POSitive Retail Manager User Guide

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POSitive Retail Manager

User Guide

POSitive Retail Manager

Making Retail Easier

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by this document.

POSitive Retail Manager User Guide

5Contents

Table of Contents

Foreword 9

Part I Contents 12

................................................................................................................................... 121Features Of Interest

................................................................................................................................... 132System Requirements

Part II Getting Started 16

................................................................................................................................... 171Creating Your Company

.......................................................................................................................................................... 18Choose Company

.......................................................................................................................................................... 19New Company Wizard

.......................................................................................................................................................... 31New Company Setup

.......................................................................................................................................................... 33Adding New Employees

................................................................................................................................... 372Company Setup Summary

................................................................................................................................... 393Basic Hardware For Workstations

.......................................................................................................................................................... 54Sample: Generic Receipt Printer Setup

.......................................................................................................................................................... 59Additional Pole Display Setup Info

.......................................................................................................................................................... 60Additional Cash Drawer Setup Information

.......................................................................................................................................................... 61Editing & Using Inventory Labels

Part III Master Menus Ready Reference 64

................................................................................................................................... 661Customers

................................................................................................................................... 672Inventory

................................................................................................................................... 693 Vendors

................................................................................................................................... 704 Purchasing

................................................................................................................................... 725 Accounting

................................................................................................................................... 756 E-Commerce

................................................................................................................................... 767 Management

................................................................................................................................... 788 Maintenance

................................................................................................................................... 829Service

................................................................................................................................... 8310 Multistore

Part IV Primary Databases 86

................................................................................................................................... 871Customer Center

.......................................................................................................................................................... 90Customer Account

.......................................................................................................................................................... 93Invoice History

................................................................................................................................... 942Inventory Center

.......................................................................................................................................................... 99Inventory Listing

......................................................................................................................................................... 99Inventory Record

......................................................................................................................................................... 103Find

......................................................................................................................................................... 104Filter (Dept/Category)

......................................................................................................................................................... 105Search UDF

......................................................................................................................................................... 106Copy

POSitive Retail Manager User Guide6

......................................................................................................................................................... 107Add

.......................................................................................................................................................... 107Access Panel

......................................................................................................................................................... 108Summary

......................................................................................................................................................... 110Details

......................................................................................................................................................... 115Promo Pricing

......................................................................................................................................................... 117Price Breaks

......................................................................................................................................................... 118Stock Management

......................................................................................................................................... 120Transaction Log

......................................................................................................................................... 120Stock Location

......................................................................................................................................... 122Links

......................................................................................................................................... 125Used Items

......................................................................................................................................... 126Seasonal Levels

......................................................................................................................................................... 127Item Notes

......................................................................................................................................................... 128Vendors

......................................................................................................................................................... 130SKU Management

......................................................................................................................................................... 133Item History

......................................................................................................................................................... 135Picture Management

......................................................................................................................................................... 137Customer Orders

......................................................................................................................................................... 138MultiStore

......................................................................................................................................................... 139To Order List

......................................................................................................................................................... 139Change Dept/Catg

......................................................................................................................................................... 140Add To Label List

......................................................................................................................................................... 141Dept/Catg Manager

......................................................................................................................................................... 142Coupon Manager

......................................................................................................................................................... 143Promo Manager

......................................................................................................................................... 145Promotional Pricing Information

......................................................................................................................................................... 145Used Items Manager

......................................................................................................................................................... 146Mix & Match Manager

......................................................................................................................................................... 146Reports

................................................................................................................................... 1473 Vendor Center

.......................................................................................................................................................... 150Vendor Account

.......................................................................................................................................................... 152PO History By Vendor

.......................................................................................................................................................... 154Vendor Inventory List

................................................................................................................................... 1604Report Center

Part V Purchasing 170

................................................................................................................................... 1721 Order List

................................................................................................................................... 1732Using The Order List

................................................................................................................................... 1773Purchase Order Center

................................................................................................................................... 1794Place PO Screen

................................................................................................................................... 1835Receive PO Screen

Part VI Sales Invoices 188

................................................................................................................................... 1891Invoice History

................................................................................................................................... 1912Pending Transactions

Part VII Appendix A 196

................................................................................................................................... 1961POSitive Setup Form

.......................................................................................................................................................... 200Transactions

7Contents

.......................................................................................................................................................... 209Customer Options

.......................................................................................................................................................... 210Inventory

.......................................................................................................................................................... 217Purchase Orders

.......................................................................................................................................................... 220Tax Options

.......................................................................................................................................................... 224Accounts Receivable

.......................................................................................................................................................... 226Accounts Payable

.......................................................................................................................................................... 227E-Mail Setup

.......................................................................................................................................................... 227Consignments

.......................................................................................................................................................... 228Commissions

.......................................................................................................................................................... 228Pharmacy Setup

.......................................................................................................................................................... 228Replicated Registers

................................................................................................................................... 2282 Credit Card Setup

................................................................................................................................... 2303Station Detail - General

.......................................................................................................................................................... 232Station Settings

.......................................................................................................................................................... 234Transaction Settings

.......................................................................................................................................................... 237Register Balance

.......................................................................................................................................................... 238Credit Card Processing

.......................................................................................................................................................... 239Stations - Devices

......................................................................................................................................................... 240Cash Drawer

......................................................................................................................................................... 240Pole Display

......................................................................................................................................................... 243Portable Scanner

......................................................................................................................................................... 244Multi-Monitor Support

......................................................................................................................................................... 245RMS Pump Interface

......................................................................................................................................................... 246Com Ports

................................................................................................................................... 2464 Editors

................................................................................................................................... 2485Company Information

................................................................................................................................... 2516Policy Statements

................................................................................................................................... 2527PRM Security Options

.......................................................................................................................................................... 258Security Groups

.......................................................................................................................................................... 258Security Group Settings

................................................................................................................................... 2598Employees

.......................................................................................................................................................... 260Employee File

.......................................................................................................................................................... 264Employee Time Cards

.......................................................................................................................................................... 266Service Time Cards

.......................................................................................................................................................... 267My POSitive

......................................................................................................................................................... 268POSitive Mail

......................................................................................................................................................... 270Mail Groups

Part VIII Key Concepts 274

................................................................................................................................... 2741Categories

.......................................................................................................................................................... 274What Categories Can Do

.......................................................................................................................................................... 275Category Defaults

.......................................................................................................................................................... 278Category Defaults (Listing)

.......................................................................................................................................................... 278Category Detail Form

......................................................................................................................................................... 279Detail [F6]

......................................................................................................................................................... 280Options [F7]

......................................................................................................................................................... 289Defaults [F8]

......................................................................................................................................................... 290AutoSKU Setup [F9]

......................................................................................................................................................... 290POSitive Commerce

.......................................................................................................................................................... 291Category Listing

.......................................................................................................................................................... 294Freight Category

POSitive Retail Manager User Guide8

................................................................................................................................... 2952Customer Categories

.......................................................................................................................................................... 297Customer Categories Form

................................................................................................................................... 3003 Customer Find

................................................................................................................................... 3014 Customer Message List

................................................................................................................................... 3025Departments

................................................................................................................................... 3076Edit Unposted Inventory Items

................................................................................................................................... 3087Gift Cards & Certificates

................................................................................................................................... 3088Inactive Inventory

................................................................................................................................... 3109 Mix & Match Manager

................................................................................................................................... 31210 Saved Queries

................................................................................................................................... 31511 Using Inventory Labels

.......................................................................................................................................................... 315Advanced Inventory Label Printing Tutorial

.......................................................................................................................................................... 329A Demonstration of Label Printing

Index 333

Streamline your retail business.

Become more efficient.

Increase profits.

Work smarter!

Part I

POSitive Retail Manager User Guide12

1Contents

Welcome to POSitive Retail Manager

1.1 Features Of Interest

1. The opening screen is clean and simple. The Master Menus Tool Bar at the top provides ready

access to nearly all features of PRM (POSitive Retail Manager). This toolbar replaces the old

Manager Console of POSitive For Windows by providing views of data and links to procedures.

2. List Views - more columns are visible; you may re-arrange column sequence with drag & drop;

you may save and recall multiple Views.

3. Send To Window - whatever list you are viewing can be sent to the printer, a file, included in an

e-mail,

4. Report Preview - in addition to printing the report, it can be converted to PDF, HTML, or a TEXT

file.

5. On Line Registration - simply choose the Registration feature under Maintenance and you will get

the "unlock" codes automatically through a web site.

6. Check For Updates - select the option under Maintenance and you will be notified if a newer

version is available. You may download a new PRMSetup.exe file onto your desktop and run it when

convenient.

7. Built-In Touchscreen - PRM includes a touchscreen designer program and selective employees

will operate PRM through a touchscreen interface upon logging in. Can be used with or without a true

touchscreen monitor.

8. POSitive Choice - the ability to change a QuickSale invoice to Customer sale by entering or

Contents 13

scanning phone number, rewards card, or lookup code.

9. Stock Counts Per Bin Location - manage stock counts per bin location; updated when purchase

order received and stock sold.

10. Enhanced picture management - import, capture, and modify inventory and customer pictures

11. Speedy Searches - in the Locate field enter beginning or partial characters and press Enter or

Ctrl-Enter

12. Advanced Search - while invoicing, enter customer phone number, frequent buyer ID, or lookup

code to select customer

13. Divisions - is an accounting organization. A workstation can be designated to process

transactions for a division. All Sales and GL Transactions made at this designated computer will be

reported under the division name. The station can also be set to use a specific price level. For

example, an Internet Sales Division will always use a specific price level and report all sales made on

the internet in a separate set of Chart of Accounts.

14. General Ledger Journal - can now post selective transactions. Each transaction needs to be

check marked for posting. A separate Chart of Accounts is maintained for each Division.

15. Combine Same SKU Items On Transaction - if scanning the same item multiple times, rather

than making a separate line entry on the invoice for each item, all same-SKU items will be combined

as one entry with the quantity field being updated each time.

16. Multi-Store SQL replicates all data at each location, yet only displays data based upon the

permissions of the store running PRM.

17. Purchase Order Form now uses an HTML file for a template in order to create the PO layout.

1.2 System Requirements

•Hardware Minimums

–Modern Processor

–1024x768 (1280x1024)

–512mb Dedicated Register (nothing else running)

–1gb workstation

–1gb server (more is better)

–2gb if combo workstation & server

–BACKUP Solutions

•Software

–Get all of the current Windows Updates

–PRM will be installed and can install SQL servers automatically as follows:

POSitive Retail Manager User Guide14

–MSSQL 2005 or later (any edition) on server

Important! - Install in MIXED MODE

–MSSQL Native Client (on each workstation)

If you are using Vista Windows Operating System, contact your dealer for special instructions.

Part II

POSitive Retail Manager User Guide16

2Getting Started

Install POSitive Retail Manager

From a CD or from a downloaded file, you will be running an installation program which will create the

needed directories, sub-directories, program files and support files. It will create a shortcut on the

computer desktop for launching POSitive Retail Manager. The whole process is automated; follow

the directions on screen.

The CD installation disk will determine if you need to install an SQL Server, a Native Client, as well as

install or merely upgrade the PRM program files.

Create Your Own Company

A special database for your company needs to be created. It will eventually contain a listing of all of

your customers, employees, inventory, and vendors. It will also track all sales transactions,

purchases from your vendors, and generate useful reports. You have two options:

·Starting From Scratch - A new company wizard will guide you through each step of the process.

At the outset, there are some things you will need to know, but you may make corrections to these

initial selections at any time in the future. (see Creating Your Company)

·Migrating PRM data - If you are already a user of POSitive For Windows you do not need to start

from scratch. There is a process to convert all of your current data to PRM. This conversion may

take a few hours to complete, but you will save much time and retain the historical information for

generating useful reports.

Registration

Run PRM and select your company name. Your new company data will be in Demo Mode with some

limitations. To gain full functionality, you should choose the Register On-Line button when it

appears. Your computer will need internet access. If you get an Invalid Code message, please

contact your dealer or POSitive Software Company.

Activate System and Station Settings

If you converted your PFW to PRM the settings are still intact. However, there are new options in

System Setup. And if you are new to PRM, this is an important area for management to review

because it reflects your business style and practices. These settings will control how PRM is to be

used for making sales and purchases and granting employee access to features of PRM.

Station Setting options are hardware related to assure that printers, scanners, and cash drawers are

performing properly from each computer workstation. Preferences for operations at the station are

also defined.

Using PRM

Now what? There are no customers, or inventory, or vendors, or anything else in this new installation

of PRM. We suggest that you take time to experiment using the sample company data, or follow

these suggestions to get a better feel for the PRM program. If you have questions, ask your dealer.

Consider joining some on-line classes.

Getting Started 17

Create Some Inventory

Most importantly and by far the biggest project is the creation of your inventory list. This should done

right away; as systematically as possible. In this manual you will learn how to create a few inventory

items to teach you the concepts. Some tips and tricks for speeding up the work will also be

introduced.

Make A Sale

What the clerk sees on screen, how items are added to the invoice, and what to do to meet special

needs of invoicing are important setup and training issues. This is an adjunct to Station Setting

options discussed earlier.

Learn How To Process Purchase Orders

Placing and receiving purchase orders automatically updates your stock counts. There is a smooth

flow from determining what to order, contacting the vendor, and receiving products as they arrive.

2.1 Creating Your Company

Creating a company is easy in PRM. You will be prompted through each step of the process. You

will be asked specific questions about your company name, address, etc. and given options for

functionality of PRM. Do not worry too much about your selections because they can be modified

later as needed.

Some things you will need to know:

SQL Server, name and password

A Data Password

Your company name, address, etc.

Starting numbers for invoices and orders and Price Level Descriptions

Number of workstations (network seats), main printer type

Local tax rate

Getting Started

The following topics give you step by step instructions for:

1) Launching PRM and accessing the Create Company screen (Choose Company),

2) Creating a new company (New Company Wizard),

3) Defining the system and station settings to match your business philosophies (New Company

Setup),

4) Adding and authorizing employees (Adding New Employees).

POSitive Retail Manager User Guide18

2.1.1 Choose Company

PRM may install with sample data, Blink's Video Game Emporium, for you to use for practice and

reference. You may be tempted to remove it from the list, but we recommend retaining it for future

reference. There are some ways the sample company can be less intrusive (see below).

PRM will add your company to this Choose Company window and additional companies if you wish to

keep them all under one software program.

Purpose

This screen serves as an access to

·Selecting sample data for testing purposes

·Selecting or creating you own company data

Company List - All companies available through this installation of PRM.

Description - Your company name.

Select - After highlighting the desired company, this will launch PRM using this data.

Create New - Creates a new data set utilizing a New Company Wizard.

Company Details, Server & Database Name - In the lower left corner is the name, address and

phone number of the highlighted company at right. Also displayed is the name of your SQL server,

the name of the database, and an ID number for the company.

How To Choose A Company

1) Highlight the company in the list.

2) Double Click, choose Select, or press "Enter".

How To Create A New Company

1) Click on the "Create New" button.

Getting Started 19

2) A New Company Setup Wizard will walk you through the basics.

3) When you have finished with the Setup Wizard be sure to review the New Company Setup topic.

2.1.2 New Company Wizard

PRM makes it easy for you to set up your own company. The New Company Wizard prompts you

through several critical setup screens. Remember that anything you select can be changed very

easily later.

Some Things You Will Need To Know

SQL Server, name and password

A Data Password

Your company name, address, etc.

Starting numbers for invoices and orders and Price Level Descriptions

Number of workstations (network seats), main printer type

Local tax rate

How To Create A New Company

1) Start PRM running.

2) At the Choose Company dialog box, click on the Create New Company button. Read what is on

the screen and follow the prompts.

Company Setup Wizard - Introduction

·Enter a DATA PASSWORD. This password (one word only) is required to continue. It is used for

encryption of credit card and other sensitive data. Do not choose a password which will be obvious

to employees, yet do not make it too difficult to remember. Only rarely will you ever need to

remember this password. Click on OK.

·Select "Use ENTER Key To Move Between Fields" (Recommended)

POSitive Retail Manager User Guide20

·Create Database

SQL Server - the name of your SQL server

User Name - the user name you use to log in to your SQL server, typically "sa" (system administrator)

Password - the password associated with your user name

Database Name - typically your company name (this should always be a unique name)

Getting Started 21

Company Setup Wizard - Company Info

Enter your company information.

Company Setup Wizard - Company Info - Business Type

Select a Business Type.

Enter starting numbers for Invoices and Orders.

Change or add names of Price Levels 1-6

POSitive Retail Manager User Guide22

Company Setup Wizard - Station Info

Complete some hardware setups. Enter the number of computers which will be using PRM.

Activate options for Trade-Ins and E-Commerce as needed.

Select your main type of invoice printer from the list of types. (Note: you will have additional options

for printer selection later.)

Getting Started 23

Company Setup Wizard - Create Tax Rates

Define your Basic Tax Rate. (Additional information about tax setup will be given later.)

Company Setup Wizard - Invoice Screen

Choose an invoice screen style.

POSitive Retail Manager User Guide24

Company Setup Wizard - Finalize Setup "Congratulations"

You will be using POS and POS as your Sales ID and Password until you begin to add employees.

If you want to make any corrections, choose Back [F9]. Otherwise, choose FINISH [F10].

Done! Click Here to Continue.

When prompted click on the Done button.

Getting Started 25

Verifying Data Files - opening tables

PRM will automatically shut down.

Run PRM again and your new Company will be in the list.

"Choose Station" - If prompted, be sure to select a station before clicking on OK. There will be only

one station number initially. You will need to create enough station numbers for the number of

computers which will be running POSitive Retail Manager.

Log on "Enter Sales ID and Password"

- Use POS and POS for now. You can change this later.

POSitive Retail Manager User Guide26

Additional Prompts

Respond to any additional prompts on updates and other information.

Company Setup Wizard - POSitive Retail Manager is running in DEMO mode.

By default, your new company setup is in Demo mode and is limited in the number of inventory items,

customers, and invoices. Registered versions have no such limitations.

Continue - Choose "Continue" if you are simply evaluating the program or if you are unsure about

registration at this time. PRM will skip the next screens and verify data and prompt for an ID and

Password. Enter POS and POS. You will be able to use PRM in demo mode.

Getting Started 27

Company Setup Wizard - Registration

POSitive Retail Manager Registration allows you to get activation codes from the Web. You need to

be connected to the internet.

Automatic Registration - your company information has been pre-registered when you purchased the

software. Choose the Register On-Line button.

Company Setup Wizard - Success! Please Restart

POSitive Retail Manager User Guide28

"Success! Please restart POSitive Retail Manager for the registration to activate."

You will be immediately launched into PRM where you can begin to work.

General Ledger Check

Getting Started 29

NOTE: You do not need to restart your computer; nor the PRM program (a future release will

eliminate this notification.)

POSitive Retail Manager User Guide30

Where To Begin

The New Company Setup Window lists links to major setup features of PRM. It is highly

recommended that you review each one.

Go to Help: and select New Company Setup

(A) At this time, make sure the "Show This Window On Startup" is activated. You will be using this

tool until no longer needed.

(B) Your company is now setup. On the status bar down by the date and time, if the program says

Demo Mode, you have not yet successfully registered PRM. Review Help: Registration or consult

with your PRM dealer.

Getting Started 31

Next Step: New Company Setup

2.1.3 New Company Setup

When you first created your company, this floating window will be displayed as a quick link to vital

setup screens of PRM.

POSitive Retail Manager User Guide32

It is highly recommended that you take the time to review each one. (*Optional Path = If you do not

wish to access the option through this New Company Setup window, you can go to the same setup by

following the directions given to the appropriate master menus.)

If you uncheck "Show This Window On Startup" this reminder will not be displayed each time you

start PRM. If you want to review it you can reopen this window by going to Help: New Company

Setup.

Basic Settings

·Review Tax Rates - Proper taxation is always a critical consideration. Detailed help is available

On-Line. After selecting the Review Tax Rates button, press F1 for on-line help. (Optional Path*:

Maintenance: Tax Rates)

·Review System Setup - These settings will control the overall operation of PRM. Many choices

are available so that you can tailor PRM to meet your business style and philosophy. After select

the button, press F1 for on-line help. (Optional Path: Maintenance: System Setup)

·Add/Edit Employees - As you add employees, you may set security lockouts for individuals. After

select the button, press F1 for on-line help. (Optional Path: Management: Employees)

DO NOT edit or delete POS Manager at this time. POS Manager gives you general access to the

program and should remain unedited for about a week or more as you set up your company. You

may change the password of POS Manager to lock out unauthorized users.

One of the first things you should do is add yourself as an employee. The New Employee topic will

guide you in this step.

·Review Station Settings - Each computer using PRM is a workstation. Each station can act

differently than other stations. For example, it will have different hardware to configure such as

printers, cash drawers, pole displays, etc. After you select the button, press F1 for on-line help.

(Optional Path: Maintenance: Station Settings.) Note: It is best to make the changes for Station

Settings while operating the workstation.

·Review Category Defaults - Before adding any inventory and even before creating categories of

inventory, you need to understand Category Defaults. Categories are a very significant tool in

PRM. They can be as simple or as detailed as you would like. The more you understand them, the

more of a tool and time saver they will be. After you select the button, press F1 for on-line help.

(Optional Path: Maintenance: Category Defaults: Master)

Note: The Master category is used as the basis for creating new categories and category defaults. It

may be edited as often as you wish to populate of the new categories you are creating.

·Add Departments/Categories - In brief, all inventory is assigned to a category. A department is a

group of categories. After you select the button, press F1 for on-line help. (Optional Path:

Maintenance: Departments)

Additional Settings

Definitions - (Optional) As part of your setup of PRM, you may want to review a standardized list of

definitions used in PRM and make changes to those areas which are of interest to you. To access

these settings go to Maintenance: Definitions and select the appropriate options.

Customer Terms - You will be prompted to create at least one, after that you may choose to create

additional terms of payment. Go to Customer Center: Customer Terms under Actions.

Customer Categories - (Optional) You can leave this blank, but by creating at least one you can

Getting Started 33

have customer information filled in automatically with standard settings and user defined fields. Go to

Customer Center: Customer Categories under Actions.

Vendor Terms - You will be prompted to create at least one, others can be created in advance. Go

to Vendor Center: Vendor Terms under Actions.

General Ledger Setup - (Optional) This is already setup with default settings. Only if you wish to

change the chart of accounts will you need to make any changes. Go To Accounting: GL Setup.

Transaction Screen Editor - (Optional) If you choose to track backordered inventory on an invoice

and are not seeing a backorder column on screen, use this editor to enhance the screen to show

backorders. Go to Maintenance: Editors: Transaction Screen Editor. For more information see

Standard/Cost Format.

2.1.4 Adding New Employees

You should add your employees to this list to enhance accountability and initiate program security.

When PRM is first installed, only one employee is included to allow you access to the program for

setup and experimentation.

Benefits

If your business is a one-man operation, you could still benefit from entering your own name.

·You can personalize your invoices with your own name or initials as the sales person rather than

the title of manager.

·You can shorten your ID and Password to just one letter, making entry easier.

If you have other employees, there are additional benefits.

·You can enhance accountability. Key activities such as making sales, receiving inventory,

balancing the register, can always be traced back to the individual who logged in.

·You can restrict access for some employees to selected areas and limit rights to perform some of

PRM's transactions.

·You will have a handy list of employee names and addresses.

·You can leave 'e-mail' messages globally for all employees, selected groups of employees, or

individual employees.

Editing Employee Information

You may edit employee information or change the password for security reasons. There is also a

view for Notes for any comments you choose to write regarding the employee.

POSitive Retail Manager User Guide34

The top of the Employee File screen gives a quick summary of each employee. The Locate and

Query options assist in finding an employee if the list is extensive.

How To Add New Employees

From the Employee File screen, choose the ADD button just below the Employee Listing and fill in the

employee information fields.

Employee Detail

Sales ID - A unique code of up to 3 characters in length. This can be any combination of letters and

numbers. It is frequently the initials of an employee. If security is not a major issue, it could be just

one character to speed up entry into PRM.

Active - Currently able to use PRM

Salesname - Full name of employee: First and Last Name.

Address - This will be used for internal purposes only.

City, State, Zip - Employee's city, state, and zip code

Phone - Employee home phone

Invoice Name - This entry will be printed on the customer invoice. For privacy reasons, you may

choose to print only the first name or an employee number on invoices.

Security Group Assignment

Security Group - A preset assignment of security settings. Select one of the presets or make the

entry Unassigned. See Security Groups.

Getting Started 35

Special Assignments (optional)

·Assigned Register # - This should always be set to 0. Only in rare instances would you want to

use any other number. (see Employee File for more information)

·Service Tech - If this employee will be serving as a service technician at times, then this box

should be checked. The employee will then be included in the Service Order module and will be

listed with in the Service Scheduler. If service work is not part of your business, then this can be left

blank.

·When Logging In At Program Start

·Display Touch Screen Only - Do NOT USE yet. (see PRM Touch Screen)

·Give Option (Touch Screen or PRM - Do NOT USE yet. (see PRM Touch Screen)

·Display PRM - (Recommended) ALWAYS use this

Password Authorization

Password - A code of up to 6 characters using any combination of letters and numbers. This code

should remain confidential. If security is a major issue, it can be changed as often as needed. As you

type, the code characters will only be displayed as asterisks.

Verify Password - Re-enter the password to verify that the original entry is correct. As you type, the

code characters will only be displayed as asterisks.

SAVE CHANGES NOW

Before selecting any other options be sure to click on the SAVE button.

Be sure to complete all 4 of the following Views listed on the left.

Mail Groups

All Groups - a listing of common teams of employees such as Sales, Management, Techs, etc.

Choose the Mail Group Manager button to add or edit.

Groups Belonged To - This employee is automatically included in the ALL group and can be

included as a member of any other available Mail Group. If groups have not yet been created, you

may designate them now using Group Manager button below the All Groups list. (see Group

Manager)

Mail Group Manager - Create new groups and assign specific employees to each group.

TIP: To send messages: see My POSitive

Security

Already Assigned - Displays the message: "Security has been set using a Global Security Setting:"

with the name of the Security Group at the end. If changes need to be made, edit the employee

record and set to a different security group.

Security UNASSIGNED - A list of settings for each Access Module can be individually customized for

an employee. At this stage, it is best to just continue on with Next because you already chose the

security group at the beginning of the Employee Wizard.

See List Of Security Options for details.

POSitive Retail Manager User Guide36

Notes

You can record the hire date, performance reviews, and any other useful information about this

employee on the Notes tab at this time.

E-Mail Settings

By default, PRM uses your Windows default e-mail client, such as Outlook, when you e-mail copies of

invoices, quotes and etc., to your customers. PRM can also function as a e-mail client, allowing

employees to send and receive personal e-mail through the My POSitive section. Define the e-mail

settings for each employee.

To set-up internal employee e-mail, go to Management, System Setup and put a check next to "Use

Internal E-Mail To Send Orders/Quotes/Etc."

Then go to Management, Employees. Select the employee, then click on E-Mail Settings. This is

Getting Started 37

where you will enter the information that pertains to your e-mail service and will have to be done for

each employee. Because each business is different, there are no standard settings to use for this

section. You probably need to consult with your e-mail provider, IT support person or POSitive dealer

for assistance with setup.

2.2 Company Setup Summary

You have now created your company and have activated selected features. Those features can be

reviewed and changed as needed.

The PRM Toolbar's Maintenance menu lists the following sections which are basic for your company

setup.

THE BASICS

Company - your company name and address; create company Divisions if needed (see Company

Information)

Registration - unlock codes for your company data (see POSitive Retail Manager Registration)

System Setup - access to global options for overall operation of PRM. (see POSitive Setup Form)

Tax Rates - opens the tax setup (see Tax Rates)

Category Defaults - access to Master Defaults which are applied to a newly created category (see

Categories With Defaults)

Departments - opens the Department / Category setup (see Departments)

Categories - opens a simple list of categories. (see Category Listing)

Station Settings - access to workstation options. (see Station Detail - General and Basic Hardware)

Definitions - review the following two topics and any others which are of interest to your company

Policy Statements - disclaimers at the bottom of invoices and pending transactions (see Policy

Statements)

Security Groups - define employee access limitations (see Security Groups)

ADVANCED FUNCTIONS

Import - consider using these importers to speed up data entry. These are all accessible from the

Maintenance: Import button.

Inventory, Customers, Vendors, Chart Of Accounts, Quickbooks Chart of Accounts, MYOB Chart Of

Accounts, Microbiz, Zip Codes

Printers - if special printer drivers are needed (see List of Registered Printers in Basic Hardware For

Workstations)

POSitive SupportNET - ask questions of the POSitive technical support staff

General Ledger Setup - use default settings, or define you own (see Accounting: Setup)

POSitive Retail Manager User Guide38

PRM Checkbook (see Accounting: Checkbook)

Definitions (usually no changes are necessary, but your business might benefit from these)

Tender - edit the list of payment methods available when processing an invoice

Currency - define any Foreign Currency which you will be handling

Exchange Rates - access current exchange rates for foreign currencies

Policy Statements - enter messages defining your policies regarding layaways, invoices, internet

orders.

Finance Companies - also known as third-party billing, defines companies and organizations you

work with

Barcode Types - barcode symbologies

User Defined Fields - the ability to track additional information about inventory items

Security Groups - limitations of what selected employees can and cannot do while running PRM

Mail Groups - not e-mail, but an internal messaging system for communicating with individual and

groups of employees.

Countries - define which country standards will be used

Employee Shifts - set cash register operation times as needed

Customer Returns - define reasons why products are being returned

RMA Returns - setup actions for processing returns to your vendors

Call-Log - messaging notes used by the service department to record communication with

customers

Zip Codes - a listing of all areas within your marketing area. These are cumulative as you add new

customers.

Warranty List - various warranty programs for products and services which are applied to

individual items.

Editors (usually no changes are necessary, but you may make some modifications as needs arise)

Transaction Screen - the layout of the screen which the clerk views while creating an invoice or

layaway.

Invoice Buttons - shortcut buttons for the transaction screen - use the defaults or create more of

your own

Touch Screen - a special interface wherein you design colors, buttons, and layout for the touch

screen monitor

Getting Started 39

2.3 Basic Hardware For Workstations

BASIC HARDWARE SET-UP

POSitive Retail Manager can work with many popular brands of point of sale hardware. The purpose

of this chapter is to help you with the set-up of your POS equipment.

PRINTING SET-UP

Other than a computer, the next most important piece of equipment in any POS system is a good

printer, which can be used for printing receipts, reports and labels. POSitive Retail Manager can work

entirely through your default Windows printer, but you may want to use other printing options typically

available in point-of-sale software.

Since PRM can support different printers for different functions, the first thing you’ll need to do is

make sure a Printer Driver is installed for each printer you’ll be using. Most printer manufacturers

include a printer driver disc in the box, but the exception is the small receipt printers, such as those

made by Epson, Star, Ithaca and others. You’ll need to download the appropriate driver from the

manufacturer’s web site, or ask your dealer to provide it. Once all your printer drivers are installed and

working, you can proceed with setting up printing in PRM.

TRANSACTION PRINTING

Transaction printing is used for forms that are given to your customers and ranges from invoices to

packing slips. On the Maintenance, Station Settings, Printers/E-Mail screen you select printers and

forms for the following transactions:

Each workstation selects which printer will be used for each type of PRM transaction:

Invoice Internet Orders Contract Pricing

Alternate Invoice Service Orders Recurring Invoices

Layaway Quotes Packing Slips

Orders Quotes with Costs

In addition, Printing Options allows for selection of packing slips, customer labels, and handling of

purchase order.

Also from this screen, forms are selected for printing a deposit receipt, an accounts receivable receipt,

and the consignment agreement.

We’re going to skip Printing Options for now and start with Invoice.

POSitive Retail Manager User Guide40

This screen is where you select the printer and form you wish to use for the transactions listed on the

left. When you select a transaction for the first time, PRM will automatically select your Printer Type

as Laser/Ink Jet Printer, Windows Printer Driver will be your default Windows printer and Windows

Form is Standard. If this is the printer you want to use, you’re already done! But what if you want to

use a different printer? Well, let’s do some exploring.

Getting Started 41

PRINTER TYPE

Printer Type determines what kind of forms you’ll be able to use for the transaction. Laser/Ink Jet

Printer uses a predefined Windows Form called Standard which can incorporate a company logo and

looks very nice when printed on a laser or inkjet printer. It is possible to edit this form if you are an

advanced user, but we don’t recommend it. Go ahead and click on Receipt/Dot Matrix Printer and

notice how your options change.

POSitive Retail Manager User Guide42

PHYSICAL PRINTER

Notice that you can now select a Physical Printer and Windows Form has changed to Form.

Click on the box next to Physical Printer to see a list of Registered Printers.

Getting Started 43

This is a list of pre-defined printers that are used primarily for receipt and invoice printing.

Epson 24 Pin - A standard printer definition for printing to most makes and brands of 80 column

dot-matrix printers.

Epson Validation - A receipt printer which will print check cancellation information on the back of the

check.

Generic Receipt Printer - A standard printer definition for printing to most makes and models of 40

column receipt printers.

HP Ink Jet - A standard printer definition for printing to most makes and brands of ink jet printers.

HP Laser Printer - A standard printer definition for printing to most makes and brands of Laser

Printers.

Okidata 9 Pin - A standard printer which may not emulate the Epson printer.

Windows - (not shown) - PRM will print directly to the Default Windows printer as defined under

Windows.

You can edit the definition on all of them except the Windows printer, adding control codes for printer

functions, font sizes and etc. You can also add your own printer definition for special applications,

such as check validation or slip printing.

We’ll cover making changes to the printer definitions a little later in Station - Devices. Consult with

your dealer who will be able to give you specific guidance if you need to make changes or additions to

this list.

Remember, use the Add or Edit buttons only as necessary. Do NOT use Delete without having a good

backup of the program and data files. The Select button will be active only when appropriate to the

POSitive Retail Manager User Guide44

task.

40 Column Receipt Printer

The main reason for selecting a Receipt/Dot Matrix printer is to utilize a 40 column Receipt Printer

(prints to a roll of paper.)

For this discussion, we have switched the Windows Printer Driver to GENERIC / TEXT ONLY and the

Physical Printer to GENERIC RECEIPT PRINTER

FORMS

Now we’re back to our set-up screen. Click on the box next to Forms to see our list of predefined

forms.

We’ve already created nearly 100 forms for you to choose from, ranging from letter size invoices to 40

column layaway receipts. We also let you edit these forms, which we’ll cover later. (see Printer Forms

)

By the way, “column” is simply a way to measure the width of a form. A letter size sheet of paper is 80

columns wide and a small 3” receipt is 40 columns wide.

BIN LOCATIONS

If you are using a Laser/Ink Jet Printer type, you will be able to choose to print Bin Locations on your

invoices and packing slips. Check mark the option. (see Bin Locations)

COPIES

We’re back to the set-up screen again. Next, select the number of copies you would like to print.

When you process an invoice, PRM will automatically print the number of copies designated here.

Getting Started 45

E-MAIL & ADVANCED PRINTING

You’ll see tabs for E-Mail Forms and Advanced Printing. Don’t worry about these since they’re not

needed by most of our customers. Refer to your dealer for more information. (see Advanced Printing

through On-Line Help)

Repeat The Process of Printer Selection

Remember that each workstation selects which printer will be used for each type of PRM transaction:

Invoice Internet Orders Contract Pricing

Alternate Invoice Service Orders Recurring Invoices

Layaway Quotes Packing Slips

Orders Quotes with Costs

Continue down the list on the left hand side and finish selecting your printer and form for the other

transactions you’ll be performing. For an example of how to set up a typical receipt printer see

Sample: Generic Receipt Printer Setup.

CASH DRAWER SETUP

A typical POS system will have a cash drawer and this section will show you how to set it up in PRM.

POSitive Retail Manager User Guide46

Go to Maintenance, Station Settings, click on the down arrow next to Devices and select Cash

Drawer.

You should now see the cash drawer setup screen. The most common way to connect a cash drawer

to a POS system is through a connector on the receipt printer, which we’ll discuss here.

You can also connect a cash drawer directly to the computer through either a serial or USB port.

(1) Click on "Use Cash Drawer" to activate this option.

(2) Next, you must enter a Cash Drawer Code, which is the command PRM will send to the printer to

make it open the drawer. Different brands of printers use different codes and in our example we’re

using a typical Epson control code of 27,112,0.48.

(3) Next, if your receipt printer connects through a serial (COM) or parallel (LPT) port, you would

select that port number as your Cash Drawer Port.

CASH DRAWER PRINTER

If your printer connects to the computer with a USB cable, you must select that printer’s Windows

Printer Driver as your Cash Drawer Printer. (See, that’s why we said you should install all the

necessary printer drivers before you started.) This setting overrides any Cash Drawer Port selection.

PULSE & BYPASS

The Pulse and Bypass Direct to Port settings are normally NOT used and should be left alone.

TEST THE DRAWER

(4) Finally, if your cash drawer is connected and the receipt printer is turned on, click on the Test

button and the drawer should open.

If it does not open, review the hardware connections and/or contact your dealer.

At this point you can continue on down the list of Devices in the blue area, or you can click on OK to

close this window.

Getting Started 47

POLE DISPLAY SETUP

A pole (or customer) display is a device which allows the customer to view the products and prices

being purchased. PRM supports several brands of pole displays. Check with your dealer for a current

list and choose one which will best suit your purposes. Pole displays are typically connected to either

a serial or USB port and for our example, we’re going assume the display has a serial interface.

TEST THE EQUIPMENT

You should first test to make sure the pole display is functional. Turn off power to the pole display

and turn power back on. Most models will run through a self test and display its standard setup.

If it does not look like it is functioning properly, check the manual and or manufacturer. If the pole

checks out, you may continue.

SETUP

To setup your pole display, go to Maintenance, Station Settings, Devices, Pole Display.

(1) Click on Use Pole Display to active the other settings.

(2) Next, you need to select a Pole ID. You’ll notice some predefined ID’s, such as CD-5220 (Partner

Tech), Logic Controls, Epson and UTC, which cover most popular poles. You’ll also see Undefined,

which is used if you need to create a custom ID. In our example above, we selected Pole ID 200,

CD-5220.

(3) Next, you will need to select the Pole Display Port, which in our example is COM1. If your pole

uses a USB interface, please contact your dealer for instructions.

(4) Next, you’ll need to enter the message to be displayed between sales transactions on Pole Line 1

and 2. Since a typical pole display can only display 20 characters on each line, make sure your

message takes no more that 20 spaces on each line, as shown in our example above.

Leave Pole Printer blank for now.

POSitive Retail Manager User Guide48

(5) Click on Test. Your message should appear on the display.

At this point you can continue on down the list of Devices in the blue area, or you can click on OK to

close this window.

MULTI-MONITOR SUPPORT

Instead of using a Pole Display, as described above, PRM can support two monitors; one that faces

your cashier for ringing up the sale, and one that faces your customer.

The customer display acts like a pole display, yet it displays much more information. Each individual

item is displayed as the sale is being rung up, plus the tax, total, and tender are displayed at the end

of the sale.

This is what your cashier sees.

This is what your customer sees.

Getting Started 49

Hardware Requirements for Multi-Monitor

In order to use Multi-Monitor support, you must have two monitors. We recommend using a

dual-display card, such as the Matrox dual-head card. A flat-panel screen makes an excellent second

monitor.

Once you have installed your second monitor, it is important that PRM is running on Monitor 1, and

the customer display is on Monitor 2. To see which monitor is which, right-click on your desktop and

select “Properties” and then “Settings”. You should see a screen similar to this:

POSitive Retail Manager User Guide50

In the example above, when you run PRM it should display on the monitor on the left. Your second

monitor should be set at 1024 X 768 resolution.

Data Structures

Next, you need to create a directory in your PRM data directory called MIMAGES (typically,

C:\PRM\DATA2\MIMAGES). This is where you will store graphics that will be displayed on the

second monitor. When the register is idle (you are not creating an invoice), full-screen images will be

displayed. We use Dots per Inch (DPI) as our unit of measure and full-screen images should be set

at 1024 X 768 resolution. When an invoice is being created, a picture (or banner) at the top of the

screen is displayed and should be 960 X 225 resolution.

Activate Multi-Monitor

Finally, you need to turn on multi-monitor support.

(1) Under Maintenance, Station Settings, Devices, Multi-monitor, check the “Activate Multi-Monitor

Mode” switch.

Getting Started 51

(2) Select the picture you will use for the top of the customer display (the Default Picture).

(3) Add pictures that will be displayed when the register is idle. Remember, these pictures should be

stored in the MIMAGES directory.

(4) Finally, set the default time in seconds for the pictures to change. Five seconds is recommended.

When you click on OK, the second monitor will be activated.

SCALE SETUP

POSitive Retail Manager is compatible with CAS, NCI, Toledo Mettler and other brands of scales,

when used with an appropriate interface, such as the Plexis xWedge serial to keyboard conversion

software. The reading of the scale is triggered by a specific or “hot” key on the keyboard, such as F11

or F12. Contact your dealer for specific information on the interface included with your system.

POSitive Retail Manager User Guide52

When entering an inventory item sold by weight, make sure you select Prompt To Read Scale. This

setting can also be automatically included by category. Whenever you sell an item by weight, you will

be prompted to place the item on the scale and then to press the designated hot key to read the

weight.

BARCODE SCANNER SETUP

PRM works with most barcode scanners that use either USB or keyboard wedge (“Y” cable)

interfaces. USB interfaces must be HID (Human Interface Device) compatible and not POS or OPOS

compatible. No special drivers are required, just connect the barcode scanner to your computer.

MAGNETIC STRIPE READER (CREDIT CARD SWIPER) SETUP

PRM works with most magnetic stripe readers that use either USB or keyboard wedge (“Y” cable)

interfaces. USB interfaces must be HID (Human Interface Device) compatible and not POS or OPOS

compatible. No special drivers are required, just connect the barcode scanner to your computer.

INVENTORY LABELS - LABEL PRINTING

PRM has several pre-defined inventory and customer labels. However, you may create more and

define them to suit your needs. (see Advanced Inventory Label Printing Tutorial)

Printing Inventory Labels

PRM prints prices and barcodes on labels and there are several pre-designed sizes included with the

program. You can even create your own labels with our built-in designer. A label can include special

pricing, colorization (if supported by the printer), and can even include a picture of the product.

And you can choose to print shelf tags, print labels as inventory arrives, reprint missing labels, and

Getting Started 53

promotional labels, and much more. (see A Demonstration of Label Printing)

REPORT PRINTING

All reports are printed to your Windows Default printer. You will need a standard letter size (80

column) printer. A laser printer is recommended, however an inkjet printer or a dot matrix printer can

generally give suitable results.

Most reports are hard coded into the program and cannot be changed. The following Windows

reports can be edited using Editors:

·Invoices - a smart form used for all windows printing of invoices, orders, service orders, quotes,

etc. You may clone and design the form for each type of transaction.

·POHistory - a reprint of a received purchase order

·Purchase Order - a printout of a current purchase order

·WorkOrders - a service department printout for on-site repair work

·ServiceWorkSchedule - printout of service work assignments

·CustomerList - customer listing

·ARStatement - statement for accounts receivable

·Inventory Price List - a catalog for customers

·Physical Stock Count - report of inventory stock levels

·Print Promo Pricing - a list of items with promotional dates

·Balance Cash Drawer Reports - When balancing the drawer, the following reports can be printed

automatically. You can reprint the reports at any time on demand.

Invoice Transactions

Tender Summary

Credit Card Summary

Category Summary

Note: The Invoice Transactions report is too detailed for printing on a 40 column printer. But the other

reports can be printed to a 40 column receipt printer. This is activated by selecting Print End-Of-Day

Report To Receipt Printer on the Station Detail: Register Balance. (see next topic "End Of Day

Reports - 40col Printer)

·AR Statements - PRM prints AR Statements with or without reprints of invoices. Reprinting of

invoices is determined on a per customer basis. There is an option to consolidate the invoices as

line item details on the statement rather than print full page invoices. This can save paper and is

activated on the POSitive Setup Form: Accounts Receivable.

END OF DAY REPORTS - 40col Printer

As a rule, all reports in PRM will print to a full page printer. But some businesses would like some

reports to print to a 40 column receipt printer, especially when you balance the cash drawer at the end

of the day.

POSitive Retail Manager User Guide54

Go to Station Settings: Register Balance

Highlight Register Balance

Choose which reports you want to print.

Tender Summary

Credit Card Summary

Category Summary

Note: Invoice Transactions Report will never print to the 40 Col printer because of its excessive

detail. It may be printed later to an 80 column printer.

Activate "Print End-Of-Day Report To Receipt Printer"

In field Receipt Printer, select a Generic / Text Only Printer.

If the Generic / Text Only Printer is not in your listing of Windows Printers, follow these steps.

Go to the Start Button

Choose Settings

Choose Printers

Click on Add Printer

From the list, select Generic / Text Only Printer and follow the instructions for installation. Note: Do

NOT set this as your Windows Default printer.

2.3.1 Sample: Generic Receipt Printer Setup

SETTING UP A TYPICAL RECEIPT PRINTER IN PRM

In this example, we’re referring to a small printer that uses 3” wide paper and the first thing you’ll need

to do is install a Windows printer driver for your model. Since most receipt printers do not ship with a

driver disk you’ll need to download one from the manufacturer’s web site, or ask your dealer. You can

also use the Generic/Text Only driver that is included with Windows.

Once you’ve installed a Windows printer driver, start POSitive Retail Manager and go to Maintenance,

Station Settings, Printers/E-Mail, Invoice

Getting Started 55

Above is the set-up screen for your invoice (receipt) printer.

(1) Next to Printer Type, select Receipt/Dot Matrix.

(2) Windows Printer Driver is the Windows driver you installed for your receipt printer. Make changes

by clicking on the box with three little dots.

In our example we’re using a Generic/Text Only, but yours could be an Epson TM-T88iii printer.

(3) Next, your Physical Printer should be Generic Receipt Printer. The Epson receipt printer has a

automatic paper cutter, which is activated with a special control code, and in the next section, we’ll

show you how to enter that code in the List of Registered Printers.

(4) Then, you need to designate a Form to use. For example:

Form 4 - prints 2 lines per item sold, the SKU on one line and the Description on the following line.

Form 5 - prints 2 lines and includes the customer name at the top of the receipt.

Form 6 - prints just one line with the Description in abbreviated form (recommended form)

Form 7 - prints just one line, and includes the customer name at the top of the receipt.

POSitive Retail Manager User Guide56

For Example: This Form 5 includes a customer name and uses 2 lines per inventory item sold.

For Example: This Form 6 does not have a customer name and uses only 1 line per inventory item

sold.

(5) Finally, once you have selected your Form, choose the number of copies you’ll need printed.

At this point, you can click on OK to save your settings.

LIST OF REGISTERED PRINTERS

This is a list of pre-defined printers that are used primarily for receipt and invoice printing. (Open this

list by choosing the lookup button for Physical Printer.)

Getting Started 57

Epson 24 Pin - A standard printer definition for printing to most makes and brands of 80 column

dot-matrix printers.

Epson Validation - will frank a customer check by imprinting company name, deposit only, etc. on the

back of a check.

Generic Receipt Printer - A standard printer definition for printing to most makes and models of 3”

width (40 column) receipt printers.

HP Ink Jet - A standard printer definition for printing to most makes and brands of ink jet printers.

HP Laser Printer - A standard printer definition for printing to most makes and brands of Laser

Printers.

Windows - PRM will print directly to the Default Windows printer as defined under Windows.

You can edit the definition on all of them except the Windows printer, adding control codes for printer

functions, font sizes and etc. You can also add your own printer definition for special applications,

such as check validation or slip printing.

Printer Definition

After highlighting the printer name, choose the Edit button at the bottom of the screen if it is necessary

to edit a printer definition, you will be asked to enter the following information:

POSitive Retail Manager User Guide58

Printer Detail (tab)

Printer Name - Enter the make and/or model number.

-- Code Settings -- These are print command codes specific to the make and model of the printer as

defined by the manufacturer. These codes should be available in the printer manual and their

purpose is to issue font changes while printing. Enter the decimal code(s) separated by commas,

such as 27,10. Most small receipt printers don’t require any codes here.

Receipt Printer Setup (tab)

This is where you’ll enter specialized control codes if need for your receipt printer.

This is a Receipt Printer - This is checked if it is a 40 column receipt printer.

Reset Printer – Used only for special applications and is normally kept blank.

Tear Off Code - To execute a paper cutter in the printer. (Typically the code for Epson printers is

Getting Started 59

27,105. For Star, 27,100,48. Consult your printer manual or dealer for assistance.)

Click OK to save your settings.

Validation Printer ONLY

DO NOT put anything in the following fields if you a using a regular receipt printer. Contact your

dealer or POSitive support for more information.

Some receipt printers can "validate”, meaning it can print bank and purchase information on the back

of a check. If the transaction is on account, it will print on a posting receipt. (Go to System Setup:

Transactions: Printing and choose commands)

Validate Checks - Will print endorsement on the back of a check.

Validate Accounts Receivable - Will print on a posting receipt.

Validate On - Triggers printing on the back of a check or posting receipt.

Validate Off – Releases check or posting receipt after printing.

Print Validation Text Upside Down – Activates upside down printing.

Upside Down On – Turns upside down printing on.

Upside Down Off – Turns upside down printing off.

Click OK to save your settings.

2.3.2 Additional Pole Display Setup Info

You will need to enter the manufacturers’ codes for activating the 1st and 2nd lines of the display.

Each pole display requires codes to display text. You will need to enter the codes as provided by the

manufacturer of the pole display.

If you have a Partner Tech model CD-5220

Select Pole ID: 200

Choose the Port

Enter your messages on Pole Line 1 and Pole Line 2

Click the Test button.

If you have a different brand and model, you will need to create and define a new Pole ID.

Description - The model of the pole display.

Codes For Line 1 the code numbers separated by commas

Codes For Line 2 the code numbers separated by commas

Characters/Line - the number of characters per line.

For example, if you have a Logic Controls model PD3000:

Click on the button and the end of the Pole ID line.

Highlight ID #251 and click on Edit.

For a Description type PD3000

POSitive Retail Manager User Guide60

For Codes for Line 1 type 31,30

For Codes for Line 2 type 10,13

For Characters per line type 20

Then Click on OK.

If you have any other brand and model, check with the manual for codes to enter.

Pole Display Port - Choose the port to which the pole display will be attached.

Message Lines - When the pole display is not showing products and prices, you may choose a

greeting or message for display. The message can be changed as often as you wish. The length of

the message is dependent upon the brand of pole display.

Pole Line 1

Pole Line 2

Test Button - Sends a signal to the pole display to confirm that settings are correct and to display the

message lines.

2.3.3 Additional Cash Drawer Setup Information

Most cash drawers will be connected to the receipt printer, but in some installations this is not

possible, so you’ll need to use a drawer with a serial or USB cable that connects directly to the

computer.

You must activate the option to use the cash drawer by entering codes for the cash drawer. It is

assumed that the cash drawer connects to the printer with a small cable.

Use Cash Drawer - Must be checked if a cash drawer is being used with this station.

Cash Drawer Code - The decimal numbers provided by the cash drawer manufacturer which activate

the drawer to open. If more than one number is required, use a comma as a separator.

If the printer is an Epson or compatible brand, use code 27,112,0,48 or 27,112,48,40,40.

If the printer is a Star brand, use code 7.

Getting Started 61

If the printer is a Ithaca brand, use code 27,120,1.

Cash Drawer Port - Choose the port to which the cash drawer is attached. If the cash drawer is

plugged into a receipt printer, use the port of the receipt printer.

Pulse - The signal to open the cash drawer can be extended by increasing the pulse setting from 0 to

a 1, 2, or 3. This is often needed for older models of cash drawers. Another option is to set the baud

rate for older drawers to just 300 baud.

Test Button - Pressing the test button will transmit the cash drawer codes and open the drawer.

2.3.4 Editing & Using Inventory Labels

Because of space limitations, go to On-Line Help for information on:

Advanced Inventory Label Printing Tutorial

A Demonstration of Label Printing

Part III

POSitive Retail Manager User Guide64

3Master Menus Ready Reference

The opening screen of PRM is clean and simple. The Tool Bar at the top provides ready access to all

features of PRM (POSitive Retail Manager). This toolbar replaces the old Manager Console in

POSitive For Windows.

The Tool Bar is divided into Master Menus with individual links and actions.

Transactions

OVERVIEW

·create invoices and return invoices

·create layaways, orders, and other pending transactions

·lookup the selling price of an item, the status of a gift certificate, or run an age

verification

·employee clock in an out; logout from system

·review old invoices; review pending service appointments

·open cash drawer; balance the cash drawer at the end of the day

·ready access to Centers: customers, inventory, vendors, and reports

·set reminders with My POSitive

MENU OPTIONS

Customer Sale

Creates an invoice for a named customer

Quick Sale

Creates an invoice for a walk-in customer; name not known

Returns

Creates an invoice which automatically prompts for an

original invoice number. Includes search options for finding

an invoice. Allows for return of an inventory item, even if

original invoice is not found.

Lookup

Price Check

Scan a barcode to learn the selling price, stock status.

Include the customer name to view special pricing.

Master Menus Ready Reference 65

Gift Certificate Check

Scan or enter a gift certificate number to learn the value of

the card.

Age Verification

Scan driver’s licence or enter birthdate to confirm that

customer is of legal age to purchase designated products.

Retrieve Suspended

Find an invoice which was temporarily suspended and

resume processing the invoice.

(Pending Transactions)

Add

View

The following transaction types can be created by:

1) highlighting the type of transaction. and

2) clicking on the plus icon.

To View transactions in process, click on the folder icon.

Layaway

Customers make regular payments towards purchase of

items. The layaway is converted to an invoice for final

payment and delivery of products to the customer.

Order

Used for special orders of inventory. Payment is received

as a deposit in full or in part. Once the items are in stock

and can be delivered to the customer, the order is

converted to an invoice.

Web Order

Lists Internet Orders generated by POSitive Commerce.

Payment is made in full by pre-approved credit cards, but

cards are not charged until the web order is converted to an

invoice.

Service Order

Products and services are added to a transaction which

require technical assistance. Tracks products being

serviced and employee notes of work done and time spent.

Quote

Lists products being considered for purchase. The quote

employs special tools for “packaging,” creating variations of

the quote, and follow up.

Recurring Invoice

Used for scheduled billing for services and products sold on

a repeat basis. Processed in batches, payment is made by

credit cards on file or by placing on store account.

Clock In/Out

Employee time clock.

Logout

Employee sign out and sign in.

Invoice History

A listing of all invoices processed. Invoices can be

reprinted, cloned, researched, and voided.

POSitive Retail Manager User Guide66

Open Register

Prompts for sales ID and reason for opening the cash

drawer.

Balance Register

Provides a cash drawer count down and procedure for

reporting all monies collected.

(Logged In: )

Sales ID of employee using the workstation

(Station:)

Workstation number

3.1 Customers

If your business consists primarily of Quick Sale invoicing, then you will not need to build up this

customer section. Consider, however, entering your employees as customers and track their

purchases.

Customers

OVERVIEW

·quick find customer(s) who meet specific criteria

·create an invoice, order, layaway or other pending transaction

·review AR activity and take AR Payments

·append a note to a customer record

MENU OPTIONS

Customer List

The list of all customers which includes the

Account Number - (automatically generated by PRM)

Code - a unique alternate name/number

Name - displayed as last, first name or company name

Click on the column title to sort the list

Lookup - GO!

First select the column, then type search characters and

press CTRL-Enter or click GO!

Quick Find

Search for all customers which have matching information in

any of the following fields: First/Last Name, Company,

Address, City, State, Zip, E-Mail, Phone, and User Defined

Fields.

Master Menus Ready Reference 67

Reset

View all customers again.

Add (Customer)

Edit (Customer)

Create a new customer.

Open the Customer Lookup screen and choose to Edit

customer contents.

Create (New Transaction)

After highlighting the customer at left, choose the Create

icon and select a transaction type.

Receivables

Shows the Accounts Receivable status and history of the

highlighted customer.

AR Payments

Take payment towards an existing invoice on accounts

receivable. Can also take an Advance Payment.

Notes

Add, Edit, and Delete notes automatically created through

invoices. Notes can be used to document special

agreements and considerations. An attached picture of the

customer is visible.

Customer Bill To Information

A display of more detail.

3.2 Inventory

Whether you sell products or services, have a little inventory or a lot, PRM will provide much useful

information.

Inventory

OVERVIEW

·quick find inventory item(s); review stock status

·focus on select types of inventory

·select item(s) for invoice or pending transaction

MENU OPTIONS

Inventory List

Displays the SKU and Description of all inventory items.

Click on the column title to sort the list.

POSitive Retail Manager User Guide68

Lookup GO!

First select the column. Enter search text and press

CTLR-Enter. All items with matching search text will be

displayed.

Tag Items

Items can be "tagged" or check marked for inclusion on an

invoice or pending transaction: Tag Individual, Tag All,

Untag All. This is often used in conjunction with Saved

Queries.

Sell It Now

First, highlight the item at left. This will create an invoice

(Quick Sale or Customer Sale) with the item added to the

invoice.

Queries

A filter to display only inventory which meet certain criteria.

Once defined, the Query can be saved and used again.

Reset

Display all inventory again.

Find

Search for all inventory which have matching information in

any of the following fields: SKU, Description, Department,

Manufacturer Part Number

Inventory Types

Inventory items are classified by some unique properties as

follow:

All Inventory

All inventory items are displayed.

Templates

Templates are groups of inventory sold together by using

one SKU. Variations of templates are called Packages, Kits,

and Assemblies.

Matrixes

Inventory grouped together by a common style which come

in multiple colors and/or sizes.

Unposted

Inventory items which have been quickly added to an order

or an invoice with just minimal information. These should be

edited and assigned a cost, a vendor, and a category.

Used Items

Inventory items taken in on trade which are in various states

of condition compared to like products sold new.

Consignments

Inventory items being sold for or in behalf of a third party.

Contract Pricing

A specialized price list with an expiration date or contract

period which takes precedence over normal sales prices.

Stock Count

Shows number of units of the highlighted inventory item.

In Stock

Number of units on the shelf.

Master Menus Ready Reference 69

Held

Number of units on the shelf but reserved for customer

orders, layaways, internet orders, and service orders.

Pre-Sold

Number of units sold on invoice before purchase orders

have been processed.

Available

Number of units still available for sale after deducting Held

and Pre-Sold units.

(click More Arrow at left)

On Order

Number of units pending arrival of purchase orders from

vendors.

Committed

Number of units pending arrival which are pre-claimed on

customer orders, layaways, internet orders, and service

orders.

Extra

Number of units pending arrival which are available for sale

after deducting On Order and Committed.

3.3 Vendors

Your vendors provide you with products and services. PRM keeps records on purchases, payments,

and special agreements.

Vendors

OVERVIEW

· find a specific vendor; review general status

·review vendor inventory

MENU OPTIONS

Vendor List

Click on the column title to sort by Account or Vendor Name

Lookup (Go)

First select the column. Enter search text and press

CTLR-Enter. All items with matching search text will be

displayed.

Vendor Inventory

Opens the list of items available from the highlighted vendor.

Vendor Information

A brief display of vendor name, address, and phone number.

POSitive Retail Manager User Guide70

(See Vendors at the far right of the toolbar to gain full access to each vendor record.)

3.4 Purchasing

PRM handles inventory purchases from your vendors from the point of generating lists of items to be

ordered to receiving the products into stock. PRM also has an RMA function for returning damaged

and unwanted inventory items. Two utilities are available for maintaining databases and adjusting

inventory stock counts.

Purchasing

OVERVIEW

·handle all phases of purchases from vendors: preparing a list of items to order, placing

the purchase order with the vendor, receiving products from vendors

·review pending items on order; review past purchase orders

·print inventory labels

·process customer returns and return products to vendors

·execute physical inventory reviews, run inventory maintenance routines

MENU OPTIONS

Purchase Orders

(see Purchasing for fuller explanation)

Order List Management

Generates a listing of inventory needing to be ordered from

vendors. The list includes special order items for customers

and items which have fallen below minimum stock settings.

Several options are available for viewing and updating the

list.

Purchase Orders

Displays all purchase orders in process. Purchase orders

yet to be placed or called in to the vendor are separate from

purchase orders waiting to be received.

Receive w/o PO

A quick method of generating and receiving items on a

purchase order when a PO has not been created in advance

of the items arriving at the store.

Items On Order

A listing of inventory items which are part of purchase

orders. Shows the quantity, cost, and status of each item:

Pending placement or In Transit.

PO History

Lists each vendor and the purchase orders received from

the highlighted vendor. Purchase orders can be reviewed

and edited.

Master Menus Ready Reference 71

Print Labels

Items received on a purchase order are placed in a queue

for printing pricing labels. Labels can be printed en masse

or selectively.

RMA (Vendor Returns)

PRM handles inventory returns from customers, processes

those returns back to stock or back to a vendor. Full

tracking of an inventory item in each step of the process.

Returns From Customers

Items once sold and returned by the customer will be listed

here for proper dispersion back to stock, to the vendor, or to

be discarded.

Orphans (w/o POs)

Items returned by the customer for which there is no linked

vendor purchase order can be processed after entering

pertinent vendor information.

Process Other Returns

Selects and processes items which have never been sold

but are being returned to the vendor.

Send To Vendor

After contacting the vendor and recording an RMA (return

merchandise authorization) number, items being shipped to

the vendor are flagged and the paperwork generated.

Receive Inventory

Items which are replacements for previous RMA's are

processed and stock counts are updated.

Printer

Sends the highlighted report at left to the printer.

Items In Transit

Items which have been sent to the vendor but not yet

processed are reported

RMA Aging

This report shows the number of days since items were sent

back as RMA's.

RMA History

A record of RMA's processed and received back into PRM.

Physical Inventory

Displays the current stock count of all inventory items.

Adjustments can be made to the physical stock counts

manually or through an update of a scanner. Reports of

Stock Exceptions and Inventory Lists can be printed.

Maintenance

Access screens and utilities for inventory items.

Global Changes

Change selling prices and costs en masse.

Verify

A maintenance procedure for re-calculating the number of

items Held, On Order, and In Stock. This should not be

used until all Pre-Sold items are processed first.

Serial Numbers

A listing of all serial numbers with the ability to edit and track

those inventory items.

POSitive Retail Manager User Guide72

Matrix Headers

Matrix style sheets used in creating Matrix inventory. The

style layouts can be edited and cloned.

Manufacturers

Create and maintain a list of manufacturers.

Bin Locations

Maintain a list of shelves, sections, drawers, etc. in which

inventory is stored.

Cost Verifier

Review sales invoices for costs and profits. Adjustments

can be made.

3.5 Accounting

PRM has a fully integrated accounting function. Here you setup the General Ledger, track and

process Accounts Receivable and Accounts Payable, maintain the checkbooks, and print various

reports.

Accounting

OVERVIEW

·access General Ledger transactions to be posted; review historical GL Journal entries

·run GL related reports; inquiries on specific GL Account(s)

·define the chart of accounts and confirm proper GL Account setups

·run Accounts Receivable Statements; take AR payments

·process Accounts Payable transactions

·operate the PRM Checkbook

·run various tax reports

MENU OPTIONS

General Ledger

Post Transactions

Review, add, edit, General Ledger Journal. Then Post to

Transaction History.

Transaction History

Batches of posted journal entries can be reviewed, queried,

and exported. Various report generators are available.

Account Inquiry

Select a GL account

Master Menus Ready Reference 73

Chart of Accounts

Review, add, edit General Ledger Chart of Accounts

Reports

General Ledger specific reports.

Setup

Assign General Ledger Chart of Accounts to various

processes and activities. This has already been done by

default, but you can modify it as needed.

Accounts Receivable

Statements

Print AR Statements en masse or selectively.

Payments

Take customer payments by cash, check, or credit card

towards Accounts Receivable charges. Can also apply

earned store credits towards AR charges.

Reports

Choose one of the reports listed below and then select the

Printer icon at the right. You will be prompted with various

options for printing.

Aging Report

Prints all customers on accounts receivable with open

charges. The list is sorted alphabetically by customer name.

Charges are totaled by periods of 30 Days, 60 days, 90

days, and Over 90 and a line Total for the customer. The

report can be filtered to show only past-due accounts.

Optionally, one can choose to see invoices. A Query can be

applied to filter the results of the report to target specific

customers.

Activity By Date

Lists all Invoices tendered on Store Account for the date

range specified with a grand total amount. It will show the

customer name and account number, invoice number, and

amount of invoice.

Store Credits

Lists all store credits still active. The report includes

customer name, account number and lookup code and

credit amount with a grand total credits outstanding.

Payments By Date

Lists all payments received towards open AR charges within

the date range specified. It includes the customer name,

account number, and lookup code and the invoice number

being paid.

Transactions By Date

Every customer with AR history is included in this date range

defined report. It shows each customer's Open, Closed, and

Processed transactions with date, invoice or transaction

number, type of transaction and comment. The difference is

calculated between charges and paid amounts with a

subtotal. There is a Grand Total at the end of the report.

POSitive Retail Manager User Guide74

Cash Forecast

Grouped into weeks based on due dates, the open AR

charges are subtotaled and totaled

Uncollectable Debts

Accounts receivable for a specified time period which have

been flagged as uncollectable are listed with the customer

account number, customer name, lookup code, date of

purchase and amount of purchase. A total of charges is

listed.

Accounts Payable

Processing

A listing of Accounts Payable entries of various types:

·Unposted - final paperwork is not yet available from the

vendor

·Posted - paperwork has arrived and payment is ready to

be made

·In Process - the purchase order is still pending and not

yet received

·History - paid purchase orders and other AP charges.

Aging

A report showing current, 30, 60, and 90 day status.

Reports

Choose one of the reports listed below and then select the

Printer icon at the right. You will be prompted with various

options for printing.

AP Pending

A summary of current accounts payable can be sorted by

vendor or by week due. If sorted by vendor the report gives

the vendor name, vendor invoice number, invoice date,

amount due, and date payment is due. The list is subtotaled

by vendor with a grand total at the end. If sorted by week, all

vendors with payments due during the week are subtotaled.

Report options allows for including items posted for payment

or not posted or both.

AP Aging

Lists all vendors with open invoices and totals amounts due

in groups of Current, Over 30 days, Over 60 days, and Over

90 days with grand totals for each period.

AP History

Lists all payments to all or selected vendors for a given time

period. Payment amounts are subtotaled per vendor with a

page break separating vendors. The report includes vendor

name, account number, invoice number, date, date due,

amount due, discounted amount, date paid and amount

paid.

Master Menus Ready Reference 75

Checkbook

An integrated check writing and check register function of

PRM. Supports multiple bank accounts, has a check layout

editor so that PRM will print to your favorite check stock.

Checks can be manually created or are an automated part

of Accounts Payable.

Management Reports

Choose one of the reports listed below and then select the

Printer icon at the right. You will be prompted with various

options for printing.

Sales Tax

Prints a Sales Tax report for any given time period

PO Tax (Pending)

(optional) prints a tax report for pending purchase orders

PO Tax (Paid)

(optional) prints a tax report for paid transactions

Sales

Access various reports on sales with focus on: Invoices,

Departments, Inventory, Vendor, Customer, Employee,

Sorted Lists, and Weekly Summary

3.6 E-Commerce

Sell on the internet. POSitive Commerce provides you with a web-site and shopping cart and simple

tools for managing products available on the web site.

E-Commerce

OVERVIEW

·setup web-site operations

·manage inventory being posted to the web-site

·establish special pricing

·retrieve customer on-line orders

MENU OPTIONS

Web Store Inventory

A listing of all items flagged with "Post To Internet" status.

Full utilities for editing items, adding pictures, and extended

descriptions.

Web Specials

Establish global and selective special pricing for items within

departments and categories.

Web Store Setup

Identify web site and shopping cart controls.

POSitive Retail Manager User Guide76

Send To Web Store

Uploads and updates inventory, pictures, pricing, to your

web site.

Retrieve Orders

Download internet orders on demand for processing and

delivery.

Web Orders

A listing of internet orders in process which have been

downloaded but not yet fully delivered.

3.7 Management

Various setups and reports which are maintained only by management personnel.

Management

OVERVIEW

·access the complete report center; review a thumbnail view of sales

·check the log of employee activities; manage employee records

·process commissions, consignment payouts, and check refunds

·review checks tendered, gift certificates issued and redeemed, credit cards processed,

and frequent buyer activities

·prepare marketing materials

·print accounts receivable statements and reports

MENU OPTIONS

Store Stats

Report Center

Access to the majority of reports available in PRM

Sales Summary

Each day's totals are tabulated and displayed in this

consolidated screen. This screen includes a running total of

Month To Date sales. You will see the number of invoices,

total of sales, returns, and net after returns. Also a total of

cost, profit and margin % for the day's receipts.

Daily Log

The Activity Log showing primary changes per workstation.

Employees

For adding employees and establishing security limits and

primary functions of each employee.

Master Menus Ready Reference 77

Commissions

Commissions earned by employees are tabulated here and

await processing.

Time Cards

Access and report on the number of hours worked.

Customers

Consignment Processing

Process payments for Consignments sold for individual

customers

Check Refunds

Process refund monies to be paid to the customer by check.

Check Management

A listing a checks received in payment from all customers

with the ability to focus on just one customer.

Managers

Gift Certificate Manager -

Gift Certificates which have been issued and used are

tracked through this section of PRM.

Credit Card Manager

Setup of credit card processing starts here and is completed

at the station level. Once credit cards are received and

tendered, batch settlement and credit card reports are

generated from here.

Frequent Buyers

Create loyalty type programs which reward customers with

store credits or points for making purchases of selected

products.

List of Voids

Invoices

Lists invoices which were voided after the sale was made.

Pending

Lists pending transactions which were voided before being

converted to invoices. There is an option to recover or

"un-void" these pending transactions.

Marketing

Choose one of the activities listed below and then select the

GO! icon at the right. You will be prompted with various

options.

Customer Labels

Print a filtered list of customer labels sorted by zip code or

customer name. Various filters (queries) can be created,

saved, and applied which focus on purchases, last visits,

location, and many other criteria.

Print Customer List

A filtered listing of customers can be printed.

Export Customers

Choose to extract a filtered customer database into a

Microsoft spreadsheet to include selective bits of information

from the customer record.

POSitive Retail Manager User Guide78

E-Mail Manager

E-mail marketing messages and offers to a filtered customer

list based upon purchases or other criteria.

Layaways

Choose one of the reports listed below and then select the

Printer icon at the right. You will be prompted with various

options for printing.

Statements

Print a collection notice for open layaways.

Reports

Print a filtered list of layaways in process.

Printer

3.8 Maintenance

Establishes default settings, pop-up lists, and software maintenance.

Maintenance

OVERVIEW

·access system wide controls of PRM

·access local computer operational controls

·define tax rates

·manage inventory department and category classification

·import and export data; run file maintenance utilities

·establish printers, company information and software registration

·contact SupportNET for technical Help

·define general settings

MENU OPTIONS

Station Settings

Edit workstation options for the currently running

workstation.

System Setup

Access to global options for overall operation of PRM. Can

create new workstations and edit existing ones without

having to be at the physical equipment.

Master Menus Ready Reference 79

Tax Rates

Defines tax rates per inventory type. Defines types of

customers such as local, wholesale, and non-taxable

organizations and assigns appropriate tax rates.

Departments

Opens the Department / Category structure. Allows for

creation of new departments and categories as well as tools

for modifications of assignments.

Company Information

Policy Statements

Invoice Button Definitions

PRM Security Options

Mail Groups

Zip Code Table

Employees

7.1 POSitive Setup Form

This is the main control center of POSitive Retail Manager (PRM). Settings made here affect the

entire store operation. Close attention should be paid to each option and setting.

Missing Some Features?

Some features described here may not be immediately available to you. These features are

dependent upon registration of various modules. Read through these features and options because

they may open new opportunities for your business which you may not have considered possible

before. Of course, some features simply will not be practical for your business environment and may

be ignored.

New Company Wizard

As you created your new company, you were prompted with the New Company Wizard to select

several of the options available. Choices made then can be modified from this setup form.

Need More Help?

If after reviewing the available help files you still have specific questions, please contact your local

dealer or POSitive Software Company.

-------------------------------------------

Left-hand side Topics are discussed in the sequence of the listing in POSitive Setup Form.

Appendix A 197

General Setup

Show Tip Of The Day At Startup - A handy feature of PRM to gradually initiate you to features and

procedures of PRM. Each time the program starts up, you will be given a tip which might otherwise

be overlooked. Recommendation=unchecked

·If checked, you will immediately see a Tip for using PRM.

·If unchecked, you will not see the Tip, but you can access it by going to Help: Tip of the Day

Enter = Tab Key - Unlike some Windows programs, PRM allows you to press the Enter Key to move

from field to field. This is a more natural way of entering data. Use of the Tab Key to move the cursor

from field to field will still be functional. Recommendation=checked

·If checked, you will be able to press Enter to move from field to field.

·If unchecked, you must use Tab to move from field to field.

Calendar Date Starts On Monday - Calendars displayed in PRM will show Monday as the first day of

the week. Recommendation=unchecked

·If checked, you will see Monday as the start of the week.

·If unchecked, you will see Sunday as the start of the week.

Business Hours For Service Dept - If you have the Service Module you will want to enter your

business hours so that the appointment scheduler will begin and end at appropriate times. (Service

Module required)

Scheduler Start Time:

Scheduler End Time:

POSitive Retail Manager User Guide198

Load Printer Form Settings On Startup - This will speed up printing of the first invoice of the day if

you have selected to use forms other than the Standard laser from. Recommendation=checked

·If checked, the printer forms will be immediately available to the printer.

·If unchecked, the first invoice of the day will take a few extra seconds to load the form,

otherwise it will be fine.

Highlighted Fields

The use of color can enhance data entry by indicating which fields must be filled in and the current

cursor position. This is especially true when adding a new customer or vendor to PRM when you are

pressed for time.

Use Highlighted Fields - If left unchecked the following settings will be inactive.

·If checked, (recommended) the selected colors / settings will be in effect.

·If unchecked, all colors and settings are ignored.

You can create your own color scheme for the following fields.

·Highlighted Fields Background Color - The field currently active by the cursor will be this color.

·Required Fields Highlight Color - A required field which is also currently active by the cursor will

be this color

·Required Fields Color - Fields which must not be left blank will be this color.

COLORS

How To Change PRM Field Colors

·WARNING: NEVER make changes to the Standard Colors option on the Select A Color window.

Changes made there can be irreversible and can cause major problems with PRM and other

Windows programs.

·Click on the lookup button beside a field to access the Select A Color window.

Appendix A 199

·Highlight a color.

·Click OK.

·Repeat for each field.

SOUNDS

To alert a clerk that a particular activity has been executed, PRM now allows you to link sound files

(*.wav) to a few activities.

To Disable Sounds simply erase the .wav file entry from the field. It is not necessary to delete the

actual file from the directory. Note: these *.wav files are stored in the c:\prm\sounds\ directory.

Current Activities using sound are:

·When SKU NOT found.

·When Invoice Is Complete

·When an Incorrect SalesID / Password is entered

Test the Sound - click on the arrow button.

Other Sounds - if you choose, you can find additional sounds in the computer system or get more off

the internet and save them in the c:\prm\sounds\ directory and link to them.

Stations

Each networked computer (station) has it's own unique settings including printer links, hardware

attachments, and overall operations. From this window, you may add more stations and edit existing

station settings.

Single User Version of PRM.

If you only have one computer station you only need to setup Station 1 - Register 1.

Network Version of PRM.

If you have more than one computer using PRM, then each workstation needs to be defined. As part

of the Company Wizard, you selected the number of workstations you would be using. Choose to Edit

each one. If you need to add more, press the Add button and complete the setups.

NOTE to ICVerify Users: If you have a 4 station license of ICVerify, you will make the links on PRM

Stations 1, 2, 3 and 4. (You will not be able to use station 5 for ICVerify because of internal coding.)

-------------------------------------

Your Default Station = # - The computer you are currently using is operating as the station number

indicated.

Station # Name - Currently, the stations listed here have been created. There is no limit to the

number of stations you may create. You will be limited only by the capacity of your network. Each

computer (station) must use a unique station number.

Add - To add a new station.

Edit - To modify an existing station. First highlight the station to be edited.

Delete - To erase an existing station. Caution: If you will be using ICVerify do not delete station 1

through station 4. See ICVerify and PRM.

Clone Station - Creates a new station based upon the settings of the highlighted station. You may

POSitive Retail Manager User Guide200

then make modifications as needed. You will be prompted to enter a new station number and name.

If the station number already exists, the settings will be overwritten.

-------------------------------------

MORE....See these corresponding sub-topics.

Transactions - general settings for invoices

Customer Options - selection of customer tracking options

Inventory - general inventory controls; fast add, pre-sold & backorder defaults

Purchase Orders - selection of purchase order number, handling of matrix inventory, report printing

Tax Options - activation of international tax settings

Accounts Receivable - selection of AR Statement style and controls

Accounts Payable - selection of checkbook for payments to vendors

Consignments - set store percentage on consignment sales

Commission - activation of commission tracking

Credit Card Setup - selection of credit card processing type moved to Manager: Credit Card Manager

Pharmacy Setup - a third party prescription tracking program

7.1.1 Transactions

Transaction Setup or Invoice Setup has been subdivided into seven tabs: Invoicing, Customers,

Quick Sale, Tender, Service Orders, Shipping, and Printing.

Invoicing tab

Invoice Header - Leave this Blank. It is a special option for international users of PRM who need to

annotate the name Invoice on Windows invoice receipts (dockets). For example, entering the words

"Taxed Invoice", will replace the title "Invoice".

Numbering - PRM uses two sets of numbers for all sales transactions.

·Current Invoice # - Enter a number for your first invoice. All PRM invoices, completed or not,

will be numbered sequentially for auditing purposes. An invoice number cannot be reused nor

modified. Invoice history will list all invoice numbers even if the invoice was voided or not

used. (see option "Assign Invoice Number At End Of Transaction)

·Current Order # - Enter a starting number for all other sales transactions. Sales transactions

such as Orders, Layaways, Service Orders, Internet Orders, and Quotes will draw upon this

other pool of numbers. Whenever a new transaction is created, the next available number is

selected. This number is retained even if the transaction is converted to another type, such as

converting a Quote to an Order. When the transaction is converted to an invoice, then the

next available invoice number is attached as the permanent reference number.

Appendix A 201

At Start Of Transaction

NOTE: Although one could activate any or all of these options the result may not be as satisfactory or

as efficient as using other methods for quickly adding customer information. Consider leaving these

options blank and using settings on Customer Options and Station Settings. Contact your dealer for

more information.

·Ask For E-Mail Address - For all sales you will be prompted to ask for the customer's first and last

name and an e-mail address. All other customer record information will be ignored, however it can

be added later. The intent is to expedite the gathering of information relative to e-commerce,

however if this feature is abused by ignoring it or entering nonsense information, it will clutter the

customer list. NOTE: Be sure to select SKIP [F7] if the customer does not want to give you the

information.

·Ask For Phone Number - (Not Generally Recommended) You will be prompted for a phone

number of the customer before any other customer information is taken. This includes cash sale

invoices and may not be suitable for your business.

·Ask For Zip Code - For every Quick Sale (no customer name) transaction, you will be prompted to

enter a zip code. The purpose is to compile statistics of sales to various locales so you can better

understand your clients and target your advertising.

Assign Invoice Number At End Of Transaction - Choosing this option, PRM waits until an invoice is

to be processed to assign the next sequential invoice number.

·If checked, an invoice which is voided before completion will not use a number from the

invoice sequencer. Also, if an order or layaway is converted to an invoice and then back to an

order or layaway an invoice number will not be missing in the invoice history screen.

·PROS/CONS - it will be more difficult to trace how often an invoice is voided.

·If unchecked, PRM selects the next sequential invoice number as soon as the invoice is

created. If the invoice is voided before completion, then the number is no longer available for

use, but it is recorded in the invoice history as Not Used. This adds an additional element of

managerial control to know which employee is frequently voiding invoices and to determine the

causes.

Skip Prompt For PO Number - When you are creating an invoice or an order for a business you are

normally asked for the customer's purchase order number.

·If checked, you will not be asked to select and enter a purchase order number.

·If unchecked, you will be prompted for the PO numbers from the business which is making

the purchases.

Allow Packages - a grouping of inventory items on an order or invoice so that individual items will

not display pricing, but rather be included in a blanket price entered on the package line.

·If checked, you can use the Package feature and the customer will see just one package price

for the list of items being purchased.

·If unchecked, the Package option of PRM will not be functional and you cannot hide line item

pricing from the customer.

Allow Backorders On Invoice - If your degree of inventory control includes monitoring backorder

status and generating special orders for backordered items, then this option needs to be checked.

Note To New Users: Some experienced users of PRM recommend waiting for 90 days

POSitive Retail Manager User Guide202

before activating this feature. Inventory entry and control is a big project and it will take

a period of time until all inventory and stock counts can be fully reconciled. Turning this

option on would merely add another level of complexity as you begin using the

program.

·If unchecked, no backorders will appear on the invoice, even if the item is not in stock. This

should not be an issue, because invoices aren't usually made unless you can deliver product

to the customer.

·If checked, the invoice will display backorders. When attempting to accept Tender, PRM will

warn that backordered items are included on the invoice. You will be given options for

handling the backorders which include overriding the backorder status or generating a

followup order for the customer.

·If you choose to Allow Backorders, then you need to select one of the following:

Pay When - The customer is expected to pay for backordered items when the items are

·Invoiced - Pay before backordered items are delivered. You only have to ask the customer

for money one time. And this will assure that your costs will be covered. If you are unable to

deliver the items, the money paid is held as a deposit which can be refunded or applied to

future purchases.

·Received - Pay at the time backordered items are delivered. The customer will be asked a

second time for money. If you are unable to deliver the items, no money will need to be

refunded.

Show Item Picture On Screen - When invoicing, PRM can display a picture of the item being sold.

This feature is useful if you suspect that customers are switching price tags because you will be able

to compare the item in hand to a picture of the item. In addition to the picture, you will be able to see

the item's notes.

·If unchecked, no pictures will be displayed. There will be a Item Detail window at the upper

right, but it will not be active.

·If checked, pictures will be displayed in the upper right corner of the screen in place of the

ship-to field. For Cash Sale invoices, the invoice layout must be changed manually by

pressing ALT-F2.

Automatically Add Decimal Point - When Entering Quantity/Price/Tender (Register/Touchscreen

Mode Only)

·If checked, whatever number is entered will automatically assume 2 decimal places.

·PROS/CONS - this is not always a desirable setting, especially if you intend to change

quantities.

·If unchecked, (recommended) you can enter full integers without using a decimal, but any

fractional amounts need you to type the decimal place.

Pop-up And Display Item's Price Levels When Changing Price - Limits a change in selling price to

predefined price levels by employees, but comes with a manager override. Security settings for

employees control access.

·If checked, when the clerk attempts to adjust price, all levels will be displayed.

·If unchecked, the clerk who has security clearance can enter any selling price.

·PROS/CONS - if your customer's can view the screen as you create invoices they will see

prices to which they are not entitled.

Appendix A 203

DUE DAYS

When an Order, Layaway, Service Order, or Quote is created, a Due Date or Expiration Date will be

added to the order. This helps the customer and your store staff to plan ahead.

The due dates can be calculated based upon the number of days entered here. Since seasonal

demands will vary, you may edit these numbers as often as necessary.

The calculated due dates are merely defaults. At the time of creating the order, you may select any

due date for that particular order, unless you activate the Auto-Set which skips the calendar prompt.

Set a number of days for each type.

·Default Layaway Due Days -

·Default Order Due Days -

·Default Service Due Days -

·Default Quote Expiration Days - Rather than a due date, an expiration date suggests that the

quoted prices may not be still valid. This is both a tool for expediting sales and a protection in a

market with rapid changes in costs.

Auto-Set Due Days - This is a time saving feature of PRM.

Turning on the Auto-Set switch will automatically apply the due date. The date due selection calendar

will NOT pop-up when completing a transaction, thereby saving you a few extra keystrokes. The due

date can still be manually changed.

Quantity Separator - Select a character to be used to indicate that the initial number is a quantity.

The character selected here should NEVER be used as part of a SKU. If your current inventory SKUs

include a / symbol then you will need to choose a different quantity separator or edit the SKUs to

remove it.

How To Use The Quantity Separator

When adding an inventory item to an invoice, order, layaway, or quote, you can designate the

Quantity being purchased before selecting the item. For example, if the customer is purchasing

4 of item ABC, then type 4/ and then choose the ABC item. The quantity will be automatically

added and an extended price calculated.

Note: An indication that there is a conflict with your SKUs and this quantity separator is the

inability to add an inventory item to an invoice, order, or quote. After selecting the item from the

inventory list, the item will NOT appear on the invoice whereas other items are readily added.

Customers tab

Customer Name Required On Returns - If product is being returned this requires that you record the

name and address of the customer making the return.

·If checked, you will have greater inventory control and will be able to provide the customer

with more services. For example, you will have the option of tendering the refund in cash,

check, credit card, or store credit. You will also have a fuller history for the customer and will

be able to make better decisions about your services for the customer in the future.

·PROS/CONS - This means a return invoice cannot be a Cash Sale invoice. It MUST be

created for a specific customer, by name.

·If unchecked, you can make returns on a Cash Sale invoice, but refunds will be by cash only,

not by check nor store credit. However, you may choose to change the Cash Sale invoice to a

customer sale invoice and receive the benefits of requiring customer names on returns.

POSitive Retail Manager User Guide204

Customer Name Required On Charge Cards - If the customer is making purchases by credit card,

you can require that the invoice be a customer invoice rather than a Cash Sale invoice.

·If checked, you will be reminded that Cash Sale invoices cannot accept credit cards. Your

choice is to then convert the invoice to a customer sale, adding the customer to PRM.

·PROS/CONS - You will be able to lookup credit card numbers.

·If unchecked, you will be able to complete transactions of Cash Sale invoices paid by credit

card. However, you will not be able to lookup credit card numbers.

Skip Prompt For Authorized Buyer - Customer's who are business accounts automatically prompt

for selection of an authorized buyer.

·If checked, you will not be asked to select an appropriate Authorized Buyer.

·If unchecked, you will be able to track the name of the individuals from the business who are

making the purchases.

Alert If Customer Has Pending Transactions When Starting Invoice - When begining to create an

invoice for a customer who already has layaways, orders, service orders or quotes on file, you will be

reminded of these pending transactions. You may review them with the customer to assure that no

duplication is being made.

·If checked, and the customer has pending transactions, a listing of all transactions will be

available for review or modification. Or you may press ESCape to continue with the new

transaction.

·If unchecked, there will be no notification of any pending transaction.

Default To Customer Assigned Sales ID When Invoicing - If your sales staff have been assigned

specific customer accounts, this option will automatically attach the ID of the customer's sales

representative to an invoice created for the customer. Even if the sales rep did not create the invoice,

s/he will be credited with the sale which could be an important factor in commissions earned. Note:

this option does not apply when creating a new order, quote, or layaway - it only works when creating

a new invoice.

·If checked, no matter which sales person creates the invoice for the customer, the assigned

sales clerk will be credited. If a new customer is added, the Sales ID of the current sales clerk

will become the customer's representative. The assignment of Sales ID can be adjusted at

any time.

·If unchecked, the customer assigned sales ID will be ignored.

Include Country In Bill-To Address - If you sell internationally, the customer address can include

the name or code for the country.

·Exclude Countries - Enter the country name exactly as it is spelled in the Country Definitions

screen (File: Definitions: Country Definitions). Entries do not require separate lines nor

commas, but spelling is important.

Tender tab

Tender Screen Always In Edit Mode - When completing an invoice the Tender screen will not fill in

the tender amount when pressing the Enter key.

·If checked, you will be expected to enter the amount of tender from the keyboard. This is

especially useful if you typically handle cash transactions and are always making change.

·If unchecked, pressing Enter will fill in the exact amount of the invoice. This is especially

useful if the customer typically pays by check or charge card. One extra keystroke is required

Appendix A 205

for tendering payments in cash.

Do Not Prompt For Change When Redeeming Gift Certificates (Internal Tracking) - This option

controls whether or not you will payout in cash if the full value of the certificate is not used.

·If unchecked, the unused value of the gift certificate will be refunded in cash (or you may

select by check, or put on store account.)

·If checked, PRM will automatically keep track of the Gift Certificate number and next time that

number is presented, the new value of the gift certificate will be applied.

Some businesses issue gift certificate cards with a barcode or number on it. Unlike a paper gift

certificate, there is no value on the card per se, but PRM will record and redeem the balance

value. (see Gift Certificates)

Require Driver's License For Checks - When payment is by check written for over a specified

amount, you will be prompted to enter a driver's license.

·The driver's license number will be retained in the customer or authorized buyer's file.

·The next time a purchase is made by check, the driver's license number will be recalled. You

will only need to confirm that the Customer's ID is accurate.

Over - Driver's license information will only be needed if the amount of the check is over the

amount specified here.

Do Not Prompt To Use Unused AR Credits When Tendering - A customer with store credits

(monies due to the customer because of over payment or refunds) can usually be used in payment of

current purchases.

·If unchecked, the value of the AR Credits will be displayed and useable for the transaction in

part or in full.

·If checked, PRM will skip that step of invoicing.

Service Orders tab

Support Sub-Owner When Creating Service Orders

When activated, every invoice will begin by gathering information defined here.

This allows a business to bring in multiple items to be serviced which belong to several of its own

customers, and then have all the billing for service under the business name. For example, Ace

Camera Repair is the POSitive store. Joe's Camera doesn't do their own repair, but brings in cameras

from their customers to Ace Camera. When Ace Camera receives the service order, it goes under

Joe's Camera account, but the sub-owner is Joe's customer. A report from the Service In Process

window will print out the status of all of Joe's customers.

·If checked, an area for entry of sub customer name, phone, and reference number appears as

a service order is created. There will also be a Sub-Owner button on the Service Orders In

Process screen.

·If unchecked, there is no area for entering the names and phone numbers of sub owners.

Do Not Print Service Notes On Invoices

When activated, Work To Do, Work Done notes created on the service order will not print when the

service order is converted to an invoice.

Default Status When Creating New Service Order - Select a Status for newly added service orders.

(To create a another status option, go to Maintenance: Definitions: Service Order Status)

POSitive Retail Manager User Guide206

Shipping tab

Activate Starship Interface - Starship is a third party Multi-Carrier shipping software program

designed for high volume shipment processing and automatically calculates shipping charges based

upon the carrier and the weights of the items being sold.

·If checked, PRM will link to Starship.which must be running in the background. On the invoice

or order, an invoice button titled Calc Shipping will use the customer's shipping address, the

weight of each piece being sold, and after selecting the shipping method, will calculate the

shipping charges and add it as a FREIGHT line on the invoice.

·If unchecked, no options will be in effect.

After Calling Starship --

·Update Shipping Charges On The Invoice Automatically

·Prompt To Update Shipping Charges On The Invoice

·Do Not Update Shipping Charges On The Invoice - only adds the shipping tracking number on

the invoice

Include Country In Ship-To Address - If you sell internationally, the customer address can include

the name or code for the country.

·Exclude Countries - Enter the country name exactly as it is spelled in the Country Definitions

screen (File: Definitions: Country Definitions). Entries do not require separate lines nor

commas, but spelling is important.

NOTE: There is documentation on POSitive Software Company's website which explains the

exact steps for setting up Starship with PRM.

Printing tab

Transaction Detail Order - Printing Options - you may control the printout of invoices, orders, etc in

the following ways. This could be an advantage if a pick list or packing list is printed and items need

to be pulled from stock in this sequence.

·Print As Displayed - prints the items on the invoice in the order they were entered on the

invoice, or as they have been manually positioned on the invoice.

·Sort By SKU - the printout will sort all items on the invoice by SKU as it is printed

·Sort By Description - the printout will sort all items on the invoice by Description as it is

printed.

Check Validation - Customer Checks can be validated by printing your bank name and account

number on the back of the check for deposit. Currently PRM supports the Epson TM-U325PD printer

and compatible printers. You can print up to 6 lines of information. Each line will print whatever is

typed plus insert data within the brackets

[Date] = Date of the invoice will be printed

lTime] = Time when the invoice was created will be printed

[Invoice] = Invoice number will be printed

[Station] = The register number

[Method] = The method or type of payment

[ID] = the sales ID of the employee

How To Setup Check Validation

Step 1

Appendix A 207

Choose the line and type desired text to be printed on the back of the check.

Include the brackets [ ] when a PRM value is desired.

For example

Line 1----For Deposit Only

Line 2----Your Bank Name

Line 3----Account Number

Line 4----[Date] [Time]

Line 5----[Invoice] Reg [Station] [ID]

Line 6 ---[Method]

Step 2

IMPORTANT: To complete the setup, you must also configure the printer definition.

1) Go to File: System: Printers

2) Edit "Generic Receipt Printer"

3) Select tab "Receipt Printer Setup" and enter the appropriate values as per manufacturer

instructions.

These are codes for the Epson TM-U325PD Please check the manual for codes for your

printer.

--- This is a Receipt Printer --- CHECKMARK this

--- Reset Printer --- 27,64

--- Tear Off Code --- 29,86,65,0

--- Validate Checks --- CHECKMARK this

--- Validate Accounts Receivable --- (OPTIONAL)

--- Validate On --- 27,99,48,8

--- Validate Off --- 27,99,48,1

--- Print Validation Text Upside Down --- (OPTIONAL)

--- Upside Down On --- 27,123,1-

--- Upside Down Off --- 27,123,0

Prompts tab

This is a GLOBAL setting for EVERY INVOICE. (Consider using Prompts on a per Category basis.)

When activated, every invoice will prompt, either at the start or end of the transaction, for the

information defined and will be printed and saved as part of the invoice. One application of this

feature is for use in airport Duty Free Stores which require documenting the customer's flight and seat

number to qualify for purchasing without paying tax.

Prompt - In the Prompt field enter a word or phrase to remind the cashier of the information needed.

Type - In the Format field select one of the following:

·Text - a single line of text

·Date - entry must be a date

·Note - (only available for the first prompt) an extended text field in paragraph form.

Display Invoice Prompt

·At Invoice Start - fill in prompts before adding products to the invoice

·When Tender Button Is Pressed - choosing to tender the invoice

·Prompt If Invoice Total Is Over: - enter a dollar value

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For example, when creating or tendering the invoice, one is prompted as follows:

When the invoice is processed, the information can be reviewed in Invoice History by selecting the

Prompts property at the left of the screen.

To include the information on the invoice printout, you will need modify an invoice form to include the

Invoice Prompt 1, 2, 3, 4, 5 information.

TIP: SETUP OPTION for Invoice Prompts - Consider creating an Invoice Button so that if the Invoice

Prompt is skipped or incorrectly entered you can re-open the Invoice Prompt. (see Invoice Button

Definitions)

Entry Options tab

Activate Advanced Search -

·If checked, invoice will be updated with customer information based upon settings below. For

example, while in the creation of an invoice, you may choose to scan a customer's loyalty card

or enter the customer phone number which can automatically set the invoice for that identified

customer.

Appendix A 209

·If unchecked, no advanced search options will apply.

Always Search For:

·Search Vendor SKU - if a scanned SKU is not found, PRM will search through the list of vendor

SKUs

·Search Customer Code - searches entries of the Lookup Code field

·Search Customer Phone - searches the customer phone number fields (NOTE: enter the

complete phone number with area code, but without spaces or hyphens)

·Confirm Customer On Found Entry - (Recommended) requires the clerk to select customer

manually as a confirmation that it is the correct customer

·Search Frequent Buyer Number - searches the rewards or loyalty program list for customer

numbers

When Entry Not Found:

·Do Not Display Inventory List If Entry is Blank Or Not Found - will issue a warning sound, but

nothing happens on the invoice.

·Jump Directly To Inventory Lookup - Opens the Locate Item screen. A new item can be added.

·Prompt To Add/Edit Item Or Customer - Opens POSitive Choice to lookup or create new item.

7.1.2 Customer Options

This is the primary area where general settings for customers are defined. However, there are other

tools for quickly adding customers. (See Invoice Setup: Quick Sale tab and Customer Categories)

Default Lookup

When opening a customer list, the names will be sorted using one of these options. Choose the one

which will serve you best.

Tip: At any time, click on the Column Header to temporarily switch the sort method..

·Name - Sorts on business name and an individual customer's last name

·Account - A permanent account number generated by PRM. This number cannot be edited.

·Code - A definable customer identification code. This code can be any alphanumeric, but is

often the customer's phone number which can be filled in automatically for you. (See Auto

Generate Customer Code as described below.) It is recommended that this code be unique

for each customer. This is especially necessary when running PRM E-Commerce so a

duplicate entry block has been added to the program.

Default Terms - Each customer must have a Term of Payment. The selected term here will be

automatically applied to a new customer entry (unless you have chosen to use Customer Categories).

If necessary, the individual customer's term of payment can be re-set on a per invoice basis. Use the

lookup button to find or add additional terms.

Use Titles (Mr/Mrs) - Activates an open field on the Customer Record screen. Includes this term of

address on invoices and correspondence.

Do Not Track Area Code - (Not Generally Recommended) If all of your customers are from the

POSitive Retail Manager User Guide210

same area code, you can choose to disable area code inclusion. This is also applicable to foreign

countries where area codes are not used.

Auto Generate Customer Code From Phone When Adding - You will be prompted to enter a

phone number even before you take any other information about the customer. The phone number

will be stored as the lookup code, but without any hyphens. (Related topic: Customer Found)

Taxation

Tax Group Based On Shipping Address - Some businesses are required to charge taxes based

upon the customer's delivery address. For this option to work, you will need to create tax groups for

each county or zipcode as needed. By selecting this option, items invoiced will be charged at the

appropriate ship to address. (see Tax Based On Ship To)

Use Zip Code Lookups When Entering Customer Information - This is feature will automatically

add a city and state to a customer record when the zip code is entered.

Skip City/State Field and Go To Zip Code Field When Adding Customer - If most of your

customers are not local, this is a quick solution.

TIP: Even while the cursor is in the city field, you may type the zip code for automatic fill-in.

Use Zip Plus Four - If this is checked an additional field will be available for entry of the extra four

characters.

Credit Cards

Retain Customer Credit Cards - PRM can keep a customer's credit card number on file for future

use. This is controlled with security settings for select employees.

Default Address Format

·US/Canada

·Great Britain

·South Africa

·Australia

7.1.3 Inventory

These store-wide master settings affect PRM inventory are subdivided into five tabs: General, Pricing,

Serial Numbers, Trade-Ins, and Invoicing.

General tab

Track Inventory Quantities - If you want a true picture of what is in stock, what is on backorder, and

what is pre-sold, then inventory quantities must be tracked. Tracking means to keep a stock count of

an item.

This is a Master switch. This must be turned ON if any items are to be tracked.

·If checked, individual inventory items can be either tracked or not tracked, based upon the

settings of the individual item.

·If unchecked, all inventory stock counts will be unaffected by sales and purchase orders. All

Appendix A 211

items will say Non-Track in the stock count field. You will still get profit reports, quantities sold,

etc., even if stock tracking is turned off, but you will not have actual inventory counts.

Allow Sales of Items Before Receiving On PO (Negative Inventory) - In brief, this option allows

PRM to make stock count adjustments to inventory being received on a purchase order if an item is

being sold prior to being counted as being in stock.

Note: The "Allow Backorders On Invoice" option MUST be activated or else Allow Negative

Inventory will not operate properly.

Allow Duplicate SKUs (Primary SKUs can never have duplicates) - Every inventory item must have

a primary SKU; optionally, any item can have additional alternate SKUs. These SKUs can not be

used more than once, unless this option is activated. (see Choose Item)

·If checked, a SKU can be used only once as a primary SKU, but more than once as an

alternate SKU

·If unchecked, any attempt to enter a SKU a second time, either as a primary or alternate SKU,

will result in a PRM alert message that the SKU is already in use and will not be accepted.

Allow Upper-Lower Case in Item Description - When creating an inventory item, the description

will be ALL CAPS. This makes typing easier. However, you can choose this switch and the first letter

of the description will be capitalized.

Hide Long Description on Inventory Form - When editing an inventory item, the field Long

Description is usually the same as the Brief Description field. Unless there is a need for your

business to use the Long Description, you can hide this feature.

Allow Spaces In SKUs (not recommended for e-commerce) - A SKU may include spaces. The

reason it is not recommended is because if you eventually choose to activate PRM e-commerce the

web page will have difficulty interpreting a SKU with spaces as one unit.

Use Departments - A department is a broad group consisting of several categories of inventory. With

departments you can get a better picture of consolidated sales and inventory.

If you are using or anticipate using PRM E-Commerce then inventory displayed on your web page will

be listed by Department and then by the Category under the department. This makes it easier for

customers to find specific products to purchase and makes your web page more professional looking.

·If checked, whenever you add inventory, you will be first prompted to select the department

and then select the category of the item being created. This is a mandatory setting if you are

using or anticipate using PRM E-Commerce.

·If unchecked, you will not be able to define departments and group categories together.

TIP: Because of the extra steps involved when departments have been activated, you may want

to uncheck this option temporarily when adding many new inventory items. Then activate it

again, making sure that newly created categories get assigned to appropriate departments. See

Departments.

Contract Department List Upon Entry - The department list is a two tier expandable table showing

the name of the department and the names of the categories

·If checked, when you open the department list, only the departments will be visible.

·If unchecked, when you open the department list, both departments and categories will be

visible

POSitive Retail Manager User Guide212

Prompt For Stock Count When Adding - When creating a new inventory item, PRM will ask for your

current stock count of the item.

Default Item Lookup - When you first view inventory in the Inventory List, the items will be sorted by

either the SKU or the Description. Choose one.

·SKU

·Description

Note: You will always be able to change the sort order at any time while in the inventory lookup

screen by pressing the corresponding [F5] or [F6] function keys.

Set Trade-Ins To Inactive When Adding - When you press CTRL-T on an invoice or order you are

creating a trade-in item. Normally it will be an active item and appear on your inventory list. With this

setting it is automatically set as inactive and will only be visible on the inventory list when you choose

"Show Inactive Only" from the Esc Menu. (see Used Items Manager for a different way of handling

trade-ins)

Enable Food Stamp Tracking - Must be activated if you honor Food Stamps as a tender type. (see

Food Stamps)

Use Pictures In Inventory - This turns on prompts for loading and viewing pictures on screen. This

option MUST be turned on if you will be using PRM E-Commerce which will automatically post

pictures of your inventory on your web page. You will want to be able to verify the picture being

posted matches the item for sale.

Thumbnail Size (Pixels)

The standard setting is Height = 98 and Width = 74. The purpose of this screen is to allow you to

control the size of the thumbnail images on your Account Wizard website. Enter the Maximum area in

pixels. Proper Aspect Ratio is always retained.

Matrix Controls

When creating Matrix inventory, BOTH the generated SKU and the generated description for the

matrix items can be controlled.

A matrix item's description automatically includes the content of the row and column. You may

choose which information you wish to come first, row then column, or column then row.

Matrix Item SKU Sequence

·Description - Item ID - M (original option)

·SKU - Column - Row

·SKU - Row - Column

Matrix Item Description Sequence

·Description - Row - Column

·Description - Column - Row

Pricing tab

PRM will support up to 4 decimal places for these numbers.

Pricing Decimal Places - The number of decimal places to display in the price field. Choose 0 (zero)

if you never sell fractional quantities. Two decimal places is recommended; use of 3 or 4 is

impractical.

Appendix A 213

Quantity Decimal Places - The number of decimal places to display in the quantity field. Two decimal

places is recommended; use of 3 or 4 is may be necessary.

Cost Decimal Places - The number of decimal places to display in the cost field. Two decimal places

is recommended; use of 3 or 4 is dependent upon your inventory costs.

Basis For Price Markups

PRM calculates selling prices with markups over cost. The cost of an item can be defined in four

ways. Choose the definition of cost which will best suit your business needs. (See Cost Examples)

Cost - Cost is the price you pay for the item from the vendor.

Average Cost - Average Cost is the sum total of the costs of items in stock divided by the

number of items in stock.

Each time an item is ordered, the true cost of the item is recorded. If the cost of an item changes

from purchase order to purchase order, then an average cost would be more reflective of the

item cost.

The average cost is based directly upon the number of items in stock. The downside of average

costing is that within hours you could see the 'cost' of an item change dramatically because, as

items are sold on a FIFO, first in first out, basis, the cost of the item will vary.

Landed Cost - Landed Cost is the price you pay for the item from the vendor plus a

proportionate amount of the shipping charges on the purchase order. Note: Shipping charges

are distributed over the number of pieces and not by any other factor.

NOTE: If you choose Landed Cost, be sure to make a selection on the Purchase Order section

to determine how to calculate the landed cost.

Include Landed in Average - Include Landed in Average Cost is of the same dynamics of

Average Cost but with the addition of proportionate shipping charges. Include Landed in

Average Cost is also subject to the same downside of average costing.

Notes:

·Your selection here, no matter which costing method you select, will affect the selling prices

which are based on a markup or margin over cost. It will also affect profit reports.

·If you have selected Landed Cost or Include Landed in Average be sure to activate Calculate

Landed Cost Based On in System Setup: Purchase Orders: Receive PO.

Use Current Cost If Cost Is Zero When Verifying - To prevent misreporting of profits, if stock items

have inadvertently been listed without a cost, then the Current Cost of the item will be used. Also

known as Last Order Cost on the inventory definition screen.

Price In SKU Setup - Also known as Random Weight or UPCB. Define the structure of a barcode

which will include a price or weight in the barcode. This option is often used in retail stores which sell

products by weight. In the packaging process the scale prints a barcode with the price embedded in

the barcode. (see Price In SKU Setup)

Price Descriptions

Price levels are titled. If there is no title, then there will be no access to the field when editing an

inventory item.

You may use up to six different pricing levels in PRM. Your titles can be codes or descriptive titles

such as Retail, OurPrice, Wholesale, Club, Employee etc.

Title each price level you want to use.

POSitive Retail Manager User Guide214

Price 1: (Example: Price, Retail, OurPrice)

Price 2: (Example: Wholesale, Discount, Club, Employee

Price 3: etc.

Default Quick Sale Price Level - Of the six available pricing levels, select the one which will be used

for Quick Sale - Walk-In Customers.

Default Customer Price Level - Of the six available pricing levels, select the one which will be used

for your Customers By Name.

Be aware that these titles can appear on inventory price labels so the names should be appropriately

worded. These price level names will also be displayed on your web page if you are using

POSitiveCommerce and in inventory definitions, in customer setups, and on various reports.

IMPORTANT NOTE: Do Not Skip Levels - All price levels must be sequential without skipping any

levels. In other words you cannot activate levels 1, 2, and 6, skipping levels 3, 4, and 5. If you try to

do it, level 6 will not be functional for invoicing purposes.

The actual selling prices for these price levels are determined by the inventory being sold, the

category markup percentages, and the customer's assigned price level.

Tip: If you find a need to sell product to yourself for your own consumption or for other reasons,

create a price level named Cost and choose no markup for this price level.

Tip: Even if you never sell at Retail, you may want to include it anyway. You can design your

inventory price labels to show both the Retail price and the Our Price levels so that customers

will know they are getting a bargain when shopping at your store.

Tip: Experienced users of PRM suggest that only one price level be used. Then, apply special

discounting for employee purchases through the use of coupons, permanent discounts, and

other discounting options.

Serial Numbers tab

Serial Numbers are an added level of inventory control. PRM can track serial numbers through the

whole cycle: from vendor to customer.

Serial Number Options

Track Serial Numbers In Service - The service department may choose to record and track serial

numbers of equipment worked on as well as tracking of items sold. Although this requires a little more

work initially, you will be able to provide your customers with a complete service history of equipment

repairs. It will also help your technicians to pinpoint or eliminate possible problems.

Enter Serial Numbers When Receiving {PO} - When a PO is received with serialized inventory, you

will be prompted to enter the serial numbers. The PRM SmartSerializer can be used to generate

serial numbers in a sequence to save you time. If you bypass entry of serial numbers at the time of

receiving, they can be entered later.

Allow Duplicate Serial Numbers - (Usually not activated) Normally one would think that serial

numbers would be very unique and there would never be a duplicate serial number. This should only

be turned on if you know that identical serial numbers will be used. (see Special Uses)

Prompt For Serial Numbers When Completing Transactions (Invoices, etc).- As you sell

serialized inventory, you will be prompted to record the serial number on the invoice. If the item's

serial number does not exist in PRM, you will be able to enter it for the first time as you are invoicing.

Prompt For Serial Numbers As Items Are Added For: --- Activate each needed type. If

checked, when you add a serialized inventory item you will be immediately prompted to select a serial

Appendix A 215

number. Otherwise, you will not be prompted until choosing to tender the order or invoice.

·Invoices

·Layaways

·Orders

·Service Orders

Serial Number Terminating Character(s) - Some packaging of products has multi-purpose

barcodes which have the SKU of the item first followed by other code numbers. Generally there is a

separator between the SKU and the additional information. By entering the separator character (more

than one character can be entered to handle various barcodes), PRM will automatically truncate any

information after the character. For example 12345678:901234567 has a colon as a separator. If the

colon were entered here and if the barcode were scanned into an invoice, only the first characters

12345678 will be selected because it is the SKU of the product being sold.

Trade-Ins (Used Items) tab

If you accept products from customers in trade for your products or services you may want to use this

feature of PRM. See Trade-In Manager for specifics.

Track Trade-Ins (Used Items) Under One SKU

·If checked, when you press CTRL-T on an invoice you will be prompted to select a SKU,

value, and condition of the item.

·If unchecked, when you press CTRL-T you will be prompted to enter only a description and value

of the item.

Prompt If Used Items Are Available When Selling New Stock

·If checked, when you sell a product by entering the primary SKU, you will be prompted to

select either the used or new items in stock.

·If unchecked, you will not be prompted.

SKU Prefix / Suffix - to easily distinguish used products, enter prefix and suffix information. This can

be alpha numeric. TIP: The letter U for both the Prefix and Suffix make products easy to identify.

Label Form - select a label to be printed for used items. TIP: the label can be specially formatted to

indicate warranty/return disclaimer or other information.

Invoicing tab - (Backorder & Fast Add)

When you are creating an invoice, order, layaway, service order, or quote and you need to access the

inventory list, PRM will use these settings.

Default Item Lookup

When creating a sales transaction and you choose to lookup inventory, the items will be initially

displayed in this selected sort order. Sort by Description is most commonly used because sales

people know the name of the item rather than the SKU of the item. Choose one.

·SKU

·Description

Invoice Prompt Behavior When Negative Stock is ON

POSitive Retail Manager User Guide216

If you have activated, "Allow Backorders on Invoice" (Invoice Setup) and "Allow Sales of Items Before

Receiving...(Negative Inventory)" then when creating an invoice and selling an inventory item which is

out of stock, PRM will prompt you in one of three ways. It is assumed that the product is in hand, that

the customer can take the item at time of invoicing.

·Item Is Always Here (skip prompt to backorder) - PRM will automatically flag the item being sold as

"Pre-sold." When the next purchase order is received, the PO received quantity will be reduced by

the number pre-sold. (See explanation below.)

·Prompt Defaults to "It's Here" - PRM wants to confirm that the item is truly in hand and that the

customer will be taking the product at the time of invoicing. The item will then be flagged as "

Pre-sold."

·Prompt Defaults to "Backorder It" - PRM assumes that the item cannot be delivered. When

processing the invoice, you will be prompted to create a "special order" for the customer so that the

product can be delivered later.

PRE-SOLD - What It Means and How It Works

Depending upon the above settings, if an item is sold with a stock count of 0.00, then the clerk will be

prompted with

...."The system shows that the item you have selected is out of stock. You have negative stock

tracking turned ON. Is this item really here or do you want to backorder it?" You then select one

of two options: "It's Here" or "Backorder It."

The first question should be, why does PRM think this item is out of stock? Have initial stock counts

not been entered? Has a purchase order not been received? Does the inventory need to be

"verified?" But at the time of the sale it is important to meet the customer needs first.

By definition, an Invoice means you are delivering the product; a pending Order or Layaway means

the product is not being taken by the customer at this time.

·If you activated the first or second option "It's Here", because the item is in the store but not

yet received into PRM inventory, then the item will be sold without being flagged as a

backorder.

However, PRM will consider the item pre-sold and when the purchase order from the vendor is

processed, the quantity pre-sold will be deducted from the quantity received.

For example, I have received a shipment of 10 widgets and have opened the box for pricing and

shelving, but have not yet processed the purchase order for the items in PRM. A customer

purchases the item. The sales clerk will respond that the item really is here. PRM will then

count the sale as quantity 1 pre-sold. When I get around to processing the purchase order, PRM

will deduct the 1 from the 10 normally being received and up my stock counts by just 9 items.

The this option works fine, however, if you do not understand it's use, it increases chances for

mistakes in stock counts. It is especially awkward if the inventory item is serialized and you are

tracking serial numbers.

·If you activated the third option, selling an item which is not in stock will force the item into a

backorder status and require you to fill the backorder before delivering the product (only if you

have Allow Backorders On Invoice activated).

Fast Add Settings

Auto-Assign SKU When Using Fast Add -When adding new inventory while creating an invoice or

order, you may wish to assign the SKU rather than accept a default SKU generated by PRM.

Appendix A 217

·If checked, you will be able to edit the generated SKU and replace it with a vendor SKU or

one of your own design. This will eliminate an extra step when posting inventory and save

time by not having to look the item up again. This is especially useful if you are also adding

costs of the item. The downside of checking this field is some loss of inventory control wherein

store practices of SKU definition are vulnerable to change.

·If unchecked, the SKU field cannot be edited while invoicing the item.

Enter Costs When Adding Inventory - When adding new inventory from the Register, you might find

it convenient to be able to add the cost of the item as you are defining it. Frequently you will know the

cost of the item, having looked it up in a vendor catalog.

·If checked, the cost field will be available. If you do not know the cost, the field can be left

blank and the cost entered at a later time.

·If unchecked, the cost field will not be visible. This might be a wise choice if you do not want

sales staff to have access to it.

Department / Category of Fast-Add Inventory

Set Default Department/Category [F5] - Inventory can be defined on-the-fly while creating a

customer invoice, but the definition of the item will not be complete and must be edited later. These

added inventory items take on characteristics of the category selected here. Use the [F5] button to

select or add the category you wish to use.

TIP: It is recommended that this "default" category be named UNPOSTED so you will know

which items need to be edited further and reassigned to a more useful category.

Auto Assign Dept/Catg (cannot be changed when adding) - Selecting this option provides more

control by preventing anyone from assigning the item to a different category while invoicing.

7.1.4 Purchase Orders

This controls much of how Purchase Orders are handled. The settings here will define defaults which

can be overridden, but also limit some functions which cannot be changed while working with

purchase orders.

Order List tab

The Order List is a generated recommendation list of inventory needing to be ordered. Items are

added to the list if stock counts fall below minimum stock levels and if the item is on special order for

customers.

Use Grid In Order List For Matrix Items -

Matrix inventory can be handled differently than other inventory items. (see Matrix Items and

Purchase Orders)

·If checked, when compiling the order list, individual matrix items to be ordered will be grouped

under the matrix header and viewed as a matrix table.

·If unchecked, when compiling the order list, each matrix item will be listed separately.

When Generating Order List, Choose

This is a default setting. Once the Order List is generated, you can override the selection.

·Last Vendor Ordered From - PRM will select the same vendor used last time the item was

POSitive Retail Manager User Guide218

purchased.

·Primary Vendor - Will select the vendor entered on the options tab of an inventory item.

Placing POs tab

Purchase orders still in the creation process are grouped together. Typically, the vendor has not yet

been notified of the order you wish to place. These settings control how the purchase order operates.

Auto-Fill Purchase Order

PRM will generate purchase orders and number them for each of your vendors as needed. Your

purchase order number can be one of three formats. Choose a format. This is a default setting.

Once the purchase order is created you may change the number.

Date/#/SalesID - The PO number will consist of the date of creation, plus a sequential number, plus

the sales ID of the person creating the purchase order.

·All of these elements are generated automatically.

·This format is very helpful because future questions about the PO will be easily traced to the

staff member who created the PO.

Sequential - You may enter a starting number and each subsequent Purchase Order will be one

number higher than the previous one.

·If sequential is selected then the following field is opened.

·Current PO # - When activated this displays the current purchase order number. Change the

number to a starting sequence number.

No Autofill - If you choose not to have a purchase order number generated, you can choose No

Autofill.

·The number will be replaced with the term No P.O.

·If you wish to record your own PO number as generated from another accounting program,

choose No Autofill because you will be given the opportunity to manually change the PO

number.

If Not Assigning Multiple Vendors

If your inventory is always so unique that it could never be purchased from more than one vendor, this

option will eliminate the Vendor SKU field from the purchase order.

Omit Vendor SKU Field In PO -

·If checked, when you create a purchase order you will not have to enter a vendor SKU.

However, your Vendor SKU must be and will be the same as your SKU. NOTICE: do not use

this option if your vendors will use a SKU which is different than your own.

·If unchecked, you will be prompted to enter the vendor SKU when creating purchase orders.

This is the way PRM has done it in the past.

Duplicate Items on Purchase Order

Do Not Allow Duplicate Items On PO - To assure that your are not inadvertently adding the same

inventory item twice to a PO checkmark this item. There may be times, however, when you would

want this unchecked.

·If checked, adding the same SKU to the PO will pop up a message that the item already

exists.

·If unchecked, you will be able to add the same SKU to the PO more than once. This is an

acceptable setting if you sometimes receive free or reduce priced items in addition to standard

Appendix A 219

priced items on the same purchase order.

Matrix Items

Use Grid In Purchase Orders For Matrix Items - When selecting a matrix header for a purchase

order, the matrix display of multiple cells. (see Matrix Items and Purchase Orders)

·If checked, matrix items on the purchase order will have a graphic display and are grouped as

a unit.

·If unchecked, matrix items will be listed on a purchase order in the traditional line item format.

Print Standard-Style PO When Printing Matrix Items - The standard style is a line by line list of

matrix children inventory and are not incorporated in a grid.

·If checked, when you print the PO, each matrix child item will be listed on a separate line.

·If unchecked, when you print the PO, a box for the matrix items will be generated showing a

consolidated group of items sorted by color/size.

Receiving POs

Once the vendor has been contacted and the purchase order placed, purchase orders are grouped

together in a section indicating the items are in transit. When the products have arrived at your store,

you receive the purchase order. These settings control what will happen at that time.

Prompt Immediately For Serial Number Upon Entering "Received" Quantity - If checked, when

receiving an item flagged to track serial numbers you will be prompted to enter the serial numbers for

that item before going on to another item. This is most useful if you are manually confirming that the

number received is correct, rather than choosing the Receive All option.

Prompt Immediately To Confirm Price When Receiving If Cost Has Changed -

POSitive Retail Manager User Guide220

This feature is a more demanding reminder that products have had cost changes and therefore may

warrant price changes.

·If checked, when you receive a PO, each item with a cost different from the Last Order Cost of

the item will open a verify Price screen so that you can review and edit selling prices. (Note: If

"Landed Cost" option on System Setup: Inventory: Pricing tab has been activated, then this

option is not valid and you will not be prompted.)

·If unchecked, you will still be able to adjust selling prices at the PO Summary screen

Price/Cost Review section.

Alert When Backorders Have Arrived - The alert is in the form of a listing of customers awaiting

inventory. The incoming inventory will automatically fill the backorders, but you may want to be able

to print a list of customers to call and inform them their order has arrived.

·If checked, when you receive a PO, a listing of customers for whom the parts are promised

will be displayed on screen and may be printed so you can notify the customers.

·If unchecked, the customer orders will be automatically filled, but you will not see the listing.

Default Option For Updating Costs When Completing PO

When receiving a purchase order, PRM normally changes costs recorded in the Vendor Inventory List

and also the Last Order Cost field of the inventory item. This feature allows you to receive special

offer inventory from your vendors without PRM assuming the special pricing should be used in the

future. See PO Receive Summary

Select an update option to be used as a default. When you receive a purchase order, you can

manually determine how each item on the purchase order will update costs.

·Vendor & Item Costs - (suggested setting) the cost of the product is recorded in Inventory

Detail Last Cost and Vendor Inventory

·Vendor Cost Only - only recorded in Vendor Inventory List

·Item Cost Only - only recorded in Inventory Detail: "Last Order Cost" field

·Skip Update - not recorded at all

Calculate Landed Cost Based On

If you have selected Landed Cost or Include Landed In Average as the basis for price markups in the

POSitive Setup Form (see Inventory: Pricing: Basis For Price Markups ) then you will see the effect of

distributing freight charges on items received.

Choose one of the following

·Weight

·Cost

·Number Of Items

TIP: For automatic calculations, select Cost or Number of Items. Unless you specifically define a

weight for each item in your inventory list, the weight will be assumed as 0.00 and no landed costs will

be calculated.

7.1.5 Tax Options

Tax rates are defined under Maintenance: Tax Rates. Those tax rates are applied to customers and

inventory items. These settings determine how tax rates will be applied when invoicing.

Appendix A 221

General tab

When you installed PRM, a selection was automatically made for each option. As a general rule,

these selections are good as they stand. However, if you have gone to Utilities> Tax Rates and made

changes by deleting or renaming entries, then you may need to reset these.

·Quick Sale Tax Group - This is the tax group and tax rates applied to customers who make

purchases with the Quick Sale invoice.

·Package Sales Tax - If you are using the Package option on an invoice, you could have a mix of

inventory at different tax rates. This designates the tax to be applied to all items within the package

if there is ever such a mix.

·"No Tax" Tax Category - Select an exempt or non-taxable tax category. This is for those rare

times when a customer should not be charged tax on just one line item on the invoice, yet other

items need to be taxed. Once this is defined, then CTRL-X while highlighting an item on an invoice

will remove or activate the taxation of the line item. Actually, CTRL-X will allow you to select any

other previously defined tax category, not just NoTax. This is especially useful if GST and/or PST

taxes have been defined. (see Adjusting Tax Per Invoice)

Always Round Sales Tax Up - This setting assures that you are collecting enough sales tax and

never "shortchanged." (see Sales Tax Rounding)

Tip: The ? button will open the help information about Sales Tax Rounding

Note: If you are using two tax rates (e.g. State Tax and City Tax) as separate calculations per

inventory item, you should NOT use this option. Rounding is done per tax rate and the combined

tax total will cause GL Transactions to be out of balance. (see Sales Tax Rounding for a sample

screen shot)

Base Tax On Invoice Total (Rather Than Individual Line Items) - This setting will calculate taxes

on the invoice total (after all line items are added to the invoice.) If you have chosen the previous

option "Always Round Sales Tax Up," then this option should also be activated.

·If checked, PRM will total the sales on the invoice for all line items, then calculate the tax.

You should check with your state tax authority to see if this is appropriate.

·If unchecked, (recommended) because most states base tax on individual line items, not the

total.

Tax Inclusive tab

WARNING: The following options are specifically for Australian and British users and normally

should not be invoked by any other users. They will dramatically affect the operation of PRM.

·Display Price Includes Tax On Invoice - When entering the price of an item on an invoice, PRM

will assume the price includes tax and will back out tax charges on the line item. IMPORTANT

NOTE: be sure to select a taxable option for "Tax Rate For Including Tax In Price (GST)" on the

Australia tab, otherwise this feature will not work.

·Tax Included In Windows Invoice Print - If you use the Standard Form for printing invoices, then

the form will include the pricing which includes tax.

NOTE: Be sure to enter appropriate tax group in the Tax Rate For Including Tax In Price (GST)

field below

POSitive Retail Manager User Guide222

·Price Entered Includes Tax When Using Fast Add - When creating an inventory item on the fly

with Fast Add, the selling price is assumed to include tax.

·Enable "Display VAT Pricing" Option on Inventory Screen - When looking up inventory the

selling price will include GST tax.

·Pole Display Shows Price Including Tax - When placing an item on an invoice for sale the Pole

Display shows the SKU and selling price of the item. With this option checked, then the price will

also include applicable sales taxes.

·Tax Group For Including Tax In Price - Select the tax structure which best suits most customers.

NOTE: Used mainly by Britain and Australia, the selling price throughout PRM and on the label of

the product will include the taxes applicable to the item. The tax for the item is based upon this

selected Tax Group. IMPORTANT NOTE: be sure to select a taxable option for "Tax Rate For

Including Tax In Price (GST)" on the Australia tab, otherwise the "Tax Included" feature will not

work.

International Settings tab

Unique settings for various countries.

-- Australia --

·Round To Nearest 5 Cents When Cash Tender - (Australian option) When a customer is paying

with cash, the amount due will be rounded to the nearest 5 cents. The difference will be reported to

a GL account for tracking purposes.

A bit of trivia: Australia has no coin equivalent to the US penny. Cheques and credit cards can

be for any amount, but cash transactions must be paid to the nearest five cents.

·If checked, the tender screen will show and record the rounded amount due on the Cash

entry.

Rounding GL Account - The GL Account number to track adjustments in rounding.

·Goods Received On PO Have Tax - Used mainly in Australia and Canada, this option assumes

that the cost of each line item inventory item being received has the tax calculated into the cost.

·By setting the Tax Percent, PRM will use this number to determine the Tax On Order value in

the purchase order.

·The Purchase Order will display the Tax Column and CTRL-X will allow for toggling tax on or

off for the highlighted line item.

-- United Kingdom --

Support Settlement Discounts ("Price Including Tax" must be disabled)

This feature is only intended for United Kingdom users of PRM.

A Settlement Discount allows the end-user to offer their customers a discount on goods paid before a

certain number of days, with the tax calculated on the discounted amount. For example, an item might

sell for 50.00, with a VAT amount of 8.75. With a 20% discount if paid within 14 days, the VAT would

be calculated on the discounted amount. So, the discounted amount would be 40.00, with VAT

calculated to 7.00. The total invoice would show 57.00. If paid within 14 days, the amount is 47.00. If

paid after that, the amount owed is 57.00.

Here are instructions for using this feature:

1. Under System Setup, Tax Options, International Settings, all tax options having to do with Tax

Appendix A 223

Inclusive should be OFF. Under new tab, United Kingdom, there is a new switch "Support Settlement

Discounts". This should be turned on.

2. Under Utilities/Customer Terms, click ADD to add new a new term. For example, SD14 might be

Settlement Discount, 14 Days or similar. Under Options, Enter the Discount Rate (20.00 for 20%) and

the Days, and check the "This is a Settlement Discount" checkbox. Optionally, you can add an Invoice

Description that might say something like "This Invoice is subject to a 20% discount if paid within 14

days".

3. Under File/Editors/Transaction Reports Editor, clone or create the form you are going to use for

your receipt. In the Footer, make space for a couple of lines near the bottom (I cloned Form 4 for my

testing. I right-clicked on line 24 and selected "ShiftDown" twice to clear up two lines". Now, add the

"Terms Full Desc." under Column 1, Length 40, and on the Instructions line click the "..." button and

select "Settlement Discount". This means, this line will only print if the terms include a settlement

discount.

Next, add a line with Field Name "Text" Column 1 length 18 with the words "Settlement Amount:", and

also select "Settlement Discount" for the Instructions line. On the same line, Column 20, select

"Settlement Disc. Amnt" and the same Instruction line.

To test, assign the customer to these terms. Assign the cloned form as your invoice printer. You can

now create an invoice using the Settlement Discount, and the totals should be correct. The invoice

should have the correct information, and when you go to pay within the 14 days, the correct discount

should be applied. After 14 days, the discount won't be available.

-- Philippines --

Show Cumulative Totals On End-Of-Day Closing Report -

Governing laws require that various calculations appear at the bottom of the report after balancing the

cash drawer.

When balancing the cash drawer and printing the Register Balance Report to a 40col receipt printer

(not a full page printer), the following information is reported.

·Last Invoice # - number on the last invoice created

·Total Amt of Voids - When an invoice is voided from the Invoice History screen.

·Total Discounts - Only calculates Dollar Discount values not percentage discounts created by

pressing CTLR-D or ALT-D on the invoice.

·Total Returns - Value of returned items. The item is counted if one creates a return to the original

invoice and/or changes the quantity of an item to -1 on the invoice.

·Total # Of Invoices - the number of invoices created since the last time the cash drawer was

balanced

-- VAT --

Businesses operating under Value Added Tax controls will likely need to activate the following

options. Taxes paid on a purchase order can then be deducted from sales tax collected when

products are sold.

·Assign Tax Paid On PO To Liability Account -

·PO Tax Liability Account - (GL account)

·Collect VAT On Deposits - some localities need to calculate VAT even on deposits towards

POSitive Retail Manager User Guide224

pending transactions.

7.1.6 Accounts Receivable

Accounts Receivable allows you to sell to your customers and bill them later for their purchases.

These settings will control how AR Statements are generated and printed.

AR Aging Options

There is an AR Aging report to show how long it has been since the purchase was placed on

Accounts Receivable. This Aging information is also included at the bottom of the customer's AR

Statement if you are using Transaction Based statements rather than Balance Forward Statements.

·By Month - Aging of an invoice on AR will begin on the last day of the month of the invoice. The

number of days as defined in the terms on the invoice will be counted from month's end.

·By Number Of Days Due - Aging of an invoice on AR will be calculated based on the Customer

Terms selected at the time of invoicing. The number of days as defined in the terms on the

invoice will be counted from the date the invoice was created. (This has been the standard

method in PRM.)

Statement Selections

Do Not Print AR With Zero Balance - If a customer has a zero balance PRM will not print AR

Statements during batch printing. You will still be able to manually print an AR Statement for the

customer.

Note: If the customer has a store credit and no charges, the statement will print with a negative

amount owed.

Statement Batch Printing

·Include ALL Transactions on Statements Whenever Printed - all active charges and credits will

be printed on the statement.

·Include ONLY Transactions for the Statement Period Being Printed - only the active charges

and credits up to the designated cut off date will be printed on the statement. (see "AR Statements

Close On The...Day Of Month" below)

Statement Printing Options

There are two basic AR Statement styles. Transaction Based and Balance Forward. Each has

various controls.

·Transaction-Based Statement - an AR Statement will print details of active invoice charges and

payment

·Balance Forward Statement - an AR Statement will print details of invoice charges and payment

for the current time period. The previous period will be reflected only as a balance forward amount.

·Days After Statement Close That Payment Is Due - Printed on the invoice will be the

calculated payment due.

·Minimum Payment (Percent of Total Due) - enter 100 if you expect full payment.

Integrate Invoices Into Statements When Printing Invoices with Statements - Rather than

printing separate invoices with the AR Statement, this option saves paper by printing line item details

for each open invoice. A Customer's Account allows for a setting "Print Invoices With Statements"

which governs this option.

Appendix A 225

For Example - A Statement With Integrated Invoices

For Example - A Statement Without Integrated Invoices

POSitive Retail Manager User Guide226

AR Statements Close On The ____ Day Of Month

Enter a cut-off date for AR Activity to be included on the Statement. If you wish statements to close

on the 10th of the month, choose 10. To make the cutoff date the last day of the month, enter a 1 and

PRM will make adjustments for the 28th, 30th, and 31st as needed.

7.1.7 Accounts Payable

This is primarily for defining how checks for your vendors will be handled.

Check Options - Choose ONE

·Prompt For Check Number (Using External Account) - Allows you to enter the number of a

handwritten check or of the check being printed from a check writing program other than

PRM's checkbook feature.

·Generate Checks When Processing AP - When you select and process vendor invoices for

payment through PRM's Accounts Payable, a check will be automatically printed for the vendor

and drawn from the designated account.

Checking Account - Select the name of the checking account setup in PRM for paying AP.

See Accounting: Checkbook

·Do Neither

Appendix A 227

7.1.8 E-Mail Setup

E-Mail Client

·Outlook

·Outlook Express

·Internal

Send Purchase Orders As

·Attached PDF

·Embedded HTML

You can choose to send with outlook, outlook express, or internal (although internal does not handle

PDF or HTML yet, so should not be chosen as yet). You will always get the outlook security message.

But, there is a way around that. For documentation:

A free tool that provides a proper set of security tools for Outlook is listed below:

* Advanced Security for Outlook 1.4 is a free plug in for Outlook that provides proper security alerts

and allows you to set which applications can access Outlook, so you only need to authorize an

application once. Note that this is not a POSitive product and we do not provide support for it. Please

visit the MapiLab website for more information: http://www.mapilab.com/outlook/security/.

7.1.9 Consignments

Consignments are products which you have not purchased, but which you have agreed to sell for

another party. They become part of your inventory, but are handled in a special way. They can be

sold as any other item, but they will also track commission type payments to the consignee. See

Consignments.

Consignment Defaults

Select Dept/Category [F5] - Select a department and category to which the consignment item will be

automatically assigned when adding consignments. Consigned items can be reassigned to a more

appropriate category, especially if you are posting any of these items for sale on the internet with

PRM E-Commerce.

Store Percent - A default store percentage to be automatically applied when accepting

consignments. This can be changed on an individual consignment items as needed.

Edit Windows Consignment Form [F9] - The consignment agreement consists of several

paragraphs stating terms and responsibilities. These paragraphs can be edited to match your

business needs. (Note: if you are not using the Windows form of the consignment agreement, the

form to be edited can be found under File: Editors: Transaction Report Editor.)

POSitive Retail Manager User Guide228

7.1.10 Commissions

PRM provides a simple tool for tracking commission sales for employees. See Commissions.

Track Commissions - This is a module of PRM and must be active for commission functions to work

in PRM.

·If checked, PRM will track commissions, but only for inventory items set to pay a commission.

Be sure to edit individual inventory and assign commission percentages. As a time saver, this

can be done individually or through category defaults

·If unchecked, commissions will not be in effect, you will not have the split commission

function, nor will you be able to do a commission settlement.

Commissions Based On

·Profit - After the cost has been deducted from the selling price, the commission will be

calculated on the profit.

·Selling Price - Regardless of the profit, the commission will be calculated on the selling price,

even if the item was sold below cost.

7.1.11 Pharmacy Setup

PRM can integrate with a special third-party program called CarePoint which maintains a

pharmaceutical database for your customers. This is a specialized program. Please contact your

dealer.

7.1.12 Replicated Registers

This is a Multi-Store setup screen

Activate Replicated Registers - must be activated in order for replication to function properly

Master Database Settings

·Master SQL Server -

·Master Database -

·Master Login Name -

·Master Password -

7.2 Credit Card Setup

PRM can simplify invoice transactions by automatically dialing out for credit card authorization. To do

this you must have the necessary software and hardware. PRM supports payment by credit card with

some built-in verification and confirmation options. PRM supports Averacharge and several well

known third-party credit card processing software programs: ICVerify, X-Charge, and PC Charge.

To setup credit cards, go to Management: Credit Cards: Setup.

Credit Card Interface

Choose a credit card processing Type and fill in required details.

Do Not Allow Charges To Exceed Transaction Total - When tendering a credit card, PRM will not

allow entry of a value greater than the total on the invoice.

Appendix A 229

SUPPORTED CREDIT CARD PROCESSORS

None

Choose this option if you are using a separate credit card processing terminal and/or if you will not be

using any integrated credit card processing software.

Scenario: When you process an invoice and the customer pays with a credit card, you

will go to your separate credit card processing terminal and get an approval number.

Then return to PRM and complete tendering of the invoice. Depending upon the

following settings, you will be prompted in PRM to enter an approval number manually.

At the end of the day, the credit card charges will be totaled and you will be able to

compare the numbers with those generated by the terminal.

·Activate Credit Card Confirmation Message - allows you to choose Approved or Declined status

as reported by the credit card processing terminal

·Prompt For Approval Number - allows you to record the approval number from the credit card

processing terminal.

AveraCharge

This is POSitive's own credit card processor. It requires very little setup, it is internet based, and

supports debit card, food stamp/EBT (electronic benefits transfer) cards, and gift cards.

Choose this option if you have signed up for AveraCharge and have received and installed a required

file.

Scenario: When you tender invoices with a credit card, PRM will quickly get approval

through an internet connection, and process the transaction. If the credit card is

declined, you will have options to manually submit an approval number. At the end of

the day, you will settle the credit card batch with PRM's Credit Card Manager.

·Merchant ID - (select from the list available. If no list is available contact your dealer.)

·Debit Cards - Cash Back Limit - set the limit of how much cash can be withdrawn per debit card

transaction.

ICVerify/X-Charge

This is a third-party credit card processing program supported by PRM. You must purchase and

install ICVerify according to the manufacturer's instructions. Once you have confirmed that ICVerify is

functional, then you will proceed with the PRM Setup.

Scenario: When you tender an invoice using a credit card, PRM places a "request" file

into ICVerify's working directory. ICVerify then processes the transaction and gets

approval. PRM then reads the "answer" file and completes the customer invoice. At the

end of the day you will need to settle the batch and run reports with ICVerify's interface.

For more information see ICVerify And PRM.

·Merchant Code - IMPORTANT: enter your merchant code found in ICVerify

·Merchant ID# - IMPORTANT: Generally, leave this blank. (Only if your copy of ICVERIFY allows

for multiple merchant processing, then enter the appropriate code.

·Report Path - This report path designates the working directory being used by ICVerify to read and

POSitive Retail Manager User Guide230

answer processing requests. In other words, this is the path from the server to the ICVerify

directory. This directory is usually designated when ICVerify is installed. Be sure to enter the drive

and directory into this field. This information will be used with Credit Card Manager.

PC Charge

Choose this option if you have installed PC Charge software following the manufacturer's instructions.

Once you have confirmed that PC Charge is functional, then you will proceed with the PRM Setup.

Enter the Merchant code. (This is a 3 or 4 letter code also referred to as the processor abbreviation.

[eg. NOVA, VISA, MVRK, etc.)

Then enter the Merchant ID#. (This is the number listed as the Credit Card Company number in PC

Charge--typically this number is 8-20 digits.)

For the Report path you would put c:\program files\active-charge (default location of PC Charge).

Next, under station settings, choose credit card processing and check Electronic Credit Card Capture.

Path to processor would be the path to the directory in which PC Charge is installed on the server

(\\server\active-charge).

Local Processor settings are if you want a station to override the settings and use a different merchant

number.

Next you need to set up tender definitions. Go to file, definitions, tender definitions either add or edit

your credit card settings. There is a check box for use electronic credit card capture, make sure this is

checked.

That's all you need in POSitive.

PC CHARGE SETUP

In PC Charge you need to edit users.

The users need to be as follows User1 (for station 1) User2 (for station 2) etc.

PC Charge needs the sale window to be left open. If you have a report window or even have it on

credit it will not process the sale.

Tender Retail

You must be a subscriber and follow its installation procedures.

YesPay - (United Kingdom)

You must be a subscriber and follow its installation procedures. (see YesPay)

Debit Card Setup

Debit Card - use of debit cards is only supported by AveraCharge and PC Charge

PinPad - PRM only supports the Verifone 1000SE model

Recommended: Create a Tender Definition for Debit Cards. Select the Debit Card Type. When used

PRM will prompt for a PIN number which can only be entered through the Verifone 1000SE PinPad.

7.3 Station Detail - General

Each workstation (computer) using PRM needs to have its own setup for printers, cash drawer, pole

display and general operations. This section will require some knowledge of your computer hardware

Appendix A 231

and network.

First Time Setup (an Overview)

It is recommended that station numbers be created from the main or server computer first. Then the

station settings and default selections be defined while physically operating the designated

workstation (computer).

General

Station Settings - Identifies this Station name, number, and default use

Transactions - How this workstation will operate when invoices are created: invoice screen layout,

prompts for type of sale, employee login, inventory lookups, etc.

Credit Card - Authorizes this workstation to accept and process credit card transactions.

Devices

POSitive Retail Manager can work with many popular brands of point of sale hardware. The purpose

of this chapter is to help you with the set-up of your POS equipment.

Cash Drawer - to assure that cash drawer responds to signals to open

Pole Display - to assure that invoicing information is displayed

Portable Scanner - to connect to a hand-held data collector

Multi-Monitor - to assure that a second computer monitor displays invoicing information as well as a

pre-defined slide show

POSitive Retail Manager User Guide232

RMS Pump Interface - to assure that gas pump information is relayed to PRM

Com Ports - for control of computer com ports

Printers/E-Mail

PRINTING SET-UP

Other than a computer, the next most important piece of equipment in any POS system is a good

printer, which can be used for printing receipts, reports and labels. POSitive Retail Manager can work

entirely through your default Windows printer, but you may want to use other printing options typically

available in point-of-sale software.

Since PRM can support different printers for different functions, the first thing you’ll need to do is

make sure a Printer Driver is installed for each printer you’ll be using. Most printer manufacturers

include a printer driver disc in the box, but the exception is the small receipt printers, such as those

made by Epson, Star, Ithaca and others. You’ll need to download the appropriate driver from the

manufacturer’s web site, or ask your dealer to provide it. Once all your printer drivers are installed and

working, you can proceed with setting up printing in PRM.

·Printing Options - Packing Slips, Customer Labels, Purchase Orders

·Invoice - printer designated for printing of invoices

·Alternate Invoice - printer designated for printing of invoices which are sold as On Store Account

·Layaway - printer designated for printing of layaways

·Orders - printer designated for printing of orders

·Internet Orders - printer designated for printing of internet orders

·Service Orders - printer designated for printing of service orders

·Quotes - printer designated for printing of quotes

·Quotes with Costs - printer designated for printing of quotes with cost and profit

·Contract Pricing - printer designated for printing of contract pricing lists

·Deposit Receipt - printer designated for printing of a receipt of deposits received

·AR Receipt - printer designated for printing of an accounts payable payment receipt

·Consignment Agreement - printer designated for printing of the consignment agreement

·Recurring Invoices - printer designated for printing of batches of recurring invoices

·Packing Slips - printer designated for printing of invoice or order without pricing information

7.3.1 Station Settings

General settings controlling operations.

·Set This Station To Your Default - Each workstation (computer) must have its own station

number. By checking this box, the computer you are using now will operate according to the

settings of this station. You will need to exit PRM before the changes take effect.

·Opening Balance - The amount shown here is the current cash in the drawer to be used for

Appendix A 233

making change. As you balance the cash drawer and opt to leave cash in the drawer to be carried

over to the next day, the amount selected will be displayed here. This value cannot be edited.

·This Station Number - PRM generates the station number when you choose to add a workstation.

This number cannot be edited.

·NOTE: ICVerify uses this station number as well. Depending upon your ICVerify license, you

should should reserve the first 4 or 8 stations for use with ICVerify. See ICVerify and PRM for

more information.

·Station Name - You may name this station to reflect the location or the user of the station: Front

·Collect Tender At Station - If this computer station will be making sales transactions and will be

balancing its own cash drawer, this number should match the station number above.

If you are running a network, this option allows you to process invoices at this station, but assign

a different station or cash drawer for keeping the money. Indicate the station number where the

money will be kept. When the cash drawer of the other station is balanced, the transactions

made at this station will be included. This option is used to help you in balancing your cash

drawer(s).

·Assign Transactions from this Station to Company Division - This will be set to Retail

automatically if you have not created any Divisions under the Company Information screen. (See

Divisions)

·Pricing From this Station - Choose "Use Customer Price Level" - Only if this station is doing work

as a specialized Division would you consider using any other price level listed.

·Wallpaper - The background in PRM can be set to whatever picture or pattern you would like. Use

the browse button to find your graphic file. Choose to either tile or center the graphic. And then

use the Set button to confirm the selection.

·Use Touch-Screen Interface for Login - (leave unchecked) When this station starts to run PRM it

will open the touchscreen login for sales ID and password.

When Logging Out

For security purposes, when you are finished working with PRM, you should logout. This will require

the next employee to log in and PRM will then limit that employee's activity and view to pre-authorized

settings.

·Prompt To Logout Securely Or To Switch Users - the open windows will still be visible

·Execute A Secure Logout (No Prompt) - no open windows are displayed.

When Opening Screens

Maximizing an invoice, layaway, order, screen makes the transaction fill the entire computer screen,

thereby placing the focus on the transaction. If it is left unchecked, the transaction will be opened as

a smaller window. Select options as desired.

·Invoices Maximized

·Open Layaway Maximized

·Open Orders Maximized

·Open Service Orders Maximized

·Open Quotes Maximized

·Open Internet Orders Maximized

POSitive Retail Manager User Guide234

7.3.2 Transaction Settings

All of these options will be in effect when you are creating invoices, orders, layaways, etc. Select

those which are most appropriate for this workstation.

Invoicing tab

Controls selection of customer, log-in requirements, and some printing options.

Invoice Style - Choose ONE

Depending upon how you want your workstation to display invoice creation invoice , you may select

from two Invoice Styles:

·Invoice screen layout suitable for computer stores, service stores needing detailed invoices.

The "ESCape" menu is open on the side panel instead of being hidden.

·Register - screen layout suitable for cash-carry, gift stores, etc.

Note: Register style is typically not selected in businesses needing the "Allow Backorders On

Invoice" option as defined in System Setup

Transactions - Select Type of Sale

When you start an invoice, one or more of four options will be visible. Depending upon the type of

business you may choose which option(s) will work best for you.

Select one or more options

·Show "Customer Sale" - opens the Locate Customer window.

·Show "Quick Sale" - assumes "No Name" on the invoice; ideal for walk-in customers.

·Show "Return" - if you will be processing customer returns.

·Show "Cancel" - if you are likely to not create an invoice after all.

·If no options are selected, the "Select Type Of Sale" screen will not be shown, and a Quick

Sale will be assumed.

Transactions

·Ask For (Cashier) ID When Creating Transaction (Orders, Layaways, Etc.) - A security setting

which controls access to critical functions.

·Ask For Commissioned Sales ID When Invoicing - if you are tracking commissions, you will be

asked who should receive the commissions for items sold on the invoice.

·Stay On Invoice After Sale - An ideal setting for workstations on checkout lanes because it

remains poised for creating a new invoice. When creating an new invoice you will first be prompted

New Invoice/Close Invoice.

Appendix A 235

·Force Cashier Login When Invoicing - every time an invoice is created, PRM will ask for the

person's ID and password. This option gives better tracking of who is using a common

computer for making sales.

·Skip " New Invoice/Close Invoice" Prompt - immediately opens new invoice. To end the loop,

you must void an open invoice.

·Ask To Print Before Finalizing Invoices/Layaways - If this is checked, you will be prompted to

print or not, rather than automatically printing an invoice upon completion. At this time, you may

choose to print to a different printer.

·Combine Same-SKU Items On Transactions - when an item is added to an invoice again, PRM

will

·If checked, update the original line item by increasing the quantity of the item.

·If unchecked, the newly added item will have a separate line entry

·Use "Fast Tender" for Touch Screen Checkout - PRM will

·If checked, use an abbreviated procedure for handling monies on the Tender screen.

·If unchecked, use the standard procedure for handling monies.

Inventory tab

While invoicing, you may create new inventory in one of two ways. Choose ONE.

·Prompt To Display Lookup List or Add New If SKU Not Found - If you are using a barcode

scanner for adding items to an invoice you may set PRM to warn you that the scanned item was not

found in inventory. If the scanned barcode does not exist, you will be given the options to

Quick-Add, Search, or cancel. (see Item Not Found)

Tip: DO NOT turn this on if you are not using a barcode scanner because it will require extra

keystrokes.

·Fast-Add Inventory When Adding At Register - A shortcut option to minimize customer delay at

the checkout station. Only essential elements of a new inventory item are recorded. The other

elements must be done later. (see System Setup: Inventory: Invoicing)

Printing tab

Several printing options are available. These are strictly station specific.

·Skip Printing Of Invoice/Receipt (can print from "Change Due" screen) For the business which

does not normally print invoices or receipts for most sales, you can activate this option. After

tendering the invoice, the Change Due window will give you the option [F7] to choose to print the

invoice if the customer requests a copy.

·Always Prompt To Choose Printer When Invoicing - (Not Generally Recommended) Gives the

operator more control of printing options for invoices at the time the sale is made, but is an extra

step in the process.

·Always Prompt To Preview When Invoicing - Some printing processes skip the "preview option.

By selecting this you will always get to preview first.

·Use Alternate Printer When On Account - If you choose, you may automatically route an invoice

to the alternate printer whenever an invoice is placed on store account. This option is often

selected when a 40 column receipt printer is the primary invoice printer and an 80 column printer is

preferred for filing invoices on AR.

·If you check this option, be sure to activate the Alternate Printer settings on the left under

POSitive Retail Manager User Guide236

Printers/E-mail of the Station Detail setup.

·When you create an invoice and choose F5 Store Account as the method of payment, the

invoice will automatically be printed on the Alternate Printer selected.

·Prompt To Print Pick List When Completing Orders - A pick list or packing slip is a list of item on

the order without pricing. This list is often give to the shipping department for gathering the items to

be shipped.

Electronic Journal

PRM can create a captured copy of every invoice as a text file. This text file can be printed if there are

questions about invoices in PRM Invoice History, for example, if PRM were unable to save data and

line items are missing. All invoices are saved in a directory named by the date to make lookup easier.

·Activate Station Electronic Journal (saves copy of receipt to specified location)

·Journal Path - the drive could be the local hard drive and a folder named receipts

(C:\RECEIPTS)

Age Verification tab

Some businesses sell controlled products which are not to be sold to underage customers. The Age

Verification feature of PRM will help document proper sales and deter improper sales.

Age Verification Options

·No Age Verification Prompts - select this option if you have no inventory restrictions; can be sold

to anyone of any age

·Prompt To Check ID - the clerk will be reminded to ask to see some identification. The clerk will

then choose Approve or Decline.

·Prompt To Enter Birthdate - the clerk will be asked to enter the customer's birthdate. PRM will

then compare the date entered with the computer system date and calculate to see if the minimum

age is reached. This is a more dynamic method for verifying because requires the clerk to be more

interactive.

·Prompt To Scan Driver's License - some states issue a driver's license which has a magnetic

stripe. Using the same magnetic stripe reader used for credit cards, PRM can read the data on the

driver's license and extract birthdate information for verification purposes.

·Assure that your card reader will be able to read swipes.

-------- Card Reader (choose one) --------

If a driver's license in your state includes a magnetic stripe, you can choose to swipe the driver's

license to extract the bearer's birthdate. You need to choose the format of the magnetic stripe.

·Does not put a CR/LF between track 1 and 2

·Does put a CR/LF between track 1 and 2

TIP - click on the TEST button for an explanation and test of your Mag Stripe Reader

Note: Mag Stripe readers typically read tracks 1 and 2 from a credit or debit card. Some

readers break the two tracks into two line, while others do not separate the two tracks.

Scan a driver's license into a non-word wrap text box and observe how it is displayed in the text

box. If it displays as one continuous line, choose the first option. If it displays as two lines

choose the second option.

Appendix A 237

AR tab

·Skip Prompt For Password when taking AR Payments - if this station will typically process many

AR Payments, you could save time and effort by not having to enter Sales ID and Password each

time.

Misc tab

·Show Costs When Entering Quote - If this is checked costs and profits will be visible. This is

generally a preferred setting unless customers will be able to view the screen.

·Hide Customer Info Box On Scheduling Calendar - If using the service order module, you can

choose to hide the customer information box on the scheduling calendar and then manually activate

it as needed.

7.3.3 Register Balance

When Balancing Register

When balancing the cash drawer for this station, you may indicate which reports to print.

·Invoice Transactions - "Register Balance Report" (Not available in 40 col format)

·Tender Summary - "Register Balance Report - Summary"

·Credit Card Summary - a grouping of like credit card types with subtotals and total

·Category Summary - cost and profit totals per inventory category.

Note: To see SAMPLES of these reports see Daily Balance History

Print End-Of-Day Report To Receipt Printer - If you are using a 40 Col Receipt Printer for printing

your invoices, you could have the above reports printed on the same cash register type paper.

·Windows Printer Driver - If you have checked the above option, you must select the printer

from your Windows Printers list. Click on the lookup button and select a Generic / Text

Only Printer.

·Physical Printer - Select the Generic Receipt Printer which should always work.

ADD A Generic / Text Only PRINTER

If the Generic / Text Only Printer is not in your listing of Windows Printers, follow these steps.

· Go to the Start Button of Windows

· Choose Settings

· Choose Printers

· Click on Add Printer

· From the list, select Generic / Text Only Printer.

Note: Do NOT set this as your Windows Default printer.

Notes: These reports will be printed in a 40 column format to include the same detail. However, the

Invoice Transactions Report will never print to the 40 Col printer because of its excessive detail. It

may be printed later to an 80 column or full-page printer.

POSitive Retail Manager User Guide238

7.3.4 Credit Card Processing

ADVANCE SETUP: Credit cards can be processed in PRM by first preparing the Credit Card Setup

under Management: Credit Cards: Setup.

Then the individual workstation needs to be activated.

Station Settings For Processing Credit Cards

Credit Card Processors

PRM supports several credit card processing providers who sell licensed software.

AveraCharge is fully integrated into PRM.

ICVerify, X-Charge, and PCCharge are third party software programs for processing credit card

purchases. They are purchased separately from PRM. Check with your local dealer.

Before you can activate these settings, you must have a licensed copy of ICVerify or PCCharge

installed and operational. Operational means that you have the internet or modem dialing to a credit

card processing service and the service is properly processing transactions to your bank account.

See ICVerify and PRM for installation instructions.

Activation of Station

Use Electronic Credit Card Capture - This setting must be checked for this workstation to

communicate with the selected credit card processor. (see System Setup: Credit Card Setup)

Path To Processor - Enter the name of the directory, including the drive letter, where PCCharge or

ICVerify is storing the request files to be processed. You may use the Browse Button to the right of

Appendix A 239

the field to find the directory.

Number of Receipts - Generally, the number should be zero (0) because PRM will do all of the

printing.

Use Mag Stripe Reader - This setting must be checked if you are using a magnetic swipe device to

read the credit card information.

Setting Up The Mag Stripe Reader

You need to make sure the Mag Stripe Reader is reading credit cards in the correct format. The

easiest way to do this is to open a word processor (Window's Start button: Programs: Accessories:

NotePad) and scan a credit card. PRM needs to read tracks 1 and 2 on the credit card.

When you scan the card, you should get a group of numbers and letters similar to this:

%B40030101010123456789^JOHN ROBERT

DOE^940310101002?,54800109639335702=94031016

It does not matter if there is more information than that. The important thing to look for is that there is

a '^' surrounding the name on the card. PRM finds these '^' characters and uses them to determine

the location of the account number.

If you are NOT seeing this information, then your scanner is not reading the proper tracks on the card.

-- My Card Reader -- (choose one)

·Does not put a CR/LF between track 1 and 2

·Does put a CR/LF between track 1 and 2

TIP - click on the ? button for an explanation and a test your Mag Stripe Reader

Note: Mag Stripe readers typically read tracks 1 and 2 from a credit or debit card. Some readers

break the two tracks into two line, while others do not separate the two tracks.

Scan a credit card into a non-word wrap text box and observe how it is displayed in the text box. If it

displays as one continuous line, choose the first option. If it displays as two lines choose the second

option.

Use Local Processor Settings (Optional)

With ICVerify, X-Charge, PCCharge, and AveraCharge each workstation can use a merchant code

other than the one set in System Setup. This is activated only if you have two merchant accounts and

want to use a specific one at a particular workstation.

Test Credit Card Processing button - This will send out a test transaction to assure that IC Verify

settings and PRM settings are synchronized.

ICVerify Operations

Preparation: ICVMLT32.EXE must be running in the background and have the /O /D switches active

in its initialization string. See ICVerify and PRM.

7.3.5 Stations - Devices

Each workstation will require connections to printers, cash drawer, pole display, and other hardware.

For general information see Basic Hardware For Workstations. The following topics give more

precise information.

POSitive Retail Manager User Guide240

7.3.5.1 Cash Drawer

You must activate the option to use the cash drawer by entering codes for the cash drawer. It is

assumed that the cash drawer connects to the printer with a small cable.

·Use Cash Drawer - Must be checked if a cash drawer is being used with this station.

Cash Drawer Settings

·Cash Drawer Code - The decimal numbers provided by the cash drawer manufacturer which

activate the drawer to open. If more than one number is required, use a comma as a separator.

-- Possible Codes --

code 27,112,0,48 - If the printer is an Epson or Samsung brand. (Use 27,112,0,57 for a

longer signal, if necessary)

code 7 - If the printer is a Star brand, use code 7.

·Cash Drawer Port - Choose the port to which the cash drawer is attached. If the cash drawer is

plugged into a receipt printer, use the port of the receipt printer.

·Pulse - The signal to open the cash drawer can be extended by increasing the pulse setting from 0

to a 1, 2, or 3. This is often needed for older models of cash drawers. Another option is to set the

baud rate for older drawers to just 300 baud.

·Bypass Direct To Port