish to print out You can choose to print the Sales Daybook the Cash Daybook or both the system will default to the Both setting You must then set the start and finish dates for the period of reporting Click on the down arrow to the right of each of these fields and select the dates you require from the pop up calendar that appears By default the system will enter the current date into both start Copyright of Merlin Software Ltd 216 Merlin BackOffice and finish fields meaning that the report will be the current days Daybook Finally you can specify whether you require a detailed report or simply a summary Once you are satisfied that all the details are correct click on the Print button
9. Here you can select a specific Supplier to view or an entire range of Suppliers by changing the properties in the From field and To field using the button Once this has been done select the options that you require from the list available Once you are satisfied with the criteria you have set click on the Report button This will generate a report which you can choose to print out or simply view on the screen Printer or Screen If you choose to send the report to the printer simply click on the printer icon in the toolbar at the top of the screen The report will print out in the normal way However the Merlin Back Office system allows you to see an exact copy on screen of the report which would otherwise have been sent to the printer This may be useful if you only need to check certain details of a Debt as the actual printing of the report may take some time If you want to view the report on the screen you will most probably want to make it bigger You can enlarge the report by using the three buttons that appear in the middle of the toolbar at the top of the screen Each one of these buttons will make the report Copyright of Merlin Software Ltd Supplier Functions 179 larger and easier to read You can also select the size that best suits you by using the Zoom function on the toolbar You can then scroll around the report to find the information you require Copyright of Merlin Software Ltd 180 Merlin BackOffi
10. The details that you have added to the record will also appear in the smaller window at the bottom of the screen they will be marked as Commented and will appear along with the date and time of entry as well as the operator who entered them Copyright of Merlin Software Ltd Supplier Functions 175 11 5 Purchase Invoice Entry 11 5 1 Purchase Invoice Entry The Purchase Invoice Entry program allows you to enter the invoices that you receive for goods that have been ordered using the Purchase Order Processing program Double clicking on the Purchase Invoice Entry icon in the Suppliers Menu will bring up the following screen El Purchase Invoice Entry Nominal Ledger Destribution Account Dept D C Description Debit Credit Entering a New Invoice To enter a new invoice click on the New button This will blank the all the fields ready for you to input your new data First you need to enter the current date this is the date that the invoice is being entered onto the system Then you need to select the type of entry that you are making Click on the down arrow to the right of the Type field and select from the drop down box that appears You must then follow the same procedure to select the Supplier that the invoice refers to and the terms that the Supplier is offering you on payment of the invoice The remaining fields allow you to enter the Date that the invoice was created the Invoice Number a Description
11. You can select the category you require by clicking on the down arrow to the right of each Category field and choosing from the drop down list that appears The categories inthe drop down list are those that already exist on your system but if the Product whose details you are entering or amending does not fit into any of these categories you can create a new one Click on the plus button to the right of the Category 1 field and the following box will appear Add Category X New Category Or Cancel Type the name of the new category you wish to create in the box and press the OK button This has the effect of entering your new category into the field and adding it to the drop down list for future use To create a new entry in the Category 2 field follow exactly the same procedure The only difference is that you are now creating a new sub category and the title of the box that appears will tell you this Add Category X New Sub Category OF Cancel The Brand field works in exactly the same way to the Category 1 and Category 2 fields It will allow you to select from the Brands that exist on your system or create a new Copyright of Merlin Software Ltd s Merlin BackOffice Brand as described above Add Brand X New Brand pan Pao Cancel Pack Type Use this field to specify the way that you intend to sell this Product Clicking on the down arrow to the right of the
12. 128 Merlin BackOffice 10 8 3 Printing a Reorder Report Once you have pressed the Update button and the system has told you how many items will be included in your report you can choose to print out the report by clicking on the Report button The report will appear on your screen and will resemble the following Printer or Screen If you choose to send the report to the printer simply click on the printer icon in the toolbar at the top of the screen The report will print out in the normal way However the Merlin Back Office system allows you to see an exact copy on screen of the report which would otherwise have been sent to the printer This may be useful if you only need to check certain details of a the Reorder Report as the actual printing of the report may take some time If you want to view the report on the screen you will most probably want to make it bigger You can enlarge the report by using the three buttons that appear in the middle of the toolbar at the top of the screen Each one of these buttons will make the report larger and easier to read You can also select the size that best suits you by using the Zoom function on the toolbar You can then scroll around the report to find the information you require Sorting the Report You can use the three fields at the top of the screen to configure the Reorder Report as you see fit The three selection criteria for the report are Supplier Code Category 1 an
13. 6 PB 1 7 PH 1 COST OF SALES 8 GA 7000 7100 2 1 Y 2 N 9 PS 2 10 PT 2 1 Y 2 N D Total Cost of Sales 11 PB 1 12 PH 1 GROSS MARGIN 13 AT 1 2 14 PT 2 1 Y 3 N C Sales Less Cost of Sales 15 PD 3 16 PB 1 17 PH 1 OPERATING EXPENSES 18 GA 7200 10000 3 1 Y 2 N 19 PS 2 20 PT 3 1 Y 2 N D Total Operating Expenses 21 PB 1 22 PH 1 PROFIT LOSS 23 AT 3 2 24 PT 2 1 Y 3 N C Net Profit Loss 25 PD 3 Copyright of Merlin Software Ltd 272 Merlin BackOffice When this has been entered in to Financial Statements it should resemble something like the picture above To save the layout click on the Save Layout button This will store the settings for later use of the program When you want to print the finished report click on the Preview button on the top right hand side of the window This will then show you what the report will look like To configure the data for the report click on the Print Financial Statements tab Copyright of Merlin Software Ltd Nominal Ledger Functions 273 14 7 2 Print Financial Statements When you have set up the layout for your report using the Maintain Financial Statements tab you need to set the report up to see the data required This is done on the Print Financial Statements tab This is found by clicking on the Financial Statements icon in the Nominal Menu You will then see a screen that looks like this Financial Statements Print Account Number Print Zero Amount M Calculate for eac
14. For information about the operations see section above Description This is required when using the MT PT and PH operations The description field can contain 25 characters To enter a description select the appropriate operation and simply type in the description in the space provided As you are entering the details for the statement you will notice a button called Change Font This allows you to change the font and the size for any line on the statement To do this click on the button and select the font that you require from the window that appears EXAMPLE LAYOUT If you have created Nominal Income and Expense Accounts within the ranges specified on the example below you can create a Profit and Loss Account Layout using the information shown below If your account numbers are different use your numbers in place of the ones shown below These settings will be shown in the list window on the top of the screen Copyright of Merlin Software Ltd Nominal Ledger Functions 271 Financial Statements Maintain Financial Statement Formats print Financial Statements Creste Mew Repot Line Op FromN tL ToM P Description 651 Balance Sheet Total Fixed Assets CURRENT ASSETS 1 Main Title 1 Balance Sheet XA Change Fort Financial Statements Line From L To Tot Bse P Loc D C__ Description 1 MT PL1 Profit amp Loss A C 2 PH 1 SALES 3 GA 6000 6300 1 1 Y 2 N 4 PS 2 5 PT 1 1 Y 2 N C Total Sales Income
15. Margins In the pricing area of the screen bottom left there are two fields called Margin and Actual Margin Last Lh Cost fo os 09 06 2004 6 2 Newt Unit Cos E yen 16 06 2004 100 5 00 1 80 42 30 05 2004 1 0 05 1 30 42 Rere Eu A 14 07 2004 25 1 00 t4 84 35 mardn fo az ActualMargn 90 42 The Margin field is part of the pricing structure that you created when you added the Product to the system The value in this field will remain static as the stock queue changes because it denotes the Margin that you were initially trying to achieve when you set up the pricing structure This allows you to perform a comparison with the Actual Margin and make any necessary adjustments see below If this value changed without you specifically changing it you would have no idea of the Margin that you were Originally trying to achieve and you would not be able to see any differences in your margins The Actual Margin field shows the Margin that you are presently achieving on the Product in question This will change as your cost price changes and will reflect the Margin of the batch of stock that you have booked in most recently Adjustments can be made to Margins as follows a To keep your original Margin and adjust the Selling Price Click in the greyed out Margin field with your mouse cursor then press RETURN This calculates a new Selling Price based on the new Cos
16. Postcode S75 DL Brench Type K Head z Contect Telephone No 01226 731785 Fax Mo fo 1225 731867 Emal testers gitcopos co uk Branch Info Editor This is the Branch Info tab It is the screen where you add or alter the contact details of your Branch and is straightforward to fill in At the top of this screen is another tab called Logo Click here for details of the Branch Logo Editor gt If your system is Multi Locational click here for further details Copyright of Merlin Software Ltd Merlin BackOffice 9 2 Branch Logo Editor If you decide to change your company logo then you would need to use the Branch Logo Editor to apply these changes to all the system print outs and reports At the top of the Branch Information Editor screen is a tab called Logo and clicking on it will bring up a screen which will resemble the one below tA Branch Info Editor E lO xl Branch Info Logo tocaron hoo Name Head Office Dimensions 3202240 other sizes moy be used wth a retio of 4 3 Branch Info Editor You can use this screen to add or alter details of your company logo This is the logo that the system uses on the statements reports etc that it prints out Adding a Logo To add a logo to the system click on the Load button The system will allow you to use logos that are saved in Bitmap bmp format the ideal dimensions for the logo are 320x240 pixels Other sizes can be used but t
17. Saher Armbato Corners rege Custo ECoreeerce Product Cock Product Cuscrpticn locaton ciao 7 Eal Koca Colo 3300 E X cvn Yez CCL to Drea Pictes reaps scoledto 250 ptes on minarum drezon Gua Maintain Stock File Select the Image tab and select a Product Click Load to select your image file Images in JPG PNG BMP GIF and TIF formats are acceptable Images are scaled down if their minimum dimension is greater than 250 pixels Once an image is associated with a product Merlin keeps its own copy of the image When products are uploaded to the ECommerce website they are padded with white space so they maintain their aspect ratio Copyright of Merlin Software Ltd ECommerce 303 17 3 Applying ECommerce Discounts Itis possible to associate one of the product discount levels with the ECommerce stock Double click on the Maintain Stock File icon in the Stock Control Menu and the following screen will appear y Martane Stork File Vester Data Pridng Discounts rare Sales anses Comments reaps Custors ECoawerce Product Code Product bergin Loc on kocer gt Hs Pontons kraade oo 1 3 4 5 Deok Ma Etre E Mesa 06 Meg View ar Ez VAT Prios evi aa Ire VAT Prica Frockxt s Groes Nargrie Maintain Stock File Select the Discounts tab and select a Product One of the five discount levels available for each product can be nominated as a online discount level The
18. System Setup amp Maintenance to username of ADMIN and a default password of ADMIN The username will remain the same but we ask you to rename the default password for security reasons This completes the New Company Setup and gives you access to the main workspace of the Merlin Back Office program You will notice that your company name appears at the top of this screen along with the Terminal Number Branch Code and Username of the current operator Down the left hand side of the screen are a series of folder icons These are menus into which the different functions of the system are grouped You can view the contents of a menu by double clicking on it and use any of the functions it contains again by double clicking on the relevant icon Note the New Company you have set up will not contain any data at all allowing you to enter your Product Supplier and Customer details as you see fit Full context sensitive help on all aspects of data entry is provided throughout the system and can be accessed by pressing the F1 key on your keyboard On the other hand the Training Company already contains some sample data which has been set up so that you can quickly see how the system works once the initial setup is complete You are free to add to or amend the Training Company data as you see fit Once you are satisfied that the details you have entered are correct and that you have filled in all the fields click on the Accept butt
19. To Month fiz Mari Department feall gt E Depa Liner il Show each Department Separately p Report Based Un Current Budget C 1 Year Past C Forecast 2 Yoors Past Include Beginning Balance XK exit Print Trial Balance You can configure the Trial Balance report to suit your requirements Select a starting month and a finishing month using the up and down arrows at the top of the screen then select a Department if necessary Note that if you have different Departments set up on the system you can also configure the report to show each Department separately You can then choose whether you want the report to be based on the Current figures the figures from 1 or 2 Years Past the Budget figures or the Forecast figures There is also a box to check if you want the report to include the Beginning Balance Printer or Screen If you choose to send the report to the printer simply click on the Report button at the bottom of the screen and select Print The report will print out in the normal way However the Merlin Back Office system allows you to see an exact copy on screen of the report which would otherwise have been sent to the printer This may be useful if you only need to check certain details of the Trial Balance Copyright of Merlin Software Ltd 266 Merlin BackOffice If you want to view the report on the screen you will most probably want to make it bigger
20. all the Supplier functions in another and all the Stock programs in another etc etc The Merlin Back Office system provides you with total flexibility in this regard If you wish to set up more than one user with the same menu settings you can copy the settings to be re used For further information go to Importing 8 Exporting Menus Copyright of Merlin Software Ltd Menu Editor 75 8 5 Amending amp Deleting Menus To specify the user whose menu you wish to amend or delete click on the down arrow to the right of the User field and select the appropriate user from the drop down list that appears That name will then appear in the left hand window of the User Editor screen In the right hand window of the User Editor screen should appear all the menus that are currently applicable to that user You can add another menu using the procedures described in Adding a New Menu You can also delete a menu by clicking on it and then clicking on the Delete x button in the toolbar If you need to amend or delete the contents of a particular menu double click on the menu in question The menus will then move into the left hand window with the one that you clicked on highlighted The contents of the right hand window now reflect the contents of the highlighted menu You can add further options to the menu using the procedures described in Adding a New Menu You can also delete an option by clicking on it and then clicking on the Delete
21. button situated above this window Copyright of Merlin Software Ltd Supplier Functions 167 Copyright of Merlin Software Ltd 168 Merlin BackOffice 11 3 5 Manual Allocation Purchase The system will also allow you to manually allocate payments to purchase invoices if you prefer To use the facility highlight the payment that you wish to allocate by clicking on it with your mouse cursor Then highlight the invoice to which you intend to allocate the payment Then click on the Allocate button situated above the lower window and the following screen will appear Allocate Payment From Payment 54R SP 00500002 To Invoice BAR SI 00200010 Allocate Max Discount Info Customer Terms None Discount Available Discount Days Left Discount Gwen Remaining Balances after allocation Payment 90 00 Invoice 12 79 Cancel The area at the top of this screen shows the number of the payment that you have selected and the number of the purchase invoice that you are allocating it to The field below this information is used to enter the amount that you are allocating to the invoice in question Here you have two choices a You can click on the Max button This will allocate the maximum possible value from the payment to the invoice If the payment is larger than the invoice the system will allocate the full invoice value If the invoice is larger than the payment the system will all
22. in the case of business Customers this may differ from the Customer name as well as contact telephone numbers and e mail addresses In the bottom right hand corner of the screen is an area called Loyalty Scheme This is for you to store details of the Customer s loyalty discount if your business offers sucha scheme Note the Merlin Back Office system will save the data you enter as you type so there is no need to save the details you input This is done automatically by the system Therefore once you are satisfied that the details you have entered or amended are correct you can simply exit the program Copyright of Merlin Software Ltd 184 Merlin BackOffice 12 1 4 Business Information The Business Information tab is where you enter the details of your dealings with that particular Customer sent Customs parres e ya sacate kd sse XK corcet cor patali Comments Bona Wf sase ruda accoue engury Daty silicio Dr qui Cuba udrea Dreta le Pidy Pito Oo Typ E feror Type fe adja a Crodt unt 1 000 00 Obcanrt Leve 1 S e Tack WOT Per F snor ragusd Maintain Customer File The first field allows you to specify the type of account that you are prepared to offer the Customer Click on the down arrow to the right of the Account Type field and select an account type from the drop down list that appears These account types are fixed within the system which means that you can only select from
23. it can be amended by altering lines or by adding more lines either from another Purchase Order or by selecting from the Product List Copyright of Merlin Software Ltd Stock Control 123 10 7 3 Selecting a Product for Transfer Selecting the Product Select the product that you are booking in by scanning the barcode or entering the Product Code You can also import the items ona specific Purchase Order by pressing the Get PO Data button The Product Code can be found by clicking on the Search button to the right of the box which takes you to the Stock Search window It can also be found by clicking on the down arrow to the right of the box and selecting from the drop down list that appears Alternatively if you know the Product Code you can simply type it into the box Also if you know how the Code begins typing in the first few letters will narrow down the drop down list that appears This can be useful if you have a large Stock File Once you have selected the Product Code you will notice that the system has filled the Product Description field automatically Details of the current quantity levels for that Product will also appear including Available stock stock on Back Order and stock on Purchase Order Quantities The next field is for Pack Size Unless you have set up different Pack Sizes for the Product you will only be able to choose to transfer an individual unit If the Product is available in different P
24. 76h MS2 Default Language english uk 4 p Hera baceus sour datezers before perto 1 9 any fea Pop late cperet ora Doct imentation Upload and Import EP File Enea hormel Settings amp Inset to cb Info Upload and Split EP File Benes Ser ile Import EP file from Temp Dir E gt esa home w Linear msds Export EP or Froogle Products File Damnica ore iy e costo IE cay ilo moza nimta 2 omens Ireuzez O ora iarv C A Teese E atirizuias O tatezoras C morutectire Ors Oime Oege D COeshbs COE Cretu ker by caregsrr men fex rer S staz V Bd de ur Licks y thea sase to Terp Drath camplahad Crosta Complete y s n temp te Models Prive Qey exo etn E crate Models Catezory av a n tame de te Froogle cay ile Im bemp zi Under Upload and Import EP File click Browse and select the file exported from the Merlin ECommerce Link Click Insert into db to add the stock changes to your stockroom You will see a confirmation of the changes at the top of the screen Changes happen immediately and you can view the stock by selecting Categories Products from the menu or by viewing the front of your store If there are a large number of stock items it may be necessary to split the stockfile into several smaller files and import them separately If there is an error uploading your stock file use the Upload and Split EP File open to split the stockfile into several smaller files These are saved ina tem
25. And Adding Stock coincidi 308 7 Uploading Stock To The StockRo0M oonmccccooncccnnnonccononnnncnnnnnnncnnnnnnnennnnnnnrrnnnnnnrrrrnnnnrrnnnn 310 Index 313 Copyright of Merlin Software Ltd Foreword 9 Foreword This is just another title page placed between table of contents and topics Copyright of Merlin Software Ltd Introduction 11 1 Introduction Merlin Back Office forms the backbone to the Merlin suite of programs and is responsible for all the back office procedures that take place in your business It is integrated with the Merlin EPOS program through the Merlin Net polling program This provides a fully featured system for complete control of any retail operation The Merlin suite of programs also allows you to operate a Multi Locational retail system linking together any number of sites and controlling them from a central Head Office See the Single Site or Multi Locational section for further details Click here to view the Initial Setup section if you are configuring Merlin Back Office to use for the first time Copyright of Merlin Software Ltd Main Workspace 13 2 Main Workspace A term that you will frequently encounter when using the Merlin Back Office Help function is the Main Workspace This term literally refers to the screen from which all the Back Office operations take place It is the screen that you will see most of the time and works in a similar way to the Desktop in Micr
26. Barcodes Remove Barcode Please Note When manually adding Barcodes you must use 10 digits There is no limit to the number of Barcodes that you can give to a Product The box that holds these Barcodes will develop a scroll bar once there are too many to view at once The Barcodes for a Product are associated with the particular Packsize If you have more than one Packsize for a Product each will have different Barcodes Cost History You will also notice a small button marked with a H next to the Preferred Supplier field The H stands for History and clicking on this button will bring up a small box containing details of the Product s Cost History showing the date purchased the Supplier and the unit cost EN COCACOLA330ML 1 Unit Cost History x Dates Supplier Unit Cost 24 05 00 12 40 18 HEA CARRYFAST 1 500 09 05 00 10 34 45 LEGGE 0 900 09 05 00 10 31 38 LEGGE 0 900 09 05 00 10 31 13 LEGGE 0 150 05 04 00 15 25 04 LEGGE 0 900 05 04 00 12 16 32 HEA LEGGE 0 150 Status The status button allows you to restrict the ability to buy or sell each product both in Back Office and EPOS A window is displayed containing a number of check boxes Oj x BackOffice EPOS Allow Stock Search Iv lv Allow Sale Iv Vv Allow in Purchase Orders IV When a product is created all the boxes are checked If you wish to disallow a particular action for the product then uncheck the relate
27. Invoices are marked as disputed using the Dispute Maintain program but can be conveniently resolved from this screen Click on this link to find out how to Resolve Disputes from this screen The Merlin Back Office system offers two ways in which to allocate payments to purchase invoices Auto Allocation Manual Allocation Copyright of Merlin Software Ltd Supplier Functions 165 For details of these procedures click on the above links Copyright of Merlin Software Ltd 166 Merlin BackOffice 11 3 4 Auto Allocation Purchase The Merlin Back Office system has a special facility which allows you to automatically allocate payments to purchase invoices This facility will allocate the payment that you specify to the oldest open invoice that is not disputed If the payment is greater than the invoice the Auto Allocation function will allocate the remainder of the payment to as many open invoices as possible again starting with the oldest open undisputed invoice To use the facility highlight the payment that you wish to allocate by clicking on it with your mouse cursor Then click on the Auto Allocate button situated above the central payment window A screen resembling the following will appear EX Auto Allocations of Payment HEA SP 00000077 HEA 51 00000016 17 07 20 19 99 0 00 PAID HEA S1 00000055 26 07 2000 59 93 0 00 PAID HEA 51 00000058 26 07 20 5 99 0 00 PAID HEA S1 00000073 06 09 20
28. Ltd 164 Merlin BackOffice 11 3 3 Allocating Payments to Purchase Invoices Once a payment has been put onto the Merlin Back Office system it is up to you to allocate that payment to any outstanding invoices that you have on your Supplier account Once you have selected a Supplier clicking on the Allocate tab will show all the payments and open invoices relevant to that particular account Allocate Purchase Payment Transaction No gt A f O gt Matching Payments Credt Invoices Items j Them Allocated to dete Payment Crede Amount _Balence R te EEL SS aint hea IT The screen s central window shows all the payments relating to your account with the Supplier These are payments that have been entered onto the system but have not yet been allocated The details show include the Date of the payment the Payment Number the Amount of the payment and the Balance of that payment that is remaining The lower window shows all the open invoices relevant to the account including the Date of the invoice the Invoice Number the Description of the invoice the total and the Balance of the invoice that remains to be settled Disputed Invoices There is also a column marked with a D which refers to disputed invoices If the record carries an asterisk in this column then the invoice is currently in dispute Note that until this is resolved you will not be able to allocate any payments to this invoice
29. Popup Comments Location PackSize Price Break Size Last Cost Price Set Price Margin Price Margin Bin Reference Shelf Reference Manufacturer Code VAT Code Copyright of Merlin Software Ltd Type Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Numeric Numeric Numeric Alphanumeric Numeric Numeric Alphanumeric Alphanumeric Alphanumeric Short Size 20 20 20 20 10 10 1 1 100 100 100 100 100 100 100 15 3 15 3 15 3 15 3 15 3 15 C U E N Default See Footnote X XX X X X 1 X 2 3 4 5 X X 6 X 7 0 00 P 0 00 8 0 00 9 X 10 286 Merlin BackOffice AA Discount 1 Numeric 15 3 11 AB Discount 2 Numeric 15 3 AC Discount 3 Numeric 15 3 AD Discount 4 Numeric 15 3 AE Discount 5 Numeric 15 3 AF Re Order Packsize Numeric 15 3 AG Re Order Quantity Numeric 15 3 AH Re Order Level Numeric 15 3 Al Supplier Location Alphanumeric 3 X X 6 AJ Supplier Code Alphanumeric 10 X X AK Barcode Alphanumeric 18 X Footnotes 1 3 4 You must use the following code structure to describe a stock type R Regular Item S Serial Numbered P Promotional Item N Non Stock X Part Exchange Master l Part Exchange Item You must use the following code structure to describe a pack type U Units W Weight g
30. Print Quotations 219 R Reactivating a Customer Reason List Setup 43 Receipt Query 106 Reconciliation 29 Reorder Editor 100 Reorder Report Printing Reordering 100 Reordering Maintain Report Debtors List Report Sales Orders Report Supplier List Reports EPOS 38 Reports Nominal 256 Reports Reorder 128 Reports Sales Daybook Reports Stock 143 Reprinting Previous Postings Resolve 211 Resolve Purchase 173 Resolving Disputes 207 Resolving Supplier Disputes oe Sales Aged Invoice 213 Sales Aged Invoice Report Sales Analysis 188 Sales Daybook 215 Sales Order Entry 219 Sales Order Report 238 141 166 168 108 197 128 126 213 238 160 215 263 170 213 Sales Orders History 235 Sales Orders Line Comments 229 Sales Orders Order Details 229 Sales Orders Order Reference Details Sales Orders Payment 233 225 Sales Orders Print Order Acknowledgement 236 Sales Orders Printing Invoices 244 Search Screen 56 Searching for a Purchase Order 125 133 Seasonal Comparison 132 Security Levels 41 Selecting a Product for Transfer 123 Setting Custom Fields 24 Setting User Access Rights 65 Settlement Terms Customer 186 Settlement Terms Supplier 158 Setup Access Levels 41 Setup Company Details 17 Setup Exchange Rates 26 Setup Group Discount Offer 51 Setup Hot Keys 31 Setup Initial 15 Setup Link Save Offer 47 Setup Multi Currency 26 Setup Multi
31. Sizes Length amp Area 61 Reordering 61 Units 61 Volume 61 Weight 61 Part Shipping Orders 242 Paying for an Order 233 Payment Allocating 201 Payment Entering New 199 Payment Allocation 198 Payment Allocation Suppliers 161 Payment for Sales Orders 233 Payment Terms Customer 186 Payment terms Supplier 158 Posting Nominal Ledger 261 Posting Reprinting 263 Posting Journal Transactions 261 Posting Purchase Transactions 261 Posting Sales Transactions 261 Price Breaks 63 Price List 150 Pricing Amending Prices 92 Pricing Deleting Prices 94 Pricing Margins 93 Pricing Stock 90 Print Delivery Note 240 Print Existing Delivery Note 240 Print Financial Statements 273 Print Invoices 244 Print Invoices for Sales Orders 244 Print New Delivery Note 240 Print Order Acknowledgement 236 Print Sales Order Report 238 Print Trial Balance 265 Printing a Reorder Report 128 Product Sales Analysis 101 Purchase Allocate Payment 161 Purchase Daybook 176 Purchase Invoice Entry 175 Purchase Order Processing 125 133 Purchase Order Processing Creating New 135 316 Merlin BackOffice Purchase Order Processing Entering Order Details 138 Purchase Order Processing Goods Received Purchase Orders Automatic 130 Purchase Orders Report 180 Purchase Payment Allocating 164 Purchase Payment Entering New 162 Purchase Payment Allocation Automatic Purchase Payment Allocation Manual Q Quick Barcode
32. The Quantity on Back Order field shows the number of items that you cannot deliver at this point in time due to not having enough stock Copyright of Merlin Software Ltd Sales Order Functions 243 Qty Ordered 35 Qty Delivered 0 Qty To be Despatch 30 Qty On Back Order 5 J The only field that you can physically change is the Quantity to Despatch field This is calculated from the Quantity Ordered minus the Quantity on Back Order It will default to the number of items that the system knows can be despatched though you can over type this if necessary This way you do not have to despatch the items if you do not wish to they may be better used to complete another order than to make up part of an incomplete order for example You can also despatch more than the number the system believes is available in case the stock levels are incorrect for any reason Click on each line in turn to enter the quantity of items to be despatched Note that this cannot exceed the quantity ordered less any items delivered already You must click Confirm after each despatch line that you update or you can click Cancel to ignore the changes you have made After all the necessary adjustments have been made click on Save Despatch Detail to save the changes to the order on the system You can then print out the relevant Delivery Note using the Print button in the bottom left hand corner of the
33. The option you choose will determine the fields that you can use to configure the report These fields allow you to create a report to match your criteria Alternatively you can choose the default options which are usually to report on all stock items all categories etc etc Once you have set the criteria for your report press the Print button at the bottom of the screen and the system will generate an on screen preview of the report Copyright of Merlin Software Ltd 1 Merlin BackOffice EE Paul Preview olx Page f fo alala Zoom 36 E Comper st Stock Valuation Report et ma m n ne lo 11 Page s This on screen version is an exact replica of the report that the system will send to the printer if you ask it to lt may be more convenient at times to simply consult this report rather than printing it out If you want to view the report on the screen you will most probably want to make it bigger You can enlarge the report by using the three buttons that appear in the middle of the toolbar at the top of the screen Each one of these buttons will make the report larger and easier to read You can also select the size that best suits you by using the Zoom function on the toolbar You can then scroll around the report to find the information you require However if you need to print the report simply click on the printer icon in the toolbar at the top of the screen The report will prin
34. This report allows you to view functions carried out by specific Supervisors done in EPOS The dates are set up in the same way as described above Here you will notice a section called Supervisor Options This is where you choose what information to show on your report Select that one that you wish The next section is called Function This is where you choose the functions that you want to look at that have been done in EPOS The last section to fill in is the Salesperson Enter the three letter salesperson code into this box This will then show you this specific sales persons actions according to the way that you set up this report Once you are happy with the way the report is configured click on the Report button This will give you three options Print Preview and Exit If you wish to print the Report without looking at it then click Print if you want to preview it first click Preview If you do not want to do any of the two then click on Exit Copyright of Merlin Software Ltd so Merlin BackOffice 4 5 Supervisor Functions Report The Supervisor Functions Report allows you to see what a specific transactions a Salesperson has carried out during a specified time period Double click on the EPOS Reports icon in the EPOS menu and select Supervisor Function to access the following screen g EPOS Reports Supervisor Options C Functions done by a logged on Supervisor C Functions done by an intervening Supervisor Functions
35. You can enlarge the report by using the three buttons that appear in the middle of the toolbar at the top of the screen Each one of these buttons will make the report larger and easier to read You can also select the size that best suits you by using the Zoom function on the toolbar You can then scroll around the report to find the information you require Copyright of Merlin Software Ltd Nominal Ledger Functions 267 14 7 Financial Statements 14 7 1 Maintain Financial Statements This is a powerful financial statement formatter that gives you the ease and flexibility to define and format your own financial statements With this special program you can create anything from a very simple trial balance up to financial statements that any corporate accountant would be proud of Also the report can be sent to the screen for a quick preview or direct to your printer From the Nominal Menu choose the Financial Statements option by double clicking on the appropriate icon The following screen will be displayed alias Maintain Financial Statement Formats print Financial Statements Statement names a rl Bevo Une Op FromN L ToN t P Total Base Loc DC Description Financial Statements This is the Maintain Financial Statement Formats screen To create a report simply type in a name and click the Create New Report button When this has been done you will notice that the bottom half of the screen becomes enabled and will look like
36. all the privileges associated with it will be restored Copyright of Merlin Software Ltd 1 Merlin BackOffice 12 2 Allocate Payment 12 2 1 Allocate Payment The Allocate Payment program allows you to enter payments on Customer Accounts and allocate these payments to individual invoices Note there are two other ways to make payments on the Merlin system Payments can be entered at the Point of Sale though you must still use this program to allocate these to pay off individual open invoices Payments can also be made against specific invoices using the Order Payments tab of the Sales Order Entry program Click on the above link for details To access the Allocate Payment program double click on the Allocate Payment icon in the Customers Menu and you will be presented with a screen resembling the following Allocate Sales Payment Transaction No oer WHITE z Company nna Matching Payments Credit Invoices Items fe es Item Allocated to Allocate Payment To perform any operation from this screen you must first select a Customer Do this by clicking on the down arrow to the right of the Customer field and selecting from the drop down list that appears The screen will then show all the payments and open invoices relevant to that particular Customer s account Payments appear in the screen s central window while open invoices appear in the lower window For details of How to Enter a New Pay
37. alongside the appropriate transaction This indicates that the transaction is in dispute The details that you have added to the record will also appear in the smaller window at the bottom of the screen they will be marked as Disputed and will appear along with the date and time of entry as well as the name of the operator who entered them Copyright of Merlin Software Ltd Supplier Functions 173 11 4 3 Resolve Purchase Scroll through the list until you find the disputed transaction that you are looking for then click on it with the mouse cursor to highlight it You will notice that the Resolve button is now enabled Click on this button and the following screen will appear Dispute Resolve This screen has two tabs Resolve and History The Resolve tab allows you to enter the details of the eventual outcome of the dispute between your business and your Supplier The History tab allows you to check the history of the dispute You cannot add to the History of the transaction in this field it simply shows previous comments that have been made Enter the details of the how the dispute has been resolved using the Resolve tab You must also enter your name in the Authorised By field to be able to continue Once you have done this the Resolve button will become enabled Click on this to complete the process You will notice that the asterisk has disappeared from the first column in the main window This
38. applicable to the way that your data is sorted Copyright of Merlin Software Ltd Stock Control 103 10 1 14 Stock Comments The Comments tab allows you to enter any comments that you may have relating to a particular Product 2 aaa Coments megs Custer Product Coce o in eave ex 1905 Popup Comment the Karaoke machine Stock Maintain The screen is split into two halves EPOS Popup Comments and Back Office Comments EPOS Popup Comments The upper half of the screen allows you to enter comments that will appear at the Point of Sale each time that the Product is sold These are usually comments to keep staff informed and might include reminders of age restrictions warnings about Product suitability or reminders of any special offers involving the Product that might encourage the customer to spend more in the store Back Office Comments The lower half of the screen allows you to enter comments that are specific to the Merlin Back Office program These might include comments about prices stock levels etc that will be useful for staff using the program to know about If a Product has a Back Office Comment attached to it its Product Code will appear with a yellow marker throughout the different screens of the Stock Maintain program Master Deteds Pricng Discounts Quantities Sales Analysts Comments Image Custom Product Des for all et fenomenos This marker
39. around the report to find the information you require Copyright of Merlin Software Ltd 258 Merlin BackOffice 14 4 Nominal Journal Entry 14 4 1 General Journal Entry Nominal Journal transactions are those that do not fall into the normal operations of the Sales or Purchase Ledger but still need to be entered into the Nominal Ledger These might be transactions relating to Petty Cash Expenses Wages Loans and any other financial transaction that is not normally processed via the sales or purchase ledger such as accruals and depreciation The Journal Entry screen allows you to view previous Journal Entries as well as add new ones It can be accessed using the Nominal Journal Entry icon in the Nominal Menu General Journal Entry Batch No Tre Date 15 09 2000 y Tre Type SETS CE Dept Code fi A Code Inv Che Desc mn Dept pc Description Debit Credit K cme same TAT T Mes dees we vo EE General Journal Entry Note Journal Entries can be entered here and saved onto the system for future posting Saving the Journal Entry does not post the details posting must be done using the separate Nominal Posting program Also note that once Journal Entries have been posted you can no longer alter their details The entry will still appear in this screen so that you can consult the details if necessary but it will have a bright green flag in the bottom left hand corner to show that it
40. calendar will default to the current date though you can select any date you require by clicking on the relevant number You can also use the left and right arrows at the top of the calendar to page through the different months Customer Order Carrier Terms Salesperson Code amp Department Code The next fields are optional The first is for a Customer Order Number This is the Customer s own purchase order number if they provide you with one It will appear on the Delivery Note that the Customer receives so that they know which order the delivery is for The second field allows you to enter details of the Carrier firm that will be responsible for the order A further field requires you to enter the terms that you are prepared to offer to the Customer Click on the down arrow to select from a drop down list of all the terms that exist on the system These are terms that have been entered using the Business Information tab of either the Supplier Maintain or the Customer Maintainprogram The Terms field will default to the terms specified for that Customer in the Customer Maintain program You must enter a Salesperson Code and also a Department Code The latter relates to the Departments that can be set up within the Nominal Ledger but will usually be 100 if you have used the default Nominal settings Discount The next field allows you to specify a discount The discount is expressed as a percentage and is applied to the entir
41. cannot be changed For details of how to Add a New Journal Entry to the system click on this link Copyright of Merlin Software Ltd Nominal Ledger Functions 259 14 4 2 Adding a New Journal Entry To add a new Journal Entry to the system click on the New Journal button in the bottom right hand corner of the screen This will blank the screen ready for you to input you new details The first field is called Batch Number This is a number that the system generates automatically and assigns to a group of entries made at one time The Transaction Date field will default to the current date though you may choose another date by clicking on the down arrow and selecting from the pop up calendar that appears The next field is where you specify the type of transaction that you are entering A drop down box allows you to select from General Journal Entry entries that are not cheque related Cash Receipt cash entries that entail a payment into the bank Cash Payment cash entries which relate to a cheque being paid Credit Sale sales which do not entail a receipt Credit Purchase purchases which do not have a related cheque payment This is actually all that you need to do before you start to enter the details of the Journal transaction However there are other fields on the screen You will probably only have one Department unless your system is multi locational and the Department Code field will default to this
42. ensures that staff are immediately aware that the Product has some form of related comment which it may be helpful to read Copyright of Merlin Software Ltd 104 Merlin BackOffice The yellow marker may also be seen when Entering Order Details in the Purchase Order Processing program click on the above link for further details Copyright of Merlin Software Ltd Stock Control 105 10 1 15 Images The Images tab of the Merlin stock system allows you to show images of the Products in your Stock File This option is available to you provided that you have some means of getting the images onto the system A Digital Camera will allow you to photograph items and place their images on your computer where the Merlin software will recognise them A Scanner will allow you to scan in traditional photographs and convert them into images that the Merlin software will recognise If you use the Training Company mode included in the system you should see that some Products already have images that are linked to them If a Product has an image associated with it the Images tab will resemble the following Master Cetade Pricing Decorte Quantities Saar Arahne Comenta Image Custom Ecommerce Product Code CI els CE Prodct Cuscrpticn location Coca Colo 33008 f z meamea X coa Drean Notes yeay scakedto 260 pheats on mirarnos Gusa Maintain Stock File Products that do not have an associated image w
43. following standard Credit Account procedures Taking Payment To take payment for an order you must first select the order by clicking on the down arrow to the right of the Order Number field and selecting from the drop down list that appears The screen will show the cost of the order in the bottom right hand corner and any Copyright of Merlin Software Ltd 254 Merlin BackOffice payments that have already been taken in the main window Select the form of payment that the Customer is offering using the row of buttons A further area of the screen will open to allow you to enter the value of the payment Payment Type Cheque Payment Yalue 100 X Cancel The Payment Value field will default to the total value of the order though you can over type this with whatever amount the Customer is paying using that particular payment method Once you have done this click on the Confirm button and the payment will appear in the main area of the screen You can continue to make payments until the value of the order is paid Click the Save button to save the record of these payments Note the payment cannot exceed the value of the order Once the order value is reached and the transaction saved you will notice that the row of payment buttons will disappear This is because you cannot pay any more against that order Copyright of Merlin Software Ltd Sales Order Functions 235 13 1 6 Order History The History tab of the S
44. grams V Volume litres L Length m metres A Area m square metres For more information on Stock Type and Pack Type Click Here Custom fields are fields that can be entered by you This can be used to store any information such as RRP etc Product Comments is where you can add information to a product This will then appear in the Point of Sale when a certain product is selected This for example could be to show a developing service run by you if someone buys a photo film etc Non Popup Comments is where you can add information to a product This will then only appear in the BackOffice This allows you to view comments relating to the product that you are looking at To see more about Product Comments and Non Popup Comments Click Here If you are running a single location system the location should be entered as For more information about locations see Single Site or Multi Locational This allows you to offer a different price for each price break Please note that there should always be at least one item setup up with a packsize of one For more information about Pack Sizes and Price Breaks click on the desired Copyright of Merlin Software Ltd Utilities 287 link 8 When setting a price for your products you can base it on one of the following methods P Seta fixed selling price M Set a gross margin percentage and calculate a selling price based on the last cost To find out how to set your
45. items to the offer choose Yes You will be presented with a screen allowing you to determine a Stock Category or a Supplier You can also select both a Stock Category and a Supplier to narrow down your selection The system will then add to the offer all the products that correspond to the criteria you have specified To add a single tem to the offer choose No You will be presented with the Stock Enquiry Datasearch screen from which to choose an item of stock Select the stock item you wish to add to the offer then press Proceed When adding to the offer a stock item which is available in differing Pack Sizes the Merlin EPOS system will allow you to choose which of these Pack Sizes you wish to include in the offer You can also choose to add all Pack Sizes to the offer if you wish Once you have completed the Special Offer setup click Save to keep your new offer You can then continue creating offers if you wish Otherwise click OK to return to the main Workspace Note To amend an existing offer alter the details of the offer as necessary then click Save Copyright of Merlin Software Ltd General System Information 53 5 General System Information 5 1 Logging In The main Login Screen will appear automatically each time the Merlin Back Office program is loaded Exit Options Help Merlin software Username Password This is the screen where you need to enter your username and password A username and password
46. menu except that it does not have any yet Again move your mouse cursor into the right hand window and right click From the list that appears select Add Option and the following screen will appear Select Options to Add Available Options Hatecats Payment Alccata Payment Hairto alocata Naras Payments E Back Order Ma Oanl tn Mihbeaiane Selected Options The upper window allows you to view all the options that exist on your system Note that you cannot create your own options The lower window shows the options that apply to the menu you have selected Any options that you select in this screen will appear in this lower window Click in the upper window to select the option or options that you want then click on the Copyright of Merlin Software Ltd Merlin BackOffice Select button to make this option appear in the lower window Note that you can select all the available options by clicking on the Select All button Once you have chosen the appropriate options for this user s menu click the OK button to return to the main Menu Editor screen Note You can save your changes by clicking on the Save button in the toolbar although the system will not let you close the Menu Editor program without prompting you to save your changes Double clicking on a menu opens up a box showing the programs that have been grouped in that menu You might choose to group all the Customer functions in one menu
47. must be done in the Back Office using the Hot Pages Setup option from the EPOS Menu Using this mode all the tills on a system will have exactly the same Hot Pages which can be useful in multi till stores Note for Hot Page changes made in the Back Office Global to take effect the user at the point of sale will need to log out and then re log in to the system Changes will not take effect until this has taken place Copyright of Merlin Software Ltd 34 Merlin BackOffice Copyright of Merlin Software Ltd EPOS Functions 35 4 3 2 Hot Pages Setup Before the screen is first used to set up the Hot Pages it is worth spending a bit of time planning the best layouts and groupings for your pages and also how they should link together For Global Mode Changes The Hot Pages screen can be accessed by double clicking on the Maintain EPOS Hot Pages icon in the EPOS Menu in Merlin Back Office For Local Mode Changes The Hot Pages screen can be accessed by pressing the Hot Pages button on the Hot Keys tab of the Till Setup in Merlin EPOS POS Hot Pages Maintain EE cor reman stu ouae ca as as a MUI gt E J A Row on EPOS Hot Pages There are two button types Product and Link Product points to a particular Product Code and Packsize Link points to another page of Hot buttons When you first start the Hot Pages Setup there exists a Page called Top which is the start page which displays when H
48. must specify Multi Save as the type of offer you want to create The next field requires you to enter the correct VAT code for the discounted items The Merlin system holds five different VAT levels and you must enter the number relating to one of these in this field in order to continue For more information on VAT levels consult the Maintain VAT Rate section The next fields are where you tell the Merlin system exactly when you want the Special Offer to be applied First enter a date for the Special Offer to start The system will default to the current date and you can either type over the default date or click the down arrow to the right of the Start Date box Clicking the down arrow will cause a pop up calendar to appear and from this you can click to select the date you want the offer to start Follow exactly the same procedure to tell the system when you want the Special Offer to end You then need to use the Start Time and End Time fields to specify the time constraints governing the offer Note the Start Time and End Time fields refer to the period for which the offer will be active each day This means that an offer set as below for one week between 1st and 8th January and set to run between 09 30 and 17 30 will run between those hours on each day of that week Start Date 01 01 2000 y End Date 08 01 2000 y Start Time 09 30 00 End Time 17 30 00 The offer will not run from 0
49. new Supplier s details to the Merlin Back Office system double click on the Supplier Maintain icon in the main Workspace ES If your system is Multi Locational click here for further details Type the new Supplier Code into the Supplier box If this matches a code already held on the system the details of that Supplier will appear in the fields below If this is a code that the system does not recognise you will notice that the Create button is enabled Clicking on the Create button will open up all the fields below so that you can enter your new data Fill in all the relevant contact details for the new Supplier in the Contact Details tab before moving on to the Comments and Business Informationtabs For details of the contents of these tabs click on the above links Note the Merlin Back Office system will save the data you enter as you type so there is no need to save the details you input This is done automatically by the system Therefore once you are satisfied that the details you have entered are correct you can simply exit the program Copyright of Merlin Software Ltd 156 Merlin BackOffice 11 1 3 Contact Details The Contact Details tab is very straightforward to fill in It is the place where you enter and amend details of the Suppliers on your system Maintain Supplier File Gore raring coro a El Contact Detads comments Business info Account Enquiry Custom Address Info Contact Info Name
50. orders that are already on the system The program will open at the Order Reference tab and this will show details of the last order that was entered onto the system To check the details of a particular order you must first select the relevant order by clicking on the down arrow to the right of the Order Number field and then selecting the appropriate order from the drop down list that appears Copyright of Merlin Software Ltd 220 Merlin BackOffice TY Select an ordes E Order Mo F2 Date F3 Customer Code 14 Type Description Status Dea aaraa ds ore invoca Yorded HARAN HEA SHYORSITZ HEA PARTFPGUL HEADER ISON HEA STEF HEA SHNORSITI HEAPARTYPALL HEAROWRITION HEA PART TPA HEA SHNORSITI HEA BOB HEAR TYP ALL HEA oes lo HEA RANDOM The drop down list shows the Order Number the Order Date the Customer that the order applies to the Order Type Description and Status of the order What you can change Once you select an order from the list the details of that order will appear on screen Some of these details can be changed you can change the type of order from a Quotation to a Sales Order you can rename the order change the Expected Delivery Date enter a different Carrier for the order change the credit terms that you are prepared to offer etc etc However you cannot change the Order Number because this is automatically generated by the system the Customer that the order applies to the Date
51. same discount level 1 5 must be used for all ECommerce stock which is to be discounted although each product may have its own discount percentage The discount level used by ECommerce stock is configured using the ECommerce Link icon from the Stock Control menu 0 Stock Control Nenu amp Vartan Dock Pie Dock Adkatrsekte Dock Boch Stock Transfer ae e mu Stock haish Natan Shock Reports Quick Barcode Pre Tempra 2 ares och Taba Tool SteckMoverset Mod Ta Aang Stod Price Lat Rect Query Paports 2 e West Men ECommerce Link Double click the ECommerce Link icon and select the Settings tab Select the Settings 2 tab and select the discount level to associate with ECommerce stock or No Discount to not apply discounts to ECommerce stock Copyright of Merlin Software Ltd 304 Merlin BackOffice T E Commerce Link Sesa 55735 Log vat Coco Sergei Seoci Oh Product Se 22300 OES Robes Sadek acie Oh Prod Doss sion Sek ES Debts hom asias Discount Level opp coourd Leese Mes protics cdazzy Focu y Added Copyright of Merlin Software Ltd ECommerce 305 17 4 Connecting To The StockRoom The ECommerce web site had a shop window where customers can view your products and a stockroom where you can manage your stock and manage the site You can connect to the stockroom by opening a web browser and entering your show URL address followed by stockroom For example if your
52. screen This will reflect the quantities that you have just entered to be despatched For details of Printing or Reprinting Delivery Notes click on this link Copyright of Merlin Software Ltd 244 Merlin BackOffice 13 5 Invoices 13 5 1 Print Invoices The Print Invoices program is used to create the final invoices that are sent out to Customers This is the final stage in the Sales Order process and orders that have been invoiced appear with a Completed status on the system When viewed using the Sales Order Entry program these completed orders cannot be altered or amended in any way because they have already been delivered and invoiced Double click on the Print Invoices icon from the Sales Order menu then select the Print New Invoices tab to be presented with the following screen Sales Order Information From Order No GINS To Order No fHeasi f A 3107 2000 E Es erre TS Preview This screen will allow you to print out an Invoice for a Sales Order or a range of Sales Orders that you specify However you can only print Invoices from this tab provided that they have not been printed or previewed before It will also allow you to print out Invoices based on a particular Invoice Date To use this feature with any date other than the default current date select a new date from the special pop up calendar which appears when you click on the down arrow to the right of the Invoice Date field To selec
53. screen allows you to analyse the sales data relating to a particular Customer It works in exactly the same way to the Stock Maintain Sales Analysis tab Choose the Customer you require by clicking on the down arrow to the right of the Customer field and selecting from the drop down list that appears K If your system is Multi Locational click here for further details Once you have selected the Customer that you are interested in you need to configure the Sales Analysis program to give the results that you are looking for Start and Finish Dates Choose a time period Daily Weekly Monthly Quarterly Yearly by clicking on the down arrow to the right of the first field in the Analysis Parameters section then selecting from the drop down list that appears Click on the From check box and a small box will appear prompting you to select the date that you want the analysis to start from It is possible to select the start date using ISO Week Numbers or actual Dates simply choose the method which best suits the way that you work and the data you are looking for Select Dates x Select Dates x Date WeekNo Date weekno OK Cancel OK Cancel The principle of both of these boxes is the same Clicking on the down arrows to the right of any of the fields will cause a drop down list to appear From here you can select from the available options Once your selection is complete click on the OK button Your se
54. selling price and gross margin click on the appropriate link 9 This is the gross margin value that the price is obtained from if the Set Price margin is setto M see footnote 8 10 This is where you set your VAT rates There are 5 VAT codes available by default in BackOffice These are 1 Standard Rate 17 5 2 Zero Rated Non Vat 3 Exempt Rated Non Vat 4 Fuel VAT 5 5 Reserved For details on how to setup your own VAT code Click Here 11 This field is used when you do an account sale Each customer that you have on your system can have a specific discount level set to them For help on setting discount levels up Click Here For details on importing Customers or Suppliers click on the appropriate link Copyright of Merlin Software Ltd Merlin BackOffice 15 5 Customer Import The table below shows the fields required by the Import routine to import Customers onto your system If the file is not set out like this when you come to import the file you will get errors Key C Compulsory Fields must have valid data at all times U Uppercase must only contain Uppercase letters E EPOS Characters Only 0 9 A Z N Numerical Characters Only Type Field Key Alphanumeric Any Character or Number Numeric Numbers 0 to 9 only Short Any Number from 0 to 65 535 The Numbers in the Size field relates to how many characters can be stored in that field for the specific field description e
55. shop was called http www myshop co uk enter http www myshop co uk stockroom You will be prompted to login to your stockroom by your browser You must enter the login details provided your browser may offer to remember the details this is fine as you need to enter the details a second time A The server vm co uk at Auth Rangi requires duremare and posaven Wario Ths zener is requesting thx your username ad peeuverdbe set nan reecure mera beac athetiatin Mihet a aure ereton Uhar nese v Basurvertt Cl Rewewter nny pesovord Once you have logged in using the browser window it will display the stockroom login screen osCommerce The Project Administration Tool Windows Internet Explorer KER e TT gt x Al Ele Ea yke Fyw Tors ps kreo amp 6 El Paca the Prape Adria s osCommerce the project Administrator Login Veemame Semmes Lozi orlem erce The Projec Zappa ma e z rt 2205 oscommerce oeCemmiece sordes nz aa ier butacle under the GHJ Genera Pabi Liceras Software Lz Enter your details again and press login Once you have logged into the stockroom you will be presented with the main screen with a menu down the left hand side When you select an item from the menu the sub menu items open up beneath it Copyright of Merlin Software Ltd 306 Merlin BackOffice osCommerce The Project Administration Tool Windows Internet Exphrer MER Go le Y E pl
56. should have been set up for each operator by a system Administrator see the User Editor and Menu Editorsections for details of how to set up users passwords and access rights These are key to the security of the Merlin system and you will need to know yours to use any part of it Note the system is set up with an initial Username of SUPERVISOR and a Password of SUPER This allows you to get into the system initially but needs to be changed once users are set up for security reasons After this if you do not know your username or password you will need to consult your system Administrator Once you have entered your username and password correctly the system will ask you to select which Company you wish to use See the Training Company section for an explanation of the differences between the two modes Once you have chosen the mode that you require you will be presented with the main Workspace screen You are then ready to begin using the Merlin Back Office system EP If your system is Multi Locational click here for further details Copyright of Merlin Software Ltd s Merlin BackOffice 5 2 Company Selection After you Log In to either the Merlin Back Office or Merlin EPOS program you will be presented with a small screen prompting you to select a Company It will resemble the following Pirow Seket Compony Select Exit 1 Training Company At this screen you are able to choose from any of the active co
57. the Currency up to 30 characters You then need to enter the rate of exchange that you are prepared to offer on that Currency This is all the information that the system needs to set up the new Currency though the option also exists to add an image of a flag to represent it To do this click on the Load Flag button then open the folder named Flags from the next window that appears You should see the following screen tokin Seo SH SH PRS Europe Belgium Wi France Canada YO Germany ue China Up Ireland Usa Ye Italy Paes cf type images Files bmo 100 vani em Cancel Copyright of Merlin Software Ltd System Setup amp Maintenance Click on the flag that you require and then click Open You will be returned to the Maintain Currency screen and the flag will appear above the Load Flag button If the flag that you require is not listed in the Flags folder you can use your own image by copying it into the Flags folder and then choosing it in the way described above When performing Multi Currency transactions at the Point of Sale the flag of the selected Currency will then appear alongside the main Transaction Window to remind the operator which Currency they are using When you are confident that all the details are correct press Save and then OK to return to the main Workspace If you have made a mistake you can also clear all the details you have entered by pressing Clear T
58. the Quick Barcode Print option on the menu Copyright of Merlin Software Ltd 100 Merlin BackOffice 10 1 12 Re Order Editor The Re Order Editor occupies the right hand side of the Quantities tab and allows you to set the details of how you re order a particular Product Re Order Editor Packsize to order in 1 bd Reorder Level 3 000 fu nits v Quantity to order extra 10 000 x Packsize To set these details you must first select a Pack Size This allows you to configure the Merlin Back Office system to re order in defined Pack Sizes of a particular Product Click on the down arrow to the right of the Pack Size field and select a Pack Size from those available in the drop down list that appears Once you have selected the Pack Size in which you want to re order the Product the next step is to specify the Quantity that you wish to re order Note the Quantity that you specify in the Re Order Editor will be multiplied by the Pack Size that you have also specified to give the final re order level This means that if you select a Pack Size of 6 and a Quantity of 5 the system will re order 5 packs of 6 units making 30 individual units The final step is to set the level below which the stock of that Product has to fall in order to initiate the re ordering procedure An example follows Re Order Editor Packsize 24 Quantity 2 Level so Units Y The above example relates to cans of lag
59. the stock levels The same principle is used for the choice of From and To Category 1 and Category 2 The Sort Report By panel has three options Stock Code Description and Category 1 Copyright of Merlin Software Ltd 248 Merlin BackOffice Depending on which you select is the order in which things are sorted by on the report The last configurable part is the Report Format This is where you select whether or not you want to view the report in Detail or as ina Summary Copyright of Merlin Software Ltd Nominal Ledger Functions 249 14 Nominal Ledger Functions 14 1 Nominal Interface 14 1 1 Nominal Ledger Interface Accounts The Nominal Ledger Interface Accounts screen shows details of the default Nominal Ledger Accounts which are automatically allocated by the system Note Users of the Nominal Ledger that is included in the standard Merlin EPOS system will not be able to create their own Accounts and will be limited to using the Nominal Interface Accounts that the system creates for them For users of the full Merlin Accounts package the creation of further Nominal Accounts is covered in the Maintain Nominal Ledger section Double clicking on the Nominal Interface icon in the Nominal Menu will bring up the following screen Nominal Interface General Soles Purchases Stock Nominal Suspense Account 399 Def aul Susparss Account Dstenk Deperiment Code fea YAT Control Account om VAT Standard Aste
60. this Copyright of Merlin Software Ltd 268 Merlin BackOffice alias Maintain Financial Statement Formats print Financial Statements Statement Name Balance Sheet 2 Une Op FromN L ToN t P Total Base Loc DC Description Financial Statements This is where you configure your report Below is a breakdown of the field contents for the reports Statement Name Enter a name up to 10 characters This is what the report will be called Try and make these names as meaningful as possible These are the statement names that you use when printing Financial Statements Line This is the line number of the report This is maintained by the system Op Operation The Operations or Command codes are described below CT PT TO PB PH Clear total field As the Nominal Ledger Account records are read and printed they are added to a specific total field This command sets that total field back to 0 Print Total Field This command prints the total field that has been accumulated from the Nominal Ledger Account records read Go to the top of the next page This instructs the printer to move to the next page Print a number of blank lines You enter the number of lines that you wish to print Print a Header Line This allows you to add an header to the section of the report Copyright of Merlin Software Ltd Nominal Ledger Functions 269 PS Printa single dashed line PD Pri
61. this list you cannot add new account types Each account type has a corresponding letter which the system uses for identification purposes this appears in the small field to the left of the Account Type field It cannot be changed A Cash C Credit S Savings D Cash on Delivery The next field allows you to divide your Customers into different categories Click on the down arrow to the right of the Category field to see the categories that already exist on the system and select from the drop down list If the category that you require does not appear in the drop down list you can also create a new category from this screen Click on the plus button to the right of the Category field and the following box will appear New Customer Category Type the name of the new Customer category that you wish to create in the box and press the OK button This has the effect of entering your new category into the field and adding it to the drop down list for future use The next field is for the Settlement Terms that you are prepared to offer the Customer Copyright of Merlin Software Ltd Customer Functions 185 and will only be available if the Customer has a credit account with you This is a more complex topic and is covered in a separate section Below this is a field allowing you to set a credit limit for the Customer and also a field where you can set the discount level that applies to this Customer if any Do this b
62. to Stock Code Description Category 1 or Supplier Part Exchange This is a list of the Part Exchange goods which have been bought and sold The report shows the details of the Item Seller Buyer Buying and Selling Price and Dates The report can be based upon Available unsold Sold Items Received and General ie all Both Sold and Items Received allow you to enter a date range You can also select by Category Special Orders This report lists all outstanding Special Orders It shows the Product Code Description Customer Details Deposit Amount Order Date and Price The only selection criteria for this report is Date range Stock Adjustments This report lists all Stock Adjustments which have taken place It shows the Location Product Code Description Pack Size Quantity Unit Cost Total Quantity Total Cost Transaction Number and Date Selection can be done by Adjustment Reason leave blank for all and Date Range Copyright of Merlin Software Ltd 1 Merlin BackOffice 10 10 Maintain Temporary Stock File 10 10 1 Maintain Tempory Stock System The Maintain Temporary Stock File program is where temporary codes are stored after being created in EPOS This program gives you the ability to link the temporary file to a stock item on your existing stock file Double click on the Maintain Temporary Stock File icon within the Stock Control Menu to access the program You will then be presented with the following scree
63. to do so then check the box To import the file click on the Import button and this will transfer the data onto your system This may take a few minutes depending on how many records there are If at any stage you want to stop the program importing click on the Abort button Copyright of Merlin Software Ltd Utilities 279 15 2 Export Tool To open the Export Tool double click on the Export File icon from the Utilities Menu The following screen will then appear Merlin Export File Routine ile E Select Data Fie e Buda Poma Customers cawe e Export File The Export Tool allows you to export Stock Customer and Supplier files in a wide range of formats To export data we suggest that you export as a Text file txt To see how this can be done and for others ways of exporting click here The page you will go to will also show you how to load the exported files into Microsoft Excel so that they can be edited to your suiting Copyright of Merlin Software Ltd 280 Merlin BackOffice 15 3 Import Export File How to create a file ready for importing into Merlin Using the Export function in Utilities Double click on the Export File icon in the Utilities Menu From the window that appears select the type of data file that you want to export Stock Customers or Suppliers When this has been done click Proceed The export wizard will then appear Step 1 Requires you to choose what format you want the file to be export
64. very top of the screen then move your mouse down to New and click again The following screen will appear User information username Ml BackOffice Short Code al Administrator Password i i EPOS Access a Uscr s Full Name Enter a Username for the new operator up to 12 characters The user needs to enter their Username every time they log in to the Merlin Back Office system Enter a Short Code for the new operator up to 3 characters This code is used when logging in to the Merlin EPOS system at the till Note that it is not possible to duplicate Short Codes on the system If you enter a code that already exists a message will appear prompting you to change it Also note that you must enter a Short Code in order to proceed Enter a Password for the new operator up to 8 characters The user needs to enter their Password along with their Username every time they log in to the Merlin Back Office system The next section allows you to set up the status of that user on the system You can give the user Supervisor and or Administrator status as well as allowing them to use the Point of Sale by clicking on the relevant check boxes so that they become ticked See Supervisors and Administrators for details of the difference between their status on the system The next field allows you to enter a number 1 2 or 3 This relates to the Access Levels that are set for each user of the Point of Sale system The final field all
65. will be presented with the following screen Import File x EERE Overwrite existing records Summary Total Lines Lines Accepted Lines Rejected Problems Import File Select the file that you wish to import by either typing the full path in the file name box or click on the browse button and select the file from the explorer that appears This will put the full path in the file name box The program will show you the import type in the named section and the status When a file has been selected the Check button will be enabled By clicking on this button the system will perform a check to make sure that the file fits the specific specification and that there are no errors The summary panel will show the outcome of the check showing you the total number of lines checked the number of lines accepted by the check the number rejected and the Copyright of Merlin Software Ltd 278 Merlin BackOffice number of problems with the whole file If the file has problems the Error Report button will become available Click on this and a report will appear on screen showing you which line s have the problems and what the problems are You can either leave this on screen or print it so that this can be used as a reference when changing the file If there are no problems with the file the Import button will become enabled Before you press this button to import the file you have the option to overwrite existing records If you wish
66. x button in the toolbar Copyright of Merlin Software Ltd Merlin BackOffice 8 6 Importing amp Exporting Menus The Merlin Back Office system allows you to import and export menus that you have set up This is useful if you have standard menus that apply to more than one member of staff It effectively means that you can save a Supervisor menu a Standard menu a Stock menu etc as a template for future use The process of creating menus for other users is therefore greatly simplified because the menus already exist To Export a Menu Choose the user whose menu or menus you wish to save as a template by clicking on the down arrow to the right of the User field and selecting from the drop down list that appears Click on the Export Menu button the furthest right in the toolbar Alternatively click on Menu in the options at the top of the screen then select Export from the list that appears A screen will then appear prompting you to enter a name for the menu you are exporting and saving Type the name in the File Name box and click on the Save button The menu has now been exported and is saved for future use To Import a Menu Choose a user by clicking on the down arrow to the right of the User field and selecting from the drop down list that appears Click on the Import Menu button the second left in the toolbar Alternatively click on Menu in the options at the top of the screen then sele
67. zero amount option gives you the Copyright of Merlin Software Ltd 274 Merlin BackOffice option to print the account name even if there is no data for it To enable this option check the box next to Print Zero Amount The last of the check boxes is the Calculate for each line box Check the box to calculate and print percentages for the amounts You normally only calculate percentages in Profit amp Loss formats If the report is for a specific department click on the drop down list next to Department Code and select the department that you want The report automatically defaults to All departments This program can print up to four columns or statements at one time This is very helpful when trying to do comparisons from one period to another A unique feature of this system is the ability to take the difference of column 1 and column 2 and print it in column 3 You no longer have to do this by hand Also when you selected the percentages to be calculated the third column displays the difference between column 1 and column 2 and the percentages show the variance To print the report click on the Report button This will then ask you if you want to print the report or preview it on the screen Copyright of Merlin Software Ltd Nominal Ledger Functions 275 14 8 Nominal Year End 14 8 1 Nominal Year End This program calculates everything to do with the year ending To run it double click on the Nominal Year End icon in the Nominal
68. 0 1 MO FOCO w o BODEER BAR Arama Bench Taraline Damn ogi 199 99 1 MONFOCO DOOEER BAR ADelazha Corkins Chocolate 67 60 94 1 615 12 19 RETAIL GROCERY RETAN AMBIENT F BOOHER BAR AjDelight Stomking S Berry Sp 0 04 1 15 12 18 RETAIL GROCERY RETAN AMESENT DODLA AlFresh Fresh N Minty 50 Sone RETAIL GROCERY MEALTH amp BEAUTY ROCKER BAR Aur Liquiresh Comp Cru sal Ra 12 RETAIL GROCERY RETAN WASHING ROOFER LAR Afina Cuabetic Orange Squb Ikr 12 60 00 1 RETAIL GROCERY SOFT ORINKS TA BODEER BAR Afines Dabei Lemon Sah Ur 60 0 1 RETAIL GROCERY SOFT ORINES TA BOOKER BAR AJN Air Foeth Refill Lavand 250i 00 6 CATERING GROCER CATER HOLEENOU COOKER Bar AW AulFrech Refi Ctro 250d 6000 6 CATERING GROCER CATUR MOLINO POCETR BAR A N Fresherate Auto Lavende 250m 0 00 4 10 CATERING GROCER CATER HOUSEHOL BOOS ER Bae In each case the effect is to bring up a screen from which you can select any item of stock that exists on your system Customising the Search You can configure the Stock Search screen to change the order in which the information is displayed This can be done by clicking with the mouse in the header of the column that you wish to move and with the mouse button pressed dragging it to the position where you would like to have it You can also expand and contract the width of the columns by placing your cursor on the right hand edge of the header where it will change to a double arrow You can then click
69. 0 X D Supplier Type Alphanumeric 1 2 E Address Line 1 Alphanumeric 30 F Address Line 2 Alphanumeric 30 G City Alphanumeric 30 H County Alphanumeric 20 I Country Alphanumeric 20 J Postcode Alphanumeric 10 K Telephone Alphanumeric 20 L Fax Alphanumeric 20 M Contact Name Alphanumeric 25 N Credit Limit Numeric 15 3 O VAT No Alphanumeric 15 P Email Address Alphanumeric 100 Q Comments Alphanumeric 100 R Account Number Alphanumeric 20 S Custom 1 Alphanumeric 100 3 T Custom 2 Alphanumeric 100 U Custom 3 Alphanumeric 100 V Custom 4 Alphanumeric 100 W Custom 5 Alphanumeric 100 Copyright of Merlin Software Ltd Utilities 201 Footnotes 1 The Location field is used to show where the Supplier was originally created on your system You will generally use the same location that you set up for your Merlin BackOffice 2 The Supplier Type field is where you specify what type the supplier is e g Retail Trade Wholesale etc For more information see section on Business Information 3 This is a Custom field and can be used to store any additional information that you may require such as a Head Office address etc For details on importing Stock or Customers click on the appropriate link Copyright of Merlin Software Ltd Fuel Control 293 16 Fuel Control 16 1 Fuel Configuration Merlin s Fuel System enables the user to define tanks and pumps register petrol deliveries record tank dips and export information for use with Mercu
70. 30 99 0 00 PAID Amount unalocated 83 10 Auto Allocations This screen shows the Payment Number in the bar at the top and also the Invoice Number the Date of the payment and the Amount of the payment that will be allocated to the invoice If the payment amount is less than the invoice amount then this column will contain the full payment amount If the payment amount exceeds the invoice amount this column will contain the full invoice amount There is also a column containing the value of any discount that applies to the invoice Discounts will be automatically applied if specified in the settlement terms and provided that you pay within the agreed time period However discounts will not be applied until the fill invoice value has been paid This screen also shows the Balance Remaining and the Invoice Status The Status column will either show the percentage of the invoice that has been paid or it will tell you that the invoice will be Fully Paid by the payment In the case of fully paid invoices the balance remaining will be zero To complete the Auto Allocation of the payment click on the Accept button Note that you can also cancel the allocation from here Payments allocated to invoices appear in the Allocated window in the centre of the screen at the right hand side These payments remain in this field until you exit the Allocate Payment program and can be unallocated from here if necessary using the Unallocate
71. 5 CADFNSOG Cadburys Fruit amp Nut 50g Confectionery Chocolate Cadburys R U 6 CARR Carriage Carriage N 7 DICTIONARY Dictionary Books Reference Penguin R 8 EMRING Emerald Ring Jewellery Rings Samuels R U 9 EXTRAS Wrigleys Extra Spack Confectionery Gum Wrigleys R U 10 HAIRSRAY250ML Hair Spray 250ml Toiletries Hair Products LOreal R 11 MARSSTD Mars bar standard Confectionery Chocolate Mars R 12 POST Postage Carriage N AZ RICHEAUMER Richeaume 1 L Red Wine Red Stowells R l 14 SOAP100G Body Soap 100g Toiletries Soaps Wrights R l 15 16 When you are happy with the changes that you have made delete the first row containing the field names as these will not be accepted when importing the file Once this has been done and you are satisfied with the data you need to save the file as a csv Please note that under any circumstances this file should NOT be re opened in Excel as it may cause data loss or corruption To save the file as a csv go to the File Menu and choose Save As When the Save window appears you need to select the format in which the file is going to be saved this will be CSV Comma Delimited csv Save as type Microsoft Excel Workbook xIs v Microsoft Excel 5 0 95 Workbook xls Microsoft Excel 97 2000 amp 5 0 95 Workbook xls CSV Comma delimited csv Microsoft Excel 4 0 Worksheet xls Microsoft Excel 3 0 Worksheet xls Microsoft Excel 2 1 Worksheet xls When saving a f
72. 7 days The order is made up of these quantities Checking the Perform Seasonal Comparison box will make the system perform its forecast based upon the matching time period from the previous year The field beneath this allows you to manually offset this calculation by a percentage based on the performance of the business in the year to date The final check box in this area is the Include Back Orders box If you have goods on Sales Orders that are still outstanding checking this box will cause the reordering program to order enough to fill these back orders Once you have set the reordering program to your specifications enter your name in the Initiated By field and click Create The order is created and exists on the system with a status of Initial 1 but must be accepted Return to the Purchase Order tab and open the order that has been automatically generated You can then check the details of the order and amend any quantities that you see fit before clicking the Accept button Copyright of Merlin Software Ltd Stock Control 133 10 8 6 Purchase Order Processing Purchase Order Processing can be found on the second tab of the Stock Replenish screen litis here that all the operations relating to the Purchase Order procedure take place z Stock Replereh Reordering Mantan FUE Orders purchase woes Trarsadtion Mo Description A Supplier Code D Cinar D Me Dia Breet rr Come Serch Puha Orders Goods R
73. 9 30 on 1st January to 17 30 on 8th January To set an offer to run all day you would need to set the Start Time to 00 00 00 and the End Time to 23 59 59 Next you must specify the quantity of items involved in the offer as well as the total value of the offer By allowing you to specify the total value of a Multi Save Offer the Merlin system opens up many possibilities You can effectively offer 3 items for 1 00 3 Copyright of Merlin Software Ltd so Merlin BackOffice items for the price of 2 etc etc You then need to click on the Add Stock button You will be asked whether you wish to select a range of stock from a certain Category or Supplier To add a range of items to the offer choose Yes You will be presented with a screen allowing you to determine a Stock Category or a Supplier You can also select both a Stock Category and a Supplier to narrow down your selection The system will then add to the offer all the products that correspond to the criteria you have specified To add a single tem to the offer choose No You will be presented with the Stock Enquiry Datasearch screen from which to choose an item of stock Select the stock item you wish to add to the offer then press Proceed When adding to the offer a stock item which is available in differing Pack Sizes the Merlin EPOS system will allow you to choose which of these Pack Sizes you wish to include in the offer You can also choose to add all
74. Account that you choose in the left hand column will determine whether it is marked as Debit or Credit in the right hand column Asset Debit Liability Credit Owner s Equity Retained Earnings Credit Income Credit Expense Debit Copyright of Merlin Software Ltd 252 Merlin BackOffice There is a further field which allows you to designate your new Nominal Ledger Account as a sub account of one that is already in existence To do this check the box and then click on the search button to select an account from those that exist on the system Debit or Credit In accordance with standard accounting practice the Nominal Ledger holds all Debit amounts as positive values and all Credit amounts as negative values The principle is that if you put all amounts of all accounts in one column the trial balance the grand total will be zero or will be out by the amount of profit you have made Once you are satisfied with the alterations you have made click the Save button at the bottom of the screen Copyright of Merlin Software Ltd Nominal Ledger Functions 253 14 2 2 Budgets The Budgets tab of the Maintain Nominal Ledger program resembles the following Ed Maintam Nominal Ledger Maintain Nominal Ledger The columns display the Budget Amounts Current Amounts and 1 and 2 Year Past Amounts on a month by month basis There is also a column for Forecast Amounts This layout allows you to see the current year s amounts and com
75. By Show Receipt Recent View HDC PG 00070003 16 11 2004 ES Prin Productcode bles436 Product 85436 3 45 35400 106 20 fan Product 85447 2 27 EL240 424 80 jes452 Product 65452 3 2 7 2 420 7 26 CCKEZI300 Coka 2 x 300ml 1 35 10 440 10 94 FanTazxso0 Fanta 2 300 rl 1 360 10 440 10 44 francoz Tango 2x 300 ml 2 36 10 440 20 88 Ertered by PG Tota Yelue E646 2 This screen allows you to print stock receipts for Adjustments Bookin GRN s and Transfers To select the type of receipt that you require click on the down arrow to the right of the Receipt Type Once you have selected the type that you want you have to select a transaction to print When you have selected a type the Transaction box will automatically fill up with the appropriate transactions When you select a transaction from the list the details of it will be shown in the window below and you are now ready to print Printer or Screen If you choose to send the report to the printer simply click on the printer icon in the toolbar at the top of the screen The report will print out in the normal way However the Merlin Back Office system allows you to see an exact copy on screen of the report which would otherwise have been sent to the printer This may be useful if you only need to check certain details of a Debt as the actual printing of the report may take some time If you want to view the report on the scr
76. Corbet Drtaly care wets us aS sdai anadak acasc ear cuion Daty cpours Adlicoo Iro Conkaat dtc Sataton Hovo Fest Memes Lovaly Steno Laly Okc out Maintain Customer File Note the Merlin Back Office system will save the data you enter as you type so there is no need to save the details you input This is done automatically by the system Therefore once you are satisfied that the details you have entered are correct you can simply exit the program Note new Customer details can also be added at the Point of Sale For details of how to do this see the Account Setup amp Maintenance section in the Merlin EPOS Help File Copyright of Merlin Software Ltd Customer Functions 183 12 1 3 Contact Details The Contact Details tab is very straightforward to fill in It is the place where you enter and amend details of the Customers on your system Location Hee ia EN Customs PA TLTES T ana Dewcnwate led save x cancel Cortert retablo car EAS RA TN E E hhios Ino fs Sataton f Hovo Fisi Manes Prord te fr Cpa ma MOS E N Achad address fia vagy Steet Eal dapra ca k Town Joey FheitiE om PostCode 2 DC Loydiy DK CL Cart Loyalty Sheno Mamitain Customer File You need to make sure that the details you are inputting are correct as this is your record of each Customer s address and contact details The screen also includes fields for the name of your main contact
77. Date To choose the range of products to search through simply select a From Stock Code by clicking on the browse button and selecting the product that you wish to start at and alternatively select the To Stock Code in the same way The last option that you can change to narrow down your search is the Supplier This defaults to All Suppliers but if you only wish to look at one suppliers details then select the appropriate supplier from the drop down list Once you are happy with the way the report is configured click on the Report button This will give you three options Print Preview and Exit If you wish to print the Report without looking at it then click Print if you want to preview it first click Preview If you do not want to do any of the two then click on Exit The other option is to print a Supervisor Functions report To set this report up click on Supervisor Functions in the Select Report window and the following screen will appear Copyright of Merlin Software Ltd EPOS Functions 39 EPOS Reports Supervisor Options C Functions done by a logged on Supervisor C Functions done by an intervening Supervisor Functions done by both logged on Intervening Supervisor C Functions done when a salesperson was intervened upon From Date 207087200 Function To Date 30 08 2001 A Wi ALL LOCATIONS C Banking m From Time 000000 C No Sales Returns To Time C void A C Discount Salesperson sur EPOS Reports
78. Fle Edt View Fetes coms bs wrest E El Paucar the Poo tirita osCommerce the project Categories Products tastement Recesty Added ne sg Select the Catalog menu and the Categories Products sub menu this allows you to create new categories to place stock under and to load new stock items Once you have logged into the stockroom if you do nothing for a while you will be automatically logged out as a security precaution You can manually logoff by pressing the logoff option on the top right of the screen Copyright of Merlin Software Ltd ECommerce 307 17 5 Downloading Stock From The StockRoom In order to synchronize stock between Merlin and your ECommerce site you will need to download the existing stock from the web site Login to the stock room and select the Catalog menu and then the Easy Populate sub menu osCommerce The Project Admin amp tration Tool Windows Internet Explorer Fle Edt View Favores Tos bec Pacarmca The Proper kairiri gt Tool osCommerce the project Easy Populate 2 76h MS2 Default Language english uk 4 EP Documentation Steere becouse sour dabezers before perto 1 9 any Seay Pop lete spare o Upload and Import EP File Bram toms Settings amp Inset to cb Info Upload and Split EP File Tiras Sprite Import EP file from Temp Dir EP cs v koms w Linear modo Export EP or Froogle Products File Domeka orar e coto E er ile ore
79. Invoice Repo ui ri id daa da 213 Sales Aged Invoice Report iii ia A AA Ai ARA 213 SAlESDAYDOO iii eii 215 Sales DAyDO0K viii A TEE E A A 215 Gustomer State Mets lt 2 ccctecccces scsi noia ea aa aa aa a Aaaa aaa aad eaaa aeania Arruti antaiia dai 217 C stomer Statements aii 217 Sales Order Functions 219 Sales Order Entry cicciescciecses scecesescseenssssceeetessveveeesseeeeseasieewesaseenedeasveersesseevededeveewecasseeedea seers Sales Order EMERY assets AATE T OT E E E E T T E atRia Nes Creating a New Sales Order Order Reference Details iii a aaa re p a ee area aare Ea ea O ae a EAA AENA de aeoea EPEa ana aea aSr iaai Or FDA iii ai Order Payin Ct ia csceesscecevescesiceicvaceveseseeeseisvctcecentse doassscers sessissseeyaceseveninsnse guacesvascetaasivencedetisedotsdagers susszesseesacetetes a caucvcccecsccevcusecesursesavensdncttseccevssuscusctssussebscenssaecedesiec csetsincestusev duvets cqcsevecertssuesuscesstosuBavevecqaeeeses Print Order ACKNOWlEdgGeMENL cceeeececeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeseeeeeeeeeeeeeeeeeeneaes Print Order Acknowledgement Sales Order Repo eh aran n sass cutee donee cet dida cote Sale Or der Re Port O De live re Siz ii A di Print Delivery Note viii ia Enter Des patch Detail ste VO COS 26 ice soca see sees ets ag e e A Prints A cscechauchesescns sceuuevaavstes sous dois esdubeck sous sucansavaaesaueesbesutesupenseessexenseenes Back Order E E T decease taa Aid BACK Ordes T C
80. Menu The following window will appear 5 Nominal Year End Routine This program will do all of the Year End processing that should be completed before the next year s entries are started Current Financial Year 01 04 2001 31 03 2002 You may not do the year end routine during the current financial year Nominal Year End Routine The program is designed to do all of the year end processing This routine can only be done on the year end and not in the middle of the current financial year If it is your year end open up the program and you will see the following screen 5 Nominal Year End Routine This program will do all of the Year End completed before the next year s Nominal Year End Routine This requires you to add an Account Number and a Department When this has been done click on the Process Year End button This will then do all the nominal year end processes automatically Copyright of Merlin Software Ltd 276 Merlin BackOffice 14 9 Close Month Prior to Balance Sheet 14 9 1 Close Month Prior to Balance Sheet This program calculates the difference between your income and expenditure giving you a profit or loss amount This can be run many times during the month To open this program double click on the Close Month Prior to Balance Sheet icon found in the Nominal Menu You will then see the following window gt Close Month Prior to Balance Sheet ii A w a count Type Curren
81. Merlin software Spt Merlin BackOffice Manual Copyright of Merlin Software Ltd Telephone Email Merlin Software Ltd 44 0 1226 321213 sales merlinsoft co uk Barnsley BIC Facsimile Website Innovation Way 44 0 1226 321284 w w w merlinsoft co uk Barnsley S75 1JL Contents 3 Table of Contents Foreword 9 Part 1 Introduction 11 Part 2 Main Workspace 13 Part 3 System Setup amp Maintenance 15 ASS AAA A 15 2 Company Details Setups aiii a aa 17 3 Maintain VAT Rat6 ciomcionicicionicaioi ii e a 21 4 Maintain Bank Account iia A A 22 5 Maintain Custom Fields es in iio tii ii diia 24 6 Maintain Currency ossi sinea aE EEEE AAE ed anaes 26 Part4 EPOS Functions 29 TU RECONCIN ATION da iia ds 29 Hot Key Setup amp Maintenance mmcccoocionccicinnonicicnnencicin arriendan dado 31 FIOt PAG Seca icono ir T 33 Hot ae lo EMO ALL ivscesceceisssevciccsccteevesvensvesensussonceveneevesssstssveusteesencetesnsavsnvevestserstsentecesenerssoncedetesvesassterenseestendedes 33 Hot Pages Setup iii AAA Ain 35 Adding an Image to a Hot Page ltem ooooonncconnncccncccanoccnonoconnnncnnnncnnnernnnnn cananea rn errar renace 37 A SEP OS Repo ici id lenta 38 5 Supervisor Functions Repo tienan ccvcescscedeeecceeeceedsendaeneceevencadendvensetwacts tends haitaa uesa akikata ania 40 6 Security Level Setup amp Maintenance ooccccconnccccconononcncnanonnnnnanononnnnnrcnnnnncrnnnnnnrrrnnnnnarernnananes 41 7 Reason List Setup 8 Ma
82. Merlin Software Ltd Sales Order Functions 221 From this tab you can also print out the appropriate Sales Order Acknowledgement using the Print button on the right hand side of the screen Clicking on the Print button brings up a preview of the Sales Order Acknowledgement on screen from which you can send it to the printer if necessary Note you can also print out Sales Order Acknowledgements using the Print Order Acknowledgements program which also has an icon in the Sales Order menu This program also allows you to print out a range of Order Acknowledgements It is covered in a separate section click on the above link for details Copyright of Merlin Software Ltd 222 Merlin BackOffice 13 1 2 Creating a New Sales Order As its name suggests the Sales Order Entry program is where you create new Sales Orders Open the program by double clicking on the Sales Order Entry icon in the Sales Order menu The program will open at the following screen Sales Order Entry Customer Details Order Reberenca ceder Detals Order Payments retary Order Seiject to VAT F Terms Price Exechade VAT 7 Sales Order Entry To create a new Sales Order click on the New button from the column of buttons at the right hand side of the screen Clicking on New automatically opens the Customer Details tab of the program This is because you must specify which Customer the order is for before you can do anything else In
83. Nominal Interface The screen has four different tabs at the top which divide the default Nominal Ledger Accounts into General Sales Purchases and Stock Each tab presents a screen containing the relevant Accounts that have been automatically created and allocated by the system It shows their Account identification numbers and the descriptions that apply to them You have the option of using these default Accounts or altering the Account numbers to bring them in line with your own requirements To alter any of the details click in the appropriate field and then click on the search button that appears This will bring up a further screen allowing you to select from all the Nominal Ledger Accounts that currently exist on your system Note that you cannot set up new Nominal Ledger Accounts from this screen You must use the Maintain Nominal Ledger program to do this Only when Accounts have been set up can you allocate them within this program At the bottom of the General tab is a button labeled VAT Info Clicking this button allows Copyright of Merlin Software Ltd 250 Merlin BackOffice you to access the Maintain VAT Rate screen At the bottom of both the Sales and Purchases tabs is a button labeled Bank Account Clicking this button allows you to access the Maintain Bank Account screen Copyright of Merlin Software Ltd Nominal Ledger Functions 251 14 2 Maintain Nominal Ledger 14 2 1 Maintain Nominal Ledg
84. Order Processing Booking In Stock Quantities Suppliers amp Costs 114 Booking In Stock Transaction List 116 Branch Information Editor 77 Branch Logo Editor 78 Ca Calculator 13 Categories 89 Checking Order History 235 Close Month Prior to Balance Sheet 276 Coding Structures 59 Comment 212 Comment Purchase 174 Comments 103 Company Details Setup 17 Company Selection 54 Comparing Margins 93 Connecting StockRoom ECommerce 305 Contents of Cash Drawers 29 Creating a New Sales Order 222 Creating a New Stock Record 81 Creating a Purchase Order 135 Creating Menus 71 Currency Setup 26 Custom Fields 24 Customer Account Enquiry 191 Customer Adding New 182 Customer Allocate Payment 198 Customer Business Information 184 Customer Contact Details 183 Customer Deactivating 195 Customer Delivery Addresses 194 Customer Dispute Maintain 208 Customer Reactivating 197 Customer Sales Analysis 188 Customer Disputes Resolving 207 Customer Import 288 Customer Maintain 181 Customer Payment Terms 186 Customer Search Screen 56 Customer Settlement Terms 186 Customer Statements 217 D Daybook 215 141 Daybook Purchase 176 Deactivating a Customer 195 34 Merlin BackOffice Debtors List Report 213 Deleting Menus 75 Deleting Prices 94 Deleting Users 67 Deliveries 240 Delivery Addresses 194 Delivery Notes Printing 240 Despatch Details 242 Despatching Incomplete Orders 242 Discount Le
85. Pack Sizes to the offer if you wish Once you have completed the Special Offer setup click Save to keep your new offer You can then continue creating offers if you wish Otherwise click OK to return to the main Workspace Note To amend an existing offer alter the details of the offer as necessary then click Save Copyright of Merlin Software Ltd EPOS Functions 51 4 8 4 Group Discount Choose New to open a screen of blank fields for you to create your offer Enter a unique code which will represent the Special Offer you are creating up to 3 characters This detail is more for the system to recognise the offer than for you to recognise it However next you need to enter a description by which you and your staff can recognise the offer when it appears at the point of sale up to 30 characters Then you must specify Group Discount as the type of offer you want to create The next field requires you to enter the correct VAT code for the discounted items The Merlin system holds five different VAT levels and you must enter the number relating to one of these in this field in order to continue For more information on VAT levels consult the Maintain VAT Rate section The next fields are where you tell the Merlin system exactly when you want the Special Offer to be applied First enter a date for the Special Offer to start The system will default to the current date and you can either type over the default date or click th
86. Pack Type field will allow you to select from a drop down list including Units Weight Volume Length etc Adding Barcodes You can also link Barcodes to the Product by moving the cursor to the Associate Barcode field and either scanning or typing in the Barcode Clicking the Add Barcode button will link this Barcode to the Product and it will appear in the list in the bottom right hand corner of the screen Highlighting a Barcode in this list and clicking the Remove Barcode button will remove the Barcode from the list and remove its association with the Product The facility also exists to give your own Barcodes to any Products that may not already have codes To do this make sure that the Associate Barcode field is empty then click on the Add Barcode button The following message will appear 2 Auto create and Associate an unique 10 digit Barcode i Cancel Click on the OK button to have the system create a Barcode for the Product The system creates the Barcodes sequentially and each is unique Even if you later remove a Barcode s association with a Product or remove the Product from the system the Barcode will never be re used Below is an example of the sort of Barcodes the Merlin system will create Obviously the numbers will increase substantially the more you use this auto barcode facility Copyright of Merlin Software Ltd Stock Control 0000000009 0000000010 0000000011 Associated
87. Pobrison amp Hemmngway Contact ames Frith Address Fra 47 Telephone fist 345 4567 Town City j hingstan a E Med Canty hot 3 Post Code Ess 77H El Country Scotland You need to make sure that the details you are inputting are correct as this is your record of each Supplier s address and contact details The screen also includes fields for the name of your main contact at that Supplier as well as contact telephone numbers and e mail addresses It is possible to print out or view on the screen this information for each Supplier that exists on your system ina Supplier List See the separate section on the Supplier List Report for further details Note the Merlin Back Office system will save the data you enter as you type so there is no need to save the details you input This is done automatically by the system Therefore once you are satisfied that the details you have entered or amended are correct you can simply exit the program Copyright of Merlin Software Ltd Supplier Functions 157 11 1 4 Business Information The Business Information tab is where you enter the details of your dealings with the Supplier Supplier Haintaim Supplier eros Contact Detads Comments Business 00 Custom Supp in Busines Dada Fuchi Editor Sper Type fr ade The first field allows you to specify the type of Supplier Click on the down arrow to the right of this field and select a Supplier type from the drop do
88. Reference Order Detals ceder Payments Hitory URDER DLI ALLS FAS Rnb E Fx COCKTAILST Cocktad Sticks 100 pack Sales Order Entry Adding Order Lines To begin entering the details of the order click New Line from the buttons that appear in the bottom left hand corner of the screen This opens up the Stock Code and Description fields E A 1 Either type in the Stock Code or click on the Search button to select a product using the Stock Search screen Once you have selected a product all the other details relating to that product will appear in the fields below Those details that appear in white fields will default to the standard values that the system holds for the product but can be altered if necessary You can select a different Pack Size if others exist on the system for that product You can also set a different Selling Price if you wish this is a way of offering a set value discount rather than a percentage discount The percentage discount will reflect any overall order discount that you have applied plus any discount that the Customer is entitled to because of their discount level However this can also be altered for a particular order line The one field that you must change is the Quantity Ordered field otherwise the line will appear on the order but no quantity will appear If the quantity ordered exceeds the amount of stock that is available a message will appear telling you that there is Cop
89. Save Offer 49 Setup Reason Lists 43 Setup Security Levels 41 Setup Special Offers 45 Single Site or Multi Locational 58 Special Offer Setup 45 Specifying Alternative Addresses 194 Statements Customers 217 Stock Adding Prices 90 Stock Booking In 112 Stock Creating New Records 81 Stock Discounts 96 Stock Images 105 Stock Master Details 84 Stock Master Record 82 Stock Quantities 99 Stock Reports 143 Stock Sales Analysis 101 Stock Tempory File 148 Stock Adjustment 117 Stock Book In Purchase Order Processing 141 Stock Book In Quantities Suppliers 8 Costs 114 Stock Book In Transaction List 116 Sates Orders 24 9___________ Sttoek Categories 59 FOIS 229 222 Sales Orders Adding Lines Sales Orders Creating New Copyright of Merlin Software Ltd Stock Comments 103 Stock File 59 Stock Import 285 Stock Maintain 79 on V Stock Movement Receipt Query 106 Stock Replenish 125 Stock Search Screen 56 Stock Tag Along 151 Stock Take Tool 111 Stock Transfer 120 Supervisor 68 Y Supervisor Functions Report 40 Supplier Adding New 155 Year End Supplier Business Information 157 Supplier Contact Details 156 Supplier Dispute Maintain 171 Supplier Aged Invoice Report 178 Supplier Disputes Resolving 170 Supplier Import 290 Supplier List Report 160 Supplier Maintain 153 Supplier Payment Allocating 164 Supplier Payment Entering New 162
90. Supplier Payment Terms 158 Supplier Settlement Terms 158 Ta Tag Along item 151 Tank Deliveries 295 Tanks 293 Tempory Stock File 148 Terms 186 Till Reconciliation 29 Training Company Mode 55 Transaction List 124 Transfer List 124 Transfer Purchase Order 122 Transferring Stock 120 Trial Balance 265 U Updating Adding Deleting Stock ECommerce 308 Uploading Stock Stockroom ECommerce 310 User Access Rights 41 65 User Editor 65 User Menus 69 Users Adding New 66 Cege Satin gmap La VAT Levels VAT Rate Maintenance 21 VAT Rate Setup 21 21 275 Index 317 38 Merlin BackOffice Endnotes 2 after index Copyright of Merlin Software Ltd Back Cover
91. The Code field allows you to enter an identifying code for the transaction the Invoice Cheque field lets you make a note of an invoice or cheque number relating to the transaction and the Description field is for you to enter a description of the Journal Entry Once you have completed this part of the entry you can begin to Enter the Journal Details Copyright of Merlin Software Ltd 260 Merlin BackOffice 14 4 3 Entering Journal Entry Details Once you have completed the top half of the screen you can begin to enter the details of your Nominal Ledger Journal Entry D C Description D Bank Account Sales Ledger Control OBAL 10750 00 C Purchase Ledger Control O BAL 21123 40 D Stock and Work in Progress O BAL 5000 00 C YAT Standard Rate O BAL 3483 62 D Assets OBAL 10000 00 D Petty Cash O BAL 44 00 Click the mouse cursor in the first line of the table under the Account heading and a search button will appear You can either enter the Nominal Account number manually if you know it or you can click the search button and select the relevant account from the search screen You must then enter either D for Debit or C for Credit in the D C column to denote whether you are debiting or crediting the account that you have chosen You can then enter a Description or the line entry and or a Reference to make transactions easier to trace later on Finally you need to enter the amount that you are cr
92. The system process the relevant transactions and produces the report Copyright of Merlin Software Ltd Customer Functions 217 12 6 Customer Statements 12 6 1 Customer Statements This is a reporting program which allows you to print out Customer Statements To use the program double click on the Customer Statements icon in the Customers Menu You will be presented with the following screen Print Customer s Statements From Customer Code CASHSALE pe To Customer Code SMITH El Statement Date o 03 2001 7 Print only transactions are older than m E das Print statement for account balances above fo Print transactions with no remaining balance No Date From C Yes o 03 2001 7 Statement Messages Print Customer s Statements This is where you set the criteria for the Customer Statements Report Here you can select a specific customer to view or an entire range of customers by changing the properties in the From Customer Code field and To Customer Code field using the button Once you are satisfied with the criteria you have set click on the Report button This will generate a report which you can choose to print out or simply view on the screen Printer or Screen If you choose to send the report to the printer simply click on the printer icon in the toolbar at the top of the screen The report will print out in the normal way However the Merlin Back Office system allows you to see a
93. You can also select both a Stock Category and a Supplier to narrow down your selection The system will then add to the offer all the products that correspond to the criteria you have specified To add a single item to the offer choose No You will be presented with the Stock Enquiry Datasearch screen from which to choose an item of stock Select the stock item you wish to add to the offer then press Proceed When adding to the offer a stock item which is available in differing Pack Sizes the Merlin EPOS system will allow you to choose which of these Pack Sizes you wish to include in the offer You can also choose to add all Pack Sizes to the offer if you wish Once you have completed the Special Offer setup click Save to keep your new offer You can then continue creating offers if you wish Otherwise click OK to return to the main Workspace Note To amend an existing offer alter the details of the offer as necessary then click Save Copyright of Merlin Software Ltd EPOS Functions 49 4 8 3 Multi Save Choose New to open a screen of blank fields for you to create your offer Enter a unique code which will represent the Special Offer you are creating up to 3 characters This detail is more for the system to recognise the offer than for you to recognise it However next you need to enter a description by which you and your staff can recognise the offer when it appears at the point of sale up to 30 characters Then you
94. a Delivery Note If all the items on the order are in stock and ready to go then you can simply use the Print Delivery Note tab to despatch the goods Double click on the Deliveries icon in the Sales Order menu and then select the Print Delivery Note tab You then have a choice of two sub tabs and you need to choose the Print New Delivery Note one to open the following screen Sales Order Information mote To Order No HEA 61 This screen will allow you to print out a Delivery Note or a range of Delivery Notes that you specify However you can only print Delivery Notes from this tab provided that they have not been printed or previewed before To select the Orders that you wish to print Delivery Notes for click on the down arrows to the right of the From Order Number and To Order Number fields and select from the drop down lists to set the range of the printout Then simply click on Print or Preview If you need to reprint a Delivery Note that has previously been printed or previewed then you need to use the Print Existing Delivery Note tab Again this is a sub tab of the Print Delivery Note program This tab works in exactly the same way to the Print New Delivery Note tab Simply set the range of the printout by clicking on the down arrows to the right of the From Delivery Note and To Delivery Note fields and selecting from the drop down lists that appear Then click on Print of Preview Note that r
95. ack Order On this tab you have a choice between two different reports that are available Click on the Back Order Reports tab and the following screen will be displayed Sales Order Back Order Back Order Report Fit Back Order C General Back Order Report C Goods Available to Fill Back Order Report From Stock Code BERGERAC y To Stock Code fis0 1 o00003 oe From Category 1 Ab To Category 1 Ab From Category 2 Ab To Category 2 lt Ab __ Sales Order Back Order From this screen you can see that there are two reports to choose from General Back Order report and Goods Available to Fill Back Order report The purpose of the General Back Order Report is to show you all the Back Orders you have on the system the report will show you the product quantity and the Sales Order reference number so each product can be tracked to a specific Sales Order The purpose of the Goods Available to Fill Back Order Report is to show you if any of the goods that are on Sales Orders as a Back Order have been booked into the stock file This report will give you the product quantity available and the quantity on Back Order so that you can then use the Fill Back Order part of the Back Order program When you have selected the report that you want to see there are several parts that can be configured so that you can lay it out as you want The From and To Stock Code sets the range of products to look between for the report to update
96. ack Sizes then you can choose to transfer packs of any available size You then need to specify the quantity of Products that you wish to transfer Note if you have specified a Pack Size when you enter a quantity the system will transfer this quantity of the Pack Size you have selected For example if you have selected to transfer in packs of 12 and you enter quantity of 10 you will be transferring 120 items You will notice that the system automatically calculates the Transfer Total underneath the Transfer Quantity field You can check this to see whether the quantities are correct Once you are satisfied that all the details of the Stock Transfer are correct click the Add button in the bottom right hand corner of the screen This will add the data to the Transfers List at the top of the screen Copyright of Merlin Software Ltd 124 Merlin BackOffice 10 7 4 Transfer Transaction List The Transaction List is the area at the top of the Stock Transfer screen It holds the details for the stock that you are transferring Transfers List Produc code ay eak Jro r CADSNACK 35 35 DON CARLSOOML 11 34 264 DON CC330ML 20 1 20 DON CUP GY 34 1 34 DON KP C0001 50 1 50 DON KP CO002 50 1 50 DON MAx1006 pe 1 Pe DON SILKP10 1 DON Transfered by Pa Accept Clear E It is worth noting that the entries that appear in the transaction list have not yet been processed they have only been added to the list of
97. aff in the use of the system or when you need to give yourself a refresher course on certain system functions Copyright of Merlin Software Ltd s Merlin BackOffice 5 4 Stock Search Screen There are two methods that you can use to open the Stock Search Screen in the Merlin Back Office program One is to press the button in Stock Maintain the other is to press the F2 Datasearch key Category 1 F4 _ Category 2 15 Brond F0 Frol Supp FS 72 NOR FOOO WORK PLACE BOOKER BAR F Mii Wire Brush Set ge Torre Oec Pick Diec MA Sol 1 MON FOCO WORK PLACE SOOKE Forres Oise Pafii Sy 10 00 6 69 00 NONe FOOO WORK PLACE POOKER BAR lon rollercare Accemorien Luggage ANTLER BAR 72 Pince Panty Paci sl 0 00 1 69 00 12 MONFOCO WIGIGS AMD SEAS BOOETR BAR TP ts gt 435 11 4 104 RETAIL GROCERY o BOOKER BAR Bin 1 Screw ge 0 00 200 9 00 1 MONFOCO WORK PLAC SOOKER DAR Y Deep Round Cale Pan Sgi G00 1 690005 NONE FOOO c ROCKER BAR E Springin Tin o 0 00 1 60 00 3 MONPOOO BOOEER bAR E Square Cake Pan al 60 00 1 69 00 06 MONFOCO POOKTR BAR tr Dude Economy Sue 0 00 1 40 00 5 MON FOCO N DOER bak Bin Round Poly Baskets Js NON FOOO SOOKER BAR Soe Delipal Cont oud 05050 0 00 101 69 00 1 NONFOOO POCOS ER BAR bos Steel Claw Hammer agi 0 00 1 60 00 48 MONPOOO BOOEER BAR Bpce Molograghi CD Gr Bo eg 60 00 CA 60 00 1 MONFOOO v POOKTR BAR Fimea Armoured Steel Padicch Sgi 10 00 61 40 0
98. ales Order Entry program allows you to check Delivery and Invoice information relating to the order you have selected The program has two similar parts Delivery Information and Invoice Information which are selected using the tabs at the base of the screen Sales Order Entry Customer Details Order Reference Order Details Order Payments History ORDER HISTORY BAR 200073 09 03 2001 1 Unknown Line Sales Order Entry Select the order you require by clicking on the down arrow to the right of the Order Number field and selecting from the drop down list that appears Note that you can select an order and then page through all the different tabs of the Sales Order Entry program to check all the different aspects of that order The History tab will then show you the lines from that order which have been delivered if any and those that have already been invoiced This allows you to see the status of the order in detail directly from the Sales Order program These parts of the History tab are automatically updated by the Print Delivery Notes program and the Print Invoices program Note both screens will be blank for orders that have not been through either of these programs Copyright of Merlin Software Ltd 236 Merlin BackOffice 13 2 Print Order Acknowledgement 13 2 1 Print Order Acknowledgement This is quite a straightforward program which allows you to preview print or reprint any Sales Order Acknow
99. all have 10 digits To do this check the box below the Label Format fields When you print out the labels you will find that only the 10 digit barcodes will be included As standard you will have a number of standard layouts already entered onto the system To select the type of label that you require simply select it from the drop down list If you wish to add your own layout click on the Settings tab at the top of the window and you will see the following ASPrint Labels i x Selector Settings asd 96 delete Format forgnd Layout Product Label r d Pent M Qutlne Label Edge Y Offset 3 R OFset 3 Page Margins mm ydh Dz boss m Height 16 teti 49 Label Right 4 oe 1 17 aon 4 Spacing 25 5 No Columns Here you can configure the layout for any label that you require If you want to add a new layout then just simply type a name for it in the layout box and click on the Add button that becomes enabled This will blank all the margin fields and allow you to enter your own You will notice that you have one other option on this screen Outline Label Edge This is useful for when you are configuring your own label type as this adds a border to each individual label To enable this feature simply check the box Copyright of Merlin Software Ltd tio Merlin BackOffice Once you are satisfied with the details you have set click on the Print button Copyright of Merlin Softwar
100. and drag to change the width Finding a Product In the Stock Search screen you can choose to search for the product in a number of different ways The first of these is by using the Function Keys Each of the different columns have a Function Key stated next door to the title For example you can sort on the Product Code by pressing F2 and on Category 1 by pressing F4 For an explanation of categories see Organising your Stock File You can also select any of these by clicking the mouse cursor on the appropriate tab at the top of the screen the selected tab will be red in colour Once you have chosen one of the above methods to search the stock database you can quickly jump to the item you are looking for by typing the first few letters into the Search Text box at the bottom of this screen Alternatively you can simply scroll down Copyright of Merlin Software Ltd General System Information the screen until you reach the item you are looking for Once you have found the item you are looking for press the Proceed key The system will return you to wherever you were in the Merlin BackOffice program before you pressed the key and the item that you selected will appear in the appropriate field The changes you have done to the order of the fields and the search field will be saved for next time the stock search is entered Refreshing the Display The Stock Search File is built when the Back Office is first entered If any chan
101. and or Price Breaks that have been set up for the Product The area below the pricing structure is entitled Remove Pack Price Break emove Pack Price Break Pack Size y Price Break I y Delete Using this area select the Pack Size and or Price Break that applies to the price that you wish to delete Do this by clicking on the down arrow to the right of the fields and selecting from the drop down list that appears Once you have selected the price for deletion the Delete button will become enabled Click this and a small box will appear asking you for final confirmation that you really do want to delete this price Click OK and that particular price is deleted from the system Note the system will not allow you to delete the price of a single unit Pack Size 1 Price Break 1 Copyright of Merlin Software Ltd Stock Control os Copyright of Merlin Software Ltd Merlin BackOffice 10 1 10 Discounts The Discounts tab of the Stock Maintain program allows you to apply up to five discount levels for each item of stock that exists on the system These are product related discounts that allow you to offer stock items at reduced prices to those Customers who hold a Credit Account with your business TA Stock Maintain Master Getas ineng Diana cuartos Sales nates Comments Insgs Ceton Product Cock Promist Danton AAA Lewis 0 i 2 3 4 S Orar AAA ooo Stock Maintain Note the screen that y
102. apert X pr Sales Order Report Using the radio buttons at the top of the screen you can set the report to contain only Sales Quotations only Sales Orders or only Credit Orders The program will default to All to include all these Order Types The next fields are used to limit the report to those Sales Orders that you are interested in Select a starting and ending Order Number by clicking on the respective down arrows and selecting from the drop down lists that appear In the same way you can also limit the report to those Customers that you are interested in by specifying a starting and ending Customer Code in the next pair of fields This can be useful if you only need to examine details of the Sales Orders relating to one particular Customer You can also limit the Sales Order Report to those Sales Orders that have been attributed to certain Salespeople Simply enter a starting and ending Salesperson Code in the relevant fields Leaving these fields blank will include all Salespeople in the report this is the default setting You will also notice that there is a check box to indicate whether you want the report to be based on an Expected Delivery Date If this is left unchecked the program does not take this into account when compiling the report If you choose to check the box you will then need to set the From and To date fields to limit the report to the dates that you require Copyright of Merlin Software Ltd Sale
103. ar automatically as will the last cost for that product and the quantity that the system recognises as being already available ES If your system is Multi Locational click here for further details See the next section for details of Setting Quantities Suppliers and Costs Copyright of Merlin Software Ltd m Merlin BackOffice 10 5 2 Setting Quantities Suppliers amp Costs To book stock in you need to specify which Pack Size you are booking in Clicking on the down arrow to the right of the field will allow you to select from a drop down list of all the Pack Sizes that exist for the Product you have selected The Pack Size field also supports measurements of Length Weight Area and Volume if the Product is bought and sold in these measurements If this is the case the field will be labeled Price Per rather than Pack Size You are then asked to specify which Supplier the Product has come from Again a drop down list allows you to select from the Suppliers that exist on the system Note it is not possible to create a new Supplier in this screen If the Product you are booking in comes from a Supplier which does not exist on the system you must first add the Supplier to the system using the Supplier Maintain program see Adding a New Supplier Qty Available es Book In Packs gt Unit Cost 13 20 Total Cost 26 40 Best Before po Add In the Book In Qty field enter the quantity of the Product th
104. art of the mechanism that the system uses to track damaged or faulty goods See the section on Returns in the EPOS Copyright of Merlin Software Ltd 44 Merlin BackOffice Help File for details of how to enter fault descriptions at the Point of Sale Also see the section on available Stock Reports for details of the Damaged Faulty Stock Report Copyright of Merlin Software Ltd EPOS Functions 45 4 8 Special Offers 4 8 1 Special Offer Setup This screen allows you to set up and maintain any Special Offers that you choose to run It is accessed by double clicking on the Maintain Special Offer icon in the EPOS Menu xi offer Code 5 al Description croup Discount Ofte Details Stack Detail Offer T E q Start Date 27 07 2004 y C MultiSave End Date 31 01 2005 f GroupDiscount Discount AT Code 1 Start Times 0 0 0 End Time Es de l Nex gt Lest zino pees 3 Save bx Lance Wl cbse Maintain Special Offer The Merlin EPOS system will allow you to run three different kinds of Special Offers and the screen will alter slightly to accommodate the requirements of these different offers Link Save This offer allows you to link together products that are not the same but may be related An example of this kind of offer would be Buy a tin of paint get a free paintbrush For maximum flexibility the Merlin EPOS system allows you to specify the total value of the L
105. at you have added to the record will also appear in the smaller window at the bottom of the screen they will be marked as Resolved and will appear along with the date and time of entry as well as the operator who entered them Note that there is no limit to the amount of times that a transaction can be disputed and resolved Copyright of Merlin Software Ltd 212 Merlin BackOffice 12 3 4 Comment The Comment button allows you to add a comment to any transaction regardless of whether the transaction is in dispute or not You may use the Comment function as you see fit This may be to chart the progress of an order to let staff know that the Customer is still awaiting an invoice to log the fact that the Customer is waiting for other goods to arrive before collecting the item etc etc To use the Comment function scroll through the list until you find the transaction that you are looking for then click on it with the mouse cursor to highlight it Click on the Comment button and the following screen will appear EE Comment ITC 0 90010 ojx Authorised by OK Cancel Simply type your comments into the box and then add your name to the Authorised By field Note that you must complete this field in order to proceed Once you are satisfied with the comments you have added click the OK button and the comments will be added to the record The details that you have added to the record will also appear in the smal
106. at you wish to book into stock Then enter the unit cost Note that this refers to the Pack Size you have specified you can check the last cost for that Pack Size on the left hand side of the screen Qty Available o Book In Qty fio kg y Cost 0 5 per 1kg Total Cost 5 00 Best Before Add Save If the Product that you are booking in is bought and sold by length or weight an extra field will appear to the right of the Book In Qty field This allows you to more accurately select the quantity for booking in In this case the cost refers to the Price Per measurement that you selected on the left of the screen and this is the measurement that will appear to the right of the Cost field It may or may not be the same as the measurement that you are booking in In the example shown above the stock is being entered in square metres although the cost is shown in square kilometres Copyright of Merlin Software Ltd Stock Control 115 The system will automatically fill in the Total Cost for the Products in the box below The final field on this screen allows you to specify a Best Before Date for the Product Once you are satisfied that all the details are correct click the Add button This will add these details to the Transaction List at the top of the screen Click here for details of what happens next Note if the Product that you select does not have a specified default Supplier a message asking whether you wish to
107. ate that you want the enquiry to start from It is possible to select the start date using ISO Week Numbers or actual Dates simply choose the method which best suits the way that you work and the data you are looking for Copyright of Merlin Software Ltd 192 Merlin BackOffice Select Dates x Date weekNo Select Dates x Date WeekNo OK Cancel OK Cancel The principle of both of these boxes is the same Clicking on the down arrows to the right of any of the fields will cause a drop down listto appear From here you can select from the available options Once your selection is complete click on the OK button Your selection will appear in the From field of the main screen Follow exactly the same process for the To field this will specify the date that you want the enquiry to end Again clicking OK will make your selection appear in the To field of the main screen Note if you choose not to specify start and finish dates for the Account Enquiry that you are about to perform the system will analyse all the data it has This will take substantially longer than it will if you have searched between specific dates Types You can then narrow your Account Enquiry down even further by using the Show Types area of this tab Show Types IV Sales Invoice V Credit Inv IV Payment Y Journal IV Refund TF Voided You can configure the Account Enquiry program to display or hide any
108. ayment in the field below Note if you select Credit Card as the method of payment you will notice that there are a number of further fields to be filled in including Credit Card Number Issue Number Start and Expiry Dates etc Also if you select Cheque as the method of payment you can also enter the cheque number for your records Payment Lines Window Once you have filled in the payment method and the value of the payment click on the Copyright of Merlin Software Ltd 200 Merlin BackOffice Add button at the bottom of the screen The payment will be added to the Payment Lines window at the top right hand corner of the screen It is worth noting that the entries that appear in the Payment Lines window have not yet been processed they have simply been added to the list of payments that will be added to the system when you click on the Accept button You can therefore add further payments on that account if necessary and then process them all at once Pressing the Clear button will remove all the transactions that are currently in the list Highlighting a line and then pressing X will delete only that line from the list Entering the Payment There are two further fields that remain to be completed before the payment can be entered onto the system The Date field functions almost like an optional field The system does need a date in order to proceed but if you leave this field blank the syste
109. can only be initiated by the Branch that the transferred stock is coming from It also does not perform the book in for the Branch receiving the stock To begin double click on the Stock Transfer icon in the Stock Control Menu A screen resembling the following will appear Stock Transfer Transfer Messages Transfers List Product Code Qty Pak total to Tranteredby Peery mr a EA Transfer Line Product v From BAR Penny s Pretties Barr Description To DON Penny s Pretties D Y Poner ese y Available h Transfer Qty o Transfer Total d Purchase Stock Transfer The first thing that you need to do is to enter your name in the Transferred By field The Merlin Back Office system will not allow you to complete the stock transfer process if you have not filled in this field From To You will notice that the system has already filled in the From field with your current location You cannot change this You need to specify the location that is to receive the transferred stock from your Copyright of Merlin Software Ltd Stock Control 124 Branch Do this by clicking on the down arrow to the right of the box and selecting a location from the list that appears Once the Location has been specified you can Select a Product or alternatively the items ona Purchase Order can be imported by clicking on the Get PO Data button Note The system will allow you to transfer mor
110. cate and the Customer is due a discount the Discount Given field will be filled automatically by the system The contents of this field can be altered and the discount value can be decreased meaning that you can reduce or cancel the discount for problem Customers However the discount value cannot be increased because doing so will disable the OK button meaning that you cannot allocate the payment This is a security feature which means that staff cannot over ride the settlement terms that were originally offered to the Customer The bottom area of the screen shows details of the remaining payment balance and the remaining invoice balance These figures will change depending on the values in the fields above Once you are satisfied that all the details are correct click on the OK button to allocate the payment Note that you can also cancel the allocation from here Payments allocated to invoices appear in the Allocated window in the centre of the screen at the right hand side These payments remain in this field until you exit the Allocate Payment program and can be unallocated from here if necessary using the Unallocate button situated above this window Copyright of Merlin Software Ltd Customer Functions 207 12 2 6 Resolving Disputes If an invoice is marked as disputed only the Resolve button will be enabled in the Allocate tab This means that you cannot allocate any payments to this invoice until the di
111. ce 11 8 Purchase Orders Report 11 8 1 Purchase Orders Report The Purchase Orders Report program is used so that you can view all purchase orders at any level by configuring the report you have total control of what you will see To use the program double click on the Purchase Orders Report icon within the Supplier menu The following window will appear Purchase Order Reporter Report Criteria Status Order Type Individual Lines IV Initial Y Manual IV Zero Delivered IV Accepted IV Automatic Y Partially Filed IV Partial M Completed Y Completed I voided This is where you set the criteria for the report This is self explanatory and simple to do Just select the options that you require by placing a tick in the box Once you are happy with the way you have set up the report click on the Report button and choose whether to print it or view it on screen Printer or Screen If you choose to send the report to the printer simply click on the printer icon in the toolbar at the top of the screen The report will print out in the normal way However the Merlin Back Office system allows you to see an exact copy on screen of the report which would otherwise have been sent to the printer This may be useful if you only need to check certain details of a Debt as the actual printing of the report may take some time If you want to view the report on the screen you will most probably want to make it bigger You can enla
112. ce site by clicking on the button to the right of the Local Directory Then click Save and select the Settings 2 tab Sesso S Log wat Coss Sergi Seiz Oh Prod Se 2400 F Segaar EGETI leche Oh Proda Doss 2200 Set Sake hil et T Debs bor aetas Discount Level so 60h acord Leese gt Here you can configure how removal of stock is handled deletion or deactivation Deactivated stock will not appear on the store front of your site but will be visible in the stockroom By default new stock is immediately shown in your store front you have the option of marking it inactive if you wish When new stock is added to the ECommerce site it is created in the category defined by New products category this category must exist on the ECommerce site before you upload the new stock It is recommended you create the categories you require first then when adding stock add all the stock for a given category at one time Copyright of Merlin Software Ltd ECommerce 309 New stock is added when you check the ECommerce stock check box on the Maintain Stock File screen s ECommerce tab Stock is removed when you uncheck the check box The addition or removal takes place when you next synchronize Merlin Back Office and your ECommerce site When you have configured how stock additions and removals are handled select the Session tab Click Product Export and the stock file from the ECommerce website wil
113. cessary using the Unallocate button situated above this window Copyright of Merlin Software Ltd 170 Merlin BackOffice 11 3 6 Resolving Disputes Purchase If an invoice is marked as disputed only the Resolve button will be enabled in the Allocate tab This means that you cannot allocate any payments to this invoice until the dispute has been resolved However you can resolve the dispute over the invoice without leaving the Allocate Payment program Click on this button and the following screen will appear r Dispute Resolve Dispute Resolve This screen has two tabs Resolve and History The Resolve tab allows you to enter the details of the eventual outcome of the dispute The History tab allows you to check the history of the dispute You cannot add to the History of the transaction in this field it simply shows previous comments that have been made Enter the details of the how the dispute has been resolved using the Resolve tab You must also enter your name in the Authorised By field to be able to continue Once you have done this the Resolve button will become enabled Click on this to complete the process You will notice that the asterisk has disappeared from the last column in the lower window This indicates that the invoice is no longer in dispute You can now allocate a payment or payments to it in the normal way see Allocating Payments to Invoices for details Copyright of Merli
114. ch screen from which to choose an item of stock Simply highlight the product that you wish to allocate to that key and press Proceed The Merlin Back Office system will enter the Stock Code for that product in the field alongside the key that it has been allocated to Once you exit this screen and the information is saved on the system an operator will be able to sell one of that particular item each time that key is pressed You can then perform this operation for each key if necessary Local amp Global The Merlin system provides two settings for Hot Keys Local and Global and these can be selected at the point of sale using the Change Mode key or by pressing Ctrl Y on a standard PC keyboard Local mode allows you to set up Hot Keys that will only apply to one particular till This must be done at the point of sale through the Hot Key tab of the Till Setup function and the till must be set to Local mode for the settings to take effect This can be useful when one particular till is responsible for sales of a particular type of fast moving product such as cigarettes The Hot Keys on this till can be set up independently of those that Copyright of Merlin Software Ltd 32 Merlin BackOffice apply to other tills Global mode allows you to set up Hot Keys that will apply to all the tills on your system This must be done in the Back Office using the Hot Key Setup option from the EPOS Menu Using this mode all the tills ona s
115. ck Office system allows you to Deactivate Customer Accounts if you see fit Note The system will not allow you to Deactivate a customer account if there is an outstanding balance By Deactivating an account you effectively suspend or cancel that Customer s account privileges There are two methods of doing this depending on whether you wish to suspend or cancel the account Suspending Privileges Select the Customer by clicking on the down arrow to the right of the Customer field and selecting from the drop down list that appears Once you have found the relevant Customer click on the Deactivate button in the top right hand corner of the Customer Maintain screen You will then be asked to confirm that you really do want to Deactivate the Customer Q Deactivate Customer are you sure A If you answer Yes a further box will appear This box asks whether you want to completely remove the Customer from the system To suspend account privileges click No This way the Customer still exists on the system but is hidden from view This means that operators cannot use the account any more until it is Reactivated see Reactivating a Customer Account Note Reactivation requires you to know the code for the Customer Account It is worth making sure that you have a record of this before Deactivating Cancelling an Account Select the Customer by clicking on the down arrow to the right of the Customer field and selecti
116. cluded in the offer For details of how to create a Group Discount Offer see the separate Group Discount Offer section Copyright of Merlin Software Ltd EPOS Functions 47 4 8 2 Link Save Choose New to open a screen of blank fields for you to create your offer Enter a unique code which will represent the Special Offer you are creating up to 3 characters This detail is more for the system to recognise the offer than for you to recognise it However next you need to enter a description by which you and your staff can recognise the offer when it appears at the point of sale up to 30 characters Then you must specify Link Save as the type of offer you want to create The next field requires you to enter the correct VAT code for the discounted items The Merlin system holds five different VAT levels and you must enter the number relating to one of these in this field in order to continue For more information on VAT levels consult the Maintain VAT Rate section The next fields are where you tell the Merlin system exactly when you want the Special Offer to be applied First enter a date for the Special Offer to start The system will default to the current date and you can either type over the default date or click the down arrow to the right of the Start Date box Clicking the down arrow will cause a pop up calendar to appear and from this you can click to select the date you want the offer to start Follow exactly t
117. combination of the following Sales Invoices Credit Notes Payments Journal Entries Refunds or Voided To do this simply click in the appropriate check boxes to mark the type as displayed or hidden The system will default to displaying all these types om Once you have configured your Account Enquiry press the Recalculate button lt Transaction Window The transaction window at the bottom of the screen will display only those details of the Customer s Account that you have chosen Copyright of Merlin Software Ltd Customer Functions 193 Date Type Transaction Description Debit credit Balance 09 02 200 ITC 0 10170 Entered By Jacko 0 000 250 000 250 000 11 02 200 ITC 0 90007 Entered By Jacko 0 000 525 000 525 000 11 02 200 ITC 0 90008 Entered By Jacko 0 000 560 000 560 000 11 02 200 ITC 0 90009 Entered By Jacko 0 000 560 000 560 000 11 02 200 ITC 0 90010 Entered By Jacko 0 000 560 000 560 000 11 02 200 ITC 0 90011 Entered By Jacko 0 000 500 000 500 000 6 Transaction s Debit 0 000 Credit 2 955 000 Balance 2 955 000 Note you can also sort the entries within the transaction window by clicking on the grey tabs at the top of each column Doing this will sort the column entries in ascending order This may make the information you are looking for easier to find Copyright of Merlin Software Ltd 194 Merlin BackOffice 12 1 8 Delivery Addr
118. count Days Left Discount Gwen Remaining Balances after allocation Payment 90 00 Invoice 12 79 Cancel The area at the top of this screen shows the number of the payment that you have selected and the number of the invoice that you are allocating it to The field below this information is used to enter the amount that you are allocating to the invoice in question Here you have two choices a You can click on the Max button This will allocate the maximum possible value from the payment to the invoice If the payment is larger than the invoice the system will allocate the full invoice value If the invoice is larger than the payment the system will allocate the whole value of the payment to the invoice Note this is the quickest way to allocate payments manually Simply press the Max button and then click OK and the system will do the rest b You can type in the amount to be allocated yourself This is useful if you only want to allocate part of the payment to the invoice Discounts The area below this field shows details of any discounts to be applied This will tell you what percentage of discount is available according to the Settlement Terms agreed with the Customer It will also show the number of days remaining in the discount period offered within those settlement terms Copyright of Merlin Software Ltd 206 Merlin BackOffice If the invoice is fully paid by the payment that you allo
119. ct Import from the list that appears A screen will appear asking you to choose the saved menu template that you wish to use The menus that you have previously exported will appear on this screen saved as mnu files Select the relevant menu template by clicking on it in the window and then clicking on the Open Button The contents of that template will now appear in the main Menu Editor screen and you can edit itas required The changes will be applied to the user you have chosen once you Click the Save button Note You can save your changes by clicking on the Save button in the toolbar although the system will not let you close the Menu Editor program without prompting you to save your changes Copyright of Merlin Software Ltd Branch Information Editor 9 Branch Information Editor 9 1 Branch Information Editor The Branch Information Editor allows you enter the relevant address and contact details for your Branch It also allows you to amend your Branch details should the need arise For example if your telephone number changes for any reason you would need to use the Branch Information Editor to alter the telephone number that appears on system printouts Double click on the Branch Info Editor icon in the System Setup Menu This will bring up the following screen Branch Info Editor Branch info Lego Location fea Nene METE Address Street Area CY Town Beny SS County Scuthverkshre o
120. ct Codes In the case of volume Pack Sizes would apply to Products such as bottled gas or home made wine that you could physically divide up into smaller measurements In these instances you can use the Pack Sizes Volume option Pack Sizes amp Reordering Pack Sizes also come into effect within the Stock Replenishment program If the Product is set up in the main Stock File to have different Pack Sizes then these are available to you when reordering You can set the system to automatically reorder stock based upon the Pack Sizes that you buy This would mean reordering in crates of 24 rather than a quantity of single units for example This also applies when Booking In stock As you enter the stock onto the system you will be asked which Pack Size you are booking in Copyright of Merlin Software Ltd Pack Sizes amp Price Breaks 63 6 2 Price Breaks The Merlin Back Office system uses a function called Price Breaks to allow you to offer better prices to customers who purchase larger quantities of a particular Product The term Price Break literally refers to quantity levels that you are able to define above which the price of a Product alters For example you may sell cans of lager individually for 0 85 each By setting up a Price Break at 5 cans you could offer these cans at 0 79 if a customer buys 5 or more Following the above example you could set up multiple Price Breaks so that customers buying over 5 cans o
121. d and select the appropriate Supplier from the drop down list that appears The description of the selected Supplier will then appear in the field You then need to specify a date for the Purchase Order Note that if this field is left blank and you click on the Accept button the system will ask you whether you Copyright of Merlin Software Ltd 136 Merlin BackOffice wish to use the current date If you do wish to use the current date this is the quickest way of entering the date The system will not accept the Purchase Order until a date has been specified You can then fill in the date that you expect the goods that you are ordering to arrive and an Order reference Number should the Supplier provide you with one You are not obliged to fill in these fields and the system will allow you to continue whether the fields have an entry or not The Terms field is for you to specify the settlement terms that the Supplier is offering you with regard to paying for the goods you are ordering If you have specified the Supplier s Settlement Terms in the Business Information tab of the Supplier Maintain program then these will automatically appear in the Terms field once you have selected the Supplier If not click on the down arrow to the right of the field and select the appropriate terms from the drop down list that appears You can also create new settlement terms from this screen To do this click on the plus button to the r
122. d Category 2 By making a selection from any of the drop down lists for these fields you narrow down the report to that particular selection Copyright of Merlin Software Ltd Stock Control 129 For example selecting a Supplier Code from the list will confine the Reorder Report purely to those Products that you buy from that Supplier This is a useful report to print out when you are planning to visit a particular Supplier The Category 1 and Category 2 fields work in the same way meaning that you can produce a Reorder Report for all your confectionery lines all your stationery lines etc Note Altering these settings not only narrows down the items shown on the report but also affects the items included in the Purchase Order Creation Copyright of Merlin Software Ltd 130 Merlin BackOffice 10 8 4 Automatically Generating a Purchase Order Once you have pressed the Update button you can use the Selection Criteria area of the screen to narrow down the items to be both printed and included in the Purchase Order The three selection criteria are Supplier Code Category 1 and Category 2 By making a selection from any of the drop down lists for these fields you narrow down the items and suppliers which will be included in the selection For example selecting a Supplier Code from the list will confine the selection purely to those Products that you buy from that Supplier The Category 1 and Category 2 fields work in t
123. d add the relevant units With Pack Sizes this does not matter because the system already knows that you can split the larger pack and sell the Product individually if required Note if you buy a Product in bulk and want to sell it as individual units but want to offer your customers a better price on the item if they buy more of it you may be better to use Price Breaks Click on this link for details Weight Pack Sizes can also relate to Products that you buy and sell by weight such as cheese meat seed pet food weighed sweets etc If you buy a Product in a large weight measurement and then divide it up into packs of differing weight then you can use the Pack Sizes Weight option Copyright of Merlin Software Ltd 62 Merlin BackOffice Length amp Area Pack Sizes can also relate to Products that you buy and sell by length such as wood string or ribbon or area such as carpet or hard board If you buy a Product in a certain length or area and then can divide it up into smaller measurements for sale then you can use the Pack Sizes Length Area option Volume Pack Sizes can also apply to Products that you buy and sell by volume though care must be taken here Pack Sizes do not apply to Products such as 2 litre bottles of juice because you cannot open up that bottle and divide it up into two 1 litre bottles Equally you cannot split it into cans of 330ml These are different Products with different Produ
124. d box On the main screen you can identify that the status of the product has been altered because the label of the Status button is changed Copyright of Merlin Software Ltd Merlin BackOffice Status Final Notes Finally if you are creating a new stock record then the right hand side of the screen will not have any fields These fields will be shown once you have completed the Pricing tab If you are amending or simply looking at details of an existing Product then you will see fields containing information such are Associated Barcodes VAT Code Manufacturer s Code Preferred Supplier etc You can change the VAT Code of the Product by clicking on the down arrow to the right of the VAT Code and selecting from the list that appears there Note the Merlin Back Office system will save the data you enter as you type so there is no need to save the details you input This is done automatically by the system Therefore once you are satisfied that the details you have entered or amended are correct you can simply exit the program Copyright of Merlin Software Ltd Stock Control ss 10 1 5 Categories The Merlin Back Office system allows you to group stock into Categories and sub categories Category 1 is used to identify groups of stock and to limit reports to a specific category or range of categories Note that the Category 1 field cannot be left blank when creating a new stock record Category 2 can be used to fu
125. d you do not have to offer discounts on every product that you sell Copyright of Merlin Software Ltd 98 Merlin BackOffice Copyright of Merlin Software Ltd Stock Control so 10 1 11 Quantities The Quantities tab basically allows you to view the quantities of Products that you have available Choose the Product that you are looking for by clicking on the down arrow to the right of the Product Code field and selecting from the drop down list that appears This will cause the description of the Product to appear in the Product Description field In the area beneath these fields the system will display the quantity of the Product that is currently available Quantities Available 43 On Purchase Order 11 On Back Order 0 On Sales Order 0 Delivered Not Invoiced 0 This area also shows the quantities of this Product that you have on Purchase Order on Back Order on Sales Order and the quantity Delivered but not Invoiced This allows you to see at a glance your current stock and ordering position oe If your system is Multi Locational click here for further details Re Order Editor The Re Order Editor also occupies part of the Quantities tab but it is covered ina separate section For further details of this function click on the above link Printing Stock Labels On this tab you will also find a button which takes you to the Print Labels screen This is a the same module that is accessible from
126. data is entered or a csv is opened with Excel Barcodes for example are always Numerical characters i e 0 to 9 not floating point numbers or alphanumerical characters Excel interprets them by default as general numbers and converts them i e Original Value Excel Interpretation 0002673 2673 1234567890123 1 23457E 12 So please avoid reloading csv imports into Excel as you may suffer from the above problem Copyright of Merlin Software Ltd Utilities 285 15 4 Stock Import The table below shows the fields required by the Import routine to import Stock If the file is not set out like this when you come to import the file you will get errors Key C Compulsory Fields must have valid data at all times U Uppercase must only contain Uppercase letters E EPOS Characters Only 0 9 A Z N Numerical Characters Only Default Default Value if none given Type Field Key Alphanumeric Any Character or Number Numeric Numbers 0 to 9 only Short Any Number from 0 to 65 535 The Numbers in the Size field relates to how many characters can be stored in that field for the specific field description e g Location BAR Field Column N lt x2 lt CANIOUOZZETAGAIO AMUO y gt Field Description Product Code Product Description EPOS Description Stock Category 1 Stock Category 2 Brand Stock Type Pack Type Custom 1 Custom 2 Custom 3 Custom 4 Custom 5 Product Comments Non
127. der Date 28 07 2007 y Delivery Date 02 08 2007 y Sup Afc Ref BOOKER135 Ordered by Pc Deliver Direct to Delivery Address Code Terms Standard E EEE p gt A Accept 1 KP COO01 1 KP Cheese amp Onion 1 20 0 10 2 00 2 MAx100G 12 Maxwell House 100g 2 10 12 50 125 00 3 SILKP10 10 Silk Cut Purple 10 1 15 13 50 202 50 Bl 4 SILKP20 10 Silk Cut Purple 20 1 15 24 50 367 50 5 CARLSOOML 24 Carling 500ml 1 25 13 22 330 50 zl Ctr Delete to remove a line Total 1 185 40 VAT 157 90 Net 1 027 50 The order is assembled on a line by line basis and the system will automatically number each line as you begin it Click your mouse cursor in the Product Code field You can then type in the Product Code if you know it If you do not know the code click in the field a second time and the Search button will appear Clicking on this will bring up the Stock Search screen which you can use to identify the Product you are looking for Note you can also enter comments on Purchase Orders To do this move the cursor to the Product Code field and enter an asterisk This tells the system that the data you are entering is a comment and sets the value of that line to zero You can then enter a comment up to 30 characters in the Description field Line Product Code Net Value 1 44_PLAIN_PAPER 1000 44PlainPaper 1 500 5 30 2 650 00 2 ENTER COMMENT HERE 0 00 a Once you have specified the Product that you are o
128. der Entry s0 Unselect Al Select Al Besa Aer Nanne re Unselect Selected Options The upper window allows you to view all the menus that have been created on your system Click here for details of how to Create Your Own Menu The lower window shows the menus that apply to the user you have selected Any menus that you select in this screen will appear in this lower window Click in the upper window to select the menu or menus that you want the user to be able to see in their main Workspace Then click on the Select button to make this menu appear in the lower window Note that you can select all the available menus by clicking on the Select All button Once you have chosen the appropriate menus for this user click the OK button to return to the main Menu Editor screen Copyright of Merlin Software Ltd Menu Editor 73 The addition of menus will mean that the user s main Workspace will now resemble the following Wide 10 jng SrA Note that menus are containers for actual programs or options Simply adding menus to a user profile does not give the user access to any system functions To do this you need to add options to these menus Adding options Double click on one of the menus that appear in the right hand window of the main Menu Editor screen The menus will then move into the left hand window with the one that you clicked on highlighted You are now effectively looking at the contents of that
129. details in the fields below You can then amend any of the Product details by clicking on the relevant tabs Note once you have selected a Product you can move through any of the Master Details Pricing Discounts Quantities Sales Analysis Comments and Images tabs and the system will maintain the Product details This means that you can perform a full analysis of the Product without constantly having to re select it Selecting a Product by Scanning its Barcode As well as using the drop down menu you can also select a Product by scanning its barcode This is useful when you are unsure of the Product Code for an item but have access to its barcode To select the Product by scanning you must first enter a FULL STOP in the Product Code field This tells the Merlin Back Office system to expect a barcode and not a Product Code as normal You can then scan in the barcode as you would at the point of sale Note this can be done throughout the Merlin Back Office system and is especially useful when booking in or adjusting stock levels or when you do not know the Product Code for the item you are holding Copyright of Merlin Software Ltd Stock Control at 10 1 2 Creating a New Stock Record Before adding new Stock Records you may need to add a new Supplier into the system EP If your system is Multi Locational click here for further details Type the new Product Code into the Product Code box If this matches a code a
130. details which apply to the company as a whole Individual Branches do not have access to this Master details function Note if your system is not Multi Locational then you will always be editing the Master details whenever you create or amend Product information Multi Locational Systems Using Master Record when the Head Office of a Multi Locational system is adding a new stock record effectively creates a template which is then passed on to each Branch to form the basis of their stock file However it is possible for individual Branches to alter certain details of this template This might mean specifying a different perhaps local Supplier for a Product or giving the Product a different selling price etc The Merlin Back Office system differentiates between Master data and local data by displaying the latter in blue text rather than black Branch Details view Packsize ih VAT Code i 17 50 Standard gt Manufacturer s Code 14534567 Preferred Supplier HI JBaR cADBURY BinRef ShefRef 418 fa Associated Barcodes 123456783 16437999 Remove Barcode 50251353 The above example is taken from the Master Details tab in the Stock Maintain program and shows that this particular Branch has specified a different VAT Code Manufacturer s Code Preferred Supplier Bin Reference and Shelf Reference for the Product in question Note this local data that has been set by an individual Branch will not be affected b
131. discount level is between 1 and 5 If this is left to O zero then no discount is offered to the Customer For help setting up Discounts click on the link provided 4 The Category field allows you to divide your customers into different categories such as Retail Wholesale etc For more information on Categories see section Business Information 5 This is a Custom field and can be used to store any additional information that you may require such as Work Address etc For details on importing Stock or Suppliers click on the desired link Copyright of Merlin Software Ltd 290 Merlin BackOffice 15 6 Supplier Import The table below shows the fields required by the Import routine to import Suppliers onto your system If the file is not set out like this when you come to import the file you will get errors Key C Compulsory Fields must have valid data at all times U Uppercase must only contain Uppercase letters E EPOS Characters Only 0 9 A Z N Numerical Characters Only Type Field Key Alphanumeric Any Character or Number Numeric Numbers 0 to 9 only Short Any Number from 0 to 65 535 The Numbers in the Size field relates to how many characters can be stored in that field for the specific field description e g Location BAR Field Field Description Type Size C U E N Footnote Column A Location Alphanumeric 3 X XX 1 B Supplier Code Alphanumeric 10 X X X C Supplier Name Alphanumeric 3
132. done by both logged on Intervening Supervisor Functions done when a salesperson was intervened upon From Date 19 06 2700 Location To Date 19 06 2001 y Q vi ALL LOCATIONS 5 From Time 00 00 00 To Time 235259 Report X Cancel EPOS Reports To specify a Salesperson simply type in their Salesperson ID into the space provided The Supervisor Options window shows the options that are available Select an option by clicking on it with the mouse Once you have set the criteria for the report press the Report button at the bottom of the screen This will then give you two options If you choose Preview the report will be displayed on your screen or if you choose Print the report will be sent directly to your printer Copyright of Merlin Software Ltd EPOS Functions 41 4 6 Security Level Setup amp Maintenance This screen allows you to control the access that staff have to the different functions within the Merlin EPOS system It can be accessed by double clicking on the EPOS Security Level icon in the EPOS Menu Setup EPDS Secunty Level c aada a aaa aT Qty 2 Lottery Reprint Special Functions Cash Cheque Credt Card Voucher Coupon Huth te he yt tt ty Ue 21 14 213 14 290 200 w Iv Vv o Iv BE Iv lv Vv iv lv E q0q19109399103939031 1331339133393 Setup EPOS Security Level This is a very important part of the POS Terminal Setup and you will need to g
133. e down arrow to the right of the Start Date box Clicking the down arrow will cause a pop up calendar to appear and from this you can click to select the date you want the offer to start Follow exactly the same procedure to tell the system when you want the Special Offer to end You then need to use the Start Time and End Time fields to specify the time constraints governing the offer Note the Start Time and End Time fields refer to the period for which the offer will be active each day This means that an offer set as below for one week between 1st and 8th January and set to run between 09 30 and 17 30 will run between those hours on each day of that week Start Date 01 01 2000 y End Date 08 01 2000 y Start Time 09 30 00 End Time 17 30 00 The offer will not run from 09 30 on 1st January to 17 30 on 8th January To set an offer to run all day you would need to set the Start Time to 00 00 00 and the End Time to 23 59 59 Next you must specify the level of discount to be offered on each item included in the offer Note that this is entered as a percentage entering 10 in the Discount field would apply a 10 discount to all items included in the offer Copyright of Merlin Software Ltd 52 Merlin BackOffice You then need to click on the Add Stock button You will be asked whether you wish to select a range of stock from a certain Category or Supplier To add a range of
134. e Ltd Stock Control 111 10 4 Stock Take Tool 10 4 1 Stock Take Tool To use the program double click on the Stock Take Tool icon in the Stock Control Menu You will be presented with the following screen J Stock Take Tool Criteria stock Take Sheet Import File Custom List Lim Stock Take Items to ones with the following attributes Stock Take Tool Here you have three different options for carrying out a stock take Stock Take Sheet Import File and Custom List The Criteria tab allows you to limit the Stock Take by Brand or Category and also to change the order of the items to help you perform your stock take more efficiently Stock Take Sheet allows you to print out a report of all the products stored on your system When this has been printed you will notice a blank field next to your product code This is where you enter the actual stock amount Import File allows you to save your stock in the format of a csv file This creates the list of products and sets the quantity field to zero This can then be opened in Microsoft Excel and the quantities can be entered into the appropriate field This file can then be used to Import back into the system For help Importing these files click on the appropriate link Custom List is just like the Import File function but has extra fields from the table stored in the csv file Copyright of Merlin Software Ltd 112 Merlin BackOffice 10 5 Stock Book In 10 5 1 Stock Book In
135. e click on the Dispute Transaction icon in the Customers Menu and you will be presented with the following screen El Sales Dispute Maintain 7 07 2000 15 09 46 SI COCOCOL POS Invoice 07 2000 12 13 20 HEA SI 0000 POS Invows 2000 HEA SL O0000065 12000 16 02 36 EA SLOQQOMSS POS Invois 7 2000 16 20 29 HEA SI 00000OGO POS e 000 15 00 22 HEA ST OOOOCOT3 POS Invoice HEA 5P 00000019 Entered By STV HEA SP O0000020 Entered By pg HASO POS Parent HEADS Enr Fred MEA Maintain Dispute The system will default to your location You must then specify a Customer o If your system is Multi Locational click here for further details Click on the down arrow to the right of the Customer field and select from the drop down list that appears The main window will now show details of all the transactions relating to that Customer Account The window contains details of the Date and Type of the transaction the Invoice Number a Description of the transaction the Transaction Total and the Balance Remaining The first column of this window may not contain anything or it may contain an asterisk The asterisk means that the transaction is currently in dispute The Transaction Type field may contain one of four letters Invoice P Payment N Credit Note R Refund All this information is designed to help you quickly locate the transaction that you are looking for Copyright of Merlin Software Ltd Customer Functions 209 From
136. e options by placing a tick in the appropriate boxes Nominal Enquiry This will print a detailed report of all transactions relating to the Nominal Ledger Account or Accounts that you choose Copyright of Merlin Software Ltd Nominal Ledger Functions 257 You can configure the report in the same way as the Nominal Ledger Account amp Description report above However you will notice that another box has appeared which allows you to set a From date and a To date for the report The report will then show all transactions on that Account between the dates that you have specified Printer or Screen If you choose to send the report to the printer simply click on the printer icon in the toolbar at the top of the screen The report will print out in the normal way However the Merlin Back Office system allows you to see an exact copy on screen of the report which would otherwise have been sent to the printer This may be useful if you only need to check certain details of an Account as the actual printing of the report may take some time If you want to view the report on the screen you will most probably want to make it bigger You can enlarge the report by using the three buttons that appear in the middle of the toolbar at the top of the screen Each one of these buttons will make the report larger and easier to read You can also select the size that best suits you by using the Zoom function on the toolbar You can then scroll
137. e order Note a Customer may already be eligible for a discount if they have been set up with a Discount Level using Business Information tab of the Customer Maintain program This is a discount level corresponding to the discount matrix in the Stock Maintain program Copyright of Merlin Software Ltd Sales Order Functions 227 and may only relate to certain products In the case of a discount being applied to the entire order and the Customer receiving a discount on particular products the system will add together both discounts to form an overall discount percentage VAT The final two fields in the upper part of the screen deal with the manner in which VAT is applied to the order The default positions for these check boxes will depend upon your own system settings For example if you are operating a VAT inclusive pricing scheme the first field Order Subject to VAT will default to the Yes position On the other hand if you are operating a VAT exclusive based pricing system this check box will default to the No position The second check box will determine whether the prices that appear on the order will include VAT or not Comments amp Order Messages The final two fields on the screen have been provided so that you can enter two different kinds of comments The Comment field allows you to enter any comments that might be necessary or useful for other staff using the system These comments will not appear on any
138. e stock than is currently available lf you attempt to do so you will receive a warning saying that the transfer will leave negative stock If you do not wish this to occur then you should cancel the transfer and remove or amend the invalid line Copyright of Merlin Software Ltd 122 Merlin BackOffice 10 7 2 Get PO Data In Stock Transfer pressing the Get PO Data button brings up a pick list of all the purchase orders belonging to the branch to which the stock is being transferred You can filter the list by Supplier if required 10 Branch Location Supplier BAR ACCESSOR 17 04 2007 1 PG DON PO 0000003 8 BAR BOOKER Amto ecedes 17 04 2007 1 387 16 A PG DON PO 00000037 BAR CADBURY Anto Recede 17 04 2007 1 1650 A PG DON PO 00000038 BAR FASHIONIN Ayto ecedes 17 04 2007 1 6 401 40 A PG A PG f BAR LANCHEST Auto Receder 17 04 2007 1 Highlight the required Purchase Order and press OK This will import all the items on the Purchase Order into the Transaction List Each one is checked to make sure there is enough stock available to handle the transfer If there is not then the import is paused and a dialogue window is displayed x y Product CADSNACK 2 Cadburys Snack Pack Transfer of this product will leave Megative Stock Do you want to include this product No Cancel No to All Yes to al Once all the products have been imported into the Transaction List
139. e use them you basically have an unlimited number available Base This is the Percentage calculation base that is used when printing financial statements where percentages have been requested This is a number between 1 and 20 that identifies a total base field For example in a Profit amp Loss statement the percentage calculation base for an individual expense account line might be the total of all expense accounts However the base for the total of all expense accounts might be the total gross sales figure You have the ability to stipulate a different total base for each line printed in a financial statement To change the base value use the arrows next to the Percentage Base field when an appropriate Operation is selected P If the command in the OP field is GA Get Accounts then this determines whether the accounts are to be printed or whether the total of the accounts added together is required The purpose of this is to add several accounts together and then print the total only on the statement rather than each individual account and amount If you want to print the accounts in detail check the box next to Print Accounts in Detail If not uncheck the box Copyright of Merlin Software Ltd 270 Merlin BackOffice Loc When printing a financial statement up to 4 different columns of information can be specified at one time However if only 1 column is requested then you can format the statement so that different fields print
140. ection click on the New Line or Insert Line button then click on the Stock Enquiry button In the blank enquiry box that appears select the product by either typing in the Product Code or using the Search button The enquiry box will then resemble the above If there is sufficient stock available you can click on the Accept button to select the product as part of the order The other way of using the Stock Enquiry function is to click on the button after you have selected the product In this case the enquiry box will automatically open to show details of that particular product In both cases the screen shows the quantity of stock available the quantity on Sales Order on Back Order Delivered Not Invoiced and on Purchase Order You can also check the pricing structure Pack Sizes and Price Breaks for the product and any comments that apply Completing the Order Once you are satisfied that the details of the order are correct click on the Save button The order then receives an automatically allocated order number and remains on the system awaiting delivery You can print out the Sales Order Acknowledgement using the Print button at the right hand side of the screen Alternatively you can use the separate Print Order Acknowledgement program Copyright of Merlin Software Ltd 232 Merlin BackOffice Note although the order is now on the system it can still be altered using the Sales Order Entry program
141. ed Data preview BOORL CADFN2006 Cadbury s Fruit 6 Nut 200y s Fruit 4 Nut 50g At this stage you need to select all the Columns in the Data Preview window This can be done by holding down the Shift Key Scrolling to the end and clicking on the last column then let go of the Shift Key If this has been done correctly the Columns should all look like the ones above When they do select Text from the Column Data Format panel so that all the column headers say Text on them and so that the screen looks that same as the one above When this has been done click Finish The last window you will see will be the Import Data screen Copyright of Merlin Software Ltd Utilities 283 Where do you want to put the data Coox 2 gt Cancel Te 2 C New worksheet Kirpisi PivotTable report Parameters This window gives you the option to choose where you want the file to open so that you can view it It will default to the Existing Worksheet Click Ok When this has been done you will be presented with the file loaded into Microsoft Excel ready for editing This will be laid out a bit like this B C D E F G H l J K Y ProductCode Description EPOSDescription StockCategoryl StockCategory2 Brand Type PackType Custom Custom2 Custe 2 BERGERACW Bergerac White 1L Wine White Stowells R U 3 BOOK Book 1 Books Fiction Penguin R U 4 CADFN200G Cadbury s Fruit amp Nut 200g Confectionery Chocolate Cadbury s R U
142. ed for The greater the time period specified the longer this process will take Eventually the table at the bottom of the screen should display the Sales Analysis details that you are interested in Weekly Sales to BIGMAN From 25 07 2004 to 24 10 2004 Week Comencng 06 09 2004 37 13 09 2004 33 2395 67 218 10 377 57 63 35 20 09 2000 93 250 23 42 75 7 45 14 65 27 09 2004 40 685 69 211 37 175 52 69 23 Dsf10 2004 41 381 05 125 07 255 06 66 93 Budgst 11 10 2004 42 34 50 21 00 13 60 39 31 16 10 2004 43 219 22 11 25 1 97 14 90 q Total 13 13 E1 761 67 E650 47 1 131 20 268 6 5 None Shown Within this table you can break down your data even further by clicking on the grey tabs that form the left hand side of the table In the example above you could see the data for each individual week by clicking on the relevant tab You will notice that once the table has displayed data the buttons above it are activated 19 A fi 6 y These buttons allow you to arrange the table either Daily Weekly Monthly Quarterly or Yearly Note when using ISO Week Numbers the system will allow you to view the data according to Year Week and Day When using Normal dates the system will allow you to view the data according to Year Quarter Month and Day This is because you can divide a year up evenly into either months or weeks but you cannot divide a mo
143. ed in Select Text File txt then click Next Step 2 Gives you the option to set certain parameters for the file Selected Records Only Include Field Names on First Row and Blank if Zero Select the one that you require by checking the appropriate box then click Next Step 3 Requires you to select a delimiter type Select Comma from the Field Delimiter panel You then have two options Delimited and Fixed Width Select Delimited then click Next The last step is where you enter the path for the file to be saved in This can be entered manually or with use of the browse button Once the path is selected click Execute Now that the file has been created it can now be loaded into Microsoft Excel so any changes can be made Stock Take Tool By using the Stock Take tool this creates a file in csv format This format is not recommended to be opened in Excel due to data loss or data corruption follow the following instructions on how to view these files in Excel so that they can be modified and changed Viewing Files In Microsoft Excel Open Excel and click on the Data menu from the list that appears select Get External Data followed by Import Text File Copyright of Merlin Software Ltd utilities 281 E Ele Edit View Insert Format Tools Data Window Help Sort Fiter gt Subtotals Validation Text to Columns PivotT able and PivotChatt Report Get External Data 4 Run Saved Query
144. editing or debiting in the appropriate column The system knows what you intend to do because of your entry in the D C column and will not let you enter the value in the wrong column Once you have completed the line a series of buttons will appear These allow you to accept clear and delete the line Pressing Accept will move the cursor to the next line ready for you to continue entering details Pressing Clear will clear the entries you have made for that particular line and pressing Delete will remove the entire line Note in order to save the details you have entered you must click the Save Journal button at the bottom of the screen Otherwise the details of the entry will be lost once you move on Copyright of Merlin Software Ltd Nominal Ledger Functions 261 14 5 Post Nominal Transactions 14 5 1 Nominal Posting The Nominal Ledger brings together information from all areas of your business This includes Sales transactions Purchase Transactions and Nominal Journal transactions However these transactions are not posted to their relevant Nominal Ledger Accounts until you use this program to do so Open the Nominal Menu and double click on the Post Nominal Transactions icon You will see the following screen Nominal Postings Post Journal Transactions No Transaction to Post Post Sales Transactions Mo Transaction to Post Post PurchaseTransactions No Transaction to Post 2 Future Trxs
145. een you will most probably want to make it bigger You can enlarge the report by using the three buttons that appear in the middle of the toolbar at the top of the screen Each one of these buttons will make the report Copyright of Merlin Software Ltd Stock Control 107 larger and easier to read You can also select the size that best suits you by using the Zoom function on the toolbar You can then scroll around the report to find the information you require Copyright of Merlin Software Ltd 108 Merlin BackOffice 10 3 Quick Barcode Print 10 3 1 Quick Barcode Print This is a reporting program which allows you to print out Product Barcodes for both Shelf Edge Labels and Product Labels To use the program double click on the Quick Barcode Print icon in the Stock Control Menu You will be presented with the following screen fernt tabet D xj Selector settings D adi X Delete 1B ocete a Fomk Poges x Layout Product Label gt Bore FT Prit only automatically generated Barcodes This is designed to let you print barcodes for products quickly and easily and is totally configurable Please Note This program will print barcodes in the following formats EAN 8 8 digits Interleaved 2 of 5 10 digits auto associated UPC 12 12 digits and EAN 13 13 digits To ensure that the barcodes scan correctly your scanner needs to be set up to use these formats The Selector tab allows you to add labels to be
146. elow All that remains is to click on the Save button at the bottom of the screen to save the new account details You can also cancel the details you have added using the Clear button Copyright of Merlin Software Ltd 24 Merlin BackOffice 3 5 Maintain Custom Fields The Maintain Custom Fields program allows you to define up to five additional fields for each of the Customer Maintain Supplier Maintain and Stock Maintain programs on the Merlin system Double click on the Maintain Custom Fields icon in the System Setup Menu and you will be presented with the following screen Custom Title Editor Custom Fields Description Title edit Lo change Customer Supplier 1 Espoiler WWedsine Addi 2 3 fMabhotCarcte Sf 000 A A 5 accrionalinfamaton 5 faccrianalInfamaticn 5 Jacckional Information ww Custom Title Editor The Custom Title Editor screen is split into three columns each with five fields Any text that you type into one of these fields will appear as the title of the corresponding Custom Field in either the Customer Supplier or Stock Maintain program These fields are visible from the Custom tab of the respective program the example shown below is from the Stock Maintain program TE Stock Maintam Master Detads Pricing Discounts Quantities Sales Anatozs Comments msgs Osten Product Descrinti on Location Singe Bach arh gt ee Y E Custom Field
147. en of the data which would otherwise have been sent to the printer This may be useful if you only need to check certain details of a Sales Order and do not need a hard copy If you want to view the data on the screen you will most probably want to make it bigger You can enlarge the printout by using the three buttons that appear in the middle of the toolbar at the top of the screen Each one of these buttons will make the printout larger Copyright of Merlin Software Ltd Sales Order Functions 237 and easier to read You can also select the size that best suits you by using the Zoom function on the toolbar You can then scroll around the screen to find the information you require Copyright of Merlin Software Ltd 258 Merlin BackOffice 13 3 13 3 1 Sales Order Report Sales Order Report This program allows you to print out a report containing the details of all the Sales Orders that exist on the system or a range of Sales Orders that you specify Double click on the Sales Order Report icon in the Sales Order menu and the following screen will appear Select Order Type C Sales Quotation Creda Order C Sales Order ae From Order Nw pert To Order Nox z 17 From Customer Code al To Customer Code har SETH from Salesperson To Salesperson Based on Expected Delivery Date From Expected Delivery Date ojos j2001 To Expected Delivery Date 2 04 2001 Print Out standing Order Onby E P
148. eoshred Motes FT Stew Vorded Show Completed O DODOOOEZ DADOR tet O DODODOT BAR LANCHESTEF 00000073 BAR ANMER Auto FA PO DODOCOTS BAAIUM Auto Stock Replenish Searching When you first access the program the screen will show the Search tab The fields at the top of the screen can be used to search for Purchase Orders on the system but will be blank upon loading the program This means that the window in the bottom half of the screen contains all the Purchase Orders that currently exist on your system The system also gives you the option to view orders that have been voided or completed as well as those that are still Open There are boxes at the top of the details window which you can check to enable this function The window helps you to find the order that you are looking for by showing the Purchase Order Number the Supplier the Description or the order the Date that it was placed and the Value of the order The window also shows the current status of the order using the following letters l Initial The order process was started but halted before the actual details of the order were put onto the system A Accepted The order is on the system but none of it has been received P Partially Complete There are still some items on Back Order Cc Complete The goods have arrived and the order is fully complete The final column in this window defines the type of Purchase Order using the following
149. eprinted Delivery Notes will carry the message REPRINT above the header Delivery Note Copyright of Merlin Software Ltd Sales Order Functions 241 Printer or Screen If you choose to send the details to the printer simply click on the Printer button at the bottom of the screen The Delivery Notes will print out in the normal way However the Merlin Back Office system allows you to see an exact copy on screen of the data which would otherwise have been sent to the printer This may be useful if you only need to check certain details of a Delivery Note and do not need a hard copy If you want to view the data on the screen you will most probably want to make it bigger You can enlarge the printout by using the three buttons that appear in the middle of the toolbar at the top of the screen Each one of these buttons will make the printout larger and easier to read You can also select the size that best suits you by using the Zoom function on the toolbar You can then scroll around the screen to find the information you require Copyright of Merlin Software Ltd 242 Merlin BackOffice 13 4 2 Enter Despatch Detail The Despatch Tab of the Sales Order Deliveries program deals with the problem of having part of an order ready to despatch but not all of it This program allows you to deliver those quantities of stock that are available from an order and deliver the other parts of the order as and when stock comes in It
150. er The system is set to reorder 2 packs of 24 cans whenever the stock level drops to 50 individual cans or below This means that the retailer will actually re order 48 individual cans whenever his stock drops to that level Copyright of Merlin Software Ltd Stock Control or 10 1 13 Sales Analysis The Sales Analysis tab allows you to analyse the sales data relating to a particular Product oe If your system is Multi Locational click here for further details Once you have selected the Product that you are interested in you need to configure the Sales Analysis program to give the results that you are looking for Start and Finish Dates Choose a time period Daily Weekly Monthly Quarterly Yearly by clicking on the down arrow to the right of the first field in the Analysis Parameters section then selecting from the drop down list that appears Click on the From check box and a small box will appear prompting you to select the date that you want the analysis to start from lt is possible to select the start date using ISO Week Numbers or actual Dates simply choose the method which best suits the way that you work and the data you are looking for Select Dates x Select Dates xi Date WeekNo Date weekno OK Cancel OK Cancel The principle of both of these boxes is the same Clicking on the down arrows to the right of any of the fields will cause a drop down listto appear From here you can select fr
151. er This program is where you control the Nominal Accounts that exist on your system It allows you to view add change or delete Account records It is accessed by double clicking on the Maintain Nominal icon in the Nominal Menu Ed Maintain Nominal Ledger Momina Setup gadgets analyss Account Number 1000 El Account Description ck SSS Account Type lt gt eb of Crt ge Debt Creek C Ly A AA C Overs Equty Retered Earring T Ab account of E imone E Expense Maintain Nominal Ledger Note Users of the Nominal Ledger that is included in the standard Merlin EPOS system will not have access to this program and will be limited to using the Nominal Interface Accounts that the system creates for them They will be unable to create further Nominal Accounts or alter the existing ones The Maintain Nominal Ledger screen has three tabs Nominal Setup Budgets and Analysis and the screen will default to the first of these three This tab shows all the identifying features of the account including Account Number and Description and Account Type To Add a Nominal Ledger Account You must first give the new account a unique Account Number so that it can be identified by the system This will then be linked to the Account Description which you also define You are then required to specify what type of Account it is by choosing one option from the list on the left of the screen The type of
152. er a new Fuel Dip press the New button and then enter the tank number the dipped quantity in litres the water quantity measured and the date amp time that the dip took place NOTE As with all fuel dates and times it is important to be accurate with the dip date and time Once the information has been entered the Accept button can be pressed This takes the dipped amount and looks at all fuel sales or deliveries that have taken place since the dip was taken to calculated what the Expected amountis This is compared to the amount currently specified on the system and the system is adjusted to reflect the calculated difference Copyright of Merlin Software Ltd Fuel Control 297 16 4 Fuel Tank Reconciliation The Fuel Tank Reconciliation form allows you to output a text file of all transactions This is designed to provide an output acceptable for use by Mercury s Wetstock Management System It will send information about deliveries dips book ins or sales lola Criteria Pon 5 ci A C Date Ranged From 03 02 2005 y 11 30 59 To 03 02 2005 y 16 11 34 Save As You can either choose to output the latest new information which sends only the transactions that have occurred since the last reconciliation Alternatively you can choose a date range to output Copyright of Merlin Software Ltd ECommerce 209 17 ECommerce The Merlin ECommerce module allows integration between Merli
153. er the conversion the polled sales of the converted code wll pot be converted end wil remein unconvertable Please contact ITC F amp this occurs If you click on the Report button this will show you a report of the items on the Temporary Stock File including the time and date of when they were created Copyright of Merlin Software Ltd 150 Merlin BackOffice 10 11 Stock Price List 10 11 1 Stock Price List The Stock Price List report allows the user to print off a price list specifically for a customer or by a certain discount level You can also print off a list of Last Costs If you decide to show the discount level you can choose to just display the items which have a discount value You can filter the list of items to include by Product Code or Category and also pick how itis displayed As inmany reports on the system you can then print off as a report or export to an excel spread sheet Price List Report Selection Mode Product code Stock Cat 1 Stock Cat 2 Clothing Mode Last Cost C Listed for Customer Tl Within Stock Cat 1 TT Within Stock Cat 2 Stock Price List Report Copyright of Merlin Software Ltd Stock Control 151 10 12 Tagged Items 10 12 1 Tagged Items The Stock Tag Along Screen allows you to link items together so that when you buy one particular item it rolls up all the other specified items as a package For example Buying a child s toy with batterie
154. ery day that the goods were purchased The next field is where you specify the number of days that make up the settlement Copyright of Merlin Software Ltd Supplier Functions 159 terms This is were you enter the 7 30 60 days etc of credit that the Supplier is prepared to offer Discounts The final two fields deal with discounts that the Supplier may choose to offer for prompt payment of invoices If the Supplier does not offer you a discount you must enter a zero in each of the final two fields in order to proceed The first discount related field allows you to set the number of days that apply to the discount This might be a discount if the Customer pays on time or a discount as an incentive if the Customer pays more promptly than their settlement terms dictate The next field is where you specify the discount that you will receive if you pay within the time period specified in the Days Discount Valid field The discount is entered as a percentage of the total invoice value Once you are satisfied that all the details you have entered in the settlement terms setup screen are correct click on the OK button at the bottom of the screen This has the effect of entering your new settlement terms description into the field and adding it to the drop down list for future use Copyright of Merlin Software Ltd 160 Merlin BackOffice 11 2 Supplier List Report 11 2 1 Supplier List Report The Supplier List Report si
155. esses The Delivery Addresses tab of the Customer Maintain program relates mainly to the Sales Order area of the Merlin system Its function is also duplicated by the Sales Order Entry program see the Delivery Address section of Creating a New Sales Order for details Not every Customer will want their goods to be delivered to the same address every time they place an order with you The Delivery Addresses tab has been included to deal with this increasingly common occurrence lt allows you to enter multiple delivery addresses for a single Customer CE adidas E Custemes bares El una ao X reel Dotat piali cons eur a dec red carc engury Dicker diran cue Debiory opin Deirey Code eww AS Nore Lavy damas Cope Contact Waly Waraho co adsl Lie Tebphone 0114 214470 AAA Addresurez Sorby Sanic Path Fax ty Phef el Eral Carty T p wira oresa u p Posteete m2 cer Cortry Maintain Customer File In the Delivery Code field type in a code that the system will use to identify the address If this code already exists the system will show the address details that correspond to that code Choose a code that does not already exist and then click on the New button to blank the fields below ready for your new data Then simply type in the details of the new Delivery Address and click Save Copyright of Merlin Software Ltd Customer Functions 195 12 1 9 Deactivating a Customer The Merlin Ba
156. estevscasecavevesersvscucustecsecbes 8 Nominal Year End se iii a Ad aa Nominal Ve ar Endiin aeea e Ea ara rea idana erea Arae raae aada eea araroa ea e enaa Aa taraen aiaa e Evain aoaaa 9 Close Month Prior to Balance Sheet ccccccceeeeeeeeeee cece ee eeeeae nese ee eeeaeeseaeeeseeeeeaeeeseeeeees 276 Close Month Prior to Balance Sheet Part 15 Utilities 1 Import TOON ici ia ides add 277 2 EXPOM Keo EEEE ek Jade caces cachet savecsenst TT 279 3 Import Export File wicciiccctecetecsesccesceescassaeecesvcsveeuedec ia in ca 280 4 Stock IMPOTt coo li peana 285 5 CUSO Mer IMPOR umi as in 288 6 Supplier iMpOrt iii in a Indica 290 Part 16 Fuel Control 293 T Fuel Configuration ccoo iran 293 Za UOC DEIS A a a sentences sez 295 3 Fuel Dip Entity iii ie 296 4 Fuel Tank ReconciliatioON ooccoccconnoonconcconcconcnoncnnnconnnonnnennnnnrnnnrnnnroncrnnnrnnernnrrnnrrnnrenarenans 297 Part 17 ECommerce 299 1 Marking Stock As ECommerce StOCk coooonnccccconncccnnnnnnnnnnnnncnnnnnnncncnnnnnrnnnnnnnrrnnnnnnrrrrnnnnnnnnns 300 2 Adding A ProductiMage ui a 302 3 Applying ECommerce DiSCOUN S ooomcccononcccncnnnnncnnnnnnncnnnnnnnnnnnn nn rr nro rr rre 303 4 Connecting To The StockR00M oonccccconncccccnnoncccnonannncnnnannrnnnnnnnnrnnnnnnrr cnn 305 5 Downloading Stock From The StockR00M oonncccconncccncnnnccnnonnnnnononnnnnnnnonnnrrnnnnnnrrnrnnnnrrnnnn 307 Copyright of Merlin Software Ltd e Merlin BackOffice 6 Updating
157. ether you wish to update the order by items Received or Not Received Update by Received or Not Received If you are dealing with a large order and there are only a few items missing from it it is easier to list the missing items than all the received items So in this case you would choose to update by items Not Received On the other hand if you are dealing with a large order and only a few items have been received from it it is easier to list the items that have been received In this case you would choose to update by items Received Choose the method you require by clicking on the Received button this will alternate between Received and Not Received with each press You will then need to amend the quantities on the order to reflect the contents of the delivery To do this click your mouse cursor in the Received column of the order and inset the quantity that you have received Note if the quantity that you enter is greater than the original order quantity the system will alert you to this fact You can then acknowledge that you have received more than you ordered by clicking Yes or return to the Goods Received screen and alter the quantity by clicking No Copyright of Merlin Software Ltd 12 Merlin BackOffice Booking In Once you have entered the details of the goods you have received the final step is to complete the Entered By field The system will not allow you to complete the Goods Received procedure un
158. f lager pay 0 79 per can customers buying over 10 cans pay 0 72 per can and customers buying over 20 cans pay only 0 69 per can The pricing screen would then resemble the following rad a 0 850 Setting up Price Breaks allows you to offer your customers these kinds of quantity discounts without worrying about implementation at the Point of Sale The system will automatically calculate the cost of each Product to the customer based on the quantity they are buying There is no limit to the number of Price Breaks that you can define because the Merlin system allows you to set up as many as you want for any individual Product With some Products it may be better to offer them in different Pack Sizes Click on this link for details Note the Merlin Back Office system also allows you to offer Price Breaks on different Pack Sizes for the same Product Click here for details of Pack Sizes In this case the pricing screen would resemble the following ras 7 RA orcos ia 3 250 4 750 8 750 16 000 3 050 8 000 20 4 000 7 000 Copyright of Merlin Software Ltd e Merlin BackOffice Copyright of Merlin Software Ltd User Editor 65 7 User Editor 7 1 User Editor The User Editor allows you to create and amend Usernames and passwords for the people who operate the Merlin Back Office system It also allows you to set the status of the user giving them Supervisor or Ad
159. fact if you attempt to move on to any of the other tabs before specifying a Customer an error message will pop up telling you that you cannot do this The Customer Details tab will resemble the following Copyright of Merlin Software Ltd Sales Order Functions 223 Sales Order Entry Customer Details order Reference Order Detais Order Payments History Customer Code par CHVSON u Delivery Code lt ceFALT gt Sales Order Entry You will notice that clicking on the New button has blanked all the fields in this tab ready for you to enter the data relevant to the new Customer order You will also notice that the new order does not yet have an Order Number This will be automatically allocated by the system once all parts of the order have been entered and the Save button has been pressed Selecting a Customer The first thing that you need to do is to select a Customer that the order applies to If you know the Customer Code you can simply type itinto the field Otherwise click on the Search button to the right of the Customer field to bring up the Customer Search box Select an account x CNC Name F31 Address City PostCode FAI crown Brown John t Long Causeway Barnele 5 SYH a Cash Sale Crumble s Confection Wibblesvile Delicious Gordon Appletan Fortew Terry Cafesvile Rev E Tuppenwheet Prayersvile White amp Co Barnsley You can scroll through this screen to find the C
160. for the invoice and then the Net and VAT values relating to the invoice The Total and Remaining Balance fields are automatically filled in for you by the system In order to allocate payments to these Purchase Invoices you need to use the Purchase Allocate Payment program Click this link for further details Copyright of Merlin Software Ltd 176 Merlin BackOffice 11 6 Purchase Daybook 11 6 1 Purchase Daybook This is a reporting program which allows you to print out the Purchase Daybook The system allows you to enter you own start and finish dates which means that you can set the program to report on any period of your choice daily weekly monthly etc To use the program double click on the Print Purchase Daybook icon in the Suppliers Menu You will be presented with the following screen Print Purchase Daybook Select Report Type Y ALL LOCATIONS Te Report X Cancel The Purchase Daybook is divided into two sections In the first section Purchase Daybook the Purchase Invoices and Credit Notes are listed showing the net amounts the VAT amounts and the total amounts The net total purchases total purchases less supplier s credit notes is the total of all inputs for VAT purposes The total VAT amount is your total VAT input In the second section Cash Daybook all the cash entries are listed with totals To Print the Daybook First select the type of report that you wish to print out You can choose t
161. g Location BAR Field Field Description Type Size C U E N Footnote Column A Location Alphanumeric 3 X X X 1 B Customer Code Alphanumeric 10 X X X C Account Type Alphanumeric 1 2 D Address Line 1 Alphanumeric 30 E Address Line 2 Alphanumeric 30 F City Alphanumeric 30 G County Alphanumeric 20 H Country Alphanumeric 20 I Postcode Alphanumeric 10 J Telephone Alphanumeric 20 K Fax Alphanumeric 20 L Contact Name Alphanumeric 25 M Credit Limit Numeric 15 3 N Discount Level Short 1 3 O VAT No Alphanumeric 15 P Email Address Alphanumeric 100 Q Comments Alphanumeric 100 R Surname Alphanumeric 30 X S First Names Alphanumeric 20 T Title Alphanumeric 10 U Salutation Alphanumeric 10 V Category Alphanumeric 15 4 W Custom 1 Alphanumeric 100 5 X Custom 2 Alphanumeric 100 Y Custom 3 Alphanumeric 100 Copyright of Merlin Software Ltd Utilities 289 Z Custom 4 Alphanumeric 100 AA Custom 5 Alphanumeric 100 Footnotes 1 The Location field is used to show where the Customer was originally created You would generally use the same location code that you set up for your Merlin BackOffice 2 When setting up a new Customer you must select an Account Type The ones in Merlin are A Cash Account C Credit Account S Savings Account D Cash on Delivery Account For more information on these Account Types see section Business Information 3 The Discount field is where the discount level for a Customer should be specified The
162. ges are done to the stock such as adding a new category to an item or even adding a new item then you will need to press the Refresh button in order for your changes to be reflected in the Stock Search File Note in certain fields pressing the button or the F2 Datasearch key will bring up the Customer screen rather than the Stock Search Sales Account Search Al House Bob vas Wakefield wr s 208 Cast Saba Pas Parker Boedeskey Geen Eimngham 89475 C Peters 1 gO Maraon Lower Upsford wi ae Random Bloke Rendon Bobe off Uv Strast Robbie Robertson Tn the avenues and alleyway Bod Bob s House Uchsvie This allows you to search through all the Customer records held in the database The Customer screen works ina very similar way to the Select a Stock screen Copyright of Merlin Software Ltd s Merlin BackOffice 5 5 Single Site or Multi Locational The Merlin Back Office system has been designed to fulfill the needs of the modern retailer regardless of whether that retailer has a single site or operates from a large number of retail outlets Most of the functions of the Merlin Back Office system are available to both a single store and a chain of stores and the operational procedures are mostly the same for both Because of this the instructions given by the Merlin Back Office Help will guide you through most of the system functions regardless of whether your business is single or Multi Locational Users of single
163. h line 7 Departa codes lt a gt 2 fu Departments SS Financial Statements This is where you set up what you wish to be seen on the report To be able to configure a reports data you first need to select the statement you require This is done by clicking on the drop down box next to Statement Name When this has been selected you can carry on and configure the rest of the report The first field is the Which Amounts field From this drop down box you have four options to choose from These are Current Budget 1 Year Past and 2 Years Past To make your selection click on the down arrow to the right of the box and select the one that you require When you drop down the box in Column 3 you have an extra option called Differences between Col 1 amp 2 This does what it says it prints the difference between Column 1 and Column 2 column 3 column 1 column 2 Please note that each column can have a different amount type The next field is the Beginning Month field This is the first month that you want to print the amounts from By dropping down the box beneath Beginning month you will see a list of months Select the one that you require The same principle goes for the End Month field If you want to show the beginning balance for each column then check the boxes named Include Beginning Balance If you want to print the Nominal Ledger Account number in front of the description check the box next to Print Account Number The Print
164. he Pack Size field is greyed out This box should tell you how the Product is sold in units metres grammes etc It relates to details that were entered in the Pack Type field in the Master Details tab and cannot be changed in this screen You then need to enter the last cost price of the Product followed by either the selling price or the gross margin that you want to achieve The Selling Price and Margin fields are linked so that you can see how adjusting one value affects the other and settle on the one that is best for you Once you are satisfied that the pricing details are correct click on the Add button This will add your new pricing details to the area above which will then resemble the following Copyright of Merlin Software Ltd Stock Control er You can also clear the entries you have made so far by clicking on the Clear button Copyright of Merlin Software Ltd 2 Merlin BackOffice 10 1 7 Pricing Amending Existing Prices Once a Product has been given a price a new tab will be available at the bottom of the Pricing screen The Edit tab allows you to alter details of prices that have already been added to the system and will show you a table containing all the Pack Sizes and Price Breaks that apply to that particular Product Clicking in the area of the table containing the price you wish to amend will allow you to edit these pricing details in the fields below the table The area t
165. he Payment Lines window have not yet been processed they have simply been added to the list of payments that will be added to the system when you click on the Accept button You can therefore add further payments on that account if necessary and then process them all at once Copyright of Merlin Software Ltd Supplier Functions 163 Pressing the Clear button will remove all the transactions that are currently in the list Highlighting a line and then pressing X will delete only that line from the list Entering the Payment There are two further fields that remain to be completed before the payment can be entered onto the system The Date field functions almost like an optional field The system does need a date in order to proceed but if you leave this field blank the system will default to the current date and time This is a quicker way of entering today s date though the system will allow you to enter a different date and time if necessary Finally you must enter your name in the User field The Merlin Back Office system will not allow you to complete the process of adding payments if you have not filled in this field Once you have entered all the relevant details of the payment in the appropriate fields the Accept button will be enabled Click on this button to enter the payment lines onto the system Click on this link for details of Allocating Payments to Purchase Invoices Copyright of Merlin Software
166. he Print button at the bottom of the screen The report will print out in the normal way However the Merlin Back Office system allows you to see an exact copy on screen of the report which would otherwise have been sent to the printer This may be useful if you only need to check certain details of a posting If you want to view the report on the screen you will most probably want to make it bigger You can enlarge the report by using the three buttons that appear in the middle of the toolbar at the top of the screen Each one of these buttons will make the report larger and easier to read You can also select the size that best suits you by using the Zoom function on the toolbar You can then scroll around the report to find the information you require Note the first page of the report shows details of the posting whereas the second page Copyright of Merlin Software Ltd 264 Merlin BackOffice shows the totals by account Copyright of Merlin Software Ltd Nominal Ledger Functions 265 14 6 Trial Balance 14 6 1 Print Trial Balance This program allows you to print a Trial Balance showing the debits and credits relating to all Nominal Ledger Accounts this can be dore at any time and will not affect your accounts in any way From the Nominal Menu choose the Trial Balance option by double clicking on the appropriate icon The following screen will be displayed Punt nal Balance op ES From Month LEE april
167. he Customer Maintain program Click here for details Examples of typical settlement terms are Cash with Order Cash on Delivery 7 days 30 days 60 days 90 days etc You can select from the settlement terms that already exist on the system by clicking on the down arrow to the right of the field and using the drop down list that appears You can also create new settlement terms from this screen To do this click on the plus button to the right of the Settlement Terms Code field and the following screen will appear E Settlement Terms X Description Starts From End of the Month Invoice Creation Date Day when becomes Due Days Discount valid Discount Available OF Cancel Use the first field to enter a description by which the Settlement Terms Code will be known on the system and recognised by users of the system up to 15 characters The next field allows you to specify whether the settlement terms that you are offered will start from the End of the Month or from the date that the Invoice was created Choosing the End of the Month option a Customer with 30 day settlement terms buying goods on the 15th of the month would actually be given more than 30 days in which to pay because their terms would start from the end of the month in which the invoice was created Using the Invoice Creation Date option the same Customer would have exactly 30 days in which to pay starting on the v
168. he main Point of Sale screen In a similar way if a user does not have access to any supervisory functions they will not be presented with any red buttons if they should press the Supervisor Function key Copyright of Merlin Software Ltd EPOS Functions 43 4 7 Reason List Setup 8 Maintenance This screen allows you to create and amend the lists of reasons relating to both Price Changes and Returns at the Point of Sale It is accessed by double clicking on the EPOS Reason List icon in the EPOS Menu TEPOS Reasons List Price Changes Code Description EPOS Reasons List When a price is changed at the Point of Sale or when goods are returned at the Point of Sale the Merlin EPOS system will prompt the Salesperson to choose a reason for this Merlin is completely flexible and allows you to set the reasons to suit your business Note the process is exactly the same to set up reasons for both Price Changes and Returns To set up Reasons Click New to insert a blank row for you to input a new reason Enter a code to represent the reason up to 3 characters Enter a description of the reason up to 20 characters Click Save Note You can also choose to delete reasons from your lists using this screen Special Reasons It is worth noting that there are two Special reasons which automatically appear in the Returns Reason List These are Damaged and Faulty These particular reasons cannot be deleted as they are p
169. he quality may not be quite so good and they must be with a ratio of 4 3 EP If your system is Multi Locational click here for further details Copyright of Merlin Software Ltd Stock Control 10 Stock Control 10 1 Stock Maintain 10 1 1 Stock Maintain This screen allows you to set up and maintain the details of the all the Products that exist on your system Double click on the Maintain Stock File icon in the Stock Control Menu and the following screen will appear gi Maintain Stock File From this screen you can select from several tabs Master Details Pricing Discounts Quantities Sales Analysis Comments and Images tabs are covered in their own sections click on the links for more details Selecting a Product Find out how to insert a new Product on the system go to Creating a new Stock Record If you know the Product Code you can type it into the box The system will use what you have typed in to identify where in the Stock List you are You can then scroll through the Product Codes by using the up and down arrows if you wish You can also click on the Search button next to the field This will bring up the Stock Search Screen from which you can select the Product you require ES If your system is Multi Locational click here for further details Once you have selected a Product Code you will notice that the system fills in the Copyright of Merlin Software Ltd so Merlin BackOffice appropriate
170. he same procedure to tell the system when you want the Special Offer to end You then need to use the Start Time and End Time fields to specify the time constraints governing the offer Note the Start Time and End Time fields refer to the period for which the offer will be active each day This means that an offer set as below for one week between 1st and 8th January and set to run between 09 30 and 17 30 will run between those hours on each day of that week Start Date 01 01 2000 y End Date 08 01 2000 y Start Time 09 30 00 End Time 17 30 00 The offer will not run from 09 30 on 1st January to 17 30 on 8th January To set an offer to run all day you would need to set the Start Time to 00 00 00 and the End Time to 23 59 59 Next you must specify the value of the offer By allowing you to specify the total value of a Link Save Offer the Merlin system opens up many possibilities You can effectively offer one item free with another one item at half price if bought with another both items Copyright of Merlin Software Ltd ss Merlin BackOffice for 5 00 etc etc You then need to click on the Add Stock button on the Stock Details tab You will be asked whether you wish to select a range of stock from a certain Category or Supplier To add a range of items to the offer choose Yes You will be presented with a screen allowing you to determine a Stock Category or a Supplier
171. he same way meaning that you can produce an Order for all your confectionery lines all your stationery lines etc You can also filter the Products displayed to show either Regular or Clothing or Both if required Reordering Montan Purchase Orders Purchase Irrcwces Updete 2 zi Update Completed 31 09 2007 15 20 38 Ready to proceed wah ordering Category Category 2 fos sii z Tews ited NAA report 16 jaspo Seppher Detafs Lint TO Soois for which P Orders seared E nar ad 3 uroen 24 wacen Enable Isigart Ordering AP Soe t Stock Replenish Below the Selection Criteria fields is an area which displays the amount of items which will be ordered using the current values of the fields This will change if the selection is narrowed down The window in the lower part of the screen will show a list of the Suppliers relevant to those items You may also notice an entry in this window called Unspecified This means that there are products on the system that do not have Suppliers specified in the Master Details tab of the Stock Maintain program Any products which do not have a Supplier specified will appear under this heading You can generate your order at this point by entering your name into the hnitiated By field and clicking the Create button Note that once you have created the order you will need to go to the Purchase Order tab and open the order that has been generated You can then check the detail
172. ht of Merlin Software Ltd 256 Merlin BackOffice 14 3 Nominal Reports 14 3 1 Nominal Reports This program allows you to print a number of reports analysing the status of the Nominal Ledger It is accessed by double clicking on the Nominal Reports icon in the Nominal Menu Nominal Reports vornal i edger Account amp Desaiption Nominal Ledger Amounts Nominal Enquiry From Account 1000 l TeAccount i0000 D Ka Nominal Reports Nominal Ledger Account amp Description This will print a report showing all the Nominal Ledger Accounts that currently exist on your system and is ideal to use for reference purposes The report shows the Nominal Ledger Account Code the Description the Type of account and whether it is a Debit or Credit Account You can configure the report using the From and To fields this will limit the printout to the Nominal Ledger Accounts that fall between the two values that you have chosen Nominal Ledger Amounts This will print a report of detailed information about the Nominal Account or Accounts that you choose along with their monthly amounts You can configure the report in the same way as the Nominal Ledger Account amp Description report above However you will notice that another box has appeared which allows you to choose whether the report contains the Current Amounts Budget Amounts 1 and 2 Year Past Amounts and Forecast Amounts You can choose any or all of thes
173. ht of Merlin Software Ltd Merlin BackOffice 8 2 Menus amp Options The Menu Editor uses the terms Menus and Options It is important to understand what these refer to and the differences between them A Menu performs a similar function to a Folder or Directory in Microsoft Windows It can be seen as a container for a number of Options and allows you to group Options as you see fit An Option is essentially a program If an Option appears in a user s Menu then the user can open that program by double clicking on it Options can be grouped in Menus as in the first of the examples below or can simply appear in the user s main Workspace on their own as in the second example Oj lt lt e 2 E E w o o e e The default login for Merlin Back Office has been configured with Menus into which all the available Options are grouped for ease of access For example the Stock Control Menu contains the programs which allow you to Maintain Adjust Book In Transfer and Replenish Stock as well as printing out Stock Reports and Stock Labels The Merlin Back Office system s Menu Editor program therefore allows you to specify the programs that a user has access to and to group these programs into different Menus as you see fit Click on these links for details of howto Add a New Menu or to Amend and Delete existing Menus You can also copy an existing menu Look at Importing Exporting Me
174. iate transaction This indicates that the transaction is in dispute The details that you have added to the record will also appear in the smaller window at the bottom of the screen they will be marked as Disputed and will appear along with the date and time of entry as well as the name of the operator who entered them Copyright of Merlin Software Ltd Customer Functions 211 12 3 3 Resolve Scroll through the list until you find the disputed transaction that you are looking for then click on it with the mouse cursor to highlight it You will notice that the Resolve button is now enabled Click on this button and the following screen will appear Dispute Resolve This screen has two tabs Resolve and History The Resolve tab allows you to enter the details of the eventual outcome of the dispute The History tab allows you to check the history of the dispute You cannot add to the History of the transaction in this field it simply shows previous comments that have been made Enter the details of how the dispute has been resolved using the Resolve tab You must also enter your name in the Authorised By field to be able to continue Once you have done this the Resolve button will become enabled Click on this to complete the process You will notice that the asterisk has disappeared from the first column in the main window This indicates that the transaction is no longer in dispute The details th
175. icable The following fields allow you to see when the bank account was last reconciled and what the next cheque number is on the account The final fields shows the Nominal Ledger account that is allocated to the bank account The top field shows the identification number of the Nominal Account and the bottom field shows the description that applies to that number Adding a Bank Account To add a new account to the system first click on the New button at the bottom of the screen This will blank all the fields ready for you to input your new information First you must give the account a unique identification number You can check the numbers that are already in use on the system by clicking on the down arrow to the right of the Account 1 D field You will then have to give your new account a description in the field below The option exists to add an opening balance for the new account if necessary You can also input the date that the account was last reconciled and the next cheque number on the account Copyright of Merlin Software Ltd System Setup amp Maintenance 23 You must also specify the Nominal Ledger account that you are allocating to the bank account Clicking on the search button to the right of the field will bring up the search screen allowing you to choose from all the Nominal Accounts that currently exist on your system Once you have chosen a Nominal Account its description will appear in the field b
176. ier accounts you must first specify the Supplier who is receiving the payment Click on the down arrow to the right of the Supplier field then select from the drop down list that appears Once you have selected a Supplier click on the New tab You will be presented with the following screen Allocate Purchase Payment Allocate New Line Entry Paymert Lines New Payment 100 00 Amourt Credit Card No Authorisation Sart End Date Issue No Date Paid 20 04 01 Bank Account Le Cheque No User fom Accept Click on the Create New button at the top of this screen then select the type of payment that you are making to the Supplier Click on the down arrow to the right of the Payment Type field and select from the drop down list that appears Then enter the Amount of your payment in the field below Note if you select Credit Card as the method of payment you will notice that there are a number of further fields to be filled in including Credit Card Number Issue Number Start and Expiry Dates etc Also if you select Cheque as the method of payment you can also enter the cheque number for your records Payment Lines Window Once you have filled in the payment method and the value of your payment click on the Add button at the bottom of the screen The payment will be added to the Payment Lines window at the top right hand corner of the screen It is worth noting that the entries that appear in t
177. ight of the Settlement Terms Code field and the following screen will appear E Settlement Terms X Description Starts From End of the Month Invoice Creation Date Day when becomes Due Days Discount Valid Discount Available 6 Cancel The process of entering new settlement terms for a Supplier is the same as entering new terms for one of your Customers For details consult the Settlement Terms page of the Customer Maintain section Once you are satisfied that all the details of the settlement terms that you have entered are correct click on the OK button at the bottom of the screen This has the effect of entering your new settlement terms into the field and adding it to the drop down list for future use The system also provides a field for you to enter any carriage charge that may be levied by the Supplier The final thing that you need to do in this area of the screen is to enter your name in the Ordered By field The Merlin Back Office system will not allow you to complete the Purchase Order process if you have not filled in this field Copyright of Merlin Software Ltd Stock Control 137 Click on this link for details of how to fill in the details of your order Copyright of Merlin Software Ltd 138 Merlin BackOffice 10 8 8 Entering Order Details The window that takes up the bottom half of the screen is for you to enter the details of the order Search Purchase Or
178. ile it is important that you use a conventional naming method To enable you to import successfully we have devised a naming standard for you to follow If it is a Stock File then the name must begin with ST e g stStock if it is a Customer file then the name must begin with CU e g cuCustomer if it is a Supplier File then the name must begin with SU e g suSupplier and if it is a Stock Quantities file the name must begin with SQ e g sqQuantities When the files have been saved using the above conventions they are now ready to import into Merlin Copyright of Merlin Software Ltd 264 Merlin BackOffice When changing your files into the specified csv format in Microsoft Excel there are certain things that you must do for the files to be imported correctly When you are happy that your data matches the required layout and all the data is correct then to save into csv format you must delete the row containing the column headers Important if you leave them on the file will read them as a record and therefore cause the import routine to show errors For information on importing Stock Customer and Supplier click on the appropriate link Note Using Excel A quick word of warning about Excel and its behavior with regard to csv files It has been noticed that some users have had problems with importing fields especially Barcodes that have changed during the creating process It seems that Excel guesses at what type the fields are when
179. iled you can then choose which of the items on the right of the screen to include in the report The system will default to all of these You can check or uncheck the boxes by clicking with the mouse cursor or by typing the relevant letter which appears with an underscore in the word itself Pressing Proceed causes the system to compile the report this may take some minutes depending upon the amount of data that has been processed that day Once it has finished the system will print a detailed report of the day s trading details This report will show every transaction that has been processed that day including Payment Transactions divided into different payment types No Sales Banking Unders Overs and Other Payment Details such as Credit Notes issued and redeemed sales charged to Customer Accounts and payments made to Accounts Copyright of Merlin Software Ltd EPOS Functions 31 4 2 Hot Key Setup amp Maintenance This screen allows you to set up Hot Keys for use at the Point of Sale It can be accessed by double clicking on the Maintain EPOS Hot Keys icon in the EPOS Menu EPOS Stock Hol Keys x Setup Het Key Stock Code B c D E F G H I J EPOS Stock Hot Keys Move the highlighted bar to the alphabet key in question you can do this by using the cursor keys or clicking the mouse on the letter you require Double click in the field of your choice You will be presented with the Stock Sear
180. ill simply show a blank screen with the message No image present This blank screen will also suggest a name for the image this will be the Product Code of the item in question in JPEG format Adding an Image Once you have photographed or scanned in your image you need to make sure that it is in the correct format The Merlin program will only recognise images that are saved in the JPEG jpg PNG BMP GIF and TIFF tif formats Click Load and you will be able to select an image to associate with the product The image will be copied by Merlin and resized so that the minimum dimension is no larger than 250 pixels The aspect ratio of the image will be maintained Images are stored in JPEG format by Merlin and are stored in the Back Office data directory in a folder named Images Each image is named after the product code it represents Copyright of Merlin Software Ltd 106 Merlin BackOffice 10 2 Stock Movement Receipt Query 10 2 1 Stock Movement Receipt Query This is a program that gives you the ability to preview and print Stock Movement reports of different kinds Double click on the Stock Movement Receipt Query icon in the Stock Control Menu and the following screen will appear ioi Selection Show Oriy Recept Type feal x 12 Update Selection HDO P6 00000007 16 11 2004 14 43 20 HO0 PG 00707098 16 11 2004 14 43 46 HOO PS 00000009 16 11 2004 14 53 33 _ J HOO PG 00900010 17 11 2004 11 14 26 xl
181. in Bank Account 22 aintain Custom Fields Copyright of Merlin Software Ltd Fuel Types 293 Maintain Customer 181 Maintain Dispute Customer 208 Index 315 Maintain Dispute Supplier 171 Maintain Financial Statements 267 Maintain Nominal Ledger 251 Maintain Stock 79 Maintain Supplier 153 Maintain VAT Rate 21 Manual Allocation 205 Manual Allocation Purchase 168 Manual Allocation of Purchase Payments 168 Margins 93 Marking Stock ECommerce 300 Master Setting 82 Menu Editor 69 Menus Adding New 72 Menus Amending 75 Menus Creating New 71 Menus Deleting 75 Menus Exporting 76 Menus Importing 76 Menus 8 Options 70 Multi Currency Setup 26 Multi Locational Systems 58 Multi Save Offer 49 N Nominal Close Month 276 Nominal Enquiry 256 Nominal Interface 249 Nominal Journals 258 Nominal Ledger Adding New Accounts 251 Nominal Ledger Analysis 254 Nominal Ledger Budgets 253 Nominal Ledger Financial Statements 267 Nominal Ledger Journal Entry 258 Nominal Ledger Maintain 251 Nominal Ledger Posting 261 Nominal Ledger Reprinting Postings 263 Nominal Ledger Trial Balance 265 Nominal Ledger Interface Accounts 249 Nominal Ledger Reports 256 Nominal Posting 261 Nominal Year End 275 Offer Setup 45 CORT SNERRE 236 Order Details 229 Order History 235 Order Payments 233 Order Period 132 Order Reference Details 225 Orders Report 180 Organising your Stock File 59 P Pack
182. in different locations For example you may want all of the accounts selected to be printed in one column location while the totals are offset into another column This command will let you determine which column to print amounts or heading in if only 1 column is specified when printing The Loc value can be from 1 to 9 1 is the left margin and for each additional number the item both description and amount is moved over 5 character positions So if the Loc value was 3 the item would be printed starting with the 15th character position from the left By using this option in the statement format set up you can print very good looking statements The statement printing program automatically ignores this item if more than one column is specified at print out time To change the Loc field value use the up and down arrows on the right hand side of the Location field or simply type in the location that you want when an appropriate operation has been selected This gives you the option to print a pound sign before the values To print one make sure that the Print Currency Sign box is checked else uncheck the box for no sign to be seen Credit Debit Enter a D or C depending on whether the account is a Credit of Debit account This is for parenthesis control only If the amount is opposite to its sign e g D for positive and C for negative amounts the amount on the report will have brackets around it This is used with the PT operation
183. indicates that the transaction is no longer in dispute The details that you have added to the record will also appear in the smaller window at the bottom of the screen they will be marked as Resolved and will appear along with the date and time of entry as well as the operator who entered them Note that there is no limit to the amount of times that a transaction can be disputed and resolved Copyright of Merlin Software Ltd 174 Merlin BackOffice 11 4 4 Comment Purchase The Comment button allows you to add a comment to any transaction regardless of whether the transaction is in dispute or not You may use the Comment function as you see fit This may be to chart the progress of an order to let staff know that you are still awaiting a Supplier invoice to log the fact that you are waiting for other goods to arrive before paying for the items etc etc To use the Comment function scroll through the list until you find the transaction that you are looking for then click on it with the mouse cursor to highlight it Click on the Comment button and the following screen will appear EE Comment ITC 0 90010 ojx Authorised by OK Cancel Simply type your comments into the box and then add your name to the Authorised By field Note that you must complete this field in order to proceed Once you are satisfied with the comments you have added click the OK button and the comments will be added to the record
184. ink Save offer This means that you can offer your customers one item free when bought with another one item at half price when bought with another etc etc For details of how to set up a Link Save Offer see the separate Link Save Offer section Multi Save This offer allows you to create offers that are based on different quantities of the same product An example of this would be Buy 2 get 1 free Again for maximum flexibility the Merlin EPOS system allows you to specify the total value of the Multi Save offer This means that you can choose to offer your customers 3 items for 1 00 3 items for the price of 2 even 4 items for the price of 2 etc etc For details of how to set up a Multi Save Offer see the separate Multi Save Offer Copyright of Merlin Software Ltd s Merlin BackOffice section Group Discount This offer allows you to offer a set discount on any range of products that you specify This means that staff do not have to enter a separate discount for each product The Merlin EPOS system does it for them An example of this would be a Happy Hour offering a 10 reduction on all beer and wine purchased between 9pm and 10pm The Group Discount will allow you to include any products in the offer which means that you can create offers such as All items on this shelf All Cadbury chocolate Any French wine etc etc You simply specify the amount of discount to be applied to all the items in
185. intenance cccceeeeee cece ee ee eee cece ee eeeeee cena eeeeeeseae esses esaaeeseeeeenees 43 AS A O 45 Special Offer Oe U e a A adi 45 LAT 1 9065705 E E AEE E O O E E 47 M ltiSave A ii 49 Group DISCOUNT A AAA EA ia ii 51 Part5 General System Information 53 Ms LAMA A a di 53 2 Company Select idad 54 3 Training Compa ny cion tddi sai c 55 4 Stock Search Sres 56 5 Single Site or Multi Locational ooooonnccccconnnincncnnnoncnnnnnnnnnnnnconnnnnncnnnnnnncrennnnncrrnnnnnerennnanenes 58 6 Organising Your Stock File omic cctecvverectieaecetateveerdeeeaeees 59 Part 6 Pack Sizes amp Price Breaks 61 Pack SiZeS cococococococncncncncnononononononononononononononononononononononenonononononononenononanonononononanananananananenos 61 2 Price Breaks cccccececsscsssseeeeeneeseensnsseseeeeenseenansseseeeeeeseenansasseeeeeeseseaesaaseseeeneeseaeaasseseeetenee 63 Copyright of Merlin Software Ltd 4 Merlin BackOffice Part 7 kh O N Part Part 10 1 User Editor 65 User Edd a 65 Adding a Nev Us a cas 66 Amending amp Deleting USeFS coonncccccononincncnnnnnnnnnncncnnnancnennnanennnnnanerennnnnernrnnnnarernnnnerennnananes 67 Supervisors amp AAMINiSt ators comica iii 68 Menu Editor 69 MeCN O 0 1 Lo PAPA ONU T 69 MENUS OPINO Sii a setae ieceecbonvavtetetessneees 70 Greating Your Own MENUS iii 71 Adding a New Men tarro ces adeeceeeeseeucs 72 Amending amp Deleting MenuS co
186. ion s 5 6 Organising Your Stock File The main Stock File in the Merlin Back Office system is organised around a 20 character alphanumeric field called the Product Code The Product Code is the unique code which identifies each Product within the Merlin system It is something that you have to set up when you enter each Product onto the system for the first time see Creating a New Stock Record Many of the powerful search facilities included in the Merlin Back Office system are based around the use of this Product Code Therefore to make best use of these facilities you need to give some thought to a sensible coding structure before you start to enter stock onto the system Coding Structures A well thought out coding structure would group similar Products by using same letters to form a common start to the code for each Product For example the three variations of Product that follow use the same letters to start the code with a variation at the end Telephone dial TELEDIAL Telephone push button TELEPUSH Telephone radio TELERADIO Structuring the Stock File this way means that you will be able to narrow down your search for a particular Product by typing in the letters that correspond to the start of the code and then scrolling through the list to find the exact Product you require It will allow operators at the Point of Sale where speed of operation is perhaps more important to find Products more easily either using
187. ions that are currently in the list Highlighting a line and then pressing X will delete only that line from the list You can also alter a line by highlighting and then double clicking with the mouse This returns the line s details to the bottom half of the screen and you can then amend them Pressing Save will then overwrite the details for that line displayed in the Transaction List Add will either create a new line in the Transaction List leaving the original information or add the altered quantity to the original line depending on the changes made All the transactions in the list will be processed and the stock will be added to the system once the Accept button is pressed Copyright of Merlin Software Ltd Stock Control 117 10 6 Stock Adjustment 10 6 1 Stock Adjustment The Stock Adjustment program allows you to alter your stock levels to reflect minor changes Note you can only adjust your stock levels negatively If you have more physical stock than the system says you have you need to book the excess stock in as normal see Stock Book In This is because the Merlin Back Office system deals with stock on a First In First Out FIFO basis If you find that you have more physical stock than the system recognises this excess stock needs to be givena place in the stock queue Adjusting Stock Levels To begin double click on the Stock Adjustments icon in the Stock Control Menu This will bring up the following screen
188. is not usually used if the order is complete see the Print Delivery Note section for details of the procedure if this is the case Double click on the Deliveries icon in the Sales Order menu and then select the Enter Despatch Detail tab to open the following screen Sales Order Deliveries Order No erio al Customer Code foi Customer Names fr mary e Delivery Code o o Delivery Name Drs Mary Green O Expected Del Dates 200201 Order Dese fr Carrier ER SSS 1 BERGERACW Bergerac White IL 2 EMRING Emerald Ring or wa Qty On Back Order 0 o ra co c Sales Order Deliveries First you must choose an order from those awaiting delivery Click on the down arrow to the right of the Order Number field and select an order from the drop down list that appears Once you select an order the rest of the order details will appear in the fields below Note that you cannot alter these details the only thing that you can change is the name of the Carrier that will be responsible for the order Despatch Lines The actual line details of the order appear in the lower half of the screen To enter quantities to be delivered click with the mouse cursor on the relevant line A number of fields will appear on the right hand side of the screen The Quantity Ordered field shows the quantity of that particular item that was originally ordered The Quantity Delivered field shows the number of those items that have already been delivered
189. it the Item as required and then press Save Copyright of Merlin Software Ltd EPOS Functions 37 4 3 3 Adding an Image to a Hot Page Item Note For the best look and fit on the Hot Pages items it is recommended that you prepare the images beforehand Images inJPG PNG BMP GIF and TIF formats are acceptable and should be scaled to a size of 80 x 60 pixels For the best visual effect we suggest storing the images as PNG format with a transparent background To add an image highlight the Item you wish to add the image to and click the button next to the Image Source field This takes you into a file browser Find the image field required and highlight Press Load EPOS Hot Pages Maintain EPOS Hot Pages Once an image is associated with a product Merlin keeps its own copy of the image Copyright of Merlin Software Ltd 3 Merlin BackOffice 4 4 EPOS Reports This program allows you to view reports for Damaged and Faulty Goods returned at EPOS To do this double click on the EPOS Reports icon in the EPOS Menu The following window will appear EPOS Reports Select Report Supervisor Functions To Stock Code SOAP1006 From Date 2008 2001 7 To Date 2008 20 EPOS Reports It will default to the Damaged Report set up screen To set up the program you have certain options that are configurable To look at data from a specific period use the date boxes to select the From Date and the To
190. ive some thought to the staff that you have and the functions that you want to make available to them For example you may not want junior members of staff to have access to functions such as Price Changes or Returns There are 3 levels of security available and these can easily be tailored to the configuration that is most convenient to your business To set up Security Levels Move the highlighted bar to the function in question you can do this by using the cursor keys or clicking the mouse on the line that you require Check or uncheck the boxes depending on whether that Salesperson will have access to that particular function For example you might set up junior members of staff on Level 1 and restrict their access to only the simple Point of Sale operations You might then set up intermediate staff on Level 2 and allow them access to functions such as Returns Price Changes Voids etc Level 3 would then be for Supervisors who have access to most system functions Access Levels 1 2 and 3 relate to the Access Level field in the Salesperson Setup screen at the Point of Sale Note the Security Level setup determines the look of the main Point of Sale screen Copyright of Merlin Software Ltd e Merlin BackOffice displayed by the Merlin EPOS program On the screen below you will notice that the user does not have access to all the functions available This means that the buttons for those functions disappear from t
191. l be read in and stock additions and removals will take place Any images required for the stock are automatically uploaded to the website this may take a while if there are a large number of products or you have a slow connection A new csv file will be saved named after your existing csv file but with _ Export added to the filename This file must then be uploaded to the ECommerce website stockroom Copyright of Merlin Software Ltd sto Merlin BackOffice 17 7 Uploading Stock To The StockRoom Once you have exported your stock from Merlin Back Office using the ECommerce Link from the Maintain Stock File menu you can upload it into your stockroom Login to your stockroom on the ECommerce site and select Categories Products from the menu on the left G le Ele Ea Yee Favores Toms bs Areta 6 bl Paucar the Peaje Sidra 0 osCommerce the project Configuretion oe Categories Products a tqrizment Recently Added Catezo en 2 Srosucta I olemme ence The Pajer T nome merca sordes nz marrest end 3 rect e CHU Jenere Dave ores by Verir Ssfaare 12 Select Easy Populate from the menu on the left and the following screen will appear Copyright of Merlin Software Ltd ECommerce 311 osCemeerce The Project Admin amp tration Tool Windows Imernet Explorer Oo le Edo Edt Mew Fawotes Tos be Areta A E Paca Tha Proper Adrants Tool osCommerce the project Easy Populate 2
192. l invoice value has been paid This screen also shows the Balance Remaining and the Invoice Status The Status column will either show the percentage of the invoice that has been paid or it will tell you that the invoice will be Fully Paid by the payment In the case of fully paid invoices the balance remaining will be zero To complete the Auto Allocation of the payment click on the Accept button Note that you can also cancel the allocation from here Payments allocated to invoices appear in the Allocated window in the centre of the screen at the right hand side These payments remain in this field until you exit the Allocate Payment program and can be unallocated from here if necessary using the Unallocate button situated above this window Copyright of Merlin Software Ltd 204 Merlin BackOffice Copyright of Merlin Software Ltd Customer Functions 205 12 2 5 Manual Allocation The system will also allow you to manually allocate payments to invoices if you prefer To use the facility highlight the payment that you wish to allocate by clicking on it with your mouse cursor Then highlight the invoice to which you intend to allocate the payment Then click on the Allocate button situated above the lower window and the following screen will appear Allocate Payment From Payment 8AR 5P 00500002 To Invoice BAR SI 00200010 Allocate max Discount Info Customer Terms None Discount Available Dis
193. l lines You can also choose to filter the Products by pack type if so desired Sorting the report can be done by Percentage Profit Profit Amount Units Sold or Sales Value Damaged Faulty Stock This report will show all the products that have been returned as Damaged or Faulty goods The selection criteria for this report are Stock Code Supplier and Date You can also choose to sort the report according to Stock Code Description Category or Supplier Print Sales Gross Margin This program will print a report showing the Quantity of products sold the Sales Value Copyright of Merlin Software Ltd 146 Merlin BackOffice the Cost and the Percentage Margin of each Category If you check the Include Category 2 box the report will also include the sub categories within the Category 1 classifications showing your gross margin for each of these If you check the Include Stock Details box the report will show your gross margins for each individual product The selection criteria for this report are Stock Code Category and Date Daily Sales By Product This report shows the Quantity of products that you have sold the Date that each product was sold and their Sales Value corresponding to the dates that you specify The selection criterion for this reportis Date Daily Sales By Date amp Time This program prints a report similar in content to the Daily Sales By Product report except that the results are ordered acco
194. ldest open invoice that is not disputed If the payment is greater than the invoice the Auto Allocation function will allocate the remainder of the payment to as many open invoices as possible again starting with the oldest open undisputed invoice To use the facility highlight the payment that you wish to allocate by clicking on it with your mouse cursor Then click on the Auto Allocate button situated above the central payment window A screen resembling the following will appear EX Auto Allocations of Payment HEA SP 00000077 HEA 51 00000016 17 07 20 19 99 0 00 PAID HEA S1 00000055 26 07 2000 59 93 0 00 PAID HEA 51 00000058 26 07 20 5 99 0 00 PAID HEA S1 00000073 06 09 20 30 99 0 00 PAID Amount unalocated 83 10 Auto Allocations This screen shows the Payment Number in the bar at the top and also the Invoice Number the Date of the payment and the Amount of the payment that will be allocated to the invoice If the payment amount is less than the invoice amount then this column will contain the full payment amount If the payment amount exceeds the invoice amount this column will contain the full invoice amount There is also a column containing the value of any discount that applies to the invoice Discounts will be automatically applied if specified in the settlement terms and provided the Customer pays within the agreed time period However discounts will not be applied until the ful
195. lection will appear in the From field of the main screen Follow exactly the same process for the To field this will specify the date that you want the analysis to end Again clicking OK will make your selection appear in the To field of the main screen Note if you choose not to specify start and finish dates for the analysis that you are about to perform the system will analyse all the data it has This will take substantially longer than it will ifyou have searched between specific dates Checking the WkNo box changes date values in the From and To fields into ISO Week Number values Unchecking the box will change them back to normal date values Copyright of Merlin Software Ltd Customer Functions 189 again Using Week Numbers will enable you to perform your Customer Sales Analysis by Year Week and Day Using normal date values will enable you to perform it by Year Quarter Month and Day Local oe The Local check box only applies to Multi Locational systems Click here for further details If you have a single site then the data that you are analysing will obviously be local because you do not have other Branches Analysing This completes the process of configuring the system to perform a Sales Analysis for that particular Customer All that remains is to click on the Analyse button A progress meter will appear giving you an estimation of how long it will take to assemble the data you have ask
196. ledgement that you choose Double click on the Print Order Acknowledgement icon in the Sales Order menu to open the following screen Print Order Select Order Type Sales Quotation C Credit Order Sales Order all From Order No faar 1 To Order No BaR 17 from Customer Code PUBIS To Customer Code 542 SMITH X 1 Report X or Print Order Ack s The radio buttons at the top of the screen allow you to choose the type of order that you wish to print The system will default to All order types though you can limit the report to show only Sales Quotations only Credit Orders or only Sales Orders if necessary The next fields allow you to specify the range of the report the program will default to the first and last Order Numbers on the system though you can select the starting and ending number by clicking on the down arrow to the right of these fields and selecting the appropriate Order Number from the drop down list that appears You can also specify a starting and ending Customer Code if you wish This can be useful if you need to review all the Sales Order Acknowledgements that have been sent to a particular Customer Printer or Screen If you choose to send the details to the printer simply click on the Printer button at the bottom of the screen The Sales Order Acknowledgements will print out in the normal way However the Merlin Back Office system allows you to see an exact copy on scre
197. ler window at the bottom of the screen they will be marked as Commented and will appear along with the date and time of entry as well as the operator who entered them Copyright of Merlin Software Ltd Customer Functions 213 12 4 Aged Invoice Reports 12 4 1 Sales Aged Invoice Report The Customer Aged Invoice Report is a very simple function to perform but it is also very useful The report will list all your customers whose debts are still outstanding within the criteria that you specify Setting up the Customer Aged Invoice Report Double click on the Sales Aged Invoice Report icon in the Customers Menu and the following window will appear FI Print Customer Aged Invoice Report From Customer Code CASHSALE E To Customer Code SMITH El Location F ALL LOCATIONS i BL ext Print Customer Aged Invoice Report This is where you set the criteria for the Sales Debt Analysis Report You will note that the system defaults to All Debts Here you can select a specific customer to view or an entire range of customers by changing the properties in the From Customer Code field and To Customer Code field using the button Once you are satisfied with the criteria you have set click on the Report button This will generate a report which you can choose to print out or simply view on the screen Copyright of Merlin Software Ltd 24 Merlin BackOffice 101 Page fi oft al ala El Zoom aj f dse Custo
198. letters M Manual An order generated by an operator A Automatic An order generated by the Auto Reordering function Copyright of Merlin Software Ltd 134 Merlin BackOffice Manual refers to the Purchase Orders that you will create using the procedures outlined in the following sections of this Help File Creating a New Purchase Order and Entering Order Details Automatic refers to the Purchase Orders that the system will generate for you if you have used the Auto Reordering facility If you need to find a particular Purchase Order it is possible to scroll through all the details in the window to find the one you are looking for However you can narrow down your search if you know any of the details of the order Purchase Order Number Description Supplier etc Typing the detail that you know into the appropriate field at the top of the screen will display only those orders that fit that criteria Once you have found the Purchase Order that you are looking for you can view the details of the order by double clicking on it There are individual sections covering Creating a New Purchase Order Entering Order Details and dealing with Goods Received You can click on the above links to reach any of these sections Copyright of Merlin Software Ltd Stock Control 135 10 8 7 Creating a New Purchase Order Within the main Purchase Order screen click on the New button Note you need to make sure that all the fields at
199. long it will take to assemble the data you have asked for The greater the time period specified the longer this process will take Eventually the table at the bottom of the screen should display the Sales Analysis details that you are interested in Dally Sales oF KARAOKE From 03 01 2000 to 10 09 2000 75 00 219 92 150 00 69 92 31 79 0 00 0 00 0 00 none 0 00 0 00 0 00 none E 237 60 150 00 87 60 36 67 y 18 07 2000 29 f1 118 680 75 00 43 80 36 87 19 07 2000 29 E 475 21 300 co 21 36 67 si Total 252 262 fa 1 289 14 825 00 464 14 36 00 Within this table you can break down your data even further by clicking on the grey tabs that form the left hand side of the table In the example above you could see the data for each individual week by clicking on the relevant tab You will notice that once the table has displayed data the buttons above it are activated B Wy fal e Y These buttons allow you to arrange the table either Daily Weekly Monthly Quarterly or Yearly Note when using ISO Week Numbers the system will allow you to view the data according to Year Week and Day When using Normal dates the system will allow you to view the data according to Year Quarter Month and Day This is because you can divide a year up evenly into either months or weeks but you cannot divide a month evenly into weeks Therefore not all of these buttons will be
200. lready held on the system the details of that Product will appear in the fields below If this is a code that the system does not recognise the New button will be enabled The button takes you to the Stock Search window which allows you to choose an existing Product Code The Golden Key button allows you to add a four digit auto generated number to the end of a prefix creating unique product codes Clicking on the New button will open up all the fields below so that you can enter your new data Fill in all the relevant details for the new Product in the Master Details tab and press Save You will then be able to fill in details on the Pricing Quantities Sales Analysis Comments and Images tabs and also the Supplier and Barcode information on the Master Details tab For details of the contents of these tabs click on the above links Note Once the new Product Code has been initially saved the Merlin Back Office system will save the data you enter as you type so there is no need to save the details you input Therefore once you are satisfied that the details you have entered are correct you can simply exit the program Copyright of Merlin Software Ltd sz Merlin BackOffice 10 1 3 Master Record The Merlin Back Office system has a special setting called Master Record This setting is used in the Stock Maintain program and has been included to allow the Head Office in a Multi Locational system to add Product
201. m will default to the current date and time This is a quicker way of entering today s date though the system will allow you to enter a different date and time if necessary Finally you must enter your name in the User field The Merlin Back Office system will not allow you to complete the process of adding payments if you have not filled in this field Once you have entered all the relevant details of the payment in the appropriate fields the Accept button will be enabled Click on this button to enter the payment lines onto the system Click on this link for details of Allocating Payments to Invoices Copyright of Merlin Software Ltd Customer Functions 201 12 2 3 Allocating Payments to Invoices Once a payment has been put onto the Merlin Back Office system it is up to you to allocate that payment to any outstanding invoices that the Customer has on their account Once you have selected a Customer and a location if necessary clicking on the Allocate tab will show all the payments and open invoices relevant to that particular Customer s account Allocate Sales Payment Customer Fiter to Location HEA PARTYPALL HEA Head offi HEM S1 00000016 POS Irok 29 07 j2 ZUCO HEA S 10913355 Invoice 25 07 2000 HEA 51 00900058 POS Imoa OSN0S 2000 HEA 51 00000073 POS Invoice Allocate Payment The screen s central window shows all the payments relating to the Customer s account These are paymen
202. ment click here For details of How to Allocate Payments to Invoices click here Copyright of Merlin Software Ltd Customer Functions 199 12 2 2 Entering a New Payment Itis worth noting that payments on Customer Accounts can also be made at the Point of Sale though you must still use this program to allocate those payments to open invoices Payments can also be made against specific invoices using the Order Payments tab of the Sales Order Entry program To enter a new payment on a Customer Account using the Merlin Back Office system you must first specify the Customer who is making the payment Click on the down arrow to the right of the Customer field then select the Customer from the drop down list that appears If you are using a single location system you do not need to worry about the Locatior field 33 If your system is Multi Locational click here for further details Once you have selected a Customer and set a location click on the New tab You will be presented with the following screen El Allocate Sales Payment Credit Car o Authorisation statene ssm 7 Bank accourt H Cheque No aa Allocate Payment Click on either the New Payment or New Refund button at the top of this screen then select the type of payment that is being used Click on the down arrow to the right of the Payment Type field and select from the drop down list that appears Then enter the Amount of the p
203. mer Aged Debt Analysis Printer or Screen If you choose to send the report to the printer simply click on the printer icon in the toolbar at the top of the screen The report will print out in the normal way However the Merlin Back Office system allows you to see an exact copy on screen of the report which would otherwise have been sent to the printer This may be useful if you only need to check certain details of a Debt as the actual printing of the report may take some time If you want to view the report on the screen you will most probably want to make it bigger You can enlarge the report by using the three buttons that appear in the middle of the toolbar at the top of the screen Each one of these buttons will make the report larger and easier to read You can also select the size that best suits you by using the Zoom function on the toolbar You can then scroll around the report to find the information you require Copyright of Merlin Software Ltd Customer Functions 215 12 5 Sales Daybook 12 5 1 Sales Daybook This is a reporting program which allows you to print out the Sales Daybook The system allows you to enter you own start and finish dates which means that you can set the program to report on any period of your choice daily weekly monthly etc To use the program double click on the Print Sales Daybook icon in the Customers Menu You will be presented with the following screen Print Sales Daybook
204. ministrator privileges if necessary Note The User Editor and Menu Editor functions are Administrator functions on the Merlin Back Office system Therefore they will only appear on your main Workspace screen if you are entitled to use them Double click on the User Editor icon in the System Setup Menu This will bring up a screen resembling the following ox User Yew Help Supervisor Full Name A Salesperson Defaut Admnetrator created on Arst stertup EZ LIN Penny GI A Supervisor S Supervisor Test Supervisor The screen displays a list of all the users that currently exist on your Merlin Back Office system It also shows the passwords for these users and whether they have Supervisor privileges on the system Note The system will only allow you to view details of users who have a status equal to or below your own status on the system If you have Supervisor rights but not Administrator rights you will only see details of the other Supervisors on the system This way the person using the User Editor is prevented from accessing functions above their status Click on these links for details of how to Add a New User or to Amend and Delete existing Users Copyright of Merlin Software Ltd 66 Merlin BackOffice 7 2 Adding a New User To add a new user to the system click on the New User button the furthest left of the three buttons that make up the toolbar Alternatively click on User at the
205. mment click on the yellow marked area with the mouse cursor and a small box will pop up containing the relevant comment BackOffice Comments on KARAOKE A x j we buy 5 at a time we get a 20 discount You can only read existing comments within the Purchase Order Processing program you cannot add or amend comments from here This needs to be done from the Comments screen of the Stock Maintain program Click the above link for details of how to do this Copyright of Merlin Software Ltd Stock Control m 10 8 9 Goods Received Once you have received the goods from the Supplier you need to let the Merlin Back Office system know this Using the Search tab it is possible to scroll through all the details in the window to find the order you are looking for However you can narrow down your search if you know any of the details of the order Purchase Order Number Description Supplier etc Typing the detail that you know into the appropriate field will display only those orders that fit that criteria Once you have found the Purchase Order that you are looking for double click on it to view the details of the order then select the Goods Received Note tab The screen should resemble the following Goods Recerred Note Update by Items Y Received Entered By Pete Y Accept Line Product Code Packi Pp Description Order Ba Recaived Back Order Best Before t 1 cur Shoes par You now need to specify wh
206. mmingway Contact ames Frith Address fra 47 Telephone 0131 345 4567 uttermere Industrial Estate Town City j Mngston E E Med Post Code E65 77H l Country Scotland From this screen you can select from five tabs Contact Details Comments Business Information Account Enquiry and Custom The uses of the Contact Details and Business Information tabs are covered in their own sections click on the links for more details The Comments tab is simply a Notepad like field where you can enter any comments you have about this particular Supplier The last tab is the Custom tab Here you will have the custom fields that were set up in the Maintain Custom Fields program in System Setup For help setting up the Custom Fields click on the link Selecting a Supplier To select a Supplier click on the down arrow to the right of the Supplier field and select the one you require from the drop down list that appears For information on how to add details for a new Supplier go to Adding a New Supplier ES If your system is Multi Locational click here for further details Copyright of Merlin Software Ltd 154 Merlin BackOffice Once you have selected a Supplier you will notice that the system fills in the appropriate details in the fields below You can then amend any of the Supplier details by clicking on the relevant tabs Copyright of Merlin Software Ltd Supplier Functions 155 11 1 2 Adding a New Supplier To add a
207. mpanies that exist on your system Your options will usually be either the live Company or the Training Company Your company name will appear in the live Company box once the system is configured correctly The system will default to the live Company Your company and the Training Company operate from different sets of data which means that the changes made to one company s data do not affect the other Copyright of Merlin Software Ltd General System Information 55 5 3 Training Company After you Log In to the Merlin Back Office program you will be presented with a small screen prompting you to select a Company It should resemble the following 1 Training Company At this screen you have the option of choosing either the real Company or the Training Company Your company name will appear in the real Company box once the system is configured correctly The system will default to the real Company The Training Company is something that users of our systems have found exceptionally useful over the years The Training Company program is identical in every way to the real Company mode except that using it does not alter any of the live company data that you depend upon for your business information This means that users are able to practice using all aspects of the system without ever affecting any of the vital trading data of the business It is especially suitable for use when training new members of st
208. mply prints out a list of all the Suppliers that are currently held on your system To see the report double click on the Supplier List Report icon in the Suppliers Menu Supplier List Preview Poe 5 sal o a a Zoom The report lists the contact details of each supplier including Supplier Name Contact Name Telephone Fax and E mail details Printer or Screen If you choose to send the report to the printer simply click on the printer icon in the toolbar at the top of the screen The report will print out in the normal way However the Merlin Back Office system allows you to see an exact copy on screen of the report which would otherwise have been sent to the printer This may be useful if you only need to check certain details of a Supplier as the actual printing of the report may take some time If you want to view the report on the screen you will most probably want to make it bigger You can enlarge the report by using the three buttons that appear in the middle of the toolbar at the top of the screen Each one of these buttons will make the report larger and easier to read You can also select the size that best suits you by using the Zoom function on the toolbar You can then scroll around the report to find the information you require Copyright of Merlin Software Ltd Supplier Functions 161 11 3 Purchase Allocate Payment 11 3 1 Purchase Allocate Payment The Purchase Allocate Payment program allo
209. n 5j Maintain Temporary Stock File TCozSH 760005 Temp Rose Wine Product El Note Will only convert a temporary stock code into an pre existing full stock code Product Code vweTsrmicoo Packsias Use Bercode Use Lest Cost E Auto Cost E Report JEst Maintain Temporary Stock File The window at the top shows the items created in EPOS To select the product that you want to link to the main stock file click on the appropriate line with your chosen product code init Type in the pre existing Product code in the field provided or use the Stock Search If the code you used for the temporary product code is a valid barcode then it will be copied down into the barcode field Otherwise you will receive a warning that this cannot be done and you must enter a valid barcode You then need to specify the pack size before the Convert button is highlighted On pressing the Convert button you will receive the following warning Copyright of Merlin Software Ltd Stock Control 1 xi A tis recommended that Temp PLU Codes are only converted 1 Ak the endof the doy when the al sales have ceased 2 When ALL EPOS termina hewe been successfully polled When converson has been completed ALL EPOS termina must be successfully polled to ensure that date is updated Following thasa guidelines vill ansure that the systems run most effecovely Note If there i no succesful poling of ALL EPOS terminales before ond aft
210. n Back Office and an ECommerce web site Copyright of Merlin Software Ltd 300 Merlin BackOffice 17 1 Marking Stock As ECommerce Stock Stock can be marked as ECommerce stock from the Maintain Stock File screen Double click on the Maintain Stock File icon in the Stock Control Menu and the following screen will appear Nectar Cutade Pricing Miera Quarttine Salen Araba Conmeante traca Custer ECorrmarca Pradet Crea Protect Cuerptien lawen y e a Hous tty w POreararra dart Eres y ddr Prev har ont Petrean minata rele LANA k hinah Maintain Stock File Select the ECommerce tab and select a Product To mark stock as ECommerce stock tick the ECommerce stock check box Stock which is marked as ECommerce stock will be uploaded to the ECommerce website the next time you upload data to the website If you uncheck ECommerce stock for an item that is already on the website it will be marked as inactive or deleted the next time you upload data to the website The ECommerce long description field allows you to add a meaningful description for the product on the website The description can be formatted using simple HTML formatting commands For example lt br gt inserts a line break lt b gt Some Text lt b gt shows Some Text in bold lt i gt Some Text lt i gt shows Some Text in italic lt p gt A paragraph lt p gt marks a paragraph The description is already body text so there i
211. n Software Ltd Supplier Functions 171 11 4 Purchase Dispute Maintain 11 4 1 Purchase Dispute Maintain The Purchase Dispute Transaction program is used to mark and keep track of any disputes that you may have with Suppliers over invoices It also allows you to check the status and history of any disputed transaction by reading the comments that apply to it Double click on the Dispute Transaction icon in the Supplier Menu and you will be presented with the following screen Purchase Dispute Maintain alo x is 105 2004 Purchase Jr 117 50 22 05 2004 14 43 14 Purchase Inv 117 59 23 05 2004 ATNPLI 1006 Purchase Inv 176 25 23 05 2704 11 05 20 ATH PL COCOLOD Purchase Inv 1 117 50 17 03 2004 ATR EPI O0000011 Purchase Irv 117 50 Click on the down arrow to the right of the Supplier field and select from the drop down list that appears The main window will now show details of all the Invoice transactions relating to your account with that Supplier The window contains details of the Date and Type of the transaction the Invoice Number a Description of the transaction the Transaction Total and the Balance Remaining The first column of this window may not contain anything or it may contain an asterisk The asterisk means that the transaction is currently in dispute All this information is designed to help you quickly locate the transaction that you are looking for From the Purchase Dispute Transaction screen
212. n and creation see Creating a New Stock Record EPOS Description The EPOS Description field is used to enter the description of the Product that will appear on the Customer Display if you use one and the Customer Receipt It allows you to enter a short 20 character description Whereas the Product Description is used to define the Product for your own internal purposes this is the description that the customer will see If you do not enter an EPOS description the customer display and receipt will use the first 20 characters of the Product Description Stock Type This field is used to identify the type of stock Select a Stock Type by clicking on the down arrow to the right of the Type field and selecting from the drop down list that appears The standard codes that you can select from are R Regular Stock Item N Non Stock Item Copyright of Merlin Software Ltd Stock Control es l Part Exchange E Special Order Non Stock is a classification used for items such as carriage charges labour charges repair charges etc These are items that you might want to track in terms of sales but you do not have to worry about the actual items being on hand Categories amp Brand The use of Categories and Brand for ordering your stock is designed to make finding your Products and analysing your data quicker and more easy Click here for information on Categories and their uses within the Merlin Back Office system
213. n exact copy on screen of the report which would otherwise have been sent to the printer This may be useful if you Copyright of Merlin Software Ltd 218 Merlin BackOffice only need to check certain details of a Debt as the actual printing of the report may take some time If you want to view the report on the screen you will most probably want to make it bigger You can enlarge the report by using the three buttons that appear in the middle of the toolbar at the top of the screen Each one of these buttons will make the report larger and easier to read You can also select the size that best suits you by using the Zoom function on the toolbar You can then scroll around the report to find the information you require Copyright of Merlin Software Ltd Sales Order Functions 219 13 Sales Order Functions 13 1 Sales Order Entry 13 1 1 Sales Order Entry The Sales Order Entry program can be used to create new Sales Orders and also to check and or amend orders which already exist on the system This section will demonstrate how to use the Sales Order Entry program to check and or edit existing orders The process of entering a new Sales Order is covered in a separate section click on the above link for details Double click on the Sales Order Entry icon in the Sales Order menu and the following screen will appear Sales Order Entry Sales Order Entry From here you can quickly and easily check all the details of those
214. n ia a ad daa rua rin anaa Eia ti 111 Stock Take TOO iii a A Aia ia 111 Stock BOOK AN Lucio in A O n 112 Stock BOOKSIN oo A a eas 112 Setting Quantities Suppliers 8 COStS mirii eai a etapas aaa aaa daa aeaa aeii 114 TRANS ACHION iS tii A id 116 Stock AU MEN datada 117 StOCK ACjUSTIM O suesneteeesacuseveti 117 SHOCK Trane iii A da cede 120 Copyright of Merlin Software Ltd Contents 5 Stock O ON 120 Ge PO Data E TTET E ii 122 Selecting a Product for Transfer iniii hea ua aaaeei adea anaa a aria aaaea raa aAa a dana eiae danant aniio 123 Transfer Transaction List 9 Stock Re plemisne asrni zoek naaa ae aaea Aaaa aa aaae de das exstacseuceanddsacctacigudeacdiseccdsddetaerndasee Stock Re ple mis i iii in Reordering Maintain juicio ride e AAA A Ai Printing a Reorder Report Automatically Generating a Purchase Order ccssceessceseeeeeseeeeseeeeseeeeseeeesaeeesaaeeeseeeesaeeesaeeeseeeeeeeeeeeaeees 130 Intelligent Reorder iNO iii A A ii 132 Purchase Order Processing iii ici ii AAA AAA ANA aaa 133 Creating a New Purchase Order a 135 Entering Order Details i ccsiseseccccsctessessecsscessssessenvevecccsenersesneastcedensetssnsescivcseotsrvesseusteesessersencerscvesecnsshessenstcrtenter 138 Goods Received ZP cacescey concede eu ccec a E a A a e a AS E 141 9 Stock Re ports i ea o ar aaa 143 Stock Reports wisssivsseccscaicsccesssavcvectsetsevsssecsdenvessntsavsavevecrdeusstevsesvvensesentevusarsisesdedeerssseeveca
215. ncnnnn cananea 164 Auto Allocation Purchase cssiiicesccesescivesscccscccssccesuscesscessvesestenecsececeescecseusuvacscesssesvetsenscetestucrsecsveccesessubssececassesees 166 Manual Allocation PUrchaS O 1 232 525 adssenscecesececcesesscesdeaecssacderadaedsdnsieasicesgevesdoenensueeuaceccuasitcesesigucessuencntestsocideavens 168 Resolving Disputes Purchase ooconcccnncconncccnnoncnnnncnncnccnnnncnnnr cnn encerrar 170 4 Purchase Dispute Maintain o mociones Purchase Dispute Maintain Dispute P rchase ii A AAA ici Resolve PUECHRASO i 02 cccessicesscescstscvesevsnsseioteacoansesesstacecevescesueresaasievenetinaasenceisevebevavasdsouedceostdseacesciecvestesnaseeabei setei Comment P r Chase A teres cavesdcsccevetevendadevecessvectbaserecqaeesie 5 Purchase Invoice Entry ocio A it Purchase Invoice Entry icono cidcid raataa RARA AAA DAA AAA Aa i 6 Purchase DaybDo0K 0 5 anana he cota ad tilo dead PUrchase 1 ASAS A 7 Supplier Aged Invoice Re port siaaa rarae aaea cristian dilatan i n ai 178 Supplier Aged Invoice Re port orreri na aserrada aeae satan trs aaeei eaae pda aE aa saaa Saaai daaa aa aaas enaa traia daaa 178 8 Purchase Orders Report arnan cra S a ates ei 180 Purchase Orders Report sccssicsvcsccsestecsessecsscssessevsansavsicsvecnessesveusuersensetuansavctessscneesessersccsessersenseueesesentshensersterdensr 180 Copyright of Merlin Software Ltd 6 Merlin BackOffice Part 12 1 Part 13 1
216. nd side of the screen The order is has now been entered on the system Emailing your Purchase Order You now have the ability to email your Purchase Order once it has been accepted To do this you need to have setup your mail server details in the Company Setup screen On pressing the Email button a message window will open with the details of the Purchase Order in the body of the email If you have entered your own email and that of the Supplier in the relevant screens then the To and From addresses in the mailing screen will be entered automatically otherwise you can enter them or alter them manually Back Office Comments The Stock Maintain program contains an area which allows you to enter comments for individual Products click here for details If you select a Product that has an attached comment for inclusion in a Purchase Order this Product will appear with a yellow marker as below Copyright of Merlin Software Ltd 140 Merlin BackOffice Purchase Order Dae 0 09 2000 Delivery Date 10 08 2000 Supper Ref fra TC K0s0002 Terms 60 Devs m Carving rs Onderedby Pote Beert ple Paet Sete pasito bawiin huat f atr coarse Met ave KARAOKE L Karaoke Machine 1 The yellow marker lets the user know immediately that the Product has some form of comment attached to it which may be relevant at this point The comment may relate to special discounts if larger quantities of the Product are ordered etc To read the co
217. ng Maintain program will detect all Products whose stock levels have fallen below the levels that you have set using the Reorder Editor You can use the program to print out a report containing details of all the Products that you need to reorder or to automatically create a Purchase Order for the goods Recederro Marta purchase Orders Purchase Irwoiwes ane a To proceed plese press Uindate to cakcuiste up to date reordering wakes contaba a rte re Category y2 Fher Prodects r C Regalar gt Ranes lstedin fulreport More Avadable Requires Update Cethiag goth Suppiter Details List Tick Supgdierts For which P Orders required Enable ntako Ordering i r F indahe Back Orders Istad by nating acceptance i Stock Replenish The first thing that you need to do once you have clicked on the Reordering Maintain tab is to click on the Update button The progress meter to the right of the Update button will fill up as the system scans the stock levels for the items that need reordering Once this is complete the area below the progress meter will display the date and time that the Update button was pressed The processes for Automatically Generating a Purchase Order and for Printing a Reorder Report are covered in the following sections You can access these topics by Copyright of Merlin Software Ltd Stock Control 127 clicking on the above links Copyright of Merlin Software Ltd
218. ng from the drop down list that appears Once you have found the relevant Customer click on the Deactivate button in the top right hand corner of the Customer Maintain screen You will then be asked to confirm that you really do want to Deactivate the Customer Copyright of Merlin Software Ltd 196 Merlin BackOffice If you answer Yes a further box will appear This box asks whether you want to completely remove the Customer from the system 2 Completely remove Customer from System Note Any future Report references to this Customer will be incomplete if removed In this case click Yes The Customer Account is then deleted permanently from the system Copyright of Merlin Software Ltd Customer Functions 197 12 1 10 Reactivating a Customer Reactivating a Customer Account is the opposite process to Deactivating a Customer Account It restores an account back onto your system Note this option is only available for Customer Accounts that have been suspended It is not possible to Reactivate an account that has been permanently removed from the system To Reactivate an account you need to enter the appropriate Customer Code into the Customer field Then click on the Create button and the system will tell you that the Customer Code you have entered already exists Q Customer Code already exists Reactivate it A Cancel To Reactivate the Customer Account simply click Yes The account and
219. ng quantities on Back Order and Purchase Order Selecting a Reason Code tis also required for you to enter the reason why the Stock is being adjusted This can be picked from the pull down list in the Reason Code field You can add new Reason Codes to the list by clicking on the icon to the right of the field Setting Adjustment Quantities You then need to fill in the quantity by which you wish to adjust the stock levels The system offers two ways to do this The first way uses Pack Sizes and asks you to specify both a Pack Size and a quantity Using this method the adjustment will be Pack Size multiplied by quantity The Pack Size field also supports measurements of Length Weight Area and Volume if the Product you select is bought and sold in these measurements The second way uses individual units and the adjustment will simply be the quantity that you specify Once you have entered the appropriate values in this area of the screen the system will tell you what the new stock level will be once you have processed the adjustment Once you are satisfied that all the details you have entered are correct click on the Add button This will add these details to the Transaction List at the top of the screen Transaction List It is worth noting that the entries that appear in the transaction list have not yet been processed they have only been added to the list of transactions to be processed You can therefore keep adjusting y
220. nimta a maya Ireuses De ierni C A Z imeoza ttirzv s2 O tatezoras C meruisctorar Ors Oime Oege TM Dlevetebe date sided Crets v Sherby cmagsry man fex rer atera Qura Links Create then Download Files Create Files i in Temp Dir Creare ertia fle n cane em ory 1er z ae meme then creat dirias ater combates an ai sees De ener cmilete te cer de to adt Cresta Corplete av a n tame de i Create Model Prices Qty car ite Es E gt Crests Models ateo a abe n temp dr Froogle car ite 17 tam Underneath the Create then Download Files label near the bottom of the screen select Download Complete csv file to edit You will be prompted to save the file Do not open the file ensure that you save it to disk as opening the file can lose information The file will be named after the current date and time by default Copyright of Merlin Software Ltd 3o Merlin BackOffice 17 6 Updating And Adding Stock Before adding or updating stock first download the existing stock from the ECommerce site Stock can be uploaded to the ECommerce site from Merlin Back Office In Merlin Back Office double click on the ECommerce Link icon in the Stock Control Menu and the following screen will appear Seen Sedrzc log AT Cza Sengl se Corredor Had Um Pasa Laza Deza EFI SCA cy E Commerce Link Select the Settings Tab and then Settings 1 Select the stock file you downloaded from the ECommer
221. nt a double dashed line GA Get Nominal Ledger Accounts This is the most used command It allows you to select a specific account or a group of accounts and will then print them and or add them to a total field to be displayed later AT Add Total This takes the total field as specified in the Total field and adds the amount to the total field as specified in the Base field MT Main Title This is only allowed once within the format and is always the first line in the report This is where you enter what you want to be seen on the top of the report From NIL To NIL If the command in the OP field is GA Get Accounts then you will be able to enter the beginning and ending account numbers here Only the account number is necessary This is done by selecting the GA Operation This will then bring up the boxes available for the settings to be inserted To add From and To account numbers click in the appropriate box and the browse button will appear to the right hand side of the box Click on this and a full list of your accounts will appear Select the account by double clicking on it If you are unsure about how to use the accounts section click here Total If the command in the OP field is GA Get Accounts then this is the total field that the amounts in the Nominal Ledger Accounts selected will be added to It must be between 1 and 20 This means that you can have up to 20 different total fields and since you can clear or r
222. nt account select the Department and Analysis Period that you want by clicking on the down arrows to the right of both of these fields and selecting from the drop down lists that appear You must then set the date range that you want the analysis to cover This time clicking on the down arrows will reveal a pop up calendar so that you can easily choose the dates required This completes the analysis configuration To view the results click on the Analyse button on the right of the screen You can also cancel the analysis at any point using the Cancel button Note once you have performed the analysis if you wish to find out more about any of the totals in the Current column you can do so by clicking on the appropriate Analysis Period that appears on the left of the table The example below shows the drill down process that you can go through by clicking on the period markers Clicking on the Month marker gives you all the weeks within that month and clicking on one of the Weekly markers gives you all the days within that week Copyright of Merlin Software Ltd Nominal Ledger Functions 58 Daily is the most detailed analysis available within the table However if you click on one of the Day markers you will be presented with a preview of the Nominal Enquiry for the entry in question FI Print Nominal Enquiry Preview ME ol ala aaa remo _f cose revort Nominal Enqury Date 21 05 2000 Copyrig
223. nth Copyright of Merlin Software Ltd 190 Merlin BackOffice evenly into weeks Therefore not all of these buttons will be applicable to the way that your data is sorted Copyright of Merlin Software Ltd Customer Functions 191 12 1 7 Account Enquiry The Account Enquiry tab of the Customer Maintain screen allows you to see details of any Customer s account at any time you choose Choose the Customer you require by clicking on the down arrow to the right of the Customer field and selecting from the drop down list that appears You then need to configure the Account Enquiry program to give the results that you are looking for EP If your system is Multi Locational click here for further details Search Criteria This is the area that you use to narrow down your Account Enquiry to the data that you are looking for Search Criteria Status open he IV Local 7 From 24 01 2000 MW To 28 02 2000 Click on the down arrow to the right of the Status field in the Search Criteria area and select All Open or Closed from the drop down list that appears The Local check box only applies to Multi Locational systems Click here for further details If you have a single site then the data that you are analysing will obviously be local because you do not have other Branches Start and Finish Dates Click on the From check box and a small box will appear prompting you to select the d
224. nus for information Copyright of Merlin Software Ltd Menu Editor 71 8 3 Creating Your Own Menus There will be several menus that have already been set up on your Merlin Back Office system These should include Stock Customer Supplier and Reports However the system will allow you to create your own menus should you desire From the Menu Editor screen click on View from the options available at the top of the screen then select Menu Contents Editor This will bring up the following screen E Menu Contents Editor o Em Jv fi Nenu Greate o Title Pr Image E 24 Accept Cancel The system identifies each menu from its identification number The ID field allows you to see the numbers that have already been used on your system To create your own menu scroll upwards through these numbers until you reach one that is not in use When you find one you will notice that all the fields below are greyed out The only option is to click the Create button Clicking the Create button opens up all the fields below for you to enter your identifying data First you must give your new menu a name type this in the Title field You can then choose an icon to represent your menu Note that the system defaults to a yellow folder icon as in Microsoft Windows This can be helpful because it shows the user that the menu is a container for their programs However you can select any other icon that exi
225. o Amend a Currency Highlight the appropriate Currency using the highlight bar you can do this by using the cursor keys or by clicking on the currency you want with the mouse cursor Once you have selected the Currency to amend press the Add Amend key at the bottom of the tab You can then alter any of the details of that Currency When you have finished and you are confident that all the details are correct press Save then OK to return to the POS Terminal Setup Note you can also delete Currencies from this screen using the Delete button Copyright of Merlin Software Ltd EPOS Functions 29 4 EPOS Functions 4 1 Till Reconciliation The Till Reconciliation program in the Merlin Back Office works in exactly the same way to the Till Reconciliation program available at the point of sale The Back Office program has the advantage of allowing you to check the takings of each terminal on the system and allowing you to print the Till Rec to a larger printer to make it easier to study Double click on the Till Reconciliation icon in the EPOS Menu to access the following screen Till Reconcilation 24113113119 Click on the relevant report heading you want pa Till Reconciliation Using the options on the left hand side of the screen you can select the till and the date that you require You can also choose to perform the Till Rec for only one salesperson by entering the appropriate code into the Salesperson field Yo
226. o print the Purchase Daybook the Cash Daybook or both the system will default to the Both setting You must then set the start and finish dates for the period of reporting Click on the down arrow to the right of each of these fields and select the dates you require from the pop up calendar that appears By default the system will enter the current date into both start and finish fields meaning that the report will be the current day s Daybook Once you are satisfied that all the details are correct click on the Print button The system process the relevant transactions and produces the report Copyright of Merlin Software Ltd Supplier Functions 177 Copyright of Merlin Software Ltd 178 Merlin BackOffice 11 7 Supplier Aged Invoice Report 11 7 1 Supplier Aged Invoice Report The Supplier Aged Invoice Report is a very simple function to perform but it is also very useful The report will list all your suppliers whose debts are still outstanding within the criteria that you specify To use this program double click on the Supplier Aged Invoice Report icon in the Supplier Menu and the following screen will appear Supplier Aged Invoices Supplier Selection From FARRIS al Ramsaco To fevers aa aee Options Location Print Total Only M vi ALL LOCATIONS E v Include Zero Balance Accounts 5 Report This is where you set the criteria for the report You will note that the system defaults to All Debts
227. o the right of these fields allows you to see the current stock position for that Product in the Pack Size and Price Break specified Last Lh Cost 0 05 9 06 2004 D 6 42 Ket unt cos E a 16 06 2004 100 5 00 1 80 42 20 06 2006 1 ED 05 1 80 42 ce Scheme ba 14 07 2004 25 1 00 14 84 93 Selina Pree E pa loca a Meda Poaz Actual Margn 90 42 This area shows the current Stock Queue the Last Cost of the Product the Quantity available and the Margin that this Product will make You will notice that the stock is queued in the batches in which it was booked in to the system This is because the Merlin Back Office system uses a First In First Out FIFO stock system which automatically sells those items first which were bought first These different batches may have different cost prices and therefore different margins as above This area is important because it also allows you to make or test alterations to the selling price of the Product and immediately see the effect that this will have on the margins of the stock that you currently hold K If your system is Multi Locational click here for further details In the pricing area of the screen bottom left there are two fields called Margin and Actual Margin Details of these fields and their functions can be found by clicking this link Copyright of Merlin Software Ltd Stock Control os 10 1 8 Pricing
228. ocate the whole value of the payment to the invoice Note this is the quickest way to allocate payments manually Simply press the Max button and then click OK and the system will do the rest b You can type in the amount to be allocated yourself This is useful if you only want to allocate part of the payment to the invoice Discounts The area below this field shows details of any discounts to be applied This will tell you what percentage of discount is available according to the Settlement Terms agreed with your Supplier lt will also show the number of days remaining in the discount period Copyright of Merlin Software Ltd Supplier Functions 169 offered within those settlement terms If the invoice is fully paid by the payment that you allocate and you are due a discount the Discount Given field will be filled automatically by the system The bottom area of the screen shows details of the remaining payment balance and the remaining invoice balance These figures will change depending on the values in the fields above Once you are satisfied that all the details are correct click on the OK button to allocate the payment Note that you can also cancel the allocation from here Payments allocated to purchase invoices appear in the Allocated window in the centre of the screen at the right hand side These payments remain in this field until you exit the Allocate Payment program and can be unallocated from here if ne
229. ol Menu This will bring up the following screen Recedeving MSNES purchase Orders Purchase wows e ara Filter Products Category 2 e z a gt 3 Regalar eves stedin Pl report More Avadabie Requires Update C Cwag r E goth Details List Tick Suppleris for which P Orders required gt Enable htop Ordering qor Stock Replenish The first tab on the screen allows you to automatically generate a Purchase Order Go to Reordering Maintain for further details The second tab lets you maintain existing Purchase Orders or Create a new Purchase Order The third tab lets you create and maintain Purchase Invoices from the deliveries Copyright of Merlin Software Ltd 126 Merlin BackOffice 10 8 2 Reordering Maintain The Reordering Maintain tab of the Stock Replenish program is where you make full use of the Merlin Back Office system s powerful automatic reordering facility This facility is linked to the Reorder Editor situated in the Quantities tab of the Stock Maintain program Re Order Editor Packsize to order in 1 bd Reorder Level 3 000 Units y Quantity to order extra 10 000 x Packsize This is where you set the details of how you reorder a particular Product You tell the system what quantity of the Product you wish to reorder and set a level at which the automatic reordering facility will begin to work For more details on this see the earlier Reorder Editorsection The Reorderi
230. om the available options Once your selection is complete click on the OK button Your selection will appear in the From field of the main screen Follow exactly the same process for the To field this will specify the date that you want the analysis to end Again clicking OK will make your selection appear in the To field of the main screen Note if you choose not to specify start and finish dates for the analysis that you are about to perform the system will analyse all the data it has This will take substantially longer than it will if you have searched between specific dates Checking the WkNo box changes date values in the From and To fields into ISO Week Number values Unchecking the box will change them back to normal date values again Using Week Numbers will enable you to perform your Sales Analysis by Year Week and Day Using normal date values will enable you to perform it by Year Quarter Month and Day Copyright of Merlin Software Ltd 12 Merlin BackOffice Local E The Local check box only applies to Multi Locational systems Click here for further details If you have a single site then the data that you are analysing will obviously be local because you do not have other Branches Analysing This completes the process of configuring the system to perform a Sales Analysis All that remains is to click on the Analyse button A progress meter will appear giving you an estimation of how
231. omccccccnoncccncnncncnnnancncnnnnncnonnnnncnnnnnnnerennnnncrnrnnnnrrnrnnnnerennnanenes 75 Importing amp Exporting MenuS omcccoconnncccnnnnccnnnnnanononnnarnnnnnnnrrnnnnnnrrnnn nan rr rrnnnn rr rr cnn rr rr annene nnna 76 Branch Information Editor 77 Branch Information EditOF 0 00000 cti in iaa iia raid 77 Branch Logo EOItOF 0 eii A ed ate ee adaa iaaa Na aia Ear aa Siaa 78 Stock Control 79 Stock Malta Mia A A id T 79 Stock Maintain cui AA AA 79 Creatingia New Stock RE COI ic cccvessccssssiessccescsasescsssscsesencreseanyacecevensessceysaisesezscetnasietsecoscedseseasduseresuseystearyateceuna es 81 Master Record 82 Master Details 84 Categories ee 89 Pricing Addi ig NeW Prices is scicidsccsssesesoteaceccvzseccsasccevaccvsvasessteceseuesdesaceiseiseveseestenssoiidcederdsoastastecvase stenseabsidiensaie gt 90 Pricing Amending Existing PricesS nsii nasaan cnn nn 92 Pricing Margins Pricing Deleting Prices OA Quantities eee Re Order Editor Sales Analysis 0005 SOCK COM MENS A O O IMAGES seas S E E detec vepuesstevenucaveueueduocoevaiesvs shes iuebenscevcssuacucvevsoubdvennevveanersecsevtiee Stock Movement Receipt Query oooonnnccciccccccnonannnnnnnnnnnnnnannnnnnnnnnnnnnnannnanrrnerrnnnnannnnnerrennnnnnns 106 Stock Movement Receipt Query rocio ideada 106 Quick Barcode Print coca ine dana dni data Na o aia dai 108 Quick Barcode Primal iio e ars 108 Stock Take LOOM lio
232. on You are now ready to begin using the Merlin Back Office system Maintain Company Information Once you have completed the initial input of your company information you can alter these details at any time by double clicking on the Maintain Company Information icon in the System Setup Menu This will give you access to the screen pictured below where you can make any necessary alterations to the details Copyright of Merlin Software Ltd z Merlin BackOffice BackOffice Setup Details Copyright of Merlin Software Ltd System Setup amp Maintenance 21 3 3 Maintain VAT Rate The Merlin Back Office system is able to cope with eight different levels of VAT and is already configured with six of these Standard 17 5 Zero Rated Exempt Fuel 5 Part Exchange Export You can change any of these levels using the Maintain VAT Rate program which can be accessed using the icon in the System Setup Menu and which resembles the following E Maintain VAT Rate VAT Code Description Rate Nominal Account Description a E ato Fxempt Rated i 4200 1 2 3 4 5 6 T 8 VAT Code to use for Non VAT Customers gt Part Exchange AT Code P Default YAT Code for Temporary Stock F X Cancel Maintain VAT Rate Simply enter the new description and or value in the appropriate fields and click on the Accept button when you are satisfied that these details are correct The levels in the Maintain VAT Ra
233. on and Delivery Address You can also perform a Sales Analysis or an Account Enquiry Some of these functions have their own separate sections which you can access by following the above links The Comments tab is simply a Notepad like field where you can enter any comments you have about this particular Customer The last tab is the Custom tab Here you will have the custom fields that were set up in the Maintain Custom Fields program in System Setup For help setting up the Custom Fields click on the link Copyright of Merlin Software Ltd 182 Merlin BackOffice 12 1 2 Adding a New Customer To add a new Customer s details to the Merlin Back Office system double click on the Customer Maintain icon in the main Workspace E If your system is Multi Locational click here for further details Type the new Customer Code into the Customer box If this matches a code already held on the system the details of that Customer will appear in the fields below If this is a code that the system does not recognise you will notice that the Create button is enabled You must then select the Location at which the Customer has been created Clicking on the Create button will open up all the fields below so that you can enter your new data Fill in all the relevant contact details for the new Customer in the Contact Details tab before moving on to the Comments and Business Informationtabs O AAA una paamvaie bed siwe P SG
234. opyright of Merlin Software Ltd Part 14 Nominal Ledger Functions 249 1 Nominal Interface is 249 Nominal Ledger Interface Accounts ccconcccncccnnoccnnnncancncnnnencnnn rra 249 2 Maintain Nominal Ledger coccion san erat anciana i n cc Maintain Nominal Ledger wvssicccsscccccscsessccssccssnsersensaveccccsssersesseusersansevsansevncevecnersenssustecsessersenseusccedsenervetsenstersenter BUAGetsS sississcccescccishecessutecaseccadccucaersnsiseuccevcuseevassasneusuhegusvvuseecebedcosbevseneeuedavusceesduescuedev sects tessa csusuneserensoueusbevesssen PAMANYSIS iii A eii aid 3 Nominal REPASA a A id N mina RE ports ariete a Er aeaa aea reepa iaraa aa E a a NR A 4 Nomina Journal Enya de nai General Jo rnal Entry a a a e iii Adding a New Journal Entry cccccccescceeseeeeeeeeeeeeeeseeeeeeeeeseeeessaeeeseeeesaesesaeeesseeeesaasesaaeeeseaeesaeseseaeeeseeeeseeseesaeees Entering Journal Entry Details 5 Post Nominal TransactiONS cconcconccoonceonconnnennnenanencnnnrnnaroncronennnrrnnrrnnrennrennrenarennrnnrenarenarnnes Nominal Posting isiesseccecsscescsssssccostsonersssssessossensesenctescncssssssscsecerssareasecssnesess Reprinting Previous Postings 6 Trial Balance areara aa narran aa aa anea ii Print Trial Balance nnnnniininninininniainicnicia e 7 Financial Statements ir iii Maintain Financial Statements Print Financial State me nts sseissscscsescediccccseesestavscacecoavctesersvssucussecsecbevvenvedetevecetsseleeccsscss
235. osoft Windows All the different programs that make up the Merlin Back Office suite will open up in this Workspace and once closed will revert back to this Workspace It is pictured below Wide ia jng wim erty Note that the screen you see may differ slightly from the one shown The icons in the scrolling area at the side of the screen may be different or there may be less of them This is because the Merlin Back Office system is completely flexible and allows you to set up different Access Levels for different users of the system See the User Editor and Menu Editor sections for details of how to do this Only the icons representing the functions that the user can access will appear in the scrolling area of the main Workspace See Menu Editor for details of how to limit user access to system functions Calculator You may notice that there is a small button labeled C in the toolbar that runs along the top of the main Workspace Clicking on this button will pop up an on screen calculator Copyright of Merlin Software Ltd 4 Merlin BackOffice 7 Calculator Piel E Ed View Help ro Po mej ce _c mc 7 ejs 1 J san mal 4 5 6 x s af 2 3 i This is something that you may find useful To operate the calculator click with your mouse cursor on the buttons as you would normally press them You can close down the calculator in the normal Windows way by using the x button in the top right hand corner Cop
236. ot Pages are opened in Merlin EPOS Itis likely to be the case that the Top page will mainly have links to other pages on it so it is recommended that you set up this page last To add a new Page enter the name of the Page in the field at the top right and then press the Add Page button To add a new item to a Page click at the point on the grid that you wish the item to be positioned You can then choose whether the item is to be a Product or Link to another Page If the item is to be a Link press the Add Link button This then allows you to give a caption to the item the wording displayed on the button and also a pull down list containing the available Pages is displayed for you to choose from Copyright of Merlin Software Ltd 36 Merlin BackOffice E coum OT Cigarettes Newspapers Sandwiches You can then alter the colour or add an Image to the item To save the item press Save If the Item is to be a Product press the Add Product button You will be presented with the Stock Search screen from which to choose an item of stock Simply highlight the product that you wish to allocate to the item and press Proceed Z Sheffield A pata At pate You can then alter the Caption and also specify a particular Packsize to the item You can then alter the colour or add an Image to the item To save the item press Save You edit or delete an Item by highlighting it You can then press the Delete Item button or ed
237. otation Sales Order and Credit Order Order Types Choosing Quotation allows you to put together an order which the Customer may or may not accept as their final order You are putting a list of goods and prices in front of the Customer so that they can see exactly what they will be getting and what they will be paying Choosing Sales Order is very similar the difference being that a Sales Order automatically updates all the relevant files once it is on the system This includes updating the Customer s account records reserving the goods for that Customer updating all the relevant Nominal Ledger accounts etc etc Choosing Credit Order effectively allows you to issue a Credit Note through the Sales Order program in the same way and for the same reasons that you would issue one at the Point of Sale Once you have selected the Order Type a default Order Description will appear in the field below The default description is Quotation Invoice or Credit depending upon the type of order you have chosen These default descriptions can be over typed by a more descriptive entry if necessary Although you do not have to do this it will make orders easier to trace afterwards Copyright of Merlin Software Ltd 226 Merlin BackOffice Delivery Date You then need to set an Expected Delivery Date for the order To do this click on the down arrow to the right of the field and a special pop up calendar will appear The
238. ou if there are suitable amounts of a product to fill the Back Order for an existing Sales Order If the system doesn t find any suitable stock levels then the screen will remain the same however if the system recognises that there are sufficient levels of stock to complete a Sales Order then the following message will appear gt Product Code BERGERACW 2 Desenption Bergerac White 1L There is sufficient stock to complete all back orders Click on Yes to proceed otherwise click on No to allocate manually This message tells you that there is sufficient stock to complete Back Orders Knowing this it gives you two options You can either allocate them to a Sales Order automatically by clicking on the Yes button or you can manually allocate them by clicking on the No Copyright of Merlin Software Ltd Sales Order Functions 247 button If you chose Yes then you can go to your open Sales Orders and complete them If you chose to allocate the products manually you will notice that the window now contains the product and the amount of that product that is on Back Order To allocate that specific product enter the amount you wish to allocate in the allocate field and press the Confirm button When this has been done you can go into Sales Order Entry and complete the order by printing a delivery note and an invoice The other tab is the Back Order Reports tab This is where you can print reports detailing if any products are available to filla B
239. ou see may have more or less percentages in the lower window depending on the quantities of Pack Sizes and Price Breaks that you have set for the product The Discounts tab basically consists of two areas the Discount Levels bar and the Profit Margins window The Discount Levels Bar Each of the fields numbered one to five in the Discount Levels bar allows you to enter the percentage discount that you are prepared to offer for the product in question Levels 0 1 2 3 4 5 Discourt Norma Price Es F fio fo fo These five fields relate to the Discount Levels that you are asked to specify for each Customer Account when it is created The discount offered on each product is totally configurable by the user of the system For example a Customer who qualifies for discount level 4 will receive any discount that has been set in the level 4 field for all the items that he buys However if your profit margin on Product A is 50 you may want to give 15 discount at level 4 whereas if your profit margin on Product B is only 15 you might only want to allow a discount of 2 or 3 at level 4 The flexible configuration options of the Merlin system ensure that you are not offering a Copyright of Merlin Software Ltd Stock Control sweeping 10 discount on everything in your store and affecting your margins on low profit lines To set up or alter the discount levels for a product click in the relevant field of the Discoun
240. our stock adding each transaction to the list and then process them all at once You can amend your list by deleting items before you finally process the transaction Pressing the Clear button will delete all the transactions that are currently in the list Highlighting a line and then pressing X will delete only that line from the list You can also alter a line by highlighting and then double clicking with the mouse This returns the line s details to the bottom half of the screen and you can then amend them Copyright of Merlin Software Ltd Stock Control tio Pressing Save will then overwrite the details for that line displayed in the Transaction List Add will either create a new line in the Transaction List leaving the original information or add the altered quantity to the original line depending on the changes made All the transactions in the list will be processed and the stock will be added to the system once the Accept button is pressed ES If your system is Multi Locational click here for further details Copyright of Merlin Software Ltd 120 Merlin BackOffice 10 7 Stock Transfer 10 7 1 Stock Transfer This particular function is only appropriate if your system is part of a larger Multi Locational system It is not applicable to single site retailers as it deals with the transfer of stock from one location to another This function cannot be performed by Head Office for the Branches Stock Transfer
241. ows you to enter the Full Name of the User This is basically to allow you to identify user details more easily when they appear in a long list Once you are satisfied with the details that you have entered click on the OK button to save the new user You will be returned to the User Editor main screen which will reflect the addition that you have just made To find out how to edit or delete an existing user go to Amending amp Deleting Users Copyright of Merlin Software Ltd User Editor 7 3 Amending amp Deleting Users To amend existing user details highlight the appropriate user by clicking on the entry then click on the Edit User button the middle of the three buttons that make up the toolbar Alternatively click on User at the very top of the screen then move your mouse down to Edit and click again You will see the following screen User information Username FRED dd BackOffice FRE Short Code El Administrator Password gd EPOS Access User s Full Name This shows you the details that already exist on the system for the user that you have selected You can alter any of these details from this screen including changing their password altering their status on the system etc Once you are satisfied with the changes that you have made click on the OK button You will be returned to the User Editor main screen which will reflect the alterations that you have just made Deleting a User To delete a use
242. paperwork that the order generates and will only be seen by users of the system The Order Message field is for any message that you want to appear on actual orders Clicking on the down arrow to the right of the field will allow you to choose from the messages that currently exist on the system To add a new message select the Add New Message option from the list and you will be presented with a further screen for the input of your new message New Order Message x Message Clicking on the Save button will save the new message and add it to the drop down list for future use Note you can also add your own Order Message without saving it to the master list simply click in the Order Message field and type the message into the box You can also select a message from the drop down list and edit it as you see fit Select the message as normal then click in the field and amend or add to the message as you see fit Copyright of Merlin Software Ltd 228 Merlin BackOffice Once you have completed both the Customer Details and Order Reference tabs you must move on to the Order Details tab Copyright of Merlin Software Ltd Sales Order Functions 229 13 1 4 Order Details The Order Details tab is where you enter the actual line by line details of the Customer s order The screen resembles the following though the fields will be blank if you are creating a new order Sales Order Entry Customer Detads Order
243. pare them with the previous two years as well as comparing them to your budgeted amounts Select the Nominal Ledger account that you require using the buttons at the right hand side of the screen The relevant details will appear in the main table You can also choose to view the results by Department if applicable Clicking on the down arrow to the right of the Department field allows you to select from the Departments that exist on the system There is also an option to create a new Department which will bring up the following screen Nominal Department Dialog Department fico Description fosfauk Department To create a new Department simply enter a number in the first field and then a description in the second field Use the Save button to add your new Department to the list Copyright of Merlin Software Ltd 254 Merlin BackOffice 14 2 3 Analysis The Analysis tab of the Maintain Nominal Ledger program allows you to analyse all the postings that have taken place to any Nominal Ledger Account of your choosing El Maintam Nominal Ledger Department Analysis Period From Date Tabate y 12 07 2000 gt 1107 2001 Maintain Nominal Ledger To select the account that you wish to consult you can use the search button in the Nominal Setup tab and then move to the Analysis tab or you can page through the accounts using the buttons on the right of the screen Once you have found the releva
244. porary directory on your website You can then import them using the Import EP file from Temp Dir option You will need to import each split file using this option so if there are three split files you will need to Import three times This should only be necessary if there are many hundreds of stock items Copyright of Merlin Software Ltd Index 313 Index A A Access Levels 41 Account Bank 22 Account Payment Terms Customer 186 Account Payment Terms Supplier 158 Actual Margin 93 Adding a New Customer 182 Adding a New Journal Entry 259 Adding a New Supplier 155 Adding a New User 66 Adding Lines to Sales Orders 229 Adding New Menus 72 Adding Product Image ECommerce 302 Adjusting Stock Levels 117 Administrator 68 Allocate Payment 198 Allocate Payment Suppliers 161 Allocating Payments 201 Allocating Supplier Purchase Payments 164 Allocation Automatic 203 Allocation Manual 205 Alternative Addresses 194 Amending Menus 75 Amending Prices 92 Amending User Details 67 Applying ECommerce Discounts 303 Auto Allocate 203 Auto Allocation Purchase 166 Automatic Allocation 203 Automatic Allocation of Purchase Payments 166 Automatic Reordering 126 Automatically Generating Purchase Orders 130 Available Reports 145 B Back Office Comments 103 Back Order 246 Background 13 Balance 265 Balance Sheet 276 Bank Account Details 22 C ight of Merli ft td Booking In Stock 145 Booking In Stock Purchase
245. printed To do this simply click on the add button and you will notice that a line saying Blank Label will appear in the list below To select a product just click on the browse button and select the product that you require followed by the Packsize or Colour Size and Sub size for a Clothing item and then how many labels you wish to print If you leave the blank label line in this inserts a blank label on the sheet You can change the number of blank lines as well just to make the most out of partially used sheets If you have entered a line by mistake and do not wish to print them simply highlight the chosen line and click on the Delete button You can clear totally your selection by pressing the Delete All button Alternatively you can add a number of items to the list using the Wizard button This takes you to a selection screen that allows you to choose items by Category or Supplier to print out You can also state whether you wish to create a label for each item of stock Copyright of Merlin Software Ltd Stock Control 109 lol Selection I Lima Selection Ceteria G Al tems in stock Show Ory C Items of at least Qty fStockCategoy C Alltems po l fen E Number of labels One pes Item in Stock To f gt zi 1 I PerCode TEFA Product Type Regis Ory C Clothing Ory C Al Once you have your item selection displayed you may need only to print labels for the items with automatically generated barcodes which should
246. r information about your company Some of the fields are marked with an asterisk meaning that they can be left blank if you wish Company Detak Company Details Enter below pour Company Detar ese dst ats val be used on cotan prrtoLes i header aan Mare rin cur y Charts OOOO his wlan County patee Opterd Initial Setup Wizard This series of screens is very simple to complete and you can miss out many of the address and contact details if you want to set a demonstration system up very quickly However you must at least enter a Company Name and a Financial Year Start Date to continue The system also allows you to specify whether you operate VAT inclusive or VAT exclusive pricing The system defaults to VAT inclusive pricing so only check this box if you need to specify VAT exclusive Copyright of Merlin Software Ltd te Merlin BackOffice If you have chosen not to run the Nominal Ledger you can also check the Nominal Ledger Unused checkbox This means that Nominal information will not be saved At the Other Details screen you will be asked to enter a Terminal Number for the machine that you have installed the software on The Terminal Number is the same number that you specified for your Back Office Server in the Initial Setup section We suggest using 100 for the Back Office so that the numbers 1 2 3 etc can be used for tills on the shop floor Still in the Other Detail
247. r as you want To choose a different Delivery Address click on the down arrow to the right of the Delivery Address field You can then select from the list of Delivery Addresses that already exist on the system for that Customer To create a new Delivery Address choose the New Delivery Address option that appears at the top of the list You then need to give the new address a unique code and fillin the rest of the address details Once this is complete click on the Save Delivery Address button to add the new address details to the list for future use To change a Delivery Address that already exists on the system select it from the drop down list then alter the relevant details and click on the Save Delivery Address button Your changes will then overwrite the existing details Once you have completed the Customer Details tab of the Sales Order Entry program you must move on to the Order Reference tab Copyright of Merlin Software Ltd Sales Order Functions 225 13 1 3 Order Reference Details If the Customer Details tab contains all the information relating to the Customer placing the order the Order Reference tab contains all the information relating to the order itself Sales Order Entry When creating a new Sales Order you must first select the type of order Click on the down arrow to the right of the Order Type field and select from the different kinds of order that appear The three types of order are Qu
248. r from the system highlight the appropriate user by clicking on the entry then click on the Delete button the furthest right of the three buttons that make up the toolbar Alternatively click on User at the very top of the screen then move your mouse down to Delete and click again You will be asked to confirm that you really want to remove the user from the system Click OK to delete the user Copyright of Merlin Software Ltd e Merlin BackOffice 7 4 Supervisors amp Administrators The User Editor program on the Merlin Back Office system allows you the option of giving the operator Supervisor or Administrator status on the system This also applies to users who are added at the Point of Sale What is the difference between a Supervisor and an Administrator The flexibility of the Merlin Back Office system allows Administrators to configure their systems entirely to suit the way that their business works The Menu Editor function means that you may choose to allow everybody to access functions such as the Branch Information Editor or the Allocate Payment program regardless of whether they have Supervisor status on the system or not Because of this flexibility there are really only two system functions which can only be accessed by users with Administrator status These are the User Editor and Menu Editor functions This is a security precaution so that non Administrators do not have the opportunity to give themselve
249. r of days that make up the settlement terms This is were you enter the 7 30 60 days etc of credit that the Customer is Copyright of Merlin Software Ltd Customer Functions 187 given Discounts The final two fields deal with discounts that you may choose to offer for prompt payment of invoices There is no obligation to do this though if you choose not to offer a discount you must enter a zero in each of the final two fields in order to proceed The first discount related field allows you to set the number of days that apply to the discount and this is completely configurable by the user This effectively means that you can choose to offer a discount if the Customer pays on time or a discount as an incentive if the Customer pays more promptly than their settlement terms dictate The next field is where you specify the discount that the Customer will receive if they pay within the time period specified in the Days Discount Valid field The discount is entered as a percentage of the total invoice value Once you are satisfied that all the details you have entered in the settlement terms setup screen are correct click on the OK button at the bottom of the screen This has the effect of entering your new settlement terms description into the field and adding it to the drop down list for future use Copyright of Merlin Software Ltd 188 Merlin BackOffice 12 1 6 Sales Analysis The Sales Analysis tab of the Customer Maintain
250. rd tank deliveries These are recorded as book ins Alia Delvery Line Entry Debvery List New Fuel Code NF U DIES v Tank X Qty 1000 Utres Cos per Lire nr 7 n cel Detak Supplier Supplier s Ref Code Entered by Dave amp Time fino rerestanks Pt oaracsyzz PS josyn2y05 12 00 OK Came To add a new fuel book in press the New button and then enter the Fuel Code the tank it will only show the tanks related to the fuel the quantity being booked in and the cost per litre You then accept the record If there was other fuel booked into other tanks at the same time then these should also be added so that they are displayed in the delivery list Once you have added all the details you can enter the Supplier the Supplier Reference Code your initials and the date and time of the delivery NOTE As with all fuel dates and times it is important to be accurate with the delivery date and time Copyright of Merlin Software Ltd 296 Merlin BackOffice 16 3 Fuel Dip Entry The Fuel Dip Entry screen allows you to enter the results of the tank dips lolx Dip Measurement Line Entry Tark Dipped Qty Water Oty Dipping Date amp Time New h 1906 Litres 3a Litres Dis Delivery List Tonk Fuel Code Cirped Waer fExpectes Current Diference Opred Date A Tire D FU UNLEAD 1305 3 45 1905 1508 55 3 55 03 02 2005 14 45 00 CDetals Entered by Date amp Tine To ent
251. rdering click your mouse cursor in the Pack Size field Using the same principle described above either type in the Pack Size or click again to reveal a down arrow Clicking on this will allow you to select from a drop down list of all the Pack Sizes that exist for that product on your system The Pack Size field also supports units of Length Weight Area and Volume if the Product is bought and sold in these measurements Copyright of Merlin Software Ltd Stock Control 139 1 CHIPBOARD Lm Chipboard 1 1 1 99 1 99 Other columns in the main order window show the VAT code for the Product its Description the Quantity the Product s Cost Price and the Net Value of the order Note that you will need to change the Quantity column to reflect the quantity that you wish to order Also note that this figure will be the quantity of the Pack Size or measurement that you have also specified You can also change the value that appears in the Cost Price field in case the price you are quoted differs from the price that you have paid in the past Note to create a new line on a Purchase Order press the down cursor key Note to delete a line from a Purchase Order move the mouse cursor to the relevant line and press Ctrl Delete Note to void a Purchase Order use the Void button at the top of the screen Once you are satisfied that all the details of the Purchase Order are correct click on the Accept button at the right ha
252. rding to the date and time of the transactions As well as these details the report shows the Point of Sale Transaction Number the Product Code and Description the Quantity sold and the Sales Value The selection criteria for this report are Stock Code Date and Time Stock Availability This report will produce a list of stock availability for all or a range of items The report shows Product Code Description Supplier Category 1 Category 2 Location and current Stock Level The selection criteria for this report are Stock Code Category and Supplier You can also choose to sort the report according to Stock Code Description Category 1 or Supplier Stock Movement This prints details of the movement of stock showing the Product Code Description Dates of Sale or Purchase Units In and Out and Sale Value The selection criteria for this report are Stock Code Category Sub Category Supplier and Date You can also choose to sort the report according to Stock Code Description Category 1 or Supplier Stock Code amp Description This is basically a list of the details of the Products held on your system The report shows the Product Code Description Category 1 Category 2 PackSize Barcode Copyright of Merlin Software Ltd Stock Control 147 Supplier and Price for all or a range of Products The selection criteria for this report are Stock Code Category and Supplier You can also choose to sort the report according
253. rge the report by using the three buttons that appear in the middle of the toolbar at the top of the screen Each one of these buttons will make the report larger and easier to read You can also select the size that best suits you by using the Zoom function on the toolbar You can then scroll around the report to find the information you require Copyright of Merlin Software Ltd Customer Functions 181 12 Customer Functions 12 1 Customer Maintain 12 1 1 Customer Maintain This screen allows you to set up and maintain the details of those Customers who have credit accounts with you Double click on the Maintain Customer File icon in the Customers Menu and the following screen will appear Mamtan Lustomer He sens castas Paves gt uns paxmvare bed Save creel Cortert Drtaly care ta manac ao saar das acasc engiry Dt abc Cut Debe pit Adios Inno Corkart tte Sataton f Hovo Telephone M11 21501 IA Fest tienes Pord l es te fr Address Farid Steet T Town ar iheitick ome Postcode 22 DF corty Loyalty Scene Laly DALE Mamitain Customer File The first field on the screen is the Location field You will notice that the Merlin Back Office system defaults to your present location K If your system is Multi Locational click here for further details By clicking on the different tabs below these fields you can view information on Contact Details Comments Business Informati
254. rms are Cash with Order Cash on Delivery 7 days 30 days 60 days 90 days etc You can select from the settlement terms that already exist on the system by clicking on the down arrow to the right of the field and using the drop down list that appears You can also create new settlement terms from this screen To do this click on the plus button to the right of the Settlement Terms Code field and the following screen will appear E Settlement Terms X Description Starts From End of the Month C Invoice Creation Date Day when becomes Due Days Discount Valid Discount Available e Cancel Ht Use the first field to enter a description by which the Settlement Terms Code will be known on the system and recognised by users of the system up to 15 characters The next field allows you to specify whether the settlement terms that you are offering will start from the End of the Month or from the date that the Invoice was Created Choosing the End of the Month option a Customer with 30 day settlement terms buying goods on the 15th of the month would actually be given more than 30 days in which to pay because their terms would start from the end of the month in which the invoice was created Using the Invoice Creation Date option the same Customer would have exactly 30 days in which to pay starting on the very day that the goods were purchased The next field is where you specify the numbe
255. rther sub divide Category 1 groupings to make analysing your business information easier Note that the Category 2 field can be left blank The use of categories for ordering your stock is designed to make finding your Products and analysing your data quicker and more easy See Organising Your Stock File for other things to consider Copyright of Merlin Software Ltd so Merlin BackOffice 10 1 6 Pricing Adding New Prices The Pricing tab is the place where you enter and amend details of all the prices of the Products that exist on your system For details of how to amend existing prices click on this link Adding New Prices This process is the same whether you are entering pricing details for a new Product or adding a new price for a Product which is already on the system To add a new price to the system click on the Add tab at the bottom of the screen You will see a message telling you that there is currently no pricing information for this Product You will then be asked to specify a Pack Size and Price Break Add Pack Price Break Pack Size Last Unit Cost Price Break deena m Add C Magn e Clear When pricing a new Product you will most likely want to add a Pack Size of 1 and a Price Break of 1 so that you can sell the Product as an individual item For further details of Pack Sizes and Price Breaks click on the links for the appropriate sections You will notice that the box next to t
256. ry s Wetstock Management System The Fuel Configuration form allows you to set up fuel types tank pump fuel combinations and tank capacities Fuel Types This allows you to specify fuel types and assign them codes All Fuel Types are given a product type of Fuel and the prefix F U A Fuels setup tank info Four scar Petro Diesa Petro Lead R eplacament Petro Unleaded Patrol When adding a new Fuel Type you should enter the code without the prefix ioii Fuel Code SUPERUNLEAD Description Super Unleaded OK Cancel Fuel Setup In this tab you define the fuel type tank pump combinations Before starting you need to know the relationships between tanks pumps and nozzles at your establishment and you can then define all the combinations Although it may seem to be a bit long winded to have to set up every single combination you should only have to do it once Copyright of Merlin Software Ltd 204 Merlin BackOffice E Fuel Configuration Four sar Petro Four ster Petrol Ciesa Petro Diesa Petrol Ciesa Petrol Unleaded Petrol Unieaded Petrol Unleaded Petrol Unieaded Petrol 2Nn na A A Ao wlio Ni nr pr SN ER SS Tank Configurations This tab allows you to specify the tank capacities K Fuel Configuration Copyright of Merlin Software Ltd Fuel Control 295 16 2 Fuel Deliveries The Fuel Deliveries screen allows you to reco
257. s Abren Se poh pane o o ooo Recorenented Real Price Stock Maintain The idea behind the user definable fields is that you can enter information that might be important but might not be suitable to enter anywhere else The choice of this information is entirely up to you but examples might include the Recommended Retail Price a Secondary Supplier in case the product is not available from your first choice Supplier an Alternative Part Number a Supplier s Website Address whether a Customer is a Mailshot Candidate or not etc etc Copyright of Merlin Software Ltd System Setup amp Maintenance 25 Copyright of Merlin Software Ltd 26 Merlin BackOffice 3 6 Maintain Currency The Merlin EPOS system comes complete with a Multi Currency function allowing you to take payment for sales in any Currency that is set up on the system In fact it even allows you to set up your own Currencies to suit your business Merlin also allows you to set the rate of exchange that you are prepared to offer on each of the Currencies within your system The following screen is accessed by double clicking on the Maintain Currency icon in the EPOS Menu ES Maintain Currency Currency Code Era Currency Name Francs Currency Rate 9 8 Maintain Currency To Add a Currency Press the New button to empty the fields ready for your new data Enter a Code to represent the Currency up to 3 characters and then the name of
258. s Order Functions 239 The final check box determines whether the report will print details of all the Sales Orders that exist on the system or simply those that are outstanding The system defaults to the latter as this will usually be the most used setting Printer or Screen If you choose to send the report to the printer simply click on the Printer button at the bottom of the screen The Sales Order Report will print out in the normal way However the Merlin Back Office system allows you to see an exact copy on screen of the data which would otherwise have been sent to the printer This may be useful if you only need to check certain details the report and do not need a hard copy This is also a faster way of getting the information as the report may take some time to print If you want to view the data on the screen you will most probably want to make it bigger You can enlarge the printout by using the three buttons that appear in the middle of the toolbar at the top of the screen Each one of these buttons will make the report larger and easier to read You can also select the size that best suits you by using the Zoom function on the toolbar You can then scroll around the screen to find the information you require Copyright of Merlin Software Ltd 240 Merlin BackOffice 13 4 Deliveries 13 4 1 Print Delivery Note Once a Sales Order is accepted and signed for the next stage is to despatch the goods and print out
259. s access to any other functions that you may not wish them to have Supervisor and Administrator status also relates to the Access Rights that a user is given when they use the Point of Sale For further details of these rights click on the above links Copyright of Merlin Software Ltd Menu Editor 69 8 Menu Editor 8 1 Menu Editor The Menu Editor is a powerful tool which allows you to configure exactly what the user sees in the Main Menu area of the main Workspace Itis an effective way of limiting user access to system functions only allowing access to those programs that the operator needs to use You can even create a different menu for each user of the system if you desire This means that each user can have their own individual Workspace that is totally tailored to their system requirements Note The User Editor and Menu Editor functions are Administrator functions on the Merlin Back Office system Therefore they will only appear on your main Workspace screen if you are entitled to use them Double click on the Menu Editor icon in the System Setup Menu This will bring up a screen resembling the following E Menu Explorer Ol x Menu Edit View Help lt please select a user gt O items 1335 free left Further information on Adding a New Menu or Amending amp Deleting Menus is available You can also copy Menus by using the feature described in Importing amp Exporting Menus Copyrig
260. s added on or getting a mobile phone and having a recharger sim card and case all thrown in as well Alia TADTORCH ul sa x Cancel Shown below are the tens lo be agged slong with the above ten Tagged Item Qty PTRvSaax4 xf of fi Batteries AA c 4 L A RAR Tag Along When you are in the screen the first thing you must do is choose the Product which will have the Tag Along items added to it This can be done by typing in the Product Code or by clicking on the Search button next to the field This will bring up the Stock Search Screen from which you can select the Product you require Once you have entered the Product Code the Add button will be highlighted On pressing this an empty record appears into which you can enter the relevant Product Code quantity and Pack Size for the Tag Along Item After this you press OK You can then enter another Tag Along Item if required Copyright of Merlin Software Ltd Supplier Functions 153 11 Supplier Functions 11 1 Supplier Maintain 11 1 1 Supplier Maintain This screen allows you to set up and maintain the details of the Suppliers from which you purchase Double click on the Maintain Supplier File icon in the Suppliers Menu and the following screen will appear Maintain Supplier File Location BAA Traring Compery Supplier fii gt Contact Detads comments Business info Account Enquiry Custom Address Info Contact Info Name Johnson amp He
261. s no need to include lt html gt or lt body gt tags see the link below See the following online reference for more information http www w3 org MarkUp Guide Additionally the description may contain a reference to a product page on another website This reference is shown below the product on the ECommerce site This reference is created by adding Copyright of Merlin Software Ltd ECommerce sor url http to the description Replace the with the web page address you wish to reference The reference is not displayed in the body of the description on the website You may find it difficult to include certain characters in the body text as these can be lost or changed during the upload process You can overcome this by using an alternate HTML representations of the characters comma 8 44 double quote 8quot single quote amp 39 Stirling currency amp pound Euro currency amp euro You can insert a space character which will not be broken over two lines using amp nbsp These special characters are covered online here http www w3 org MarkUp Guide Advanced html Copyright of Merlin Software Ltd 302 Merlin BackOffice 17 2 Adding A Product Image An Image can be added for ECommerce stock in the normal way Double click on the Maintain Stock File icon in the Stock Control Menu and the following screen will appear Nester Cutads Pricing Discounts Queria
262. s of the order and amend any quantities that you see fit before Copyright of Merlin Software Ltd Stock Control 131 clicking the Accept button See Purchase Order Processing for more details Copyright of Merlin Software Ltd 132 Merlin BackOffice 10 8 5 Intelligent Reordering Intelligent Reordering As well as automatically reordering stock based upon the levels that you have set in the Reorder Editor the Merlin Back Office system also contains a function called Intelligent Reordering which you can activate by checking the Enable Intelligent Reordering box The default setting is off Iv Enable Intelligent Ordering Levels Order Period 7 days y IV Perfom Seasonal Comparision Manual Offset fal Instead of generating orders based upon preset stock levels Intelligent Reordering calculates the quantity of items needed to cover the period that you specify based upon previous sales Using the Order Period field you tell the system the time period that you wish the order to cover This can be in terms of days weeks or months though the system will default to 7 days The system will then calculate the items needed based on the sales figures for the previous matching period and the current stock levels Taking the default order period of 7 days the system would compare the Products sold in the previous 7 days with the current stock levels and forecast the quantities needed for the following
263. s screen you must also enter a 3 character Branch Code This can be any 3 characters you may choose to use the initials of the business or HEA for Head Office etc The characters that you choose are not important the important thing ina multi branch system is that the Branch Code is unique Note Once you have entered your 3 character Branch Code you must then click on the Setup button This will reveal a further screen for you to enter the branch details Branch Info Editor Branch info Logo Location HEA Neme Man Office Smith Street Address Street fizi Smith Street brea Town County Postcode Branch Type E Head y Contact Telephone No lo The 3 character code that you entered for the branch will appear at the top of the screen and you must click on the New button at the bottom of the screen This will blank the fields ready for your branch details Although many of the details are optional you must enter at least a Name and Branch Type to continue from this screen From the Branch Type drop down list select Head Click on the Accept button to continue The last field on the Other Details screen allows you to specify the name of your Outgoing Mail Server This is needed if you are going to be using the Purchase Order email facility and can be entered later The final screen asks you to rename the default password The system has a default Copyright of Merlin Software Ltd
264. set the chosen Supplier as the default will be displayed The stock will be added to the Transaction List regardless of whether you answer Yes or No but answering Yes will mean that you can use the system s Auto Reordering function EP If your system is Multi Locational click here for further details Copyright of Merlin Software Ltd ne Merlin BackOffice 10 5 3 Transaction List The Transaction List is the area at the top of the Stock Book in screen It holds the details for the stock that you are booking in M Transaction Contents Product Code Supplier Pack Pp CostPkjPp Ps oty Total 1881 HEA CARR 1 4 990 25 124 75 CABLE HEA COMP 100 m 17 490 250 m 43 73 CHIPBOARD HEA LEGGE 1 m 1 990 350m 696 50 CHARDONNAY HEA CARR 1 1 990 15 29 85 SMARTIES HEA CARR 1 0 150 15 2 25 SAND HEA LEGGE 10T 85 000 3T 25 50 APPLES HEA CARR 2 i 0 900 3 a 1 35 LILT330ML12PK HEA GREEN 1 050 12 60 Booked In by steve Accept Clear E It is worth noting that the entries that appear in the transaction list have not yet been processed they have only been added to the list of transactions to be processed You can therefore keep booking in your stock adding each transaction to the list and then process them all at once You can amend your list by deleting items before you finally process the transaction Pressing the Clear button will delete all the transact
265. site systems do not need to worry about the Location field in most screens as they will not have a choice of locations When users of Multi Locational systems need to perform functions differently or when they need more information the following symbol and text will appear K If your system is Multi Locational click here for further details When you see this symbol and text you can click on either the globe or the underlined text You can then see details of further points to note or to see how the operation may differ for Multi Locational systems General Rules for Multi Locational Systems A general rule for Multi Locational systems is that Head Office can alter data belonging to other Branches as long as this does not determine a physical quantity Therefore Head Office can enter Product details for the entire company or amend Supplier details at a Branch but cannot alter physical stock levels Branches can alter their own local data including adjusting stock levels but cannot alter any data which belongs to another Branch They may be able to view this data but they cannot alter it Another thing to consider when using Multi Locational systems is that the data that you view at other Branches is only as up to date as the last time that the Branch polled This may mean that stock levels and sales analysis are correct as of the close of business the day before Copyright of Merlin Software Ltd General System Informat
266. spute has been resolved However you can resolve the dispute over the invoice without leaving the Allocate Payment program Click on this button and the following screen will appear r Dispute Resolve Dispute Resolve This screen has two tabs Resolve and History The Resolve tab allows you to enter the details of the eventual outcome of the dispute The History tab allows you to check the history of the dispute You cannot add to the History of the transaction in this field it simply shows previous comments that have been made Enter the details of the how the dispute has been resolved using the Resolve tab You must also enter your name in the Authorised By field to be able to continue Once you have done this the Resolve button will become enabled Click on this to complete the process You will notice that the asterisk has disappeared from the last column in the lower window This indicates that the invoice is no longer in dispute You can now allocate a payment or payments to it in the normal way see Allocating Payments to Invoices for details Copyright of Merlin Software Ltd 208 Merlin BackOffice 12 3 Dispute Maintain 12 3 1 Dispute Transaction The Dispute Transaction program is used to mark and keep track of any account transactions that are disputed by Customers It also allows you to check the status and history of any disputed transaction by reading the comments that apply to it Doubl
267. sts on the system by scrolling through them until you find the one that best describes the menu you are creating Once you are satisfied with the title and design of the menu click the Accept button This menu has now been created and you can use it in any of the other features offered by the Menu Editor Copyright of Merlin Software Ltd Merlin BackOffice 8 4 Adding a New Menu To add a new menu to the system you must first specify the user that this menu applies to Note that the Menu Editor can only create menus for users who already exist on your system You must add a new user to the system before you can configure their menu see User Editor and Adding a New User for details Click on the down arrow to the right of the User field and select the appropriate user from the drop down list that appears That name will then appear in the left hand window of the User Editor screen At this point you can choose whether to simply add Options to that person s menu or whether to group those Options into Menus Click on this link for details of the differences between Options and Menus Adding Menus Move the mouse cursor to the right hand window of the Menu Editor screen and right click in that window From the list that appears select Add Menu and the following screen will appear Select Options to Add Available Options Select Bowe Aged Invoice Report P saes Commissions Report F Saes Irrecico Erkry Seles Or
268. t C 1 Year Past Budget 2 Years Past This is a non destructive close Le it will not change any account other than the Retained Esmings Account and may be run many times during the month Ao Process Select your Retained Earnings Account using the browse button The Department will default to your location Select a month to calculate by choosing one from the drop down list that is available The last thing that you can change is the Account Type Select the account type that you require by clicking on the appropriate one then click on the Process button This will then show you which account this has been calculated on and the total net value below the Process button like below Reading Account 10000 54R Net Amount feo 00 Copyright of Merlin Software Ltd Utilities 277 15 Utilities 15 1 Import Tool This program is used to import files into Merlin There are a number of different file formats that can be imported and the tool recognises which the import type by the prefix to the csv file Import Type Prefix Stock st Suppliers su Customers cu Stock Quantities sq News ns External Sales es For details about the specifications for the different import types please refer to the supplementary document Help Importing Importing Files into Merlin More information about handling csv files in Excel can be found here To open the Import Tool double click on the Import File icon in the Utilities menu You
269. t Levels bar with the mouse cursor and simply type in the discount percentage The Profit Margins Window As you type into the fields in the Discount Levels bar you will notice that the values in the window below change This is the Profit Margins window and the values here show how the alterations that you make to the discount levels will affect your profit margins You can choose to see the effects of your discount levels in terms of percentages or actual prices by clicking on the View as and View as Price buttons on the right of the screen Product s Gross Margins Product s Gross Margins E ea ae ee 43 959 39 014 This feature allows you to tweak the percentages that you offer while keeping them in line with your all important profit margins You can consult the figures as you proceed to make sure that you are not offering too much discount on a particular product If the discount percentage will result in a selling price lower than the cost price of the item the figures will appear in red boxes as a warning TA Stock Maintain Maste Catats neng Dicc cuartos Sales nates Comments Insgs Custom Produrt Coch Pronit Cerna Lewets 0 i 2 3 4 S m eel eed eed eed ee ee Stock Maintain Note the No Discount field cannot be changed because it relates to the value of all standard non discounted products on the system Note it is not compulsory to offer these discounts an
270. t Price and the Margin that you were originally trying to achieve in the pricing structure You can then make manual adjustments to the Selling Price if necessary to bring it into line with publicly accepted retail pricing for example 3 99 or 3 95 rather than an awkward looking 3 92 b To keep your original Selling Price and adjust the Margin Click in the Selling Price field with your mouse cursor then press RETURN This calculates a new Margin based on the new Cost Price and the original Selling Price that you are maintaining This effectively brings the Margin into line with the Actual Margin and sets this as the value you want to achieve in future Copyright of Merlin Software Ltd o Merlin BackOffice 10 1 9 Pricing Deleting Prices The Delete tab is very simple to use and allows you to delete prices that are no longer required Select the appropriate Product and click the Delete tab at the bottom of the Pricing screen The screen will resemble the following TE Stock Maintain Master Detads rng Discounts Quantes sales Anshzs Comments mege Custer Product Descrioti any Location Product Come CARDO OLOUR JE ay Coord Cad Renora Pack Pros Benak Pack Sze Price Eroak Delete Edt ase Ogata Stock Maintain The top part of the screen shows the pricing structure that the Product has been given This pricing structure may be large or small depending on the amount of Pack Sizes
271. t out in the normal way The Merlin Back Office system allows you to print a variety of reports For further details of the Available Reports click this link Copyright of Merlin Software Ltd Stock Control 1 10 9 2 Available Reports From the main screen of the Stock Reports program a number of options are open to you Stock Valuation This program will print a report showing the Last Cost based on the cost at the time of printing Quantity in Stock and Value for all stock or a range of stock items The selection criteria for this report are Stock Code Category and Supplier You can also choose to sort the report according to Stock Code Description Category 1 or Supplier Sales By Category This option prints a report showing Category Sub Category Quantity and Sales value for all or a range of Categories within the dates that you have specified The selection criteria for this report are Category 1 Category 2 and Date Top Worst Selling This program prints out a report showing your top selling product lines or alternatively your worst It will show the Product Description Units Sold Net Sales Value Profit and Percentage Profit as well as the position of each product in the top sellers ranking The selection criteria for this report are Brand Category and Date though you also have to set the number of products that will appear in your top selling list The system will default to 0 all which will list al
272. t the Orders that you wish to print Invoices for click on the down arrows to the right of the From Order Number and To Order Number fields and select from the drop down lists to set the range of the printout Then simply click on Print or Preview The system will default to the first and last Order Numbers that exist though Invoices will not be printed for all of these orders because this tab only prints out New Invoices If you need to reprint an Invoice that has previously been printed or previewed then you need to use the Print Existing Invoices tab Copyright of Merlin Software Ltd Sales Order Functions 245 This tab works in exactly the same way to the Print New Invoices tab Simply set the range of the printout by clicking on the down arrows to the right of the From Delivery Note and To Delivery Note fields and selecting from the drop down lists that appear Then click on Print of Preview Note that reprinted Invoices will carry the message REPRINT above the header Invoice Printer or Screen If you choose to send the details to the printer simply click on the Printer button at the bottom of the screen The Invoices will print out in the normal way However the Merlin Back Office system allows you to see an exact copy on screen of the data which would otherwise have been sent to the printer This may be useful if you only need to check certain details of an Invoice and do not need a hard cop
273. te program are used throughout the Merlin Back Office program and it is important that these are properly set up In particular you must use the field below the main table to tell the system which VAT code you intend to use for non VAT Customers This screen also shows the Nominal Ledger accounts that are allocated to the different VAT levels You can change these by clicking in the relevant field and then clicking the search button that appears This will bring up a list of all the Nominal Accounts currently available on the system and you can choose from these Copyright of Merlin Software Ltd 22 Merlin BackOffice 3 4 Maintain Bank Account This screen allows you to set up and maintain your bank account details on the system Double click on the Nominal Interface icon in the Nominal Menu Click on the Sales tab at the top and click on the Bank Account button You will then be presented with this screen Maintain Bank Account The first field displays the identification number of the bank account and corresponds to a description which appears in the field below Clicking on the down arrow to the right of the Account I D field brings up a box containing all the accounts that exist on the system together with their descriptions You can select an account from this list or move through the accounts using the buttons at the side of the screen The next field shows the opening balance of the account in question if appl
274. tely updated However the details of the Purchase transaction are not transferred to the relevant Nominal Ledger Accounts until you run this program Post PurchaseTransactions The program must be run on a regular basis We recommend at least once a week even once a day if you are putting through a large number of Purchase transactions Note the Reprinting of Previous Postings is covered ina separate section Click on the above link for details Copyright of Merlin Software Ltd Nominal Ledger Functions 263 14 5 2 Reprinting Previous Postings This program allows you to reprint details of any postings to the Nominal Ledger Accounts that have already taken place Reprint Postings Reprint Existing Postings Select Posting Type Enter the required Run Number or set the Run Number to zero to print unposted items To configure the program select either Sales Posting Purchase Posting Journal Posting or All Types from the options at the top of the screen You will notice that the figures in the First Run Number and Last Run Number fields in the centre of the screen alter according to your choice In the larger field at the bottom of the screen select the Run Number that you wish to print by typing it into the box or using the up and down arrows If you enter a zero into this field you are able to print unposted transactions Printer or Screen If you choose to send the report to the printer simply click on t
275. tem The actual number itself is not important but it needs to be unique so that the Merlin Net polling program knows which terminals are involved in the transfer of information Merlin Net has a separate help file which you will need to consult for further details From experience we advise that you enter number 101 for the Back Office Server This Copyright of Merlin Software Ltd 16 Merlin BackOffice will leave you free to use all the lower numbers for the tills that are on your system If you were to enter number 1 for the Back Office Server you would not be able to use this number for a till which would mean that you could not have a Till 1 on your system This is all you need to do in terms of initial Terminal Setup for the Back Office Click here for further details of the next step Company Details Setup Copyright of Merlin Software Ltd System Setup amp Maintenance 3 2 Company Details Setup Once you have completed the initial Setup for the Back Office server and have logged onto the system the next screen you see will be similar to the following ee ee The first company will be called New Company and this is the option that you must select in order to correctly configure the Merlin system with all your company details Click on this link for details of the Training Company mode that is included on the system Clicking on New Company Setup will bring up a series of screens for you to ente
276. tessunsaveacsvvcrcstsstieneesvendeste 143 Available Re ports iii di AA E AA E E 145 10 Maintain Temporary Stock File cooconnccccconnncccnnnnncncnnnnnnnnnnnnnnncnnnnnnrrnn nn rn 148 Maintain Tempory Stock System coococconcccnnccnnnncnncncnncnccnnnncnnn rca 148 11 Stock Price Lists cioioisins cali o diia 150 Stock Price List iniciada 150 12 T ggedite mS aeea a O E o aaa de 151 LE AO A O 151 Part 11 Supplier Functions 153 1 Supplier Maintain cco ci A AAA 153 S ppliet Maint iM ii ices aticceecievsactivesdecestescbressecetececesdldsusetcvelsresveredseceresedenseediuesdecssrsuscusensvedscecasdecsutetesvaceSaveneegebevees 153 Adding a New SUPpller sivvsscvcescscccctesccsesecetaacecevacesszaciuenscovsscissetscaseuexdesacuueevacsesuveiveseteucecevisesezscinceasdessssvecsitaseursi 155 Contact Details Business Information Supplier Settle ment Term S iii iii ii indic 158 2 Supplier List Repoti nnn raaa rica leida 160 Supplier List Report vccicis ciscssssvcvecscesssvesvecsvecvecenssessavecvccecuastenseessentesenteaveausvvetsetserensecvscacaseusteusareducddsvasteesersvenvenses 160 3 Purchase Allocate PaymMent cccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeeeeeeeseeeeeeseeeeeseeneneeenenes 161 Purchase Allocate Payment ino Td 161 Entering a New Payment Purchase oooocccncccnncccnonncincncnonencnnnncnnncc cane rca cnn crecen 162 Allocating Payments to Purchase INVOICES ocoonnccinccconiccnnnncnnnnccnre
277. that the order was created or the two check boxes which determine whether the order is subject to VAT and whether the prices on the order include VAT On the Customer Details tab the only thing that you can alter is the Delivery Address This tab allows you to choose from the alternative addresses already held on the system or to enter a new address should the Customer decide that they want the goods delivered elsewhere On the Order Details tab you can add or insert new lines change quantities or delete lines then save the changes to the order once again However you can only make these changes provided that the order has not been Completed delivered and invoiced The status of Completed orders appears in the drop down box when you select an Order Number It also appears in the status bar at the very bottom of the screen once the order is selected and the order details are displayed If some or all of the goods on the order have been delivered the status bar at the bottom of the screen will tell you that the Order has been Partly Delivered In this case you can still add new lines to the Customer s order but you cannot amend any lines that have already been delivered For details of delivering and part delivering goods see the Deliveries section Clicking on Clear will clear any changes that you have not yet saved It will not clear or cancel the entire order This can only be done using the Void button Copyright of
278. the Dispute Transaction screen you are able to Dispute Resolveand Comment on Customer Account transactions Click on the above links for further details Copyright of Merlin Software Ltd 210 Merlin BackOffice 12 3 2 Dispute To mark a transaction as disputed and add comments about the dispute to the transaction record scroll through the list until you find the transaction that you are looking for Then click on it with the mouse cursor to highlight it Click on the Dispute button and the following screen will appear Fp ispute Rimes Dispute History Dispute Comments Authorised by Dispute Cancel This screen has two tabs Dispute and History The Dispute tab allows you to enter the details of why the Customer is refusing to pay for their goods You are free to enter whatever comments you warnt in this field The History tab allows you to check to see whether the transaction has ever been in dispute before You cannot add to the History of the transaction in this field it simply shows previous comments that have been made Enter the details of the dispute using the Dispute tab You must also enter your name in the Authorised By field to be able to continue Once you have done this the Dispute button will become enabled Click on this to complete the process When you return to the Dispute Maintain screen you will notice that an asterisk has appeared in the first column alongside the appropr
279. the Function Keys or the F2 Datasearch Key It will also mean that similar types of Product or variations on the same Product will be grouped together in the management reports that you print out from the system making the information you require easier to find and analyse Categories amp Brand The Merlin Back Office system allows you to group stock into Categories and sub categories It also provides a Brand field so that you can specify the manufacturer associated with the Product Category 1 is used to identify groups of stock and to limit reports to a specific category or range of categories Note that the Category 1 field cannot be left blank when creating a new stock record Category 2 can be used to further sub divide Category 1 groupings to make analysing your business information easier Note that the Category 2 field can be left blank Copyright of Merlin Software Ltd o Merlin BackOffice Brand can be used to identify the manufacturer of the Product so that you can more easily sort the information that the system provides This field is not compulsory and can be left blank if not needed Final Note As a final note on organising your Stock File we would advise giving some serious thought to the structure that you are going to use to code your Products before you start to add them to the system Working out and sticking to a sensible coding structure will make your everyday system operations much quicker and easier
280. the top of the screen are empty in order for the New button to become enabled If this is not the case click on the Clear button to blank all the fields Clicking on New will alter the screen to the following Reordering Marten Purchase Orders purchase woes Trancaci n Mo PAR PO DODODOTT Desorption Orde Sue Type Spoks Code gt A A Dra Breet Cited Sach Putre Order Cuts cobrar Dore CS Ta Tere llenas J ar Total 0 000 CAAT 0 001 Wet 0 000 Stock Replenish The Merlin Back Office system automatically generates a unique Purchase Order number for the transaction which appears in the first field of this screen This field is greyed out meaning that you cannot alter its contents The system generates the next Purchase Order number in its sequence which means it is impossible to duplicate numbers The next field is for your Description of the Purchase Order Enter a short comment to describe the order or its contents here This is not compulsory although a description will make the order easier to find among all the other orders stored on your system The next fields relate to the Supplier with which you are placing the order If you have a single site business you do not need to worry about the Location field as your system only has one location EP If your system is Multi Locational click here for further details Click on the down arrow to the right of the larger Supplier fiel
281. til you have entered your name in this field Once you have done this click on the Accept button to book the goods in The Merlin Back Office system will update the stock file to reflect the goods you have just booked in The stock file is updated in the same way as it is when using the Stock Book In program except that the stock is booked in against the appropriate Purchase Order Part Orders The system will allow you to enter multiple Goods Returned Notes against a single Purchase Order This means that if you only receive part of an order you can book in the stock that has arrived and the remainder of the Purchase Order will remain on the system awaiting the arrival of the rest of the order The Order will now be marked with a status of P on the system to denote Partially Complete Copyright of Merlin Software Ltd Stock Control 143 10 9 Stock Reports 10 9 1 Stock Reports The Stock Reports program allows you to print out or view on screen a variety of reports relating to all aspects of your stock position It is simple to use and one screen allows you to configure all the reports that you need Double click on the Stock Reports icon in the Stock Control Menu to access the following screen Stock Reports Stock Reports The Select Report window shows the reporting options that are available Select an option by clicking on it with the mouse cursor or highlighting it with the cursor keys
282. transactions to be processed You can therefore keep selecting your stock for transfer adding each transaction to the list and then process them all at once You can amend your list by deleting items before you finally process the transaction Pressing the Clear button will delete all the transactions that are currently in the list Highlighting a line and then pressing X will delete only that line from the list You can also alter a line by highlighting and then double clicking with the mouse This returns the line s details to the bottom half of the screen and you can then amend them Pressing Save will then overwrite the details for that line displayed in the Transaction List Add will either create a new line in the Transaction List leaving the original information or add the altered quantity to the original line depending on the changes made All the transactions in the list will be processed and the stock will be added to the system once the Accept button is pressed Copyright of Merlin Software Ltd Stock Control 125 10 8 Stock Replenish 10 8 1 Stock Replenish The Stock Replenish program deals with all events in the process of ordering from a Supplier from the entry of the order details to the receipt of the goods It also allows you to cope with common discrepancies such as having only part of an order delivered or changing prices on ordered items To enter double click on the Stock Replenish icon in the Stock Contr
283. ts that have been entered onto the system but have not yet been allocated The details show include the Date of the payment the Payment Number the Amount of the payment and the Balance of that payment that is remaining The lower window shows all the open invoices relevant to the Customer s account including the Date of the invoice the Invoice Number the Description of the invoice the total and the Balance of the invoice that remains to be settled Disputed Invoices There is also a column marked with a D which refers to disputed invoices If the record carries an asterisk in this column then the invoice is currently in dispute Note that until this is resolved you will not be able to allocate any payments to this invoice Invoices are marked as disputed using the Dispute Maintain program but can be conveniently resolved from this screen Click on this link to find out how to Resolve Disputes from this screen The Merlin Back Office system offers two ways in which to allocate payments to invoices Auto Allocation Manual Allocation Copyright of Merlin Software Ltd 202 Merlin BackOffice For details of these procedures click on the above links Copyright of Merlin Software Ltd Customer Functions 203 12 2 4 Auto Allocation The Merlin Back Office system has a special facility which allows you to automatically allocate payments to invoices This facility will allocate the payment that you specify to the o
284. u can choose either a summary or a detailed Till Reconciliation and you can choose to view the report on paper or preview it on the screen Printer or Preview You can choose to output the Till Reconciliation either in printed report form or as a preview on the screen If you choose the Printer option the report will print out in the normal way If you choose the Preview option you will be presented with a transaction viewing box similar to the one shown below Copyright of Merlin Software Ltd so Merlin BackOffice ES Till Reconciliation Preview Ol x epot rl ala ojala wmf _f geerepor Tang aa Till Reconciliation CA et CRCOIT CARO This will allow you to see an exact copy on screen of the report which would otherwise have been sent to the printer This may be useful if you only need to check certain details of a Till Reconciliation as the actual printing of it may take some time Summary If you choose Summary and press Proceed the system will compile the report This may take some minutes depending upon the amount of data that it has been processed that day Once it has finished the system will print a summary of the day s trading details This report will show the relevant totals for Sales No Sales Banking Unders Overs and Other Payment Details such as Credit Notes issued and redeemed sales charged to Customer Accounts and payments made to Accounts Detailed If you choose Deta
285. u will be notified immediately Once you confirm the line that takes the Customer over their Credit Limit a warning message will appear Comments The Merlin system also allows you to add comments to the individual lines on the order To insert a comment line click on the New Line or Insert Line button but instead of selecting a product type an asterisk into the field This tells the system that you are entering a comment and not a Product Code A special comment field will then open up This wine is on special offer A 5 discount has been applied to each bottle on your order Simply type your comment into the box The field is unlimited in size so your comment can be as short or as long as you like Note that this comment will appear on the Copyright of Merlin Software Ltd Sales Order Functions 231 eventual order and will be seen by the customer Once completed click on the Confirm button to add the comment line to the order Stock Enquiry The Stock Enquiry button allows you to check various stock details such as stock levels price and comments before you add the line to the order Cocktail Sticke 100 pack Code COCK TAILST E Description Cocktal stis 100 pack Category 1 Accsssonss Stock Type Rega kem Supplier HEA POOPERS Max Discount Hore Minimum Price There are two ways of using the Stock Enquiry function To use the Stock Enquiry before you have made a product sel
286. until it has been Completed and Invoiced Copyright of Merlin Software Ltd Sales Order Functions 233 13 1 5 Order Payments The Order Payments tab has been included to allow you to register payments against particular orders from within the Sales Order Entry program Of course payments can also be made using the Allocate Payment program from the Customer Menu Using this option will also allow a Customer to pay for more than one order at once or pay more than the balance of any particular order if they wish Clicking on the Payment tab will show details of any payments made against the order you have selected It will also allow you to take a payment or a further payment against a part paid order Sales Order Entry Customer Details Order Reference Order Details Order Payments History ORDER PAYMENTS Sales Order Entry As the row of buttons suggests this part of the program will allow you to accept multi media payments against an order The Customer can pay using Cash Cheque Credit Card Voucher Coupon or Credit Note The system will let the Customer pay using any combination of these forms of payment all of them if necessary Note there is no Charge to Account button Once you have taken the payment the remaining balance of the order if any is automatically charged to the Customer s account by the system Therefore if no payment is offered the value of the invoice is charged to the Customer s account
287. ustomer that you require The Customer records are sorted alphabetically by Customer Code However if you have a lot of Customer data on the system you can also configure this Search screen to sort the records by Customer Name by pressing F3 or by Postcode by pressing F4 Copyright of Merlin Software Ltd 224 Merlin BackOffice Creating a New Customer Itis also possible to create a new Customer from within the Sales Order Entry program Instead of using the Search button type the new Customer Code into the field If the code matches one already held on the system the details of that Customer will appear in the fields below If the code is not recognised by the system a new button will appear 7 Create New Customer Click on this Create New Customer button to bring up a further screen which allows you to enter all the other relevant Customer contact details including the type of Customer Account being created and the Discount Level being offered Once you have selected the appropriate Customer two addresses will appear below On the left hand side of the screen is the Invoice Address This is the main address which was set in the Contact Details tab of the Customer Maintain program or in the New Customer Entry program described above Delivery Address On the right hand side of the screen is the Delivery Address This will default to the Invoice Address though you can add as many different Delivery Addresses for a Custome
288. vels 96 Discount pricing 150 Dispute 210 Dispute Purchase 172 Dispute Maintain Customer 208 Dispute Maintain Supplier 171 Disputes Customer Resolving 207 Disputes Supplier Resolving 170 Downloading Stockroom ECommerce 307 Es ECommerce 299 Editing Branch Information 77 Editing Branch Logos 78 Editing User Details 65 Enter Despatch Detail 242 Enter Purchase Order Details 138 Entering a New Purchase Payment 162 Entering a Sales Order 219 Entering Journal Details 260 Entering New Payments 199 Entering Purchase Invoices 175 EPOS Comments 103 EPOS Reports 38 Exchange Rate Setup 26 Export Files 280 Export Tool 279 Exporting files ready for importing 280 Exporting Menus 76 a lt a Financial 267 Financial Statements 267 Fuel Book in 295 Fuel Configuration 293 Fuel Dip Entry 296 Oe General Rules for Multi Locational Systems 58 Get PO Data 122 Goods Received 141 Group Discount Offer 51 H Hot Key Setup 31 Image Capture 105 Import Files 280 Import Tool 277 Importing 277 Importing into Merlin 280 Importing Menus 76 Individual Product Discounts 96 Initial Setup 15 Initial Setup VAT Rate 21 Intelligent Reordering 132 Inter Branch Transfer 120 Interface Accounts 249 Introduction 11 Invoices Printing 244 ae Journal Entry 258 a ee Line Details 229 Link Save Offer 47 Logging In 53 Login Screen 53 Logo Editor 78 Main Stock Record 82 Main Workspace 13 Mainta
289. wn box that appears The next field is for the Settlement Terms that this Supplier offers to you This is literally the time by which you have to pay your debts ie cash with order 30 days 60 days etc You then need to check the box to specify whether you pay VAT to this supplier or not If you do then you can enter that Supplier s VAT details in the field below Budget Editor The Budget Editor allows you to fill in your budget for that particular Supplier either Monthly Quarterly or Yearly if required You do not necessarily have to fill in this field but it may help you to plan your spending Note that the system will default to No Budget Note the Merlin Back Office system will save the data you enter as you type so there is no need to save the details you input This is done automatically by the system Therefore once you are satisfied that the details you have entered or amended are correct you can simply exit the program Copyright of Merlin Software Ltd 158 Merlin BackOffice 11 1 5 Supplier Settlement Terms The Settlement Terms Code field is only applicable to those Suppliers with whom you have a credit account It is the field that you use to set the credit terms that you are offered by the Supplier Note Settlement terms also apply to those Customers who have credit accounts with your business In this case the terms are offered by your business and are entered using the Business Information tab of t
290. ws you to enter payments on Supplier Accounts and allocate these payments to individual invoices This is where you keep track of the payments that you make to a Supplier so that your system is always up to date Double click on the Allocate Payment icon in the Suppliers Menu and you will be presented with a screen resembling the following Allocate Purchase Payment Allocate reve Filter to Location Matching Payments Credit Invoices Items Them Allocated to Date Payment jCredt_ Amount Baterce R aa TI To perform any operation from this screen you must first select a Supplier Do this by clicking on the down arrow to the right of the Supplier field and selecting from the drop down list that appears There is also a field for you to select the location that the payment was made Witha single site system this will always be your default location o If your system is Multi Locational click here for further details The screen will then show all the payments and open invoices relevant to your account with that particular Supplier Your payments appear in the screen s central window while open invoices appear in the lower window For details of How to Enter a New Payment click here For details of How to Allocate Payments to Purchase Invoices click here Copyright of Merlin Software Ltd 162 Merlin BackOffice 11 3 2 Entering a New Payment Purchase To enter a new payment on one of your Suppl
291. y If you want to view the data on the screen you will most probably want to make it bigger You can enlarge the printout by using the three buttons that appear in the middle of the toolbar at the top of the screen Each one of these buttons will make the printout larger and easier to read You can also select the size that best suits you by using the Zoom function on the toolbar You can then scroll around the screen to find the information you require Copyright of Merlin Software Ltd 246 Merlin BackOffice 13 6 Back Order 13 6 1 Back Order The Back Order program is used in conjunction with the Sales Order Entry program When a new Sales Order is created you may find that some items have been placed on Back Order due to insufficient supplies available This program allows you automatically or manually allocate these missing products to a specific Sales Order when they are eventually booked in on the system To access the Back Order program double click on the Back Order icon in the Sales Order menu You will then be shown the following screen Sates Order Back Order k ustomer Code Date Due PackSize Qty B 0 Allocate Sales Order Back Order This is the Fill Back Order tab This is where you search through your stock quantities to see if there are sufficient levels available to complete the Sales Order By pressing the Auto Fill Back Order button the system will automatically look at the levels of your stock file and tell y
292. y any alterations that are made by Head Office This will mean that locally specified prices will not change even though Head Office has implemented a blanket price change for all other Branches However this also means that margins will be affected if cost prices are altered by Head Office and a Branch s local selling price remains fixed You can use the Pricing Copyright of Merlin Software Ltd Stock Control s tab in the Stock Maintain program to keep a check on margins Copyright of Merlin Software Ltd ss Merlin BackOffice 10 1 4 Master Details The Master Details tab is the place where you enter and amend all the details of the Products that are on your system y Maintain Stock File Master Details pricing Discounts Quantities Sales Analysis Comments Image Custom Product Code Product Description Master Detads 1 17 50 Standard I aftad Manufacturers Code Erand bes Ej Preferred supplier H fran accesson Rock Cat 1 accessories Bl Bin Ref Shel Ref a a Sock Cat 2 y Q Associated Barcodes 0000000002 Pak Type fits y Bemoye cose Associate Barcode Account Codes Sales Cost Stock SO f User defined Barcodes must be 10 dis oady Maintain Stock File You need to make sure that the details you are inputting are correct as this information will be used throughout the Merlin Back Office system The top two fields are used for Product identificatio
293. y clicking on the down arrow and selecting from the drop down list that appears The Discount Level field relates to the five levels of discount that you can apply to each stock item using the Stock Maintain program See Discount Levels for more details You then need to check the box to specify whether the Customer is VAT registered or not If this is the case you can enter their VAT number in the field below The system also provides you with a check box so that you can determine whether this Customer will receive a statement of their account Note the Merlin Back Office system will save the data you enter as you type so there is no need to save the details you input This is done automatically by the system Therefore once you are satisfied that the details you have entered or amended are correct you can simply exit the program Copyright of Merlin Software Ltd 186 Merlin BackOffice 12 1 5 Customer Settlement Terms The Settlement Terms Code field is only applicable to those Customers who have credit accounts with your business lt is the field that you use to set the credit terms that you are prepared to offer the Customer Note Settlement Terms also apply to your dealings with Suppliers If you have a credit account with a Supplier they will offer certain terms of settlement which you enter using the Business Information tab of the Supplier Maintain program Click here for details Examples of typical settlement te
294. you are able to Dispute Resolve and Comment on any of your Supplier transactions Click on the above links for further details Copyright of Merlin Software Ltd 172 Merlin BackOffice 11 4 2 Dispute Purchase To mark a transaction as disputed and add comments about the dispute to the transaction record scroll through the list until you find the transaction that you are looking for Then click on it with the mouse cursor to highlight it Click on the Dispute button and the following screen will appear Fp ispute Rimes Dispute History Dispute Comments Authorised by Dispute Cancel This screen has two tabs Dispute and History The Dispute tab allows you to enter the details of why you are not willing to pay the Supplier for the goods You are free to enter whatever comments you want in this field The History tab allows you to check to see whether the transaction has ever been in dispute before You cannot add to the History of the transaction in this field it simply shows any previous comments that have been made Enter the details of the dispute with the Supplier using the Dispute tab You must also enter your name in the Authorised By field to be able to continue Once you have done this the Dispute button will become enabled Click on this to complete the process When you return to the Purchase Dispute Maintain screen you will notice that an asterisk has appeared in the first column
295. yright of Merlin Software Ltd 230 Merlin BackOffice insufficient stock available to fill the order and that the balance will be put on Back Order Once you are satisfied with the details of that particular line click Confirm to add it to the main area of the screen which shows the accumulating order You will notice that the right hand side of screen shows the Net VAT and Total value for the line Also the area towards the bottom right hand corner of the screen shows the Net VAT and Total value for the entire order This area remains constant on each tab of the program so that you can immediately see the total cost of the order you are looking at The buttons at the bottom left of the screen also allow you to insert a line or delete a line Stock Enquiry 7 New Line Pi Insert Line Delete Line When you click the New Line button the line is added to the bottom of the order When you select a line with the cursor and click the Insert Line button the line is inserted above the line that you highlight You can also delete a line by highlighting it with the cursor and clicking on the Delete Line button Credit Limits Each Customer who has a Credit Account on the system should have a Credit Limit which has been set using the Business Information tab of the Customer Maintain program If the order that you are entering using the Sales Order Entry program takes the Customer over this agreed Credit Limit yo
296. yright of Merlin Software Ltd System Setup amp Maintenance 15 3 System Setup 8 Maintenance 3 1 Initial Setup After installing Merlin when you first run the Back Office you will be presented with the following dialogue xi Merl n requires the Merlnderver UNC Path this is because this 6 the Ars tme Merin hes been mun on this machine onos accepted you wil not b asked for this Path egein After pressing lt OK gt you are asked to type in the UNC Path that the Back Office will use This will point to the directory where the Merlin Data is stored and will usually be lt computername gt MERLINSERVER Please refer to the install instructions provided with the Installation software for more details If you are running the Demo version of the software an Information window will be displayed reminding you that this is the case I x e This Software is currently running as a Limited Demo 1 To unlock phase contact your Reseler Ref Donde Drivers not Found You are then taken to the login screen Details about this can be found under Logging In Once you have logged in and chosen your company if you are running a Demo system there will only be the Training Company to chose from you will be prompted to set up a Terminal Number for BackOffice No Terminal Number Found x Please enter TermNo 101 to 193 cance Note that you need to set up a Terminal Number that is unique for each terminal on your sys
297. ystem will have exactly the same Hot Keys which can be useful in multi till stores Note for Hot Key changes made in the Back Office Global to take effect the user at the point of sale will need to log out and then re log in to the system Changes will not take effect until this has taken place Copyright of Merlin Software Ltd EPOS Functions 33 4 3 Hot Pages 4 3 1 Hot Pages Overview Hot pages are designed for use with a Touchscreen EPOS terminal It is a flexible tool which allows the user to set up unlimited pages of hot buttons for products allowing the operator to work more efficiently toot MC TRAINING COMPANY BAR 1603 2010 12 25 43 Local amp Global The Merlin system provides two settings for Hot Pages Local and Global and these can be selected at the point of sale using the Change Mode key or by pressing Ctrl Y ona standard PC keyboard Local mode allows you to set up Hot Pages that will only apply to one particular till This must be done at the point of sale through the Hot Key tab of the Till Setup function and the till must be set to Local mode for the settings to take effect This can be useful when one particular till is responsible for sales of a particular type of fast moving product such as cigarettes The Hot Pages on this till can be set up independently of those that apply to other tills Global mode allows you to set up Hot Pages that will apply to all the tills on your system This

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