CounterPoint SQL Express Basics - CounterPoint SQL Retail and

Transcription

COUNTERPOINT SQL EXPRESS BASICS
Table of Contents
Agenda
For Your Information
Overview of class format, training materials, and the training facility
General Information
Section 1. Getting Started
Installation procedures, setting up computers, service packs and updates
Section 2.
Company Setup
Using Quick Setup and defining customers, items, and vendors
Section 3.
Inventory Processing
Covers inventory adjustments and physical counts
Section 4.
Purchasing and Receiving
Describes how to purchase items from vendors and methods for receiving
merchandise
Section 5.
Point of Sale Processing
Covers drawer cycle, starting Touchscreen Ticket Entry, point of sale processes,
end-of-day procedures, and device setup
Section 6.
Receivables
Shows how to enter and process cash receipts, customer adjustments, and
print statements
Section 7.
Changing System Data
Covers security features, menu codes, defining tax rules, and backing up and
moving a database
Section 8.
Glossary
Glossary of terms related to Windows, SQL databases, and CounterPoint SQL
Appendix 1: Pre-defined Accounts, Label Jobs, and Customer Display Layouts
Appendix 2: Planning Worksheets for Profiles, Attributes, and Miscellaneous charges
Appendix 3: Setting Up the Accounting Interface
Appendix 4: Folder and File Locations
Appendix 5: Moving a Database
Appendix 6: Feature Comparison
SECTION 1: GETTING STARTED
General Information.................................................................................... 1
Installation Sequence ................................................................................. 2
Installing MSDE Server Software ............................................................... 3
Installing CounterPoint SQL Express ......................................................... 4
Installing CounterPoint SQL Express on a Network.................................... 8
Workstation Setup ...................................................................................... 9
Service Packs and Database Updates ..................................................... 12
CounterPoint SQL Express System.......................................................... 13
Major Areas within CounterPoint .............................................................. 14
The Pre-defined Data ............................................................................... 16
Starting CounterPoint SQL Express ......................................................... 18
General Information
CounterPoint SQL Express - "CounterPoint" without the Enterprise Option
Runs under Windows Server 2003 or XP Pro (recommended)
LAN (Local Area Network) capabilities
SQL database, using SQL Server Express 2005
SQL = Structured Query Language
Written in Borland Delphi
Internet Explorer 5.0 or higher
Adobe Reader
Supports Windows printers for all printing
Reports and forms are Crystal Reports format (Version 10)
Labels produced using NiceLabel Pro (third party software)
Programmable keyboard keys using Perfect Keyboard (third party software)
Server - 2 GHz Pentium H Processor, 2 GB RAM, and DVD drive
Workstation – 1.3 Celeron M or 1.6 Pentium M, 1 GB RAM
Getting Started
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Installation Sequence
On the server
Step
Comments
1
Log in as the system administrator
2
Install SQL Server Express (SSE)
3
Install CounterPoint SQL Server Files
At the end, select "Run workstation
setup" if this is a standalone system or
you want to run CounterPoint on the
server
SSE is provided with CounterPoint and is installed
from the CounterPoint SQL DVD
Selecting this automatically runs
WorkstationSetup.exe
4
On a multi-user system, set the top-level
CounterPoint folder to be shared
Set up as read/write with no share password
5
Download and install CounterPoint SQL
Service Pack (CPSQLSP)
Download from Support area of Radiant Systems
website
On each workstation
Step
Comments
1
Log in as the system administrator
2
Browse to the top-level CounterPoint
folder on server and run
Select to install Program Files
Optionally, install Database Utilities
Provides ability to run SQL Script Utility and
Table Editor at this workstation
3
Install Adobe Acrobat reader if not already
present on workstation
From the CounterPoint SQL DVD, select
Additional Materials and then select Adobe
Reader 7.0
4
Install Perfect Keyboard if you want to use
this “keyboard macro” program on
workstation
From the CounterPoint SQL DVD, select
Additional Materials and then select Perfect
Keyboard
5
Install CounterPoint SQL Service Pack
(CPSQLSP)
Administrative rights are NOT needed to install a
service pack on a workstation
Getting Started
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Installing SSE Software
Server software must be installed before CounterPoint SQL Express can be installed or
used. SQL Server Express 2005 (SSE) is supplied with CounterPoint and the following
steps describe its installation.
a) Exit all Windows programs.
b) Insert the CounterPoint DVD.
The CounterPoint SQL Installation
menu should automatically appear.
If the installation menu does not
automatically appear, select
Start/Run and execute
D:\Launch.exe (where D is
the letter of your DVD drive).
c) Click CounterPoint SQL Express
from the Installation menu.
d) Click SSE 2005
from the Install menu.
When the installation is complete,
you will be returned to the
installation menu.
NOTE: At this time you should start the SQL server service, if it is not running, or you will not
be able to install CounterPoint SQL Express CPPractice Data.
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Installing CounterPoint SQL Express
Install CounterPoint SQL Server Files
a) The CounterPoint SQL Installation menu should automatically appear.
If the installation menu does not
automatically appear, select
Start/Run and execute
D:\Launch.exe (where D is
the letter of your DVD drive).
Click CounterPoint SQL Express.
b) When the Express menu appears,
click CounterPoint SQL.
c) The installation wizard first checks
to see if the Microsoft Data Access
Components (MDAC) can be found.
If the MDAC cannot be found, you
will be prompted to install it.
Click OK to install the missing
MDAC components.
The MDAC installation takes
several minutes and does not display
any status as it runs.
Click OK to restart your computer.
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d) When your computer has restarted,
the CounterPoint SQL Server
Setup installer restarts automatically.
After reading the Welcome dialog,
click Next.
e) Read the Software License
Agreement, select Agree,
and then click Next.
f) The Select Components dialog
appears.
Specify the CounterPoint
components to install on the server.
The first time you install
CounterPoint SQL Express, you
must install the Server Files and
CPExpress Data.
CPPractice is a database for you
to practice using CounterPoint.
Click
Getting Started
to proceed to the Select Top-Level Directory dialog.
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g) Specify the directory where CounterPoint
reports, forms, data dictionaries, and
system resource files will be stored.
For the first installation of CounterPoint
on a computer, the default folder is
CounterPoint.
Click
to proceed to the SQL Server Settings dialog.
The SQL Server Name field displays
the name of your computer, while the
Data Directory field displays the path
to the SSE 2005 data files.
Click
to accept the default
SQL server settings and proceed to the
SQL User Information dialog.
h) The Windows Authentication check
box is selected by default. This means
that the installer will create your database
with the user ID you used to log in to
your computer.
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i) Click
to proceed to the Start Installation dialog.
j) Click
to begin
installing CounterPoint Server files.
As each of the CounterPoint
components is installed, the
progress indicators show the
percentage of completion.
After all server files are installed,
the Installation Complete dialog
appears.
Select Run workstation setup if you are installing CounterPoint on a standalone system, or
if you want to use the server as a workstation to run CounterPoint.
Click
Getting Started
to exit the server setup program.
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Installing CounterPoint SQL Express on a Network
Set the top-level CounterPoint folder to be shared
At the server, use My Computer and navigate to the top-level CounterPoint SQL directory.
If you used the defaults when installing the CounterPoint Server Files, it will be
C:\CounterPoint.
Right-click the folder and
choose Sharing and
Security…
When the CounterPoint Properties dialog
appears, switch to the Sharing tab and select
Share this folder.
Enter a Share name (the default is
CounterPoint).
For User limit select Maximum allowed, and
click
.
Under Group or user names, select Everyone,
and then select Full Control in the Allow column.
Click OK, and then click Apply.
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Workstation Setup
Perform these steps at each workstation.
a) Login as the system administrator.
b) Browse to the top-level CounterPoint directory on the server and double-click the file
WorkstationSetup.exe.
c) After reading the Welcome
dialog, click
d) The Select Components
dialog appears.
Specify the CounterPoint
components to install on
the workstation.
You must install the
Program Files on every
workstation.
Select to install Utilities
only if the workstation is
used by the system
administrator (these
utilities allow unrestricted
access to the database
files).
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e) The Select Install Directory
dialog appears.
Specify the local folder on the
workstation where you want to
install the CounterPoint programs.
The default folder is
C:\Program Files\CounterPoint.
f) The Select Start Menu Program Group
dialog appears.
Specify the Start Menu Program group
to which the CounterPoint icons will be
added.
For the first installation of CounterPoint
on a computer, the default group is
CounterPoint SQL.
g) Click
to begin installation
of CounterPoint on the workstation.
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Indicators show the progress
of installation as it copies the
workstation files.
h) When the Installation Complete
dialog appears, select whether
you want a shortcut for
CounterPoint to be
automatically created on the
desktop of this workstation.
Click
to exit the
workstation setup program.
Installing Adobe Acrobat Reader
If a message displays that Adobe Acrobat is not installed on the workstation, you can install it by
selecting Additional Materials from the CounterPoint SQL DVD, and then selecting Adobe
Reader 7.0 from the Install menu. You will need Adobe Acrobat to read the PDF Library for
CounterPoint SQL.
Installing Perfect Keyboard
If you want to use the “keyboard macro” program, you can install it by selecting Additional
Materials from the CounterPoint SQL DVD, and then selecting Perfect Keyboard form the
Install menu.
This completes the installation on a workstation.
NOTE: CounterPoint SQL Express can be installed on a single computer or on a
network of up to four computers. If you installed CounterPoint SQL Express on your
server, you can configure up to three additional computers to run CounterPoint. If
workstation files are installed at the server, you can configure up to two additional
workstations.
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Service Packs and Database Updates
Service Packs
•
•
Cumulative updates to CounterPoint SQL programs and utilities
Download CPSQLSP.EXE from Radiant Systems Web site:
www.counterpointpos.com/support/software.html
•
•
•
Execute CPSQLSP.EXE to install
Includes a reported problems log
Install only on server – a workstation will be updated automatically the next
time CounterPoint is started on the workstation
•
To subscribe to receive automatic email notification of new Service Packs use
the submission form at
www.counterpointpos.com/support/software_email.html
•
You must be a current CSS subscriber to access the support area of the
website
Updating Databases After Installing a New Release
•
To update columns and tables in an existing database
1. Exit all users from CounterPoint SQL.
2. Backup existing database files.
3. Start SQL Script Utility on workstation (or server) with CounterPoint Database
Utilities.
4. Select CPExpress database.
5. Use File/Open to load the database UpdateFrom script specified in the
service pack or release documentation (e.g., “UpdateFrom8.3.3.sql”).
6. Run Script/Execute to execute the script.
7. Select to use Windows Authentication.
8. Load and execute msPredefinedData.sql.
9. Exit the SQL Script Utility.
10. Start CounterPoint SQL.
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CounterPoint SQL Express System
Base System
Module
Functionality
Point of Sale
One store: Sales, returns, orders, layaways, holds, quotes,
store credits, gift certificates, multi-currency support, and credit
card processing (First Data North or First Data South through
PNC Merchant Services, Lynk, and Paymentech.
Inventory
One location: Items, 3-dimensional gridded items, barcodes, 3
price levels, promotional pricing, planned promotions,
adjustments, physical count, and labels with barcodes
Alternate units supported in all transactions that move inventory
Customers
Cash customers and ship-to addresses
Receivables
A/R charge customers (open item), finance charges, process
cash receipts, aging report, print statements, and pay-onaccount transactions
Purchasing
Vendors, vendor item costs, purchasing advice report, purchase
orders, and receivings
History
Complete transaction history (including reprinting of journals),
ticket history, management history, commissions, and sales
analysis reports
System
Multi-user (up to 3), SQL script utility, G/L and A/P interface
Ecommerce
Integration with CPOnline for publishing item catalog and
accepting orders from CPOnline website
Reports
Our pre-defined reports are provided in Crystal Reports (v 10)
format, and we supply the Crystal runtime to print them.
Customizable with Crystal Reports (purchased separately)
Quick Reports in lookup windows allow simple changes without
requiring Crystal Reports
Setup
Configuration and setup functions
Option
Option
Additional Functionality
Credit Cards
Electronic draft capture / settlement using Vital, First Data
North, First Data South (non-PNC Bank), Lynk
Getting Started
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Major Areas within CounterPoint
When working with CounterPoint, you will encounter four major areas: Configuration,
Database Maintenance, Transactions, and Reports.
Let’s take a closer look at each.
Configuration: use to configure how your company will function. For example, will you
use gift certificates, and how will you settle credit cards.
Database Maintenance: use to maintain the records in the database.
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Major Areas within CounterPoint
Transactions: use to record business events. For example, sell an item to a customer,
or order merchandise from a vendor.
Reports: allow you to query the database and retrieve specified information. For
example, find out the value of your inventory for a specific category of merchandise.
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The Pre-defined Data
When you installed CounterPoint, some pre-defined data was also installed for your
company. Use this pre-defined data and start using CounterPoint immediately, or
define additional data to customize your company’s data.
Additional data can be defined “on the fly” if the user is authorized to access the menu
selection.
SYSTEM
Accounts (See Appendix 1)
Calendars Years 2004 through 2010
Currency Codes Home currency – U.S. Dollars
Gift Certificate Codes $10 gift certificate code (Amount can be changed)
Label Jobs (See Appendix 1)
Menu Codes POS basic user
Pay Codes A/R, Cash, Check, Credit, and Store Credit
Security Codes Manager and POS Clerk
Ship-via Codes C = Customer Pickup, F = Federal Express, M = Mail,
O = Other, T = Truck, and U = UPS
Tax Authorities Exempt, Local, and Out of State
Tax Codes Exempt, Local, and Out of State
Users Manager, POS 1, POS 2, and POS 3
User Preferences All users: Button Menu Style
Workgroup Main
INVENTORY
Account Codes Main
Barcode IDs 6-pack, Case 12, Case 24, Dozen, Each, Item, Pair,
Sleeve, and UPC
Categories Miscellaneous
Label Codes Butterfly, Hangtag, Split, and Standard
Locations Main
Prompt Codes Over 18 and Over 21
Tare Weight Code Sample
Units 6-Pack, Case 12, Case 24, Dozen, Each, Pair, and Sleeve
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CUSTOMERS
Categories Miscellaneous
Shipping Zones Zone 1 through 8
Statement Codes End of Month
Terms Codes N30 (Net 30 Days) and Net (Balance due)
PURCHASING
Terms Codes COD (Cash on Delivery), N30 (Net 30 Days), and Net
(Balance due)
POINT OF SALE
Drawers Drawer 1, 2 and 3
Form Groups Hold, Pay In/Out, Pay on Account, Pick, Quote, and Ticket,
Void, Void – Pay In/Out, Void – Pay on Account
Security Codes Manager and POS
Stations Stations 1, 2, and 3
Store Main
Touchscreen Code Main
User Drawers Manager = All drawers, POS 1 = Drawer 1, POS 2 =
Drawer 2, and POS 3 = Drawer 3
ITEMS
Items Discount, Miscellaneous, Notes, and Template
Inventory Discount, Miscellaneous, and Notes
Barcodes M (Defined barcode for the Miscellaneous item)
Item Prices Prices have already been assigned to the following items:
Discount, Miscellaneous, Notes, and Template = $0.00
CUSTOMERS
Customers Cash and Template
Before you begin to use CounterPoint, you will probably want to define the items your
company sells and customers that you sell to.
Getting Started
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Starting CounterPoint SQL Express
Double-click the desktop icon
.
Or
Click
and then click
.
Locate the CounterPoint SQL folder, and then click CounterPoint SQL.
Select a Company
The CounterPoint SQL “splash”
screen appears, followed by the
Select a Company dialog.
Select CounterPoint SQL Express Company.
Click
.
A message displays the name
of the database that is being
accessed.
CounterPoint SQL Express Login
The Login – <Enter company name here> window appears.
Enter MGR as the User ID.
If passwords are later enabled,
the next log in will require the
user to enter a password as well.
The next time you use CounterPoint
for this company, the User ID will
display the last User ID entered on
that computer.
Click
when completed.
You can click
to return to the Select a Company dialog, to work with
the practice company if you selected to install it.
Getting Started
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SECTION 2: COMPANY SETUP
Using Quick Setup...................................................................................... 1
Exercise 1: Defining a Company ................................................................................. 2
Exercise 2: Defining Item Profiles & Attributes ............................................................ 5
Exercise 3: Defining Customer Profiles ....................................................................... 8
Exercise 4: Defining Purchasing Profiles................................................................... 10
Exercise 5: Defining Point of Sale Profiles ................................................................ 12
Exercise 6: Credit Card Setup ................................................................................... 15
Changing a Menu Style ............................................................................ 16
Clocking In / Out....................................................................................... 17
Entering Timecards .................................................................................. 18
Exporting and Purging Timecards ............................................................ 19
Setting Up Customer Control.................................................................... 20
Defining Customers.................................................................................. 25
Defining Customers - Quick Customers.................................................... 26
Defining Customers - On the Fly .............................................................. 28
Defining Customer Shipping Addresses ................................................... 29
Zooming on a Customer........................................................................... 30
Viewing Customers .................................................................................. 31
Defining Customer, Category, and Ship-to Address Notes.............................. 32
Printing Labels for Customers .................................................................. 33
Setting Up Inventory Control .................................................................... 34
Showing Setup Options............................................................................ 36
Defining Items .......................................................................................... 41
Defining Items - Quick Items .................................................................... 43
Exercise 7: Defining Items......................................................................................... 45
Defining Items - On the Fly....................................................................... 46
Zooming on an Item ................................................................................. 47
Defining Item, Category, and Sub-Category Notes................................... 50
Defining Item Barcodes ............................................................................ 51
Barcodes and Barcode ID ........................................................................ 52
Gridded Item Barcodes............................................................................. 53
Defining Inventory for Items...................................................................... 54
Exercise 8: Defining Inventory ...................................................................................58
Defining Item Prices ................................................................................. 59
Exercise 9: Establishing Item Prices ..........................................................................60
Defining Substitute Items.......................................................................... 61
Defining Promotional Prices ..................................................................... 62
Pricing Calculation Method and Basis ...................................................... 63
Planned Promotions ................................................................................. 65
Order of Price Evaluation ......................................................................... 67
Set Group Order....................................................................................... 68
Price Test ................................................................................................. 69
Printing Item Labels.................................................................................. 70
Viewing Item Information .......................................................................... 71
Defining Vendors...................................................................................... 72
Zooming on a Vendor ............................................................................... 75
Defining Vendor Items .............................................................................. 76
Viewing Vendors ...................................................................................... 80
Adding Existing Documents to Express .................................................... 81
Using Quick Setup
The first time you start CounterPoint SQL Express, the Quick Setup form appears,
allowing you to personalize your system and enable specific features and options for
your company. The next time you log in to your company, Quick Setup can be accessed
by going to Setup / System / Quick Setup.
Company tab
Name
Enter the name of your company
Address 1 – 3
City
State
Zip
Country
Enter your company’s address, city, state, zip code, and
country
Use passwords
Indicate whether you want users to enter a password when
they log in to CounterPoint
Current calendar
Enter the current year
Tax percent 1
Enter the local sales tax rate for your company
Use gift certificates
Indicate whether your company will offer gift certificates
Use store credits
Indicate whether your company issue store credits
Default label printer
Browse and select the printer for labels from the list of
Windows printers already define on your system
Company Setup
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Exercise 1: Defining a Company
Try it Yourself!
Let’s start defining our company.
Complete the Company tab with the following information (OR use your own company’s
information):
Name
Address 1
City
State
Zip code
Country
Training Express
1727 Kirby Parkway
Memphis
TN
38120
USA
You will not be using passwords
The current calendar year is 2005
Tax percent is 7%
You will be using gift certificates and store credits
You will not be assigning a default label printer
The Quick Setup form should
now look similar to this.
-------------------------------------------- END OF EXERCISE --------------------------------------------
Company Setup
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Using Quick Setup
Items tab
•
Use item profiles and item attributes to capture additional information about
your items
Check to indicate that you want
to use a profile or attribute, and
then enter the name to display for
the field.
Code Profiles
Use Code Profiles for pre-defined responses
Click
to define the valid responses
Bookstore Example: Genre (Children, Young Adult,
Reference, etc.)
Date Profiles
Use Date Profiles for date responses
Bookstore Example: Published date
Alphanumeric Profiles
Use Alphanumeric Profiles for text responses
Bookstore Example: Author
Numeric Profiles
Use Numeric Profiles for numeric responses
Bookstore Example: ISBN
Item Attributes
Use Item Attributes for pre-defined responses
Click
Bookstore Example: Cover type (Hard back, Paperback,
and Audio)
Company Setup
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Using Quick Setup
Defining Profile Codes On the Fly
After clicking
, the Confirm
dialog appears. After saving, the
Item Profile Code LookUp form
appears.
Select a profile code, or if the choice you need is not defined, click
“on the fly”.
to define it
The first time you access
Quick Setup there will not
be any profile codes on file.
You will need to define them
“on the fly” or use Setup /
Inventory / Profile Codes.
Enter a name and description for the profile code and assign it to one or more of the
profiles that have been enabled.
Company Setup
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Exercise 2: Defining Item Profiles & Attributes
Try it Yourself!
Let’s start defining our company’s item profiles and attributes.
Training Express is a Lawn and Garden store that carries plants, chemicals, and garden
accessories. For this exercise, we will only be defining a few of the item profile fields
and attributes for your items. (Of course, you would eventually want to define the
remaining item profiles and attributes.)
Enable the following profiles and enter the display labels.
For the Code profiles, click
and define the responses.
Code profile
Display label
Codes
Code profile 1
Plant Group
Tree, Shrub, and Ground Cover
Date profile
Display label
Alpha profile
Display label
Date profile 1
Publication date
Alpha profile 1
Author
Numeric profile
Display label
Numeric profile 1
Plant Height
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Enable the following item attributes, enter the display labels, and click
the responses.
Item Attribute
Display label
Codes
Attribute 1
Interest Feature
Flower, Fruit, and Foliage
Attribute 2
Interest Color
Red, Yellow, and Pink
and define
When completed, the Items
tab should look similar to this.
-------------------------------------------- END OF EXERCISE --------------------------------------------
Company Setup
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Using Quick Setup
Customers tab
•
Use customer profiles to capture additional information about your customers
to use a profile, and then enter the
name to display for the field.
Code Profiles
Click
Bookstore Example: Birth month (January, February, etc.)
Date Profiles
Bookstore Example: Joined Book Club
Bookstore Example: Favorite Author
Numeric Profiles
Bookstore Example: Membership #
Company Setup
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Exercise 3: Defining Customer Profiles
Try it Yourself!
You will now define the profiles for your customers.
Enable the following profiles, enter the display labels, and click
responses.
and define the
Code profile
Display label
Codes
Code profile 1
Service Plan
Weekly, Monthly, and Seasonally
Date profile
Display label
Alpha profile
Display label
Date profile 1
Project begin date
Alpha profile 1
Membership #
Date profile 2
Project end date
Numeric profile
Display label
Numeric profile 1
Acreage
When completed, the Customers tab
should look similar to this.
-------------------------------------------- END OF EXERCISE -------------------------------------------Company Setup
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Using Quick Setup
Purchasing tab
•
Use purchasing profiles to capture additional information for each vendor
to use a profile or miscellaneous
charge, and then enter the name
to display for the field.
For enabled miscellaneous charges,
enter or look up the account to which
distributions will be posted.
Code Profiles
Click
Bookstore Example: Delivery schedule (Daily, Weekly,
Monthly, Other)
Date Profiles
Bookstore Example: Open account date
Bookstore Example: Driver’s name
Numeric Profiles
Bookstore Example: Service Rating
Misc charges
Use miscellaneous charges to assess fees from vendors
Bookstore Example: Restocking fee
Company Setup
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Exercise 4: Defining Purchasing Profiles
Try it Yourself!
You will now define the profiles and miscellaneous charges for your vendors.
Enable the following profiles and misc charges and enter the display label.
Code Profiles
Display label
Codes
Code profile 1
Delivery Schedule Daily, Weekly, Monthly
Misc charges
Display label
Account
Misc charge 1
Freight
4160
Misc charge 2
Restocking fee
9900
When completed, the Purchasing
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Using Quick Setup
Point of Sale tab
•
Use point of sale profiles to capture additional information about each ticket
to use a profile or miscellaneous
charge, and then enter the name
to display for the field.
For enabled miscellaneous charges,
enter or look up the account to
which distributions will be posted.
Miscellaneous charge 5 can be
enabled to function as a discount.
Code Profiles
Click
Bookstore Example: Mailing List (Yes, No)
Date Profiles
Bookstore Example: Pick up date
Bookstore Example: School
Numeric Profiles
Bookstore Example: Zip Code
Misc charges
Use miscellaneous charges to assess fees on tickets
Treat as discount Indicate whether to treat miscellaneous charge 5 as a
discount
Bookstore Example: Delivery Fee
Company Setup
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Exercise 5: Defining Point of Sale Profiles
Try it Yourself!
You will now define the profiles and miscellaneous charges for your tickets.
Enable the following profiles and misc charges, enter the display labels, and click
and define the responses.
We will not be using any Date or Alpha profiles.
Code profile
Display label
Code profile 1 Mailing List
Codes
Numeric profile
Display label
Yes, No
Numeric profile 1
Zip Code
Misc charges
Display label
Account
Misc charge 1
Delivery fee
4160
Misc charge 2
Shipping
8410
When completed, the Point of Sale
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Using Quick Setup
Credit Cards tab
•
Use to define credit card processing information for your company
Click
, to allow
CounterPoint to construct a Terminal ID
based on information provided by the
processor.
to configure
Click
information for the processor.
Merchant number
Enter your merchant number
Processor
Select the processor to use: FDMS North or Paymentech
Industry type
Select the industry type
Authorization terminal ID
Enter the authorization terminal ID
Settlement terminal ID
Enter the settlement terminal ID
Use CPGateway
Indicate whether to use CPGateway
CPGateway merchant-#
If using CPGateway, enter your CPGateway merchant
number
Operating mode
Select your operating mode
Use AmEx direct
If using CPGateway, indicate whether to directly authorize
American Express payments
AmEx SE number
If using AmEx direct, enter your American Express
“Service Establishment” number
Use debit cards
Indicate whether your company will process debit cards
Use checks
Indicate whether your company will process checks
Company Setup
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Using Quick Setup
Processor Configuration
Click
to configure information for the processor.
For FDMS North
Select the Check service:
Telecheck or Certegy
and
Enter your Tax ID number
For Paymentech
Enter your Ship from zip code
Company Setup
2-14
6/12/2007
Exercise 6: Credit Card Setup
Try it Yourself!
You will now configure your company to process credit cards.
For training classes, we will be simulating the authorization process.
Enter “SIMULATE” for the fields, and enable the use of AmEx direct and Use checks.
When completed the Credit Cards tab
should look similar to this.
Click
to accept the
changes to Quick Setup.
2-15
6/12/2007
Changing a Menu Style
After saving the Quick Setup form, the Main Menu appears.
All defined users have been assigned
the Buttons menu style.
To change the menu style, navigate to
Setup / System / User Preferences.
Select the user whose menu style you
want to change (MGR), and select the
new menu style (Explorer) from the
drop down list at Main menu style.
Save your changes.
When you close the User Preferences
window, you will return to the Main
Menu with the Explorer menu style
enabled.
Company Setup
2-16
6/12/2007
Clocking In / Out
Select Timecards / Clock-in/out
•
Use to clock-in/out of CounterPoint
•
Eliminates the need for special timecard equipment
•
CounterPoint can be configured to automatically prompt a user to clock-in/out
To Clock-in
Enter User ID and Password,
if enabled, and click
.
To Clock-out
Enter User ID and Password,
if enabled, and click
.
A message will appear, confirming which user is now clocked in or clocked out.
Company Setup
2-17
6/12/2007
Entering Timecards
Select Timecards / Enter
•
Manually create/edit a clock-in/out record for a user
•
Allows a single document per date
Company Setup
2-18
6/12/2007
Exporting and Purging Timecards
Select Timecards / Export Timecards
•
•
Use to export timecard information
Cannot export incomplete/voided records
Select Timecards / Purge Timecards
•
•
Use to remove timecard entries
Cannot purge incomplete/voided records
Company Setup
2-19
6/12/2007
Setting Up Customer Control
Select Setup / Customers / Control
•
Use to specify aging periods and defaults when aging is performed
Aging tab
Age by
Document date or Due date
Aging periods
Number of aging periods you plan to use (Maximum = 5)
Aging Period 1 - 5
For each defined aging period
Max age for period1
Number of days that represent this aging period
For the last defined aging period, no day entry required
Dunning msg 1
Dunning msg 2
Optional messages to print on statement
Company Setup
2-20
6/12/2007
A/R Processing tab
•
Use to configure software when processing Cash Receipts and Customer
Adjustments
Cash Receipts
Maximum write-off
Unlimited
Writeoff account
Maximum dollar amount that can be written off at once, or
Unlimited, and default distribution account
(Enter 0 if no write-offs are allowed)
Source of profit center when updating writeoff
distributions to account entered here: None or Store
Statements
Last begin date
Last end date
Save copies to disk
Statement period beginning and ending date from last
time statements were printed
Save a copy of statements to a disk file
Account management
Note ID
Company Setup
Note ID to automatically display note when viewing a
customer in Customers / Account Management
2-21
6/12/2007
Print Options tab
•
Use to specify whether and how customer transactions journals print at the
time the transaction is posted
Cash receipts journal
Options for printing or viewing the Cash Receipts Journal
at posting-time
Print distributions
Indicate whether to print distributions produced
Customer
adjustments journal
Print distributions
Options for printing or viewing the Customer Adjustments
Journal at posting-time
Finance charges journal
Options for printing or viewing the Finance charges
Journal at posting-time
Print distributions
Company Setup
2-22
6/12/2007
Profiles tab
•
Displays profiles enabled in Quick Setup
•
Use to enable additional profiles
NOTE: Use Quick Setup to change display labels for enabled profiles.
Company Setup
2-23
6/12/2007
Other tab
Orders affect available credit
Layaways affect available credit
Include or exclude open order balances, or layaway
balances, when calculating available credit limit for
customer
Simplified customer
add-on-the-fly
Enable use of a simplified form for adding new
customers "on the fly"
Also used for editing existing customers "on the fly"
from lookups
Loyalty Programs
(Available with CounterPoint Enterprise)
Company Setup
2-24
6/12/2007
Defining Customers
Methods to define a customer
A. Use Customers / Customers to add the
customer and their associated information.
Default for each field comes from the
"Template" customer.
After entering (or assigning) a customer
number, you can click
at "Name" to
copy the rest of the customer information
from some other customer.
B. Use Customers / Quick Customers, an
abbreviated version of the Customers form.
C. Click
from a customer lookup, or
after entering a customer number that is
“not on file”, to manually define the
customer "on the fly".
Company Setup
2-25
6/12/2007
Defining Customers - Quick Customers
Select Customers / Quick Customers (Method B)
•
Use to quickly define customers, using an abbreviated version of Customers /
Customers
First name
Last name
Address
The customer’s first and last name
Phone 1
Email 1
Primary phone number for this customer
Email address
Category
Sales rep
Used for grouping customers for purposes of pricing and reporting
Default sales rep for this customer
Terms code
Fin charge code
A/R account
For A/R customer types only, the payment terms for documents
charged to A/R
Used to calculate finance charges for this A/R customer
G/L account number for recording A/R activity for this customer
Loyalty program
Loyalty card #
Assign an alternate number to your customers that can be scanned to
identify the customer
Company Setup
The customer’s address
2-26
6/12/2007
Defining Customers - Quick Customers
A/R info tab
Enter A/R information here
Remaining fields are
system-maintained
Allow A/R charges
Indicate whether this customer can make charges to A/R
Statement code
Terms code
Fin charges code
A/R account
Used for grouping customers for purposes of statement printing
(These values default from the values entered on the Main tab)
Credit limit
Unlimited
Maximum amount of credit to extend to this customer, or unlimited
amount
Profiles tab
Enter customer profiles for
enabled fields
Company Setup
2-27
6/12/2007
Defining Customers - On the Fly
Add customer on the fly (Method C)
•
Use this method to add a new customer from another area of CounterPoint
Example: You enter a ticket for a customer who is not on file. Click
from
the Customer LookUp form or from the “Customer not on file” dialog (if you
entered a customer number on the ticket) to display the form used for adding
customers on the fly.
Only users who have access to Customers / Customers or Customers /
Quick Customers will be able to add a customer on the fly
If “Simplified customer add-on-the-fly” is enabled in Setup / Customers / Control,
this form appears.
If “Simplified customer add-on-the-fly” is not enabled, the Customers / Quick
Customers form appears.
Company Setup
2-28
6/12/2007
Defining Customer Shipping Addresses
Select Customers / Ship-to Addresses
Or click
for a customer
Address tab
Contacts tab
Company Setup
2-29
6/12/2007
Zooming on a Customer
Click
, press F6, or click
•
from a lookup
Use to view additional information related to a specific customer
View or edit customer notes
View ticket history for the identified customer
View recent sales
View customer monthly history
View current documents
View or add ship-to addresses
View closed layaway history
View customer special purchases
View closed order history
View ticket history header data
Company Setup
2-30
6/12/2007
Viewing Customers
Select Customers / Views / Customers
•
Identical to Customers / Customers without ability to add, change, or delete
•
Can add notes, if menu definition allows access to equivalent menu selection
Company Setup
2-31
6/12/2007
Defining Customer, Category, and Ship-to Address Notes
Select Customers / Utilities / Customer Notes
Category Notes
Ship-to Address Notes
Or click
after displaying customer, category, or ship-to address
Or click
from a customer zoom
Select the
customer, category,
or ship-to address.
For Note ID, enter
the ID you want to
assign,
or
click
to
assign the current
date and time as the
note ID.
•
Can contain text, graphics, and/or links (RTF fields do not support .jpg)
•
Can be auto-displayed in Point of Sale / Tickets / Ticket Entry and
Touchscreen
Company Setup
2-32
6/12/2007
Printing Labels for Customers
Select System / Labels
•
Use to print labels for: customers
customers from ticket history
customers ship-to addresses
locations
stores
vendors
users
tax authorities
Select the Label job,
Label filename, Printer,
Label quantity, and
Labels to skip.
Filter as needed.
Click
Company Setup
to view how the label will look.
2-33
6/12/2007
Setting Up Inventory Control
Select Setup / Inventory / Control
Main tab
Costing
Cost method
Defaults to Average cost, used throughout company
Miscellaneous items use Cost of sales %
Serial costing
B/S Inventory
pft ctr method
Where is profit center obtained when updating distributions to
B/S inventory accounts for items?
None = use full B/S inventory account in item’s account code
without profit center substitutions
Location = substitute location’s profit center
Category = substitute item category’s profit center
Cat/Sub-cat = substitute item category/sub-category profit center
Physical count
posting uses
Company Setup
When posting physical count transactions that generate adjustments
to inventory, use cost and price that were frozen when count
transaction was created or use item’s current cost and price?
2-34
6/12/2007
Main tab (cont.)
New Item Setup
Item barcode ID
Barcode ID to associate with barcode specified at "Barcode" in Inventory /
Quick Items (Protected change field)
Other barcodes for item, entered either using
in Inventory /
Quick Items or Inventory / Barcodes, use the barcode ID identified when
barcode is entered
Show inventory
setup options
After defining a new item, allow user to select whether to add inventory
records, or instead automatically create the inventory records for the
location identified at "Create inventory for"
Create inventory for
If showing inventory setup options, choice here is default for "Create
inventory for" field on Create Item form
Show inventory
If showing inventory setup options, choice here is used as default for
"Show inventory" checkbox on Create Item form
If not showing inventory setup options, choice here determines whether
Inventory form appears after inventory records are created when user
saves a new item
Show grid setup
options
After defining a new gridded item, allow user to select whether to copy grid
definition and model stock from another gridded item, whether to generate
cell barcodes, and whether to display Grid Definition form
Allow user to enter a new item's grid definition
If showing grid setup options, choice here is used as default for "Show grid
definition" checkbox on Create Item form
If not showing grid setup options, you should choose to enable "Show grid
definition"
A grid definition must be created for each gridded item, and userinteraction is required to either copy the definition from a different item or to
define the grid
Show grid definition
Generate cell
barcodes
Default setting for "Generate cell barcodes" checkbox on Create Item form
and Grid Definition form
Default barcode
prefix
Default value for "Cell barcode prefix" field on Create Item form and Grid
Definition form: None, Item barcode, Auto-assign, or Item number
Select Auto-assign to assign sequential barcodes to gridded items, using
"Next barcode number" for current workgroup
Simplified item addon-the-fly
Enable use of a simplified form for adding new items "on the fly" from
lookups or after entering an item number that is not on-file
Also used for editing existing items "on the fly"
Company Setup
2-35
6/12/2007
Showing Setup Options
After saving a new item
This form appears if Setup / Inventory / Control indicates to:
"Show inventory setup options"
"Show grid setup options"
Inventory
Create inventory for
Build inventory records for: No locations, This location
Min qty
Max qty
Least number of units to have in stock
Greatest number of units to have in stock
Show inventory
Indicate whether to show inventory form after creating records
Grid
Copy grid from
Select the gridded item to use as a template for the grid
Copy model stock
Indicate whether to copy model stock levels from the selected item
Generate cell
barcodes
Indicate whether to automatically generate cell barcodes
Cell barcode prefix
When generating barcodes, what prefix should be used
Show grid definition Indicate whether to show the grid definition form
Company Setup
2-36
6/12/2007
Pricing tab
Price levels
Number of price levels to use, up to 3
Price rounding method
Normal, Down, or Up
Use location prices
Use cell prices
Use location-cell prices
Company Setup
Rounding Results
If unit price
computes to:
Up
Down
Normal
1.231
1.24
1.23
1.23
1.235
1.24
1.23
1.24
1.239
1.24
1.23
1.24
2-37
6/12/2007
Item Profile tab
•
•
NOTE: Use Quick Setup to change the display labels for enabled column codes and
attributes (e.g., to display “Use plant Group” instead of “Use code profile 1”).
Company Setup
2-38
6/12/2007
Print Options tab
•
Use to specify whether and how inventory transaction worksheets and
journals print at the time the associated transactions are posted
Transfers tab
Available with CounterPoint Enterprise
Same five
choices for each
Available with
CounterPoint
Enterprise
Copies of every posting journal are also available from history
Physical count worksheet
Physical count journal
Adjustments journal
Print distributions Show breakdown of account numbers and amounts
updated by posting corresponding transaction
Prints as final page of posting journal
Company Setup
2-39
6/12/2007
Labels tab
Default item label job for
Identify the default label job when printing item labels
Default label job for
transfer out
transfer in
quick transfer
Transfer out tags method
Transfer in tags method
Quick transfer tags method
Company Setup
2-40
6/12/2007
Defining Items
Methods to define an item
A. Use Inventory / Items to add the item
and its associated information. Default
for each field comes from the "Template"
item.
After entering (or assigning) an item
number, you can click
at
"Description" to copy the rest of the item
information from some other item.
B. Use Inventory / Quick Items, an
abbreviated version of Inventory / Items.
C. Click
from an item lookup, or
after entering an item number that is
“not on file”, to manually define the
item "on the fly".
Company Setup
2-41
6/12/2007
Defining Items
Item Types
Inventory
"Real" items
Quantity on hand is tracked
Cost is tracked
Can use either tracking method
"Miscellaneous" types
Internally-used items, or items for which costs are not
tracked in CounterPoint
Quantity on hand is NOT tracked
Cost is NOT tracked
Can use "normal" or "gridded" tracking method
Non-Inventory Represents goods for which you do not track inventory
Clerk can enter a price on ticket
Service Represents labor or services you provide
Clerk must be authorized to change price on ticket
Discount Represent discounts or coupons you offer
Price is negative on a ticket
Tracking Methods
Normal
For inventory items, track item quantities at item-level only
Gridded
Track item quantity by color-size-pattern
Alternate selling units are allowed
Each color-size-pattern can have a different barcode
-----------------------Item Type-------------------
Menu Selection
Inventory
Non-Inventory
Service
Discount
Inventory / Adjustments / Enter
Y
N
N
N
Physical Count / Create or Enter
Y
N
N
N
Purchase Requests / Enter
Y
Y
Y
N
Receivings / Enter
Y
Y
Y
N
Tickets / Touchscreen or Ticket
Entry
Y
Y
Y
Y
Company Setup
2-42
6/12/2007
Defining Items - Quick Items
Select Inventory / Quick Items (Method B)
•
Use to quickly define items, using an abbreviated version of Inventory / Items
Item number
Enter the number you want to associate with this item, or
choose to auto-assign the number
Description
Enter the description of the item you are defining
Item type
Assign the appropriate item type
Tracking method
Assign the appropriate tracking method
Price 1
Retail price for item
Regular price
Regular price for one stocking unit of item
Last cost / COS%
Initial cost to use for new inventory and vendor item records
For misc items, percent of selling price to use as cost
Barcode
Manufacturer’s barcode, or can be auto-assigned
Category
Used for grouping items for purposes of pricing and reporting
Sub-category
Secondary grouping within a category
Primary vendor
Vendor’s item #
Primary supplier from whom this item is purchased
Primary vendor’s product number for item
Item Attributes 1- 6
Assign characteristics for enabled attributes
Company Setup
2-43
6/12/2007
Defining Items - Quick Items
Profiles tab
•
The Profiles tab allows you to enter item profiles for enabled fields
Company Setup
2-44
6/12/2007
Exercise 7: Defining Items
Try it Yourself!
In the next 15 minutes define as many of the following items as possible.
Auto-assign all item numbers and build all needed categories, vendors, etc. “on the fly”.
Description:
Boxwood
The Garden Guide
Item Type:
Tracking Method:
Inventory
Normal
Inventory
Normal
Price-1:
Barcode:
Category:
Sub-category:
Primary Vendor:
Vendor’s item number:
Interest Feature:
Interest Color:
Plant Group:
Author:
Publication Date:
Plant Height:
24.99
987654321
Plants
Evergreen
Midwest
MW-BS-BB-200
16.99
878052135
Miscellaneous
Book
Smith Publishing
878052135
Description:
Item Type:
Tracking Method:
Price-1:
Barcode:
Category:
Sub-category:
Primary Vendor:
Vendor’s item number:
Interest Feature:
Interest Color:
Plant Group:
Author:
Publication Date:
Plant Height:
Bonus Buck
Discount
Normal
1
122333
Promotions
Company Setup
Terra Cotta
Containers
Inventory
Gridded
(Color – Red,
Yellow, Blue)
(Shape – Round,
Square)
19.99
246897531
Miscellaneous
Containers
Lawn Ornaments
12349876
Shrub
Unknown
1988
2
Mowing
Service
Normal
Services
Mowing
Plant Ties
Non-Inventory
Normal
.50
TEPT
Miscellaneous
Midwest
MW-PT-700
2-45
6/12/2007
Defining Items - On the Fly
Add Item on the fly (Method C)
•
Use this method to add a new item from another area of CounterPoint
Example: When you enter a purchase request for an item that is not on file,
click
from the Item LookUp form, or from the “Item not on file” dialog,
to display the Items form and define the item on the fly.
•
Only users who have access to Inventory / Items or Inventory / Quick
Items will be able to add an item on the fly
If “Simplified item add-on-the-fly” is enabled in Setup / Inventory / Control, this form
is used to add the item.
If “Simplified item add-on-the-fly” is not enabled, the Inventory / Quick Items form
appears.
Company Setup
2-46
6/12/2007
Zooming on an Item
Click
•
from a lookup
Use to view additional information related to a specific item
View or add notes
View the grid definition (for Gridded Items)
View recent sales
View the vendors this item is purchased from
View the Open POs that contain this item
View item monthly history
View or add substitute items
Company Setup
2-47
6/12/2007
Zooming on an Item
Gridded item
Click
Display default columns and value (Qty on hand)
Customize grid columns to display
Display all grid columns
Display one of these values in grid
Company Setup
2-48
6/12/2007
Zooming on an Item
Images
Click
Click VCR buttons to see other images
• Locate item images in CounterPoint \ CPExpress \ ItemImages
•
Locate customer images in CounterPoint \ CPExpress \ CustomerImages
Image name must be: Itemnumber.filetype or Customernumber.filetype
Multiple images for the same item/customer must follow the following format:
Itemnumber^xxx.filetype or Customernumber^xxx.filetype
Examples:
100001.jpg
100001^1.jpg
1000.jpg
1000^2.jpg
Supported Formats for Images, Audio, & Video
Image formats
Audio formats
Video formats
Company Setup
Windows bitmap
.bmp, .dib
Icon
.ico
Windows meta file
.wmf
Jpeg
.jpg, .jpeg, .jpe
Portable network graphics
.png
Wave
.wav
Midi
.mid
Mpeg audio
.mp3
Audio
.au
Windows AVI
.avi
Mpeg video
.mpg, .mpeg
2-49
6/12/2007
Defining Item, Category, and Sub-Category Notes
Select Inventory / Utilities / Item Notes
Category Notes
Sub-category Notes
Or click
after displaying item, category, or sub-category
Select the item category, item
number, or item sub-category.
For Note ID, enter the ID you want
to assign, click
to assign
the current date and time, or enter
the automatic display note ID
(Default value of AUTO set in
Setup / Point of Sale / Control and
AUTO-PO in Setup / Purchasing /
Control).
Saves in .rtf format
Can contain text, graphics,
and / or links.
Can be auto-displayed in: Regular Ticket Entry, Touchscreen, Purchase Requests,
and Receivings
Click
after displaying notes
• Note LookUp form displays all entered notes for the selected item, category,
or sub-category
•
Use Keyword to search notes for a specific word or words
Company Setup
2-50
6/12/2007
Defining Item Barcodes
Use Barcodes to identify a specific item
•
•
•
•
Unlimited number of barcodes for each item
Cannot duplicate another item’s barcode or item number
Cannot duplicate barcode within same item/same unit
Cannot be same as item number
For a single barcode
At Barcode field:
− Scan manufacturer's barcode
− Manually type barcode
− Auto-assign
For multiple barcodes
Click
in Inventory / Quick Items
Or
Select Inventory / Barcodes
Barcode ID
What barcode ID is this barcode associated with?
Barcode
Enter the barcode, or auto-assign the barcode
Associated unit
With which unit (stocking or alternate) is this barcode
associated? None = Preferred in PS, Stocking elsewhere
Company Setup
2-51
6/12/2007
Barcodes and Barcode ID
Example:
The item Headlight, manufactured by General Electric, is purchased from four
different car manufacturers. Each car manufacturer uses its own part number.
If you use the part number as the barcode, you could define these Barcode ID’s
(using Setup / Inventory / Barcode ID’s):
Barcode ID
FORD
CHRYSLER
GM
HONDA
Description
Vendor: Ford
Vendor: Chrysler
Vendor: General Motors
Vendor: Honda
You can now define the following barcodes for the item Headlight:
Item Number
Barcode ID
Barcode
Unit
HEADLIGHT
FORD
F12345
Each
CHRYSLER
C12345
Each
GM
G12345
Each
HONDA
H12345
Each
Company Setup
2-52
6/12/2007
Gridded Item Barcodes
Gridded Items
• Manually assign them
−
Unlimited barcodes per cell
(Must use a different
Barcode ID for each)
•
Generate barcodes automatically
− Assigns to stocking unit
After saving new item
(If “Show Grid Setup Options”
is enabled in Inventory / Control)
Cell barcode prefix
If entered manually, appends 4-digit “Next cell barcode #”
Use
to use workgroup’s next barcode number, without
any prefix
Next cell barcode #
When using prefix, value to append to prefix for first cell when
barcodes are generated. Starts at 0001 if blank.
Incremented automatically as barcodes are generated
Company Setup
2-53
6/12/2007
Defining Inventory for Items
Select Inventory / Inventory
Or
Click
for an item on the Quick Items form
Quantities tab
• Use to build or change an
inventory record
• Can be automatically
created when defining
new item
Generate the Committed
Inventory report
Bin-1 – Bin-4
Aisle, shelve, or bin "addresses" where item is located
Average cost
Standard cost
Last cost
Average = Average cost of all units in stock, systemmaintained
Standard = Fixed cost maintained by user
Last = cost paid for last receiving
Min qty
Max qty
Lowest number of units ("reorder level")
Highest number of units to maintain of the item
Stocking unit
Stocking unit name
Qty on hand
Quantity of item, prior to posting transactions
Qty committed
Quantity on unposted transactions
Qty available
Qty on hand – Qty committed
Qty on PO’s
Qty on order
Qty on layaway
Quantity on purchase orders that haven’t yet been received
Quantity on order
Quantity on layaway
Qty on BO
Qty on SO
Qty on transfer out
Qty on transfer in
Company Setup
2-54
6/12/2007
Dates tab
First recv date
Last recv date
Earliest date and Latest date item was received
First sale date
Last sale date
Earliest date and Latest date item was sold
Last count date
Latest date physical count was done for item
Last PO date
PO date on last purchase order for this item that was to be
received
Next expected date
Next expected PO
When is the next PO for this item due to arrive, and what is
the PO number?
•
Each date is automatically updated when corresponding transaction is posted
Establishing On Hand Quantities
Once an item has been defined you will need to establish on hand quantities
before the item can be sold.
This can be done in several ways:
1. Receive the item in Receivings / Enter (With or without creating a PO)
2. Process an Inventory Adjustment
3. Enter a Physical Count
Company Setup
2-55
6/12/2007
Quantities tab for
Gridded Item
Quantities are for all
color-size-pattern cells
To view separate quantities for each color-size-pattern cell, click
Initial view = Qty on hand
Click
to display a different quantity or to customize the order of dimensions
(“color”, “size”, or “pattern”)
Customizations to grid are
stored by workstation, so
each user’s workstation
can display different
information for the same
gridded item.
Company Setup
2-56
6/12/2007
Gridded Items - Model Stock Quantities
•
Set minimum and maximum stocking level for each color-size-pattern “cell”
Click
for
a gridded item to set
inventory data for each cell
An unstocked cell cannot
be sold or processed
Fill or clear Stocked
check box for all
color-size-pattern cells
Auto-set each Stocked
cell to Min / Max
quantities entered here
Company Setup
2-57
6/12/2007
Exercise 8: Defining Inventory
Try it Yourself!
In the next 5 minutes, establish inventory records for as many of your items as possible.
Item
Min
Max
Stocked cells
Japanese Maple
6
24
Ceramic Containers
All Cells - 2 All Cells - 8 All Cells
Boxwood
12
36
The Garden Guide
4
12
Terra Cotta Containers
Yellow 1
Red 2
Blue 3
Yellow 4
Red 6
Blue 9
Bonus Bucks
24
100
Mowing
0
0
Plant Ties
0
0
All cells except Yellow Square
After selecting the item from the Inventory form, enter the Min / Max levels.
For gridded items, after accessing the Inventory form, click
determine which cells to stock and then set the Min / Max levels.
and
2-58
6/12/2007
Defining Item Prices
Select Inventory / Prices / Item Prices
Or
Click
for an item on the Quick Items form
•
Use to set up “base” prices for all selling units of an item
•
If you intend to set up price rules that utilize Price-2 or Price-3, be sure to
define those prices here. Price rules are defined using Inventory / Prices /
Promotional Prices or Planned Promotions.
Available with
CounterPoint
Enterprise
Company Setup
2-59
6/12/2007
Exercise 9: Establishing Item Prices
Try it Yourself!
In the next 5 minutes, establish prices for as many of your items as possible.
Item
Regular price
Price-2
Price-3
Japanese Maple
75.99
73.99
71.99
Ceramic Containers
25.99
24.99
23.99
Boxwood
24.99
23.99
22.99
The Garden Guide
16.99
15.99
14.99
Terra Cotta Containers
19.99
18.99
17.99
Bonus Bucks
1
1
1
Mowing
0
0
0
Plant Ties
.50
.48
.45
After selecting the item from the Inventory / Prices / Item Prices form, enter the prices.
-------------------------------------------- END OF EXERCISE --------------------------------------------
Company Setup
2-60
6/12/2007
Defining Substitute Items
Click
for an item on the Inventory / Quick Items form
•
Use to define unlimited substitute items
Click
to add a new substitute item
Click
to remove the highlighted substitute item
Click
item is listed
Company Setup
or
to change the order in which a substitute
2-61
6/12/2007
Defining Promotional Prices
Besides base prices, CounterPoint Express provides 2 ways to create price rules.
Promotional Prices
Sale price for an item or a group of items for a
designated date range and / or customers
Planned Promotions Identify various random items to include in a sale
group and assign random prices to each selected
item (when completed, creates Promotional Price
rules)
Select Inventory / Prices / Promotional Prices
•
Use to define special pricing for items that incorporates:
− who the item is sold to
− what items are included
− when the item is sold
Name and describe the group code
to define a new promotional price.
Specify the timeframe
for the promotion.
Switch to the Rules tab to add
a rule for the promotion.
Enter a description of this rule.
Use the Prices tab to define
the pricing for the promotion.
Company Setup
2-62
6/12/2007
Pricing Calculation Method and Basis
Enter any minimum quantities needed
in order to receive this price.
Determine which method will be used
to calculate prices.
Select the basis for the method.
Enter the associated amount or percent.
Pricing Method
Basis
Pick price
Use the selected price level
Fixed price
Use the amount entered for Amt/pct
Discount percent
Use the percent entered for Amt/pct to discount the selected
price level
Discount amount
Use the amount entered for Amt/pct to reduce the selected
price level
Markup percent
Use the percent entered for Amt/pct to markup the selected
cost (or price level) Basis x (1 + entered %/100)
Markup amount
Use the amount entered for Amt/pct to increase the selected
cost (or price level)
Margin
Use the percent entered for Amt/pct to increase the selected
cost (or price level) to reach the identified profit margin
Basis / (1 – entered %/100)
The Arbor Day Prices filter
would look like this.
Company Setup
2-63
6/12/2007
Use the Items tab to filter
for the eligible items.
Use the Customers tab to
filter for the eligible customers.
Use the Sales tab to filter
for other conditions under
which the promotional price
rule applies.
When completed, save the
Promotional Price.
Company Setup
2-64
6/12/2007
Planned Promotions
Select Inventory / Prices / Planned Promotions
•
Use to define various prices or discount percents for randomly selected items
Name and describe the
Planned Promotional Group.
Enter a beginning and
ending date.
To add items:
Select the item and enter
the new price, or discount
percent for either Price-1
or Regular price.
Or
Click
and use the item filter to
add multiple items at the same time.
When you are ready to add these items to
the planned promotion, click
.
If a filtered item already has a planned
promotional price, decide how to deal with it.
Company Setup
2-65
6/12/2007
Planned Promotions
After all items and prices are entered, a report can be printed showing the price group
by clicking
.
Click
to actually generate the promotional price rules.
To edit a planned promotional price rule, once it has been created, use Inventory /
Prices / Promotional Prices.
Company Setup
2-66
6/12/2007
Order of Price Evaluation
To determine the selling price, CounterPoint looks at each promotional price:
Evaluated in group code
sequence
Considers rules within each group code, ordered by Rule description
The first Group code and Rule description that matches the current sale
determines the price used.
If no rule matches the current sale, Price-1 for the selling unit is used.
Company Setup
2-67
6/12/2007
Set Group Order
Click
Use
to order groups within a pricing structure
and
Company Setup
to change order of Group Codes within a Price Group.
2-68
6/12/2007
Price Test
Select Inventory / Utilities / Price Test
•
What price will be calculated for specified selling situation?
•
What components were used in calculation of price?
Enter conditions
of the sale.
Click
Forget previously calculated
price and do full recalculation
The calculated price displays, along with the information used to calculate it.
(Loyalty program outputs available with CounterPoint Enterprise.)
Company Setup
2-69
6/12/2007
Printing Item Labels
To print labels for items, click
Company Setup
on the toolbar in:
Inventory / Items
Inventory / Quick Items
Inventory / Inventory
Inventory / Barcodes
Inventory / Prices / Item Prices
Inventory / Prices / Promotional Prices
Inventory / Views / Items
2-70
6/12/2007
Viewing Item Information
Select Inventory / Views / Items
•
Identical to Inventory / Items without ability to add, change, or delete
•
Can add notes, if menu code allows access to equivalent menu selection
Company Setup
2-71
6/12/2007
Defining Vendors
Select Purchasing / Vendors
•
Use this form to define the vendors for your company
Contact 1
Contact information for this vendor, usually the name of the person you
work with
Phone 1
Phone number for the vendor, usually the number for the individual
specified in Contact 1
Category
Use to group vendors for purposes of reporting and filtering
Terms code
Ship-via code
Normal payment terms from this vendor, and usual shipping method
Both are used as defaults when entering a new PO for this vendor
Sync with A/P
When System / Accounting / Utilities / Import vendors is run with the
"Update" flag, synchronize this vendor's information in CounterPoint to
match the information in A/P
A/P vendor #
A/P vendor to whom this CounterPoint vendor matches
If blank, attempts to match with CounterPoint Vendor number
Vendor's ref #
Your account number or ID with the vendor
Voucher default
Select the default receiver status for this vendor: Fully vouchered or
Partially vouchered
Company Setup
2-72
6/12/2007
Defining Vendors
Address tab
Enter the address for this
Vendor.
Information entered here
is used as the default on
purchase orders and can
be printed on labels for
the vendor.
Contacts tab
Enter the information for
the individuals you contact
at this vendor.
The email and URL fields
are hotlinks.
Double-click the text in
these fields to start your
default email program or
Web browser.
Salutation
Can be used when printing vendor reports
First name
Last name
For companies, enter the individual to whom correspondence would be
addressed at that company or leave it blank
Can be used when preparing correspondence to vendor, along with
Salutation
Company Setup
2-73
6/12/2007
Defining Vendors
Profiles tab
Enter purchasing profiles
for enabled fields
Adding a Vendor on the fly
Another way you can define vendors for your company is to define them “on the fly”.
Only users who can access the Purchasing / Vendors function can add vendors on the
fly.
For example, when you enter a purchase request for a vendor that is not on file,
click
from the Vendor LookUp form or from the “Vendor not on file” dialog to
display the Vendors form and define the vendor on the fly.
Company Setup
2-74
6/12/2007
Zooming on a Vendor
Click
from a lookup
Use to view additional information related to a specific vendor
Add or edit notes for vendors
View the vendor items form
View open Purchase Orders
Company Setup
2-75
6/12/2007
Defining Vendor Items
Select Purchasing / Vendor Items
Or
click
Or
click
Or
click
•
on the Vendors form
for an item in Inventory / Quick Items
from an Item zoom or Vendor zoom
Use to define the items that you purchase from a particular vendor
Clear or set “Primary vendor” status in
the Item record
If this is not the primary vendor, shows
primary vendor ID instead of message
Vendor's item number
The number the vendor uses for this item
Vendor’s description
The description the vendor uses for this item
Vendor’s list price
Vendor’s normal price for this item, or manufacturer’s
suggested retail price ("MSRP")
Comment 1 - 3
Enter up to three additional comments about this item for this
vendor
You can also select in Setup / Purchasing / Control to automatically create vendor
item records when purchase requests or receivings are posted.
Company Setup
2-76
6/12/2007
Purchasing tab
Purchasing unit
Vendor’s selling unit
Stocking unit
The unit in which you stock this item. If different from the purchasing
unit, enter quantity relationship between purchasing and stocking unit
(e.g., 1 Dozen = 12 EACH)
Min order qty
Minimum quantity of purchasing units that you must order from this
vendor (e.g., must order at least 2 Dozen)
Used when calculating purchase quantity of item
Unit cost
The amount that the vendor charges for each purchasing unit of the
item
Used as default cost when entering a purchase request for this vendor
Can be automatically updated when new PO for this vendor and item
is posted
Order multiple
Quantity increment in which the vendor requires you to order the item
(e.g., must order item in increments of a dozen).
Used when calculating purchase quantity of item
Lead time
Number of days that it takes vendor to ship the item
(Informational only)
Company Setup
2-77
6/12/2007
Vendor Items – Minimum Order Qty and Order Multiple
Example:
Item #TOP-XLL
Top-Flite XL Long Balls
Stocking unit = DOZ
Vendor XYZ packs golf balls in boxes of 12 dozen (1 gross of balls) and
will not break a box for shipment. The vendor will also pay freight if you
order at least 36 dozen (3 boxes). Vendor’s pricing to you is by the
Dozen.
The Purchasing tab of Vendor Item record would look like this:
Setting Min order qty to 3 ensures that you take advantage of the
vendor’s freight policy each time you order.
Setting Order multiple to 1 covers the situation where you need 40 dozen
balls (3.33 Gross). This exceeds the minimum order quantity of 3, but the
vendor requires that you purchase only in multiples of 1 full gross, so you
would need to purchase 4 Gross.
Company Setup
2-78
6/12/2007
Last Order tab
•
Displays system-maintained information about the last order from this vendor
that included the item.
Last Receipt tab
•
Displays system-maintained information about the last receiving of the item
from this vendor.
Company Setup
2-79
6/12/2007
Viewing Vendors
Select Purchasing / Views / Vendors
•
Use to view vendor information, without making changes
•
Allows view of Vendor Items, without changes
•
Provides ability to add Vendor notes
Company Setup
2-80
6/12/2007
Adding Existing Documents to Express
If your company has existing Gift Certificates, Store Credits, or A/R documents that you
would like to track in Express, they can be added through the following menu selections.
Select System / Gift Certificates / Maintain Gift Certificates
•
Use to set up outstanding gift certificates sold prior to implementing gift
certificates in CounterPoint
Company Setup
2-81
6/12/2007
Select System / Store Credits / Maintain Store Credits
•
Use to set up outstanding store credits issued prior to implementing
store credits in CounterPoint
Company Setup
2-82
6/12/2007
Select Customers / Utilities / Maintain A/R Documents
•
Use to enter or edit Receivables documents for customers without generating
distributions or audit trails
•
Can be accessed only by users whose System Security Code permits use of
A/R document maintenance
Document tab
Lines tab
Company Setup
2-83
6/12/2007
When adding new
“Ticket”, “Finance
charge”, or “Balance
forward” documents,
after entering Amount,
the document is set to
“self-applied” and you
are asked to save the
document.
Customer balance is
updated when
document is saved.
Cannot delete or
change “self-applied”
documents to nonself-applied if other
documents are
applied to it.
When adding new
“Credit Memo”, “Debit
Memo”, or “Payment”
documents, after
entering Amount,
switch to the Lines tab
and specify the
documents to which
this new document
applies.
When the new
document is fully
applied (Amount
remaining is 0.00),
you are asked to save
the document.
Company Setup
2-84
6/12/2007
SECTION 3: INVENTORY PROCESSING
Types of Transactions ................................................................................ 1
Typical Flow of Transaction Processing ..................................................... 2
Posting Transactions.................................................................................. 3
Events ........................................................................................................ 4
Viewing Events........................................................................................... 5
Posting Errors ............................................................................................ 6
Entering Inventory Adjustments.................................................................. 7
Exercise 1: Inventory Adjustment ................................................................................ 8
Importing an Adjustment ............................................................................ 9
Printing an Adjustment Edit List................................................................ 10
Posting Adjustment Transactions ............................................................. 11
Performing a Physical Count .................................................................... 12
Creating Physical Count Transactions...................................................... 13
Printing the Physical Count Worksheet .................................................... 14
Entering Physical Count Quantities .......................................................... 15
Exercise 2: Entering Physical Counts........................................................................ 16
Printing a Physical Count Edit List............................................................ 17
Posting Physical Count Transactions ....................................................... 19
Removing Physical Count Transactions ................................................... 20
Importing Physical Counts........................................................................ 21
Printing Labels ......................................................................................... 22
Printing Labels from Tags......................................................................... 23
Types of Transactions
Transaction
Transaction
=
record of an activity that changed:
- the quantity of an item
- the cost of an item
- the balance of a customer
Description
Menu selection
Cash Receipts
Payment on in-house
charge account for
customer
Customers / Cash Receipts
Point of Sale / Touchscreen (Pay-onaccount)
Or
Point of Sale / Tickets / Ticket Entry
(Pay-on-account)
Customer
Adjustment
Apply a debit, credit, or
finance charge to inhouse charge account for
customer
Customers / Adjustments
Finance Charges
Apply a finance charge to
in-house charge account
for customer
Customers / Finance Charges /
Calculate Finance Charges
Customers / Finance Charges / Enter
Inventory
Adjustment
Update quantity on-hand
or cost of item
Inventory / Adjustments
Physical Count
Update quantity on-hand
of item
Inventory / Physical Count*
Purchasing
Order merchandise
Receiving
Take delivery of
merchandise
Purchasing / Purchase Requests /
Enter
Purchasing / Receiving
(with or without creating a PO)
Sale/Return
Order
Layaway
Sell merchandise to
customer or take return of
merchandise from
customer
Take an order / layaway
Point of Sale / Tickets / Touchscreen*
Or
Point of Sale / Tickets / Ticket Entry*
* Physical Count and Ticket Entry do not use batches for processing transactions
3-1
6/12/2007
Typical Flow of Transaction Processing
Example menu selection
Enter transaction
into a batch
Inventory / Adjustments / Edit List
Print edit list for batch
to verify information
Correct transaction
information as needed
Inventory / Adjustments / Post
Post all transactions
in the batch
Inventory / Reports / Journals /
Adjustments
View or print journal
Purchasing / Receivings / Receiver Forms
(no forms for Inventory / Adjustments)
View or print forms
3-2
6/12/2007
Posting Transactions
•
Each posting run is assigned next Event ID
•
Posts each transaction in batch, one transaction at a time
•
Displays progress bar, estimating time remaining in posting
•
If problem occurs with posting of one transaction in batch, that transaction is
"rolled back" and posting continues with next transaction
•
On-screen status at completion:
•
-
Event number assigned to posting run
-
How many transactions failed to post
-
System errors that occurred
-
Out-of-balance distributions
-
Opportunity to preview posting journal
Produces:
-
posting journal
-
transaction history
-
event history
-
distributions (bookkeeping entries)
3-3
6/12/2007
Events
Event:
•
A posting or purging process that updates data
Event # assigned automatically at the start of the posting process to any
function that changes the value of inventory (at cost or retail), or that requires
an audit trail
Examples:
Inventory / Adjustments / Post
Point of Sale / Tickets / Post
•
Next sequential event # assigned, even if posting the same batch (where
posting errors occurred previously)
•
Use System / Views / Events to view event history
•
Can enter notes for each event
•
History tracked for each Event:
−
−
−
−
−
−
−
Event number
Batch ID or store/drawer # posted
Number of transactions attempted to post
Number of transactions posted
Number of transactions that failed due to violation of “business rules”
Number of transactions that failed due to other errors (e.g., could not
access database)
Flag as to whether system error caused posting to abort
and text description of system error
3-4
6/12/2007
Viewing Events
Select System / Views / Events
•
What is retained about each posting event?
Parameters
Details relating
to the event
Processed by
Details relating
to user, system,
and version
Results
Updates requested
Total number of transactions or documents in batch
Successful
Number of transactions or documents in batch that posted
Application errors
Number of application “rules” errors that caused transactions
in batch to not post (e.g., outside date range, item not on file)
Database errors
Number of database errors that caused transactions in batch
to not post (e.g., locked record, column not defined)
Messages
Processing ran to
completion
Attempted to post all transactions/documents in batch
Some transactions had
errors and did not post
Application and/or Database errors encountered with one or
more transactions/documents in batch
Posting aborted
prematurely
System error encountered
Cause shown in Termination message
3-5
6/12/2007
Posting Errors
3 Types of Posting Errors:
1.
Application errors: “Business rule” violations
Examples:
2.
-
Description of failure placed in “Error” column of transaction
-
Transaction/document remains unposted in batch
-
Continues to post next transaction/document in batch
Database errors: Failure of SQL transaction to “commit” transaction to
database
Examples:
3.
Invalid transaction date
Item not on file
record to be updated is already locked
attempt to update a field that’s not in database
-
Retries 3 times
-
Description of failure placed in “Error” column of transaction
-
-
Continues to post next transaction/document in batch
System errors: Causes posting to totally stop
Example:
lost connection to database
-
“Rollback” of current transaction/document posting
-
If known, description of failure placed in “Error” column of
transaction
-
-
Aborts posting run
3-6
6/12/2007
Entering Inventory Adjustments
Select Inventory / Adjustments / Enter
Posting errors display here
Item number
Location
Item for which the quantity is being adjusted
Only MAIN allowed in Express
Transaction date
Date on which the adjustment is occurring
Document #
Optional entry of document number or other "identifier"
Qty
Positive value increases quantity of item, negative value decreases it
"Qty committed" is updated when transaction is saved
Cost
Accounting
If System Security Code allows cost entry, enter cost for transaction,
or select Accounting to use location’s average cost at posting time
Account
Displays default adjustment account from item’s account code
If you enter a different account number, it must be a valid posting
account
Reference
Description of transaction, optional
Posting error
If error occurred when posting this transaction, the reason the
transaction failed to post is shown here
3-7
6/12/2007
Exercise 1: Inventory Adjustment
Try it Yourself!
You just returned from an auction where you purchased the following items. You will use
Inventory / Adjustments / Enter to add these quantities to the database for your company.
23 Boxwoods at the cost of $20.00 each and 14 Delphiniums at the cost of $2.00 each.
1. Lookup and select Boxwood
2. Use today’s date for the transaction date
3. Enter the appropriate quantity
4. Enter the appropriate cost
5. For the reference text indicate these items were purchased at auction
6. Save the adjustment
7. Repeat these steps for the next item, (since Delphinium is not a defined item you will
need to define it on the fly).
Auto-assign the Item Number
Description - Delphinium
Price - 4.99
Barcode – 1234
Category – Plants
Sub-category - Perennial.
8. Now complete the other inventory adjustment steps
-------------------------------------------- END OF EXERCISE -------------------------------------------Inventory Processing
3-8
6/12/2007
Importing an Adjustment
Click
to access the Import Adjustments form.
Main tab
Browse to select the file to be
imported.
Specify the details to
associate with this import.
Advanced tab
Specify the file format and any
special handling of the imported
values.
Click
these settings.
to save
Click
saved settings.
to load
Click
to verify the data from the import file.
Click
to import the file.
NOTE: Once the file has been imported, the values can be edited or deleted prior to
posting.
3-9
6/12/2007
Printing an Adjustment Edit List
Select Inventory / Adjustments / Edit List
Specify the amount of detail to print
for gridded items.
Use the Inventory Adjustment and
Item tabs to filter which adjustments
to print.
Shows:
•
Transaction information entered by user
•
Costs, depending on user’s “View costs?” security setting
•
SQL errors and failures that have occurred in a prior posting attempt
Does not show:
•
Distributions that will be made when transaction is posted
•
Errors that might occur (but haven’t yet) during posting
3-10
6/12/2007
Posting Adjustment Transactions
Select Inventory / Adjustments / Post
Answer Yes to begin the posting process.
When completed, a message
displays with the event
number and status of posting,
and allows you to view the
posting journal.
Use Inventory / Adjustments / Enter or Inventory / Adjustments / Edit List to
view any posting errors for a transaction.
3-11
6/12/2007
Performing a Physical Count
Select Inventory / Physical Count
Menu
Selection
Use it to
Create
Produce physical count transactions for groups of items to be counted,
capturing the current quantity on hand for each item
Worksheet
Print a worksheet of items for which physical count transactions exist, for the
purpose of manually recording the amount counted of those items
Enter
Enter the count amount(s) into the physical count transaction for each item
Import
Import count amounts from a text file for existing physical count transactions
or new physical count transactions
Edit List
Print an edit list to review the count amounts entered or imported, and to
evaluate the variances between the captured quantity on hand and entered
count amounts
Post
Post the physical count transactions, generating and posting any adjustment
transactions for items where the captured and entered counts differ
Remove
Delete physical count transactions before posting
3-12
6/12/2007
Creating Physical Count Transactions
Select Inventory / Physical Count / Create
Filter the items for
which physical counts
will be done.
Click
to
create the physical
count transactions
for those items.
Current Quantity on
hand and Cost are
captured ("frozen")
in each transaction.
If a physical count transaction
is already on file for an item,
select the action to take.
When all physical count
transactions have been
created, you can view the
worksheet.
It can also be printed or
viewed using Physical Count /
Worksheet.
3-13
6/12/2007
Printing the Physical Count Worksheet
Select Inventory / Physical Count / Worksheet
Select how to show cell
detail for gridded items,
and whether any
quantity should print.
None
Frozen
Actual counts
Frozen, actual counts
Actual counts, variance
Frozen, actual counts, variance
Filter the items whose
transactions you want
printed on the worksheet.
3-14
6/12/2007
Entering Physical Count Quantities
Select Inventory / Physical Count / Enter
Enter up to six separate
count quantities for the
item.
Enter count quantities
in an item’s alternate
units, if needed.
You can also add new
physical count
transactions or delete
them in this function.
For a gridded item,
click
to
enter up to six separate
count quantities for
each color/size/pattern
of the item.
When completed, the
sum of the quantities
appears in the associated
Count-qty column for the
item.
3-15
6/12/2007
Exercise 2: Entering Physical Counts
Try it Yourself!
In the next 5 minutes see how many of these physical counts you can enter.
Japanese Maple - 3
Boxwood - 23
Terra Cotta Containers - 3 for Red, 2 for Blue, 0 for Yellow
Delphinium – 14
After selecting the item in Physical Count / Enter, enter the count amounts.
For gridded items click
and enter each cells quantities.
-------------------------------------------- END OF EXERCISE --------------------------------------------
3-16
6/12/2007
Printing a Physical Count Edit List
Select Inventory / Physical Count / Edit List
Select how to show
gridded items, and
the quantity to print
for each transaction.
Actual counts
Frozen, actual counts
Actual counts, variance
Frozen, actual counts, variance
Filter the items
whose count
transactions you
want to print on
the edit list.
3-17
6/12/2007
Physical Count Edit List
3-18
6/12/2007
Posting Physical Count Transactions
Select Inventory / Physical Count / Post
Select handling for
uncounted items.
Used for distributions and is
retained in physical count history.
count transactions you
are ready to post.
•
For counted items, the item's current quantity on hand is adjusted if there is a
difference between the quantity counted and captured quantity in the physical
count transaction.
•
Cost used for adjustment depends on the cost selected in Setup / Inventory /
Control.
3-19
6/12/2007
Removing Physical Count Transactions
Select Inventory / Physical Count / Remove
•
Use to remove count transactions that were created by mistake, or that are
now "stale" (captured quantity is out-of-date)
To remove count
transactions that
were created in a
single event, select
the event number.
count transactions you
want to remove.
3-20
6/12/2007
Importing Physical Counts
Select Inventory / Physical Count / Import
•
Use to import physical count quantities from an external file
•
Location, quantities, and item number must be specified
Place in company's Export folder
Provide the path and
name of the file to be
imported.
Location defaults
to MAIN.
Identify the field number
in the import file that
contains the item number.
Indicate whether to
import a count quantity
of 1, or to use the value
from the specified field
number in the import file.
Click
to define
the characters in the import file
that denote a quotation mark,
that separate fields and that
denote comments.
Click
to verify the import file contents without actually importing it.
Click
to import the physical count quantities.
3-21
6/12/2007
Printing Labels
Three Ways to Print Labels
Method
Use this menu selection
1.
Inventory / Item Labels
Print item labels immediately
or click
on the toolbar in
Inventory / Items
Inventory / Quick Items
Inventory / Inventory
Inventory / Barcodes
Inventory / Views / Items
Inventory / Prices / Item Prices
Inventory / Prices / Promotional Prices
2. Print item labels from tags
for items that are
Purchased
Received
3. Print labels immediately for
Customers
Customer Ship-to Addresses
Store
Location
Tax Authorities
Users
Vendors
Purchasing / Purchase Requests / Post
Purchasing / Receivings / Post
Inventory / Labels from Tags
System / Labels
3-22
6/12/2007
Printing Labels from Tags
Select Inventory / Labels from Tags
•
Use to print item labels after posting, from tags produced during posting
•
Tags can be generated for Purchase requests and Receivings
Event number
Tag source
Select the event number of the posting run during which the tags
were generated
The tag source automatically defaults to the function that produced
the tags
Enter "*" for all events, and select the tag source to use tags from all
events for that source
Label job
Select a label job that is valid for the source of the tags
Printer
Indicate the printer to use (defaults to the label job’s printer)
Label quantity
Use quantity from
database
Indicate the quantity of labels to print for each item, or select “Use
quantity from database” if the label job defines a column for
providing the quantity
Labels to skip
Indicate how many labels to skip prior to printing the first label
Purge tags after
printing
Purge tags after labels are successfully printed
Available if user has access to Inventory / Utilities / Purge Tags
To manually purge tags, use Inventory / Utilities / Purge Tags.
3-23
6/12/2007
3-24
6/12/2007
SECTION 4: PURCHASING & RECEIVING
Flow of Purchasing..................................................................................... 1
Setting Up Purchasing Control ................................................................... 2
Printing the Purchasing Advice Report ....................................................... 8
Entering a Purchase Request................................................................... 10
Adding Comments to a Purchase Request............................................... 16
Printing a Purchase Request Edit List ...................................................... 17
Printing a Purchase Request Form........................................................... 19
Posting a Purchase Request .................................................................... 21
Exercise 1: Purchase Request .................................................................................. 23
Cancelling a Purchase Order ................................................................... 24
Reissuing a Purchase Order .................................................................... 25
Changing a Purchase Order..................................................................... 26
Viewing Open Purchase Orders ............................................................... 27
Printing a Purchase Order Form............................................................... 28
Flow of Receiving ..................................................................................... 29
Receiving Purchase Orders...................................................................... 30
Importing Receivings................................................................................ 33
Printing a Receivings Edit List .................................................................. 34
Printing a Receiver Form.......................................................................... 35
Posting Receivings................................................................................... 37
Exercise 2: Receiving Purchase Orders.................................................................... 39
Viewing Receivings History ...................................................................... 40
Flow of Purchasing
Purchasing /
Purchase Requests /
Purchasing Advice
Purchasing /
Purchase Requests /
Enter
Purchasing / Purchase
Requests / Edit List
Purchase Requests / Post
Vendor item
info updated
Purchasing & Receiving
Purchase
order
form
Open
purchase
order
4-1
Purchase
request
history
6/12/2007
Setting Up Purchasing Control
Select Setup / Purchasing / Control
POs tab
Purchase Orders
Suggested qty rounding
In addition to ensuring the vendor's minimum order quantity
is met, should suggested purchase quantity also be
rounded so that it always matches the vendor's unit?
Default item description
What item description to use as default for purchase
requests: Description, Long Description, Short description,
Vendor-item
Increment PO number on
reissue
Indicate whether to add a -R01, -R02 to POs when they
are reissued
Discontinued item warning
Indicate whether to warn if processing a discontinued item
Receivings
Set copied lines to
When copying items to a receiving, set all lines to
“Selected” or “Unselected” for receiving
Only “Selected” lines will be posted
Transfer creation method
Discontinued item warning
Indicate whether to warn if processing a discontinued item
4-2
6/12/2007
POs tab cont.
Prompt for line information
Automatically ask user to enter optional data on purchase
requests (e.g., different shipping address)
Update vendor-item cost
Automatically update cost in vendor-item record: Never,
When PO is posted, When receiving is posted, or Both
when PO and receiving are posted
Create vendor-item records
Automatically create a new vendor-item record: Never,
When PO is posted, When receiving is posted, or Both
when PO and receiving are posted
Item auto-display note
Vendor auto-display note
PO auto-display note
Note ID to automatically display when entering a purchase
request for items, vendors, and PO
4-3
6/12/2007
RTVs tab (Available with CounterPoint Enterprise)
Misc charges tab
•
Define up to 5 miscellaneous charges for receivings
Click each button to
configure that misc charge
Use misc charge 1 - 5
After selecting the Misc charge 1 – 5 button, indicate whether to
use the corresponding miscellaneous charge
Include in cost
Indicate whether to include the miscellaneous charge in the cost
of the items being received ("landed cost")
Allocate by
If including charge in cost, allocate cost to received items based
on: Cost, Cube, Quantity, or Weight
Profit center method
Account
4-4
6/12/2007
Profile tab
•
•
Note: Use Quick Setup to change display labels for enabled profiles.
4-5
6/12/2007
Labels tab
•
Use to specify the default label jobs and tags methods
Default label job for
- purchase request
- receiving
- quick receiving
Identify the default label job when printing labels for
each of these activities
Purchase order tags method
Receiving tags method
Indicate whether to generate tags for label printing
for each type of activity, and if labels can be printed
from the tags at the time the transaction is posted
Prompt user to print and Print automatically generate
tags, and permit printing of labels from the tags at the
time the transaction is posted
To print labels from tags after posting, use Inventory /
Labels from Tags
Quick receivings tags method
4-6
6/12/2007
Print Options tab
Purchase request journal
PO forms
Receivings journal
Receiver forms
When transactions are posted determine the options for
viewing or printing posting journal and forms: Prompt
user to preview, Preview automatically, Prompt user to
print, Print to default printer, Skip
(Same choices available for all)
Print distributions
Indicate whether to print accounting distributions on
journal
RTVs journal
RTV forms
Purchase adjustment journal
Quick receivings journal
4-7
6/12/2007
Printing the Purchasing Advice Report
Select Purchasing / Purchase Requests / Purchasing Advice
•
Use to view the quantity that CounterPoint suggests you purchase for your
merchandise based on Maximum quantity on hand
Do not adjust
Decrease to next multiple
Increase to next multiple
Round to nearest multiple
Locations
Report
Adjust suggested qty for
Choose the level of cell detail and quantity to print on the
report (Suggested, or Min, max, suggested, or Sold, on
hand, suggested)
If you select to show the quantity sold – select the date
range
Indicate whether to list vendors in order by cost
Indicate if the suggested quantity should be adjusted for
any of the following: Purchase requests, Open PO’s,
Vendor minimum
Select if the suggested order quantity should be adjusted
to consider the vendor’s order multiple
4-8
6/12/2007
Printing the Purchasing Advice Report
4-9
6/12/2007
Entering a Purchase Request
Select Purchasing / Purchase Requests / Enter
•
Use to create a single purchase request from a vendor
To enter a new purchase request:
•
Assign purchase request number or select
•
Identify vendor and address info for this purchase order
•
Click
to proceed to next tab
•
Click
at any time during the entry process
Or
•
Click
to copy from another open PO
4-10
6/12/2007
Ship-to tab
•
The MAIN location and address is displayed
4-11
6/12/2007
Order tab
•
Identify the Order date. All other fields are optional.
•
Click
to proceed to next tab
Defaults from Vendor
4-12
6/12/2007
Lines tab
•
•
•
Identify the items, quantity, and unit to purchase, along with the cost of each
Only authorized users can enter costs
Unit defaults to purchasing unit
Default cost from vendor
item unit cost, or last
receiving cost of item
Redisplay grid quantities
To enter quantities for a gridded item:
•
Manually enter a quantity for each cell
•
Click
suggests
Or
to automatically fill each cell with the quantity CounterPoint
Use
to clear any
already entered
quantities
4-13
6/12/2007
Vendor Item Records
•
When you add an item to a purchase request, the following message appears
if a corresponding vendor item record is not on file for the selected vendor.
•
If you include the item on the purchase request, a vendor item record may be
created automatically when the purchase request or the corresponding
receiving is posted, as determined by the “create vendor item records” setting
in Setup / Purchasing / Control.
4-14
6/12/2007
Misc charges tab
•
Enter any miscellaneous charges that have been enabled
•
Click
•
The miscellaneous charge will appear when you receive the order. You can
make changes to it at that time, or simply wait until then to enter any
miscellaneous charges.
to save the purchase request
4-15
6/12/2007
Adding Comments to a Purchase Request
Lines tab
•
Use to enter comments regarding a line on the purchase request
−
−
Enter delivery dates and comments for the current item
Form can be set to automatically appear for every line item
Uses dates from
header if blank for line
4-16
6/12/2007
Printing a Purchase Request Edit List
Select Purchasing / Purchase Requests / Edit List
•
Use the edit list to view unposted purchase requests
Select:
- The order in which to print the purchase requests
- Whether to print the line items
- How gridded items should appear
Filter the purchase
requests and line
items to print.
4-17
6/12/2007
Printing a Purchase Request Edit List
4-18
6/12/2007
Printing a Purchase Request Form
Select Purchasing / Purchase Requests / Purchase Request Forms
•
Use this function to print forms for purchase request prior to posting them
•
You can also print a form for a single purchase request using Purchasing /
Purchase Requests / Enter by clicking
•
Forms can also be printed for a purchase request at the time the request is
posted
Print for unposted
purchase requests
4-19
6/12/2007
Printing a Purchase Request Form
4-20
6/12/2007
Posting a Purchase Request
Select Purchasing / Purchase Requests / Post
to post all purchase requests in a batch
or
click
in Purchasing / Purchase Requests / Enter
to post only the current purchase request
Click Yes to begin the posting process.
When the posting process is complete,
a message appears to indicate the
event number assigned, and whether
any errors occurred.
Depending on your setting in
Setup / Purchasing / Control, you may be
prompted to view or print the posting journal,
purchase order forms, and labels for the
purchase order items.
(The Purchase Request Journal can be printed later, using Purchasing / Reports /
Journals / Purchase Requests.)
(Purchase Order forms can also be printed later, prior to receiving, using Purchasing /
Purchase Orders / Purchase Order Forms.)
(Labels can be printed later, using Inventory / Labels from Tags.)
4-21
6/12/2007
Purchase Requests Journal
4-22
6/12/2007
Exercise 1: Purchase Request
Try it Yourself!
This exercise demonstrates how to: Create and post a Purchase Request
Here are the steps you will need to complete:
1. Select Purchasing / Purchase Requests / Enter.
Choose to Auto-Assign the Purchase Request #, and identify Lawn Ornaments as
the vendor.
The MAIN location is identified on the Ship-to tab.
On the Order tab use today’s date.
On the Lines tab select to order Ceramic Containers.
Enter a quantity of 1 for each cell, with a unit cost of 8.75.
On the Misc charges tab enter 10 for Freight.
2. Click
3. Click
.
.
4. You can optionally select to view, then print, the Purchase Requests Journal, the
Purchase Order Forms, and labels.
-------------------------------------------- END OF EXERCISE -------------------------------------------Purchasing & Receiving
4-23
6/12/2007
Cancelling a Purchase Order
Select Purchasing / Purchase Orders / Cancel Purchase Orders
•
Use to cancel any purchase order that has line items that have not yet been
received
Click
cancel the PO.
to
There cannot be any
unposted receivings
for the PO.
Confirm that you want to cancel this PO.
A message will then display confirming
the cancellation of the PO.
You can view cancelled purchase orders using Purchasing / Views / Purchase Orders.
When you view a cancelled PO, the view Purchase Orders form displays the user who
cancelled the PO and the date on which it was cancelled.
4-24
6/12/2007
Reissuing a Purchase Order
Select Purchasing / Purchase Orders / Reissue Purchase Orders
•
Use this function to make changes to an open PO
Displays all POs that
have open lines.
Click
.
You cannot cancel and
reissue a PO if there are
unposted receivings for
that PO.
Confirm that you want to
reissue this PO.
The cancelled PO # and
new Purchase Request #
are reported.
All notes, lines, and cells for the open lines are copied.
Make any needed changes to the new purchase request in Purchasing /
Purchase Request / Enter and then post it.
4-25
6/12/2007
Changing a Purchase Order
Select Purchasing / Purchase Orders / Change Purchase Orders
•
Use to make changes to Open POs
•
Cannot add or delete lines, or make changes to quantities or units
Things that can be changed include:
− Vendor name, address, and contact information
− Ship-to name, address, and contact information
− Miscellaneous charges
− Order date, delivery date, and cancel date
− Buyer, FOB, Ship-via code, Terms code, and Comments 1-3
− Unit cost
− Line delivery date, Line cancel date, and Line comments 1-3
Things that cannot be changed include:
− PO number
− Vendor number
− Item number or quantity
4-26
6/12/2007
Viewing Open Purchase Orders
Select Purchasing / Views / Purchase Orders
•
Use to view open purchase orders, without making changes
4-27
6/12/2007
Printing a Purchase Order Form
Select Purchasing / Purchase Orders / Purchase Order Forms
•
Use this function to print a form for open POs
4-28
6/12/2007
Flow of Receiving
Purchasing /
Receivings / Enter
Purchasing /
Receivings / Post
Purchasing /
Receivings / Edit List
Receivings
history
System / Accounting /
Voucher Receivings
4-29
Receiving
form
Accounting A/P
Voucher file
6/12/2007
Receiving Purchase Orders
Select Purchasing / Receivings / Enter
•
Use to receive merchandise with or without an existing purchase order
•
Can receive merchandise from different purchase orders on a single receiving
Enter a receiving number,
or select to use a
system-assigned number
When PO exists:
Select the first PO whose
items will be received.
This identifies the vendor.
Select whether to copy all open PO lines and set their statuses to
‘Selected’ for receiving, or set their statuses to ‘Unselected’ for
receiving.
Only Selected lines will be posted.
Indicate the default handling of quantity received.
Also indicate the default handling for lines with quantity remaining.
You can enter miscellaneous charges associated with the receiving.
4-30
6/12/2007
Receiver tab
After line items have been copied,
specify the Received date
Record any additional comments
regarding this receiving
Lines tab
Make changes to any line item
to indicate quantity actually
received, quantity backordered,
and updated costs.
Unselect or use Ctrl+Del to
exclude a line from the receiving.
The line will remain open on the
PO for future receiving, as will
the backordered quantity for any
selected line.
Additional lines can be added to the receiving.
Receive Multiple POs
Click
on the toolbar
to select Select PO to copy
line items from another PO
for the same vendor into this
receiving.
The Purchase Order LookUp
shows the open POs for this
vendor.
4-31
6/12/2007
Misc charges tab
If a miscellaneous charge was
defined to be included in the
inventory cost in Setup /
Purchasing / Control, the charge
is allocated based on the method
selected when defining the charge:
- Cost
- Weight
- Cube
- Quantity
•
The charge will be reflected in the item’s average cost, but not in the item’s last
cost or the vendor item’s cost.
When PO does not exist:
Enter a receiving number, or
auto-assign a number, then
close the Purchase Order
LookUp form without making a
selection.
Receiver tab
Identify the vendor and
receiving date.
Lines tab
Add line items to the receiving.
Enter the quantity and unit
received or each item.
Change the cost, if necessary.
The vendor item’s cost
displays by default.
Misc charges tab
Enter any miscellaneous
charges.
Click
or
to save the receiving.
4-32
6/12/2007
Importing Receivings
Select Purchasing / Receivings / Enter
•
•
Use to record the receipt of merchandise from an imported file
Use to receive merchandise with or without an existing purchase order
•
Click
to begin the import process
4-33
6/12/2007
Printing a Receivings Edit List
Select Purchasing / Receivings / Edit List
Select:
- Whether to print line
items
- How gridded items will
appear
- Quantity to show
Filter the receivings to print.
4-34
6/12/2007
Printing a Receiver Form
Select Purchasing / Receivings / Receiver Forms
•
Use this function to print forms for posted or unposted receivings
•
Receiver forms can also be printed at the time a receiving is posted.
or
Click
Enter
to print form for current receiving in Purchasing / Receivings /
4-35
6/12/2007
Printing a Receiver Form
4-36
6/12/2007
Posting Receivings
Select Purchasing / Receivings / Post
to post all receivings in a batch
or
in Receivings / Enter, click
to post the current receiver
When the posting process is
complete, a message appears
to indicate the event number
assigned, and whether any
errors occurred.
Depending on your settings in
Setup / Purchasing / Control,
you may be prompted to view
or print the posting journal,
receiver forms, and labels for
the received items.
(The Receivings Journal can be printed later, using Purchasing / Reports /
Journals / Receivings.)
(Receiver forms can also be printed later, using Purchasing / Receivings /
Receiver Forms.)
(Labels can be printed later, using Inventory / Labels from Tags.)
4-37
6/12/2007
Receivings Journal
4-38
6/12/2007
Exercise 2: Receiving Purchase Orders
Try it Yourself!
This exercise demonstrates how to: Receive merchandise without a PO
1. Select Purchasing / Receivings / Enter.
2. Auto-Assign the Receiving Number.
3. Close the Purchase Order Lookup without making a selection.
4. Select the vendor Midwest.
Switch to the Lines tab.
Enter the item Japanese Maple with a quantity of 6 at a cost of 27.99.
Click
Click
.
.
Depending on your settings in Setup / Purchasing / Control, you may be prompted to
view or print the posting journal, receiver forms, and labels for received items.
-------------------------------------------- END OF EXERCISE -------------------------------------------Purchasing & Receiving
4-39
6/12/2007
Viewing Receivings History
Select Purchasing / Views / Receivings History
•
Use to view receiving history, without making changes
4-40
6/12/2007
SECTION 5: POINT OF SALE PROCESSING
Setting Up Point of Sale Control................................................................. 1
Setting Up Point of Sale Stores .................................................................. 4
Credit Card Capabilities ........................................................................... 17
CPGateway: Internet Authorizations......................................................... 19
CPGateway Status ................................................................................... 20
CPDialup: Modem Authorizations............................................................. 21
CPDialup: Modem Support....................................................................... 22
Setting Up Credit Cards ........................................................................... 23
Setting Up Stations................................................................................... 32
Setting Up Devices................................................................................... 36
Setting Up Devices - Loading a Device Group ......................................... 37
Setting Up Devices - Crystal Receipt Printer ............................................ 38
Setting Up Devices - Cash Drawer ........................................................... 39
Setting Up Devices - Line Display ............................................................ 40
Setting Up Devices - Customer Display.................................................... 42
Setting Up Devices - MSR........................................................................ 43
Setting Up Devices - Pin Pad ................................................................... 44
Setting Up Devices - Payment Display ..................................................... 45
Setting Up Devices - MICR....................................................................... 47
Setting Up Devices - Scale....................................................................... 48
Flexibility of Form Groups ........................................................................ 49
Setting Up Point of Sale Form Groups ..................................................... 50
Sequence of Point of Sale Processing ..................................................... 55
Activating a Drawer .................................................................................. 56
Drawer Cycle............................................................................................ 58
Touchscreen Ticket Entry......................................................................... 59
Using Touchscreen Ticket Entry............................................................... 60
Exploring the Touchscreen....................................................................... 61
Configuring Touch-keyboard and Touch-keypad ...................................... 62
Touchscreen Button Actions..................................................................... 63
Selling a Gridded Item .............................................................................. 66
Editing a Line on a Ticket ......................................................................... 67
Overriding a Price..................................................................................... 68
Overriding Sales Tax................................................................................ 70
Entering a Miscellaneous Charge............................................................. 71
Selling a Gift Certificate ............................................................................ 72
Issuing Store Credits ................................................................................ 73
Exercise 2: Completing a Sale ...................................................................................74
Creating a Layaway.................................................................................. 76
Entering a Payment for a Layaway........................................................... 77
Processing a Layaway.............................................................................. 78
Releasing a Layaway ............................................................................... 79
Exercise 3: Creating a Layaway.................................................................................81
Working with Orders................................................................................. 82
Entering an Order..................................................................................... 83
Taking a Deposit for an Existing Order ..................................................... 84
Releasing an Order .................................................................................. 85
Reading a Drawer .................................................................................... 87
Counting a Drawer ................................................................................... 88
Printing the Ticket Edit List ....................................................................... 89
Posting Tickets ......................................................................................... 90
Settling Credit Cards ................................................................................ 92
Viewing Open Tickets............................................................................... 93
Viewing Open Orders ............................................................................... 94
Viewing Open Layaways .......................................................................... 95
Viewing Holds .......................................................................................... 96
Viewing Quotes ........................................................................................ 97
Viewing Ticket History .............................................................................. 98
Viewing Closed Order History................................................................... 99
Viewing Closed Layaway History............................................................ 100
Viewing Voided History .......................................................................... 101
Planning the Touchscreen Configuration................................................ 102
Setting Up Touchscreen Codes.............................................................. 103
Touchscreen Button Editor ..................................................................... 108
Exercise 4: Setting Up a RunPage Button............................................................... 116
Setting Up Point of Sale Control
Select Setup / Point of Sale / Control
•
Use to define up to 5 miscellaneous charges
•
Miscellaneous charge 5 can be set to be treated as a discount
Misc Charges tab
Use misc charge 1 - 5
After selecting the Misc Charge 1 – 5 button, indicate whether
to use the corresponding miscellaneous charge
Account
For each miscellaneous charge, specify the account number
for G/L distributions and select the source of the profit center:
None or Store
Note:
Use Setup / System / Quick Setup to change the display labels for the
corresponding miscellaneous charge.
5-1
6/12/2007
Profiles tab
Note:
•
•
Use Setup / System / Quick Setup to change display labels for the
corresponding profiles.
5-2
6/12/2007
Other tab
•
Specify default handling of journals at ticket posting time
•
Name of note ID for automatic display of customer and item note at time of
sale
Print options
Drawer summary journal
Ticket journal
Order journal
Layaway journal
Z-Tape
Settlement journal
When tickets are posted, should the Drawer Summary
Journal, Ticket Journal, Order Journal, Layaway
Journal, or Z-Tape be displayed or printed?
- Prompt user to preview
- Preview automatically
- Prompt user to print
- Print to default printer
- Skip
When settling authorized credit card and debit card
transactions, should the Settlement Journal be
displayed or printed? (same choices as above)
Auto-display notes
Customer auto-display note
Item auto-display note
Note ID that causes a note to automatically display after
selecting a customer or item in Ticket Entry
5-3
6/12/2007
Setting Up Point of Sale Stores
Select Setup / Point of Sale / Stores
Offline tab
Available with
CounterPoint Enterprise
Main tab
Locations group box
Profit center group
box
Other
Default customer #
Customer used as the default in ticket entry (required for
Touchscreen ticket entry)
Use tax code from
Always use Store's tax code to calculate sales taxes at this store,
or use Customer's tax code (uses Store's if customer's is blank)?
Store tax code
Tax code for calculating taxes at this store
Prompt for
name/address
If customer record is set to prompt for name and address by
store, allow name and address change for tickets entered at this
store?
Maximum return
amount
Unlimited returns
Maximum amount of returns that can be entered on a single ticket
at this store, or unlimited amount
5-4
6/12/2007
Contacts tab
Enter the store’s address
and the information
for the contact
individuals at the
store.
5-5
6/12/2007
Tickets–1 tab
Use Reasons for
Returns
Price overrides
Completed ticket void
Tax overrides
Enable request of reason codes for which activities?
Drawer Activity
Allow auto-count
Allow auto-activate
Allow auto-reconcile
Allow reactivation
Indicate whether to allow drawers to be auto-counted
Enabled for Express
Enabled for Express
Enabled for Express
Line Items
Line tax display
What to indicate on-screen for item tax status: All, Nontaxed, Taxed, Changed, or None. If enabled, customize
ticket entry grid to show "Tax" column
Default line desc
Which description line should display for an item in ticket
entry: Description (30), Long Description (50), or Short
Description (20)
Quantity override method
Select the method for overriding insufficient quantities
Insufficient qty line type
Default line type for insufficient quantities
Show gift certificates as lines
Include a line on the ticket for each sold gift certificate?
Default grid entry mode
For gridded items, allow single-cell or multi-cell entry?
Use item total qty for pricing
Base price on total quantity sold of item across all lines
on ticket?
5-6
6/12/2007
Tickets–1 tab
Minimum Prices
Minimum price level
What's the lowest price level value that's allowed in Ticket
Entry (without manager override), unless user is authorized
to sell below minimum prices? None means "no checking"
and any price can be entered
Minimum profit method
Base minimum profit percent by store, or by store and item
category within?
Minimum profit percent
If "Minimum profit method" is set to Store, enter the
minimum profit percent that's allowed (without manager
override) unless user is authorized to sell below minimum
prices
Also specify the cost to use for computing the profit.
"Minimum price level" and "Minimum profit percent" work
together: the entered price or profit percent must exceed
both minimums
Base profit on
Random Weight
Barcodes
Type
Always use qty 1
Barcodes that include both the item number and the total
price of an item that is sold by weight. CounterPoint will
calculate the quantity (typically weight)
Use Standard (extended prices up to 99.99) or Extended
(extended prices up to 999.99)
Use quantity of 1, instead of calculating quantity
PO Number
Allow PO number entry
Prompt for PO number
Indicate whether you will allow for PO numbers to entered
If so, do you want to be prompted for PO numbers?
5-7
6/12/2007
Tickets-2 tab
Login
Login for each ticket
Station defaults to
Allow station change
Default for Station when logging in to ticket entry, and whether
users can change the station number for entering tickets
Drawer defaults to
Allow drawer change
Default for Drawer when logging in to ticket entry, and whether
users can change the drawer number for entering tickets
Can be defaulted to same value as the station
Sales Rep
Sales rep defaults to
Allow sales rep change
Default for Sales rep on a ticket: Customer’s sales rep, User
logged into ticket entry, or no default sales rep
Print and Reprint
Require ticket print
Disable ticket reprint
Allow reissuing change
Require a receipt or invoice to be printed for each ticket?
Prevent reprinting of an already printed receipt or invoice?
Allow authorized user to reissue change in different pay codes
Open Drawer Alarm
Use open drawer alarm
Alarm delay
Alarm sound file
Alarm repeat time
5-8
6/12/2007
Tickets-3 tab
Pay-in
Default pay-in account
Select account for pay-ins and profit center method: None or
Store
Allow change
Indicate whether the Default pay-in account can be changed
Pay-out
Default pay-out account
Select account for pay-outs and profit center method: None or
Store
Allow change
Indicate whether the Default pay-out account can be changed
Holds and Quotes
Access other stores’ holds
Access other stores’ quotes
Days quote is valid
Enter how many days an issued quote is valid
Hold and recall
Automatic for line changes
Automatic before payment entry
Reprice after recall
Indicate whether to have tickets automatically placed on
hold and then recalled for each action
Indicate whether to reprice lines after a hold and recall
Allow add on the fly for
“Item not on file”
Item LookUp
Allow a user at this store to add an item during Ticket Entry, from
either the “Item not on file” message or from the item lookup
“Customer not on file”
Customer LookUp
Allow a user at this store to add a customer during Ticket Entry,
from either the “Customer not on file” message or from the
customer lookup
5-9
6/12/2007
Orders tab
Orders
If “Use orders” is enabled
Access other stores’
orders
Check for open orders
In regular ticket entry, notifies of open orders for customer
and provides access to view and process
Prompt for ship-to
address on orders
Automatically request shipping information for every new
order?
Show unshipped lines on
tickets
Show lines that have not been shipped on the ticket?
Warn when releasing
unpicked orders
Display warning if releasing an order and order’s last
activity is not “Picked”
Warn when editing picked Display warning if editing an order and order’s last activity is
“Picked”
orders
Use order # as release
ticket #
Indicate whether you want to use the order number as the
ticket number when releasing an order
Allow hold/quote for
release tickets
Allow user to create a Hold/Quote for a release ticket?
Reprice when edited
When editing an order, should line be repriced, using
current prices?
5-10
6/12/2007
Orders tab cont.
Deposits
If “Use orders” is enabled
Orders
Backorders
Special orders
Enter the Minimum amount or Minimum percent deposit
required for initial deposits on new orders
Line items
Quantity override
method
Select the method for overriding insufficient quantities: Prompt,
default yes, Prompt, default no, Silently override, Disallow
Insufficient quantity line
type
Order release state
Backorder release state
Special order release
state
When releasing lines from an order what is the initial state of all
lines, “Selected” or “Unselected”
Which mode should Ticket Entry use for gridded items being
placed on an order: single-cell or multi-cell?
Accounts
Deposits received
Deposits forfeited
Account
For deposits received and deposits forfeited, specify the
account number for G/L distributions and select the
source of the profit center: None, Document, Store
5-11
6/12/2007
Layaways tab
Layaways
If “Use layaways” is enabled
Access other stores’
layaways
Check for open layaways In regular ticket entry, notifies of open layaways for
customer and provides access to view and process
Prompt for ship-to
address on layaways
Automatically request shipping information for every new
layaway
Show unshipped lines
on tickets
Show lines that have not been shipped on the ticket?
Warn when releasing
unpicked layaways
Display warning if releasing a layaway and layaway’s last
activity is not “Picked”
Warn when editing
picked layaways
Display warning if editing a layaway and layaway’s last
activity is “Picked”
Use layaway # as release
ticket #
Indicate whether you wan to use the layaway number as
the ticket number when releasing a layaway
Allow hold/quote for
release tickets
Allow user to create a Hold/Quote for a release ticket?
Reprice when edited
When editing a layaway, should line be repriced, using current
prices?
5-12
6/12/2007
Layaways tab
Deposits
If “Use layaways” is enabled
Layaways
Enter the Minimum amount or Minimum percent deposit
required for initial deposits on new layaways
Line items
Quantity override
method
What is the method to override insufficient quantities for a
layaway: Prompt, default yes, Prompt, default no, Silently
override, Disallow
Layaway release state
When releasing lines from a layaway, what is the initial
state of all lines, “Selected” or “Unselected”
Which mode should Ticket Entry use for gridded items
being placed on a layaway: single-cell or multi-cell?
Accounts
Deposits received
Deposits forfeited
Enter account for distributions for layaway deposits and
the profit center method: None, Document, Store
5-13
6/12/2007
•
Specify the line types that are available for use in your store
Lines tab
The first two line types
will be used as the
defaults for the store in
Regular Ticket Entry
Line types and precedence
Unused line types
Available line types
Which of the available line types will not be used by
this store?
In which order will the available line types be listed
under the “MORE” button in Regular Ticket Entry?
Click
to set the colors
for each line type
Show discontinued item warnings for
Sales lines
Return lines
Layaway lines
Order lines
Backorder lines
Special order lines
Select this check box to display a warning
message when a user adds an item that has
been designated as ‘Discontinued’
5-14
6/12/2007
Numbers tab
Ticket numbers from
Next ticket number
Always auto-assign
Assign ticket numbers by Station or Store
If assigned by store, what's the next number to assign
to each ticket entered at this store? Or are numbers
always auto-assigned?
If left blank, users must manually enter each ticket
number
Hold numbers from
Next hold ID
Quote numbers from
Next quote number
Order numbers from
Next order number
Layaway numbers from
Next layaway number
Assign hold numbers from Station or Store
If by store, the next hold ID to assign at this store
Assign quote numbers from Station or Store
If by store, the next quote number to assign at this store
Assign order numbers from Station or Store
If by store, the next order number to assign at this store
Assign layaway numbers from Station or Store
If by store, the next layaway number to assign at this
store
5-15
6/12/2007
Misc Charges tab
Use misc chg 1-5
Shows the miscellaneous charges that were enabled in
Setup / System / Quick Setup
Type
Method of calculating default charge: percentage of sale or
fixed dollar amount
Serves as default only; can be overridden for ticket
Default misc charge
Default misc charge %
Enter the default dollar amount or percentage
5-16
6/12/2007
Credit Card Capabilities
Processing for Credit Cards can be defined at Setup / System / Quick Setup or at
Setup / Point of Sale / Stores
The Credit Card option provides additional options for Credit Card processing
•
Credit card authorization and settlement, check guarantee
•
Processor: First Data North, First Data South (FDMS), Lynk, or Paymentech
•
First Data North or First Data South administered by PNC Bank = "CMP"
(CounterPoint Merchant Program)
•
Check guarantee with TeleCheck and Certegy (Equifax) if using FDMS
•
Debit card processing
•
Level II Purchase cards for Visa/MasterCard
•
Direct authorizations for AmEx through CPGateway
•
Address Verification Service (AVS) for Visa/MasterCard/Discover
(also for American Express when directly authorized through CPGateway)
•
Communication service via CPGateway or CPDialup
•
Credit Card numbers are “masked” on all pre-defined reports, forms, and
history tables
Industry Type
Features
Retail
Best rates for card swipe (“card present”) transactions
AVS (Address Verification Service)
Debit card processing (use for returns only as credit card)
Mail-order / Telephoneorder (MOTO)
Transactions presumed to be “card not present” (no card
swipe)
Optional CVV2/CVC2
No debit card processing
Ecommerce
Transactions presumed to be from Web site or other
secure electronic source
Point of Sale orders imported from CPOnline are handled
as secure, fully-qualified ecommerce transactions
Optional CVV2/CVC2
5-17
6/12/2007
Credit Card Capabilities
Address Verification Service (AVS)
•
Send cardholder address and zip code to processor when card is not swiped
to reduce risk of fraud
•
Done for manually entered Visa, MasterCard, or Discover transactions
through any preferred processor
•
American Express Automatic Address Verification (AAV) and card
identification (CID) services for AmEx transactions directly authorized through
CPGateway
•
Mismatches are recorded in the database and reported on the Pre-Settlement
List and Settlement Journal
•
Mismatch has no impact on approval or transaction cost from processor for
Visa, MasterCard, or Discover
•
American Express rejects transactions with incorrect card identification
information
5-18
6/12/2007
CPGateway: Internet Authorizations
Credit card, debit card, and check authorizations via the Internet,
rather than dial-up
Fast authorization times (typically 2 seconds)
Uses existing Internet connection
One Internet connection can service all CounterPoint workstations
Automatic "failover" to dial-up (CPDialup)
Fee is monthly, and is based on number of transactions and whether
using SMP or non-SMP
www.CPGateway.com for info and sign-up
CounterPoint
workstation
(with credit card /
check transaction)
Connects to CPGateway through
the Internet, via TCP/IP protocol
CPGateway
servers
Constant
connection
Processor
Requirements:
•
Constant connection to the Internet (via dial-up, DSL, cable, T1, any service
providing TCP/IP connection)
•
Connectivity to the Internet via an Internet Service Provider (ISP)
5-19
6/12/2007
CPGateway Status
Select Point of Sale / Credit Cards / CPGateway Status
•
Use to switch CPGateway access between CPGateway servers
•
Use to temporarily disable your CPGateway connection and enable dial-up
credit card processing
Start your Web browser and load the
CPGateway Service Status page
Store
Store ID for which to view the current status of the CPGateway
connection
Status
Displays current status; use Disable and Enable button to
change status
CPGateway servers
Lists the CPGateway server you are currently using, followed by
your backup server
Click
to toggle your connection
CPDialup servers
Lists your preferred dial-up server, followed by your backup dialup server
Click
to toggle your dial-up connection
5-20
6/12/2007
CPDialup: Modem Authorizations
Credit card, debit card, and check authorizations via dial-up modem
communication over phone lines
CPDialup installed on your server and is shared by all workstations
Use instead of CPGateway or as failover for CPGateway
Services multiple client requests and processor connections
No fees or sign-up charge from Radiant Systems
CounterPoint
workstation
(with credit card /
check transaction)
Constant connection
CPDialup
Servers
(yours)
Connects to
CPDialup using
phone lines,
via a modem
Processor
Requirements:
•
Installation on server running Windows 2000 or later
•
One or more modems connected to the dial-up server
(refer to Modem support list on next page)
5-21
6/12/2007
CPDialup: Modem Support
Any USB or serial modem supported by Windows can potentially be used to authorize
transactions through CPDialup. However, some modems do not work for dial-up credit
card processing.
The following table lists modems that have been tested with CPDialup and the results of
those tests. For guaranteed compatibility, we recommend using U.S. Robotics modems.
Tested Device
Test results
U.S. Robotics 56K Faxmodem v.92
Success
U.S. Robotics 56K Faxmodem v.90
Success, but did not drop a connected call
Creative Modem Blaster v.92
Success
3Com 56K v.92
(internal mini PCI notebook modem)
Success
PCTEL 2304WT v.92
(internal notebook modem)
Failure (did not connect using
recommended settings)
If you require additional modem ports, you can install multi-port serial boards or attach
USB hubs to your dial-up server.
The following table lists hubs that have been tested with CPDialup and the result of those
tests.
Tested Device
Test results
Digi EdgePort USB Serial Hub
Success – Available in 2, 4, and 8 port
models
Comtrol RocketPort USB Serial Hub
Windows XP drivers unavailable – may work
under Windows 2000
5-22
6/12/2007
Setting Up Credit Cards
Follow these steps to prepare, configure, and test your CounterPoint SQL system for both
CPGateway and CPDialup authorizations.
Details for each step are provided in the document titled "Credit Cards and CounterPoint
SQL", in the PDF Library.
5-23
6/12/2007
Credit Cards tab
• Use to configure electronic authorization information for store
• Requires Credit Card Option to be registered if processor is Vital (VisaNet),
First Data North, or First Data South with non-PNC bank
Displays if a valid SMP
merchant # is entered
Construct Terminal ID
based on information
from the processor
Merchant number
Enter the merchant information supplied to you by the processor
Processor
Format
First Data
North
BBBMMMMMMMMM Your 12-digit FDMS merchant number
(sometimes provided as a 3-digit BBB bank code and a 9digit MMMMMMMMM Merchant ID)
Vital
BBBBBBMMMMMMMMMMMM, where BBBBBB is your 6-digit
BIN# and MMMMMMMMMMMM is your 12-digit Merchant ID
Processor
Select either FDMS North, FDMS South, Vital, or Paymentech
Industry type
Select either Retail, Mail-order/Telephone-order, or Ecommerce
Authorization terminal ID
Settlement terminal ID
IDs to use for authorizing transactions and settling transactions. Info
provided by processor
See "Credit Cards and CounterPoint SQL" electronic document on
how to derive terminal IDs for each processor
Primary dialup server
Alternate dialup server
Name or IP addresses of primary and secondary dial-up servers
(Secondary is optional)
Use CPGateway
CPGateway merchant #
Enable CPGateway as primary authorization and settlement
method
Enter the merchant # provided when you signed up for CPGateway
Operating mode
Live, test, or simulated transactions
Use AmEx direct
AmEx SE number
Indicate whether to directly authorize AmEx through CPGateway
Enter your “Service Establishment” number
Use EBT
EBT FCS id
Indicate whether to use Electronic Benefits Transactions
Only available to Retail merchants and only when the selected
processor supports EBT
Use stored value cards
5-24
6/12/2007
Credit Cards tab (cont.)
Address Verification
Use Visa/MC AVS
Use AmEx AVS
Use Discover AVS
Enable address verification for each credit card type
Require override for address/zip
mismatch
Require an override in order to proceed when the AVS
address and zip code don’t match
Require override when unavailable Require an override when AVS is unavailable
Allow address entry
Allow user to enter an AVS address at point of sale
Pre-authorization
Allow data to be validated prior to authorization
Default address
Use Bill-to or Ship-to address as default value to send
to AVS for comparison
None also available if Allow address entry is enabled
CVV2 / CVC2 / CID
Use Visa/MC CVV2/CVC2
Use AmEx CID
Use Discover CID
Enable card value verification for MOTO or Ecommerce
industry, in addition to AVS
Require override for mismatch
Require an override when the CVV2/CVC2 entered
doesn't match the processor's CVV2/CVC2 for the card
Require override when unavailable Require an override when CVV2/CVC2 is unavailable
The message CVV2/CVC2 unavailable is displayed
when the CVV2/CVC2 link at the processor is down
Require PO numbers for purchase
cards
Retain full card numbers in history
Require entry of a PO number if purchase card used as
tender
Indicate whether to retain full credit card number detail in
history
5-25
6/12/2007
Configuring the Processor
Click
to configure information for the processor
First Data North
Check service: TeleCheck or Certegy
Merchant state: 2-character state
Ship from zip code: 5-digit zip code
Customer service phone number:
For MOTO or Ecommerce, optional phone
number to print on credit card statements
Tax ID number: Not required, unless processor specifically requests it
Merchant type: Optional 4-digit merchant type used to classify business (handicap,
SBA, minority)
First Data South
Paymentech
5-26
6/12/2007
Configuring the Processor
Vital
Merchant name
Your merchant name, up to 25 characters
Merchant city
Your merchant city, up to 13 characters
Merchant state
Your 2-character state
Merchant city (zip)
Up to 9-digit zip code
Merchant phone number
For MOTO or Ecommerce, phone number to print on credit
card statements
Merchant location #
Your 5-digit location number
Merchant category code
4-digit merchant category code (SIC)
Store number
4-digit store number
Terminal number
4-digit terminal number
Terminal ID "V" number
7-digit "V" number prefaced with 7, for a total of 8 digits
Currency/Country code
3-digit currency/country code (blank = 840 for US$)
Time zone differential
3-digit time zone code
Agent bank number
Agent chain number
Time zone
Code
EST (Eastern)
705
CST (Central)
706
MST (Mountain)
707
PST (Pacific)
708
6-digit agent bank number
6-digit agent chain number
5-27
6/12/2007
Configuring the Processor (Vital continued)
Checks
Check service
For check verification, select your check service: Certegy East (east of
Mississippi), Certegy West (west of Mississippi), or Telecheck
Receiving
institution ID
This is the institution from which check verification requests will be
routed from Vital
Leave blank, unless bank or processor specifically instructs to enter it
Check service
If blank, uses these defaults:
Receiving institution ID
TeleCheck
861400
Certegy East
894400
Certegy West
894300
Debit
Reimbursement
attribute
1-character reimbursement attribute
Z is default value for Standard Interlink Merchant
Sharing group
Identify the sharing group for debit network (up to 30 characters)
Merchant ABA #
9-digit merchant ABA number
Merchant
settlement agent #
4-character merchant settlement agent number (e.g., V027)
May be labeled "FIID" on bank documents
5-28
6/12/2007
Profile tab
•
Displays profiles that were enabled in Setup / System / Quick Setup
•
Prompt for profile
fields
Should enabled profiles be requested automatically for every
ticket, or should they be skipped and entered only as needed (via
Additional Functions button
on the ticket entry toolbar)?
5-29
6/12/2007
Receipts tab
•
Use to customize Point of Sale receipts
Prints after store
name / address
and before
receipt data
Prints after
receipt data
Indicate whether to print Long
description and what minimum
discount % to print
Detail type
• Select additional line detail to include
- No additional detail
- Show Reg Price
- Reg Price and $ Disc
- Reg Price and % Disc
- Show Retail
- Retail and $ Disc
- Retail and % Disc
- Show Calc Price
- Calc Price and $ Disc
- Calc Price and % Disc
- Show Price-1
- Price-1 and $ Disc
- Price-1 and % Disc
- User-defined 1
- User-defined 2
- User-defined 3
Total discount type
• Select to show total discount on ticket
- None
- Total Reg Price $ Disc
- Total Retail $ Disc
- Total Calc Price $ Disc
- Total Price-1 $ Disc
5-30
6/12/2007
Pay Codes
•
Displays pay codes that were enabled in Setup / System / Pay Codes
Click
Click
to add a new
pay code for this store.
Select the new pay code
from the lookup window.
Click
to remove the
highlighted pay code so
that it is no longer valid
for this store.
Click
or
to change the order in
which pay codes are listed.
For a check or credit card pay code type, click
if you need to enter an
authorization ID for this pay code that differs from the authorization ID already specified
for the store.
Note: The first eight pay codes listed automatically appear as payment buttons
Ticket Entry if image files or button labels were specified for them in
Setup / System / Pay Codes.
5-31
in
6/12/2007
Setting Up Stations
Select Setup / Point of Sale / Stations
Offline tab
Available with
Main tab
Default line type
Initial state of line item entry: Sale or Return
Begin tickets at
Start each new ticket at which area: Customer number,
Line items, or Payment
Begin lines at
Start line item entry at Item number or Quantity
Use default cust
Automatically start each ticket using the default customer
Default entry mode
Normal or Fast (no entry of desc, cost, qty, or price)
Primary dialup server
Alternate dialup server
Automatic station lock
Indicate whether to automatically lock this station
Minutes until lock
Automatically lock station after how many minutes of
inactivity
5-32
6/12/2007
Setting Up Stations
Main tab cont.
Default tender pay code
change
refund
Use tender pay code for
change
Pay code to display as default when accepting tender,
giving change due, or giving a refund
Leave blank to require clerk to specify pay code used for
tender, change, and/or refund
Indicate whether to use the tendered pay code as the pay
code for change due
Touchscreen code
Code for this station if tickets will be entered on it using
Touchscreen
Show customer images
Show item images
Should Customer and Item images automatically display?
(Place images in the company’s CustomerImages and
ItemImages folders)
Use consolidated lines
Indicate whether to merge identical line items in Ticket
Entry
Signature capture after print (Available with CounterPoint Enterprise)
Show points redemption
message
5-33
6/12/2007
Setting Up Stations
Numbers tab
Next ticket number
Next hold ID
Next quote number
Next order number
Next layaway number
Always auto-assign
Fields are enabled if you selected in Setup / Point of
Sale / Stores to have ticket numbers, hold ID’s, quote
numbers, order numbers, or layaway numbers
assigned from stations
Enter the next number to assign to each type of
document entered on this station
Indicate whether numbers should always be autoassigned
5-34
6/12/2007
Setting Up Stations
Form Groups tab
•
Form groups are specified in Setup / Point of Sale / Form Groups
Use all form groups
All form groups are used for every Station
Form type
Only Crystal forms are used with Express
Crystal printer type
Select the printer type for Crystal forms: Normal or Epson
TM-T88iii or TM-T88iv
Group
5-35
6/12/2007
Setting Up Devices
Select Setup / Point of Sale / Devices
Use this function to identify and configure the devices you will be using
All device parameters are retained in the workstation’s registry
Supported
Devices
Click
to save workstation’s device configuration
Click
to import device registry settings from a .xml file
Click
to start the Windows add-printer wizard
5-36
6/12/2007
Setting Up Devices - Loading a Device Group
Click
to import device registry settings from a .xml file
If you are using one of the Radiant POS terminals or Bundles, browse to Top-level /
System / Devices subdirectory for the device group file.
The settings for the selected device group display on the Devices form.
Modify these settings as needed.
5-37
6/12/2007
Setting Up Devices - Crystal Receipt Printer
Determine which printer you will be using to print receipts
Does not have to be the same as the workstation’s default Windows printer
Configuring the Printer
Click
Click
Click
to configure the device
to browse and select a different printer
to select a printer from the Network
Testing the Printer
Click
to test the configured device
(Available from the main Devices form)
5-38
6/12/2007
Setting Up Devices - Cash Drawer
Configuring the Cash Drawer
Allows for a GOPOS cash drawer to output to a Windows printer
Only active if
selected device is a
GOPOS device
Select an Express Certified
device
After clicking
, you can
configure the GOPOS Cash
Drawer.
Enter the appropriate information.
NOTE: Compulsory cash drawers require users to close the cash drawer before starting
a new ticket. It requires an OPOS-compatible printer and cash drawer. The cash
drawer must support open-closed sensing, and you must use the manufacturer's
OPOS drivers.
5-39
6/12/2007
Setting Up Devices - Line Display
Configuring the Line Display
Do not clear display
Allows display to remain visible
Device connection
Determine the connection method for the device: Open/Close,
Keep connected, Keep claimed
Offset by 1
Add 1 to starting positions for all rows and columns. Use if mfr's
OPOS drivers that do not adhere to the OPOS standard
Force uppercase
Force text to display in uppercase (Verifone)
Threaded operation
Allow other tasks to proceed as an event occurs vs wait until event
completes before proceeding (disable for IBM and Verifone)
Row
Column
Row and Column position where text should start
Width
Number of characters allowed for text; changes dynamically as
text is entered or resized
Delay
Number of milliseconds to wait between characters (0=no delay)
Attribute
Normal or blinking text
Justification
Align text to left, right, or centered
Value type
What kind of value can display? Text is literal text, Field is the
value of a data field, Label is the data dictionary display label for a
data field, and Macro is a list of canned text macros, such as date
and time.
Field For Value types of Field and Label, what field should be used
Macro For Macro Value types, which macro should be used
Text For Text Value types, text to be displayed
5-40
6/12/2007
Setting Up Devices - Line Display
Configure text to display for each event
Event
When does it occur?
Wait
When the Ticket Entry Login Dialog is dismissed
Ready
Whenever a new ticket is started
Line
When saving a line
Total
When the payment dialog is displayed in Regular Ticket Entry and
when a button page with payment buttons is displayed in Touchscreen
Tender
When saving a payment
Auth
When attempting to authorize certain payments
Signature
Prior to capturing signature on signature capture device
Signature OK
After successful capture from signature capture device
Change
When the ticket has been completed and before the completion dialog is
displayed
Not Ready
As ticket entry is shutting down
Testing the Line Display
5-41
6/12/2007
Setting Up Devices - Customer Display
Configuring the Customer Display
•
Use to display text, images, animations, video, manufacturer’s
advertisements, or other media to your customers (See Appendix 1 for a list
of available pre-defined customer display layouts and panel description)
Available panels
for use in the layout
Add a new panel to the Customer Display Setup list of available panels
Edit an existing panel
Delete a panel for the list
Move
handles
Split bar
5-42
6/12/2007
Setting Up Devices - MSR
Configuring the Magnetic Stripe Reader
“None” = OPOS device
For OPOS only, one track
from which to read data
Ask operator to enter last 4 digits of card
number after successfully reading card
For keyboard wedge only, data that
precedes and denotes start of credit
card data, and data that follows and
denotes end of credit card data
Testing the MSR
Advanced Test
5-43
6/12/2007
Setting Up Devices - Pin Pad
Configuring the Pin Pad
The text to show on
the display area of
the PIN pad is
configured in
“Payment Display”.
Testing the Pin Pad
Leave "Merchant ID" and
"Terminal ID" blank (not used
by either supported PIN pad)
Click in sequence, swipe
debit card and enter amount,
then click Begin EFT Trans
and Enable PIN Entry
Click End EFT Trans,
click these buttons in
sequence, then click Exit
See “Installing PIN Pads” in the PDF Manuals for Ingenico and Verifone instructions.
5-44
6/12/2007
Setting Up Devices - Payment Display
Configuring the Payment Display
Configure text to display for each event
Event
When does it occur?
Wait
When the Ticket Entry Login Dialog is dismissed
Swipe Card
When the user should be prompted to swipe their card
Debit Pin Entry
When the user is instructed to enter their pin number
Tender
When saving a payment
Auth
When attempting to authorize certain payments
Payment
Approved
When an authorization attempt has been approved
Payment
Declined
When an authorization attempt has been declined
Signature
Prior to capturing signature on signature capture device
Signature OK
After successful capture from signature capture device
Idle
On ticket entry startup
Not Ready
As ticket entry is shutting down
5-45
6/12/2007
Setting Up Devices - Payment Display
Testing the Payment Display
Click in sequence, then
click Wait Text ( or
Swipe Card, etc.)
to see if text displays
5-46
Click in sequence,
then click Exit
6/12/2007
Setting Up Devices - MICR
Configuring the Magnetic Ink Character Recognition
Testing the MICR
Advanced test
5-47
6/12/2007
Setting Up Devices - Scale
Configuring the Scale
Operating mode
Select the mode in which to operate: Asynchronous or
Synchronous
Minimum weight
Readings from scale below this value are not considered a
weight and software will continue to wait for the ‘real’ weight
Enter small value such as .1 pounds
All weights returned as 3-decimal value
Poll interval (ms)
Determine the interval in which to obtain readings from the
scale
Display field 1, 2, 3
If scale has display capability, select the field to display and
number of characters
Up to three fields can be shown, with a single space separating
each
Length
Reset on error
Close and open device after each attempt to get weight (required
by some OPOS drivers)
Suppress OPOS
time out error 112
Suppress the “time out” error message
Additional setup:
Use Inventory / Items (“Other” tab) to select the Weighed checkbox
for any item that will need to be weighed. Ensure the Qty decimals
setting for these items allows for fractional weights, if necessary.
5-48
6/12/2007
Flexibility of Form Groups
•
Multiple forms can be grouped together, and printed only under certain userdefined conditions
•
Can automatically print at ticket completion
•
Can use a single button to print one or more forms
•
Let the clerk choose which form(s) to print from multiple buttons
•
Print all forms to a single printer, or print different forms to different printers
•
Define which printer the forms will print to, or let the clerk select the printer in
ticket entry
•
Require certain forms to be printed and/or limit reprints
•
Automatically display messages, such as "Would you like to print the
Installation Instructions?"
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Setting Up Point of Sale Form Groups
Select Setup / Point of Sale / Form Groups
•
Use to:
− identify any forms available for printing documents in Ticket Entry
− select the printer used to print each form
− identify special conditions under which a form will print
•
Use Setup / Point of Sale / Stations to assign form groups to stations
Group tab
Applies to
Conditions under which all forms in this form group applies
Customizable filter of all columns in PS ticket header table
Document type
Ticket type
Identify the type of document and, optionally, whether it applies to
only (order) deposit tickets or all others types (non-deposit) for the
document
Auto print
Automatically print group at ticket completion
Enforce print/reprint
restrictions
For form group to adhere to store’s “Require print” and “Disallow
reprint” settings in Setup / Point of Sale / Stores
Button image
Button label
Shortcut key
Image file and/or label to display on button for printing forms
Keyboard shortcut to use to print form group
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Forms tab
• Identify each form in the group, and conditions under which each will print
Previously defined
forms in this group
Move forms up or down
to control print sequence
"Active" form being
added or edited
Form details
Form filename
Filename of form: .rpt for Crystal
Customized forms should be located in company’s Forms folder
Use Form Editor to modify
Customized forms must already exist to edit with Form Editor
Comment
Information about form (doesn’t print or display in ticket entry)
Cut paper
Admission
ticket
Indicate whether form is an admission ticket (the form will be printed the
quantity sold number of times)
Additional rules Area of ticket on which to condition printing of this form: None, Ticket
header, Ticket lines, Payment lines, Gift certificates, Ticket tax data, Ticket
based on
line – cell data, Ticket line – serial data
Printer method
Printer
Select whether to preview the form, or to print automatically on
workstation’s default Windows printer
Use default Windows printer, select a printer at print-time, or identify a
specific printer at “Printer”
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Forms tab (cont.)
Messages
Message before printing Message to display to clerk before printing form
“Yes” button
“No” button
“Cancel” button
Message after printing
Text for buttons when this form is ready to print
“Yes” button will print form and is required if a message exists
“No” button skips printing of form, but allows remaining forms in
group to print
“Cancel” button skips printing this and remaining forms in group
Buttons without text will not appear in ticket entry
Optional message to display to clerk after printing this form
Messages display even if auto-printing
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Forms tab (cont.)
Applies to
Conditions under which this specific form will print
Customizable filter of all columns in table associated with “Additional rules based on”
entry (on Form details sub-tab)
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Predefined Form Groups
Form Filenames in Group
Form Group Description
Crystal
HOLD
Prints for hold tickets only
40 column receipt
Receipt1.rpt
LAYAWAY
Prints for existing layaways
Receipt1.rpt
ORDER
Prints for existing orders
Receipt1.rpt
PAYINOUT
Prints for pay-ins and pay-outs
SalesDraft1.rpt
PayInOut1.rpt
PAYONACCT
Prints for payments taken for A/R
accounts in Ticket Entry
SalesDraft1.rpt
PayOnAcct1.rpt
PICK
Prints for existing orders when the
picking ticket button is selected
80 column picking ticket
PickingTicket1.rpt
QUOTE
40 column receipt
Receipt1.rpt
TICKET
Prints for standard tickets (nondeposit) (sales draft prints only if
credit card is used)
40 column receipt and sales draft
SalesDraft1.rpt
Receipt1.rpt
VOID
Prints for voids
Reciept1.rpt
VOID-PIO
Prints for pay-in/out voids
PayInOut1.rpt
VOID-POA
Prints for pay-on-account voids
PayOnAcct1.rpt
To use an 80-column invoice rather than a 40-column receipt, replace “Receipt1.rpt”
with “Invoice1.rpt” in form group.
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Sequence of Point of Sale Processing
Normal Point of Sale work occurs by running the menu selections in this order. Unless
indicated otherwise, all selections are under Point of Sale.
1
Drawers / Activate
Activating a drawer is the process of indicating the
opening amount that you have placed in the drawer for
each cash pay code. Drawers can be auto-activated.
2
Tickets / Ticket Entry or
Tickets / Touchscreen
Use either of these menu selections to enter sale and
return tickets, hold tickets, quotes, and orders.
3
Drawers / Reading
Inquire into current sales and pay code totals for all
drawers in a store or single drawer.
4
Drawers / Count
Before posting the tickets for a drawer, the drawer must
be counted. Counting a drawer is the process of
specifying the closing amount that is in the drawer for
each pay code. Drawers can be auto-counted.
5
Tickets / Edit List
If desired, you can print this report of ticket information
before posting tickets.
6
Tickets / Post
Use this function to post the tickets in a drawer.
7
Reports
Any time after tickets have been posted, you can print
the report of payment activity that occurred for posted
tickets.
8
Reports / Journals
Any time after tickets have been posted, you can print
the journal of posted ticket information.
9
View / Tickets
Orders
Layaways
Holds
Quotes
View details for open documents
10 Sales History / Views /
Any time after tickets have been posted, you can view
Ticket History ticket history, closed orders, closed layaways, or voided
Closed Orders history.
Closed Layaways
Voided History
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Activating a Drawer
Select Point of Sale / Drawers / Activate
•
Use to indicate initial amounts placed into drawer for “Cash” type pay codes
•
User must be authorized to activate a specific drawer
(Defined in Setup / Point of Sale / User Drawers)
Click
User
Password
User who is activating the drawer
User’s password, if enabled
Store
Store to which drawer is assigned (Defaults to MAIN for Express)
Drawer
Drawer to be activated
Drawer’s status must be “Inactive”, or you will be asked to
“reactivate” drawer
“Reactivate” displays initial activation amounts that can be changed
Can be auto-activated through Touchscreen by clicking
prompt.
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Activating a Drawer
Entering Opening Amounts
Use to enter initial amount for each “Cash” type pay code
If reactivating, enter total cash (original + new)
Click
to physically
open the cash drawer.
(Available only if cash drawer
device is defined on workstation.)
Click
to enter counts
of each currency unit.
Click
when
completed to update
drawer’s status to “Active”.
Total activated
Running total of amounts entered
Total activated in
home currency
If using more than one “Cash” type pay code
Running total of amounts entered, converted into home
currency
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Drawer Cycle
Current
drawer status
Full control
Using auto-settings
Drawers / Activate
Enter drawer opening
amts for cash pay codes
Inactive
New drawer
status
Active
or
Active (edit existing open amts)
or
Counted or Reconciled
Tickets / Ticket Entry or
Tickets / Touchscreen
Enter sales tickets, etc.
Active
(No change)
or
Inactive (if allow activate is OK
for user)
Tickets / Post
Active
Final update to data for
tickets being posted
(if auto-count is OK for store and
allow count is OK for user)
Drawers / Count
Inactive
Active
Counted
Tickets / Post
Counted
Inactive
Final update to data for
tickets being posted
(if allow reconcile is OK for user)
Drawers / Activate
Counted
Enter drawer opening
amts for cash pay codes
(deletes count amts)
(if allow activate is OK for user)
Enter amt for each pay code at
drawer closing ("blind" count)
Tickets / Post
Active
Reconciled
Inactive
Final update to data for tickets
being posted
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Touchscreen Ticket Entry
Select Point of Sale / Tickets / Touchscreen
LogIn
Login is the same for both
ticket entry and Touchscreen.
Only shows stations and
drawers that are valid for
this user
Displays floating keyboard only when logging in to Touchscreen
Must be in a field to use
Ticket Profiles will automatically display,
if defined and Store setup has not been
set to “Skip”
Touchscreen Layout
The layout is configurable
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Using Touchscreen Ticket Entry
Entering a ticket:
1. Touch (or click)
to display the item lookup (as shown above).
2. Touch (or click ) Boxwood, then
to sell that item.
(By default each item is sold in a quantity of 1.
3. Touch (or click)
to accept payment.
4. Touch (or click)
to indicate receipt of Cash from the customer.
5. If necessary, touch
to display the touch-keypad. Touch (or click) 30 and
then touch (or click) OK.
6. Answer
to complete the ticket. If configured to do so, the receipt will
automatically print to the default printer. If it does not automatically print, touch
(or click)
to print a receipt.
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Exploring the Touchscreen
Top button
panel
Item entry field
Main button
panel
Line item
display
panel
Totals
panel
Fixed button
panel
Status
bar
Top button panel
Appears along the top edge and are always available
Line item display panel
Displays all lines that have been added to a ticket
Totals panel
Displays all ticket-related amounts
Status bar
Displays current date and time, and login details
Item entry field
Specify the item by manually entering item number,
scanning barcode, or selecting item from the lookup
Main button panel
Referred to as a “Button page”
Buttons that display vary from one page to another
Fixed button panel
These buttons are always available
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Configuring Touch-keyboard and Touch-keypad
Touchscreen Keyboard and Keypad
Users need a numeric keypad to enter data. For users of Touchscreen monitors,
a touch-keypad can be configured to display on-screen as needed. The Keypad
will automatically be displayed when required. The OK button, when used,
indicates that input is complete.
Users may at times need an on-screen keyboard. All letters are uppercase with
no ability to input lowercase. The shift key gives visual feedback by changing the
key labels for the shifted keys.
The keypad and keyboard are available from any dialog requested by
Touchscreen Ticket Entry.
Can be configured differently for each field.
Click
to configure when keyboard or keypad should display and to
configure size of buttons.
Select when
Touch-keyboard
should display.
Select button size.
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Touchscreen Button Actions
This Button Action
Does this when button is selected
Add Layaway Line
Enter a layaway line on the ticket
Add Order Line
Enter an order line on the ticket
Button Page
Move to another page of touchscreen buttons
Cancel Line
Cancel the additional of the current line
Change Line Taxable Status
Change line item from taxable to non-taxable, or vice-versa
Clear Payments
Clear all pay codes and amounts entered on this ticket
Complete
Save the paid ticket, print it, and begin a new ticket
Custom Action
Executes a custom action defined in company's Actions.xml
Customer From Lookup
Select customer from a customized lookup
Customer Zoom
Display information for the current customer
Edit Gift Certificate Sold
Display lookup of gift certificates to allow user to select an
existing gift certificate for the current ticket or add a new one
Enter Bill To
Change bill-to name and address info for the ticket
Enter Customer
Change the customer on the ticket
Enter Description
Enter or edit item descriptions, if allowed for item
Enter Document Number
Enter your own ticket or order number
Enter Item Prompts
Display Item Prompts for items with prompts assigned
Enter Line Tax Category
Change line item's tax category for this document
Enter Misc Charge
If enabled, enter miscellaneous charge (amount or percent)
Enter Notes
Enter a note
Enter Sales Rep
Change the sales rep on the ticket
Enter Ship To
Enter or select shipping address for the ticket
Enter Tax Code
Change ticket's tax code
Exit
Exit ticket entry
External
Run executables, documents, web pages, other applications
First Line Item
Move to first line of ticket
Go Back
Go back to previously used button pages
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This Button Action
Help
Display online help
Hold
Place ticket on hold
Hold and Recall
Place ticket on hold, and immediately recall the ticket
Hold Recall
Take a ticket off hold
Home
Return to Home page (defined with Set Home Page button)
Item
Add the item to the sales ticket
Item Details
Displays and allows editing of line item details, such as
color/size/pattern information for gridded items
Item From Lookup
Select item from a customized lookup
Item Zoom
Display information for the current item
Keyboard
Display floating keyboard for entry
Keypad
Display floating keypad for numeric entry
Last Line Item
Move to last line of ticket
Lock Station
Lock the station, requiring user login for access
Move Down One Line
Move down in line item list
Move Up One Line
Move up in line item list
No Action
Button has caption, but performs no action if selected
No Sale
Open physical cash drawer without a sale
No Tax
Set tax amount to zero and require entry of tax exempt
number
(None)
Do nothing (default setting)
Pay Code
Accept tender using this as the pay code
Pay in
Add money to the cash drawer
Pay on Account
Record payments for A/R customers
Pay out
Remove money from the cash drawer
Pay With Customer
Card On File
Uses credit card type, number, expiration date, and
cardholder name entered in customer’s record
Price Override
Change the price of the current ticket line
Price Override Percent
Discount price of current ticket line by a percentage
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This Button Action
Process Layaways
Work with an existing layaway
Process Orders
Work with an existing order
Quantity
Change the quantity of the current ticket line
Quote
Convert ticket into a Quote
Quote Recall
Convert Quote into a ticket
Repeat Last Line
Copy the last line entered to another new line
Reprint Ticket
Reprint receipt for ticket
Return Line
Treat current line as returned merchandise
Run Page
Execute all buttons on a specified page
Sale Line
Treat current line as sold merchandise
Select All Lines
Mark all lines as “Selected”
Select Line
Mark the active line as “Selected”
Sell Gift Certificate
Sell a single gift certificate using the gift certificate code
specified
Set Home Page
Specify which page to use when starting a new ticket
Ship Full
Indicate to ship entered quantity for selected line
Ship Zero
Indicate to not ship any quantity of the selected line
Show payments
Toggles between the display of order lines and payment lines
Start Sale Ticket
Sets the mode of the ticket's lines to sale
Tax Override
Override calculated sales tax
Ticket Profile Codes
Enter profile codes for ticket
Unselect All Lines
Mark all lines as “Unselected”
Unselect Line
Mark the active line as “Unselected”
Void Completed Ticket
Void completed, unposted ticket
Void Current Ticket
Void the current ticket
Void Line
Delete last line entered on ticket or current line
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Selling a Gridded Item
After selecting a gridded item, the Gridded Item window will appear.
If selling a single cell – make a selection for each dimension of the grid.
If selling multiple cells – Click
entered.
to access all cells, where quantities can be
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Editing a Line on a Ticket
To change information for a line item that has been entered on a ticket, select that line by
clicking in front of it in the “Line item display panel”.
Determine what action must be performed (i.e., change quantity, conduct a price override,
change tax amount, etc.) and select the appropriate button.
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Overriding a Price
•
Use to change the price for an item
Enter a new amount
Or
Enter a discount percent
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Overriding a Price
This message appears if the user is not authorized to perform the price override.
An authorized user can
enter their User ID
(and Password, if enabled)
to perform the override.
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6/12/2007
Overriding Sales Tax
•
•
Use to change the sales tax amount for a ticket or an item
User must be authorized to perform this function
To override the sales tax for the entire ticket:
Select
then
then select
Enter the new tax amount. If the amount entered is $0, Tax exempt # becomes a
required field.
To override the sales tax for a single line item:
Select
then
then select
If user is not authorized to
perform the function, an
authorized user can
override.
Indicate if the override remains
in effect for the rest of the ticket.
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Entering a Miscellaneous Charge
•
Use to add miscellaneous charges to a ticket
Select
then
then
Enter Miscellaneous Charges window.
to access the
Each enabled miscellaneous charge will appear. You can enter the
miscellaneous charge as either an amount or a percent.
Indicate if you want to “Use default misc charge” as defined in Setup / Point of
Sale / Store.
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Selling a Gift Certificate
Select
, then
, then
to access the Gift Certificate
Sales window.
Select a Gift certificate code, enter the description, and amount.
If multiple gift certificates are being sold, click
certificates being sold.
and enter the number of gift
If gift certificate numbers are
auto-assigned, the number comes
from the number entered in the
Setup / System / Workgroup function.
If numbers are not automatically
assigned, the user can enter or scan
the number.
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Issuing Store Credits
Typically, store credits are issued for returned merchandise.
Select
then enter the item that is being returned.
Select
then
Click
.
to access the Store credit number window.
If store credit numbers are always
auto-assigned, the number comes
from the number entered at
Setup / System / Workgroup.
If numbers are not automatically
assigned, the user can enter or
scan the number.
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Exercise 2: Completing a Sale
Try it Yourself!
Donald Slate has entered your store and wants to purchase the following items in these
quantities.
When asked by the clerk if he would like to be placed on the mailing list, Dr. Slate said “No”.
Dr. Slate also provided his Zip Code of 38119.
Japanese Maple – 1
Terra Cotta Containers – 2 Red Square
The Garden Guide – 1
Boxwoods – 15
Once entered, Touchscreen should look similar to this.
The Japanese Maple had some minor damage so you agree to reduce its price by 15%.
Dr. Slate would like his purchase delivered to his home, so add a delivery fee of $10.
Dr. Slate changes his mind and decides that he would like to be placed on the mailing list.
Dr. Slate is ready to pay for his purchase and hands you gift certificate #100001.
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He then hands you $100 in cash.
The remaining balance he pays for with a credit card (# 5419-8300-0000-0004 exp 07/07).
Touchscreen should now look similar to this.
Complete Dr. Slate’s ticket.
The preview of the receipt should
look similar to this.
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Creating a Layaway
Click
, select
, select
.
At “Item number”, enter the items that are being put on layaway.
The Document total area displays the total for the entered items.
Based on store configuration information, with regard to layaway deposits, the corresponding
minimum amount due will need to be tendered before completing the layaway.
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Entering a Payment for a Layaway
Click
to enter payments. Select the pay code, for example
.
Enter the amount of the payment for the
selected pay code, and then indicate
how much of the entered amount will
be applied to the layaway.
Complete the processing of the pay code.
The Ticket # appears.
The Layaway ID appears.
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Processing a Layaway
Click
.
Look up and select the layaway to process.
Indicate what operation you want to perform for the layaway.
Enter new deposits or refund existing.
Release lines marked as Release to a ticket.
Add or change lines on the layaway.
Print a picking ticket for the layaway items.
Release the Layaway, but leave copy on file.
Cancel the layaway, after refunding deposits.
Print a copy of the layaway.
View the history of layaway activity.
Close the Process Layaways dialog.
Access on-line help.
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Releasing a Layaway
Click
from the Process Layaways window.
For each line on the layaway that
is ready to be processed, change
its status to “Select” and enter
the “Release qty” and “Qty
remaining”.
Click
to select all lines,
if the entire layaway is ready to be
processed.
Answer ‘YES’ to Release document?
From the Layaway Release window, indicate
how much of the original tendered funds should
be released, and how much should remain on the
layaway.
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Releasing a Layaway
The released layaway lines
can now be completed.
Make any changes as needed
to the lines on the ticket.
After entering payments for the remaining
balance, answer ‘Yes’ to Ticket complete?
If your store is configured to ‘Use Layaway #
as Ticket # ‘, the completed ticket will
display the layaway # -01 for the first release of
lines from that layaway. If lines remained on
the layaway the second release would display
-02.
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Exercise 3: Creating a Layaway
Try it Yourself!
SCENARIO:
Donald Slate enters your store and selects 4 Japanese Maples to be placed on Layaway.
This exercise demonstrates how to:
− Create a layaway
− Process a deposit for a layaway
1. Select Donald Slate as the customer.
Click
, select
, select
2. At the item lookup, select Japanese Maple. Change the quantity to 4.
Click
.
3. At “Amount”, select CASH and enter 80, applying the entire amount to the layaway.
4. Click
to complete the layaway.
Close the Ticket Completion dialog.
Close the Layaway ID dialog.
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Working with Orders
Setup for orders
Setup / Point of Sale /
Stores
Form Groups
Security Codes
Customers / Customers
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Entering an Order
Click
, select
, select
.
At “Item number” enter the items that are being placed on the order.
To enter a deposit, click
To complete the order click
and enter the amount for the selected pay code.
.
The Ship-to Address Entry window appears.
Enter the address the order needs to be shipped to.
Complete the ticket.
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Taking a Deposit for an Existing Order
Click
.
Look up and select the order to process.
Indicate what operation you want to perform for the order.
Enter new deposits or refund existing.
Release lines marked as Release to a ticket.
Add or change lines on the order.
Print a picking ticket for the order items.
Release the order, but leave copy on file.
Cancel the order, after refunding deposits.
Print a copy of the order.
View the history of order activity.
Close the Process Orders dialog.
Access on-line help.
With the order displayed, click
Select
Click
.
, then enter the amount for the selected pay code.
, to complete the entry of the deposit.
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Releasing an Order
Click
from the Process Orders window. (You see a message about releasing an
unpicked order, if the order has not been picked.)
For each line on the order that is
ready to be processed, change its
status to “Select” and enter the
“Release qty” and “Qty remaining”.
Click
to select all lines,
if the entire order is ready to be
processed.
Answer ‘YES’ to Release document?
From the Order Release window, indicate
how much of the original tendered funds
should be released, and how much should
remain on the order.
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Releasing an Order
The released order lines
can now be completed.
Make any changes as needed
to the lines on the ticket.
After entering payments for the remaining
balance, answer ‘Yes’ to Ticket complete?
If your store is configured to ‘Use Order #
as Ticket # ‘, the completed ticket will
display the order # -01 for the first release of
lines from that order. If lines remained on
the order the second release would display
-02.
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Reading a Drawer
Select Point of Sale / Drawers / Reading
Use to inquire into the
current sales and pay
code totals for all
drawers in a store or
single drawer.
User must be authorized to count
a specific drawer (defined in
Setup / Point of Sale / User Drawers).
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Counting a Drawer
Select Point of Sale / Drawers / Count
Use to specify amounts counted in drawer before posting.
User must be authorized to count a specific drawer
(defined in Setup/Point of Sale/User Drawers).
Negative
values can be
entered
Click
when completed entering amounts to save your entries.
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Printing the Ticket Edit List
Select Point of Sale / Tickets / Edit List
Used to review current (before posting) ticket activity
Parameters tab
Ticket tab / Ticket Line Item tabs
Filter the tickets to be printed.
Select the amount of detail to print.
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Posting Tickets
Select Point of Sale / Tickets / Post
User must be authorized to post specific drawer
(defined in Setup / Point of Sale / User Drawers).
Post all drawers for store
Use this date as accounting / historical date for each ticket
Or
Use each ticket’s entry date
Post all tickets created on or before this date
Click
when ready to begin posting.
If ‘All’ drawers are selected, identify
the statuses of drawers whose
tickets are ready to be posted.
Click
You may be asked to confirm
that you wish to post tickets.
Click
to proceed.
A progress indicator
displays as each ticket
posts.
At the end, a summary of
posting appears and
shows the event number
that was assigned.
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Posting Tickets
When posting begins:
•
Exclusive lock placed on drawer
•
System assigns an event number
•
Two progress bars displayed:
− One shows progress for all posting
− One shows progress of current ticket being posted
If errors occur:
•
All posting activity from document involved is “rolled back”
•
Next ticket is posted
When posting is complete:
•
Sets drawer status to “Inactive” if all tickets are posted
•
If any tickets did not post, leaves drawer in Reconciled state
•
Displays completion message on screen, including event number and
number of errors
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Settling Credit Cards
Select Point of Sale / Credit Cards / Settle
Use this function to settle credit card transactions
A preview of the transactions awaiting settlement can be viewed at Point of
Sale / Credit Cards / Pre-Settlement List
Click
to process credit cards transactions
Store
The store for which you are ready to settle credit card transactions
(Defaults to MAIN for Express)
Drawer
Specify the drawer you want to settle, or click
drawers for the store
Cutoff date
Enter the date to only settle transactions that were created on or
before that date
Or click
to not restrict the transactions by date
Cutoff time
Enter the time by which to limit the transactions that are settled
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Viewing Open Tickets
Select Point of Sale / Views / Tickets
•
•
Use to view Point of Sale Tickets in detail
Can look up by ticket number (enter ticket number at “Keyword”)
•
Click
to print a copy of the ticket
Tab
Ticket
Contains data about the ticket
Bill-To
Contains Bill-to information entered on the ticket
Ship-To
Contains Ship-to information entered on the ticket
Lines / Totals
Displays the lines and associated information for the ticket
Payments
Displays the payment information for the ticket
Taxes
Displays tax information for each tax authority for the ticket
Gift Certificates
Displays information about gift certificates on the ticket
Notes
Displays notes that were entered for the ticket
Activity
Displays activity for the ticket
Package tracking #’s
Displays the tracking number that was entered for the ticket
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Viewing Open Orders
Select Point of Sale / Views / Orders
•
Use to view Point of Sale Orders in detail
•
Click
to print a copy of the order
Tab
Order
Contains data about the order
Bill-To
Contains Bill-to information entered on the order
Ship-To
Contains Ship-to information entered on the order
Lines / Totals
Displays the lines and associated information for the order
Payments
Displays the payment information for the order
Taxes
Displays tax information for each tax authority for the order
Notes
Displays the entered order notes
Activity
Displays log of activity for the order
Displays the tracking number that was entered for the order
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Viewing Open Layaways
Select Point of Sale / Views / Layaways
•
Use to view Point of Sale Layaways in detail
•
Click
to print a copy of the layaway
Tab
Layaway
Contains data about the layaway
Bill-To
Contains Bill-to information entered on the layaway
Ship-To
Contains Ship-to information entered on the layaway
Lines / Totals
Displays the lines and associated information for the layaway
Payments
Displays the payment information for the layaway
Taxes
Displays tax information for each tax authority for the layaway
Notes
Displays the entered layaway notes
Activity
Displays log of activity for the layaway
Displays the tracking number that was entered for the layaway
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Viewing Holds
Select Point of Sale / Views / Holds
•
Use to view Point of Sale Holds in detail
•
Click
to print a copy of the hold
Tab
Hold
Contains data about the hold
Bill-To
Contains Bill-to information entered on the hold
Ship-To
Contains Ship-to information entered on the hold
Lines / Totals
Displays the lines and associated information for the hold
Payments
Displays the payment information for the hold
Taxes
Displays tax information for each tax authority for the hold
Gift Certificates
Displays information about gift certificates on the hold
Notes
Displays the entered hold notes
Activity
Displays log of activity for the hold
Displays the tracking number that was entered for the hold
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Viewing Quotes
Select Point of Sale / Views / Quotes
•
Use to view Point of Sale Quotes in detail
•
Click
to print a copy of the quote
Tab
Quotes
Contains data about the quote
Bill-To
Contains Bill-to information entered on the quote
Ship-To
Contains Ship-to information entered on the quote
Lines / Totals
Displays the lines and associated information for the quote
Payments
Displays the payment information for the quote
Taxes
Displays tax information for each tax authority for the quote
Gift Certificates
Displays information about gift certificates on the quote
Notes
Displays the entered quote notes
Activity
Displays log of activity for the quote
Displays the tracking number that was entered for the quote
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Viewing Ticket History
Select Sales History / Views / Ticket History
Use to view Point of Sale Ticket History in detail
Can look up by ticket number (enter ticket number at “Keyword”)
Tab
Ticket
Bill-To
Ship-To
Lines / Totals
Payments
Gift Certificates
Taxes
Notes
Displays the entered ticket notes
Activity
Displays log of activity for the ticket
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Viewing Closed Order History
Select Sales History / Views / Closed Orders
•
Use to view Point of Sale Order History in detail
Tab
Ticket
Contains data about the order
Bill-To
Contains Bill-to information entered on the order
Ship-To
Contains Ship-to information entered on the order
Lines / Totals
Displays the lines and associated information for the order
Payments
Displays the payment information for the order
Taxes
Displays tax information for each tax authority for the order
Notes
Displays the entered order notes
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6/12/2007
Viewing Closed Layaway History
Select Sales History / Views / Closed Layaways
•
Use to view Point of Sale Layaway History in detail
Tab
Ticket
Contains data about the layaway
Bill-To
Contains Bill-to information entered on the layaway
Ship-To
Contains Ship-to information entered on the layaway
Lines / Totals
Displays the lines and associated information for the layaway
Payments
Displays the payment information for the layaway
Taxes
Displays tax information for each tax authority for the layaway
Notes
Displays the entered layaway notes
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Viewing Voided History
Select Sales History / Views / Voided History
•
Use to view Point of Sale Voided History in detail
Tab
Ticket
Bill-To
Ship-To
Lines / Totals
Payments
Gift Certificates
Taxes
Notes
Displays the entered ticket notes
Activity
Displays log of activity for the ticket
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Planning the Touchscreen Configuration
Design Factor
Using scanner for item
entry
Using keyboard
Design Strategy
Streamlined Design! Fastest user interface!
One button page with an entry field for item number.
It is not necessary to set up a button for every item.
All actions can be configured on one page to expedite
transactions.
Add hot keys to captions on buttons to expedite
button selection from keyboard.
For entry fields, select those requiring the fewest
keystrokes.
Using touchscreen monitor
Size buttons to accommodate the largest of fingers
and to reduce button selection errors.
Using touchscreen monitor
as standalone input device
(no scanner or keyboard)
Design a button for each item sold, each pay code
accepted and each action performed at station.
Minimize the amount of data entry required, using
fewest possible entry fields,
The floating keyboards and keypads are nifty, but
slow to entering data.
Using mouse as standalone Minimize the amount of data entry required, using
input device
fewest possible entry fields,
The floating keyboards and keypads are nifty, but
slow to entering data.
Reduce size of muttons to the smallest usable size, to
minimize the distance for mouse moves.
Ticket entry speed is critical Use scanner for item entry and use one button page
Ticket entry speed is critical Design buttons for input device(s).
and no scanner available
Maximize the number of buttons per page (by
reducing button size) and keep number of pages to a
minimum.
Small number of products
sold with no scanner
Order (and group) item buttons in a way that is
familiar or logical to users.
Putting more buttons on one page allows fewer
pages, but button recognition is the challenge on
pages with many small buttons.
Other questions to ask:
− Is user right or left handed – locate buttons accordingly
− What is the screen resolution – design for lowest used resolution
− What are the commonly used functions – assign to fixed buttons
− What terms will the user be familiar with – assists users in finding buttons
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Setting Up Touchscreen Codes
Select Setup / Point of Sale / Touchscreen Codes
•
Use to define touchscreen buttons
•
Touchscreen codes are assigned at the station level
Click
to define or modify touchscreen buttons.
As you define the buttons for a
touchscreen code, the results display
here when you click
This is where you define
the touchscreen buttons
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General tab
•
Use to control the number of
buttons, their shape and size
Lock height/width
Round corners
Hide empty buttons
Image position
Indicate whether to scale buttons to the same pixel
Indicate whether to round the corners of buttons
Indicate whether to Hide empty buttons
Select where to position images: Left, Right, Top, or Bottom
Rows and Columns
Fixed rows
Item rows
Columns
Top
Number of fixed button rows
Number of rows per page
Number of columns per page and for fixed buttons
Number of top panel buttons
Spacing
Horizontal
Vertical
Border
Space in pixels between button rows
Space in pixels between button columns
Width of border in pixels around button panel
Fonts
Buttons with images
Buttons without images
Item Number
Fonts used to display button captions
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Buttons tab
•
Define new pages of buttons and edit existing pages
•
Define how each button looks and what action occurs when it is pressed
Use to create a
filter for the
button
Page
Default
Allow item entry
The list of all defined pages of buttons
If selected, this is the page of buttons that displays initially in ticket entry
Indicate whether to allow item number lookup
Action
Determines action that occurs when button is selected during ticket entry
Image
Name of “picture” file (top-level / CPExpress / Images)
Caption
Button label
Hint
Flyover help
Shortcut
Keyboard shortcut
Color
Background color of button
Font
Font for button caption
Page Action
After performing action, what page should display?
Go to page
If Page Action is “Go to specified page”, what page?
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Layout tab
•
Use to define where on the touchscreen form each group of buttons displays
Save and Load
Touchscreen
configurations to or
from XML text files
Button panel position
Display page buttons on left or right side
Fixed buttons position
Display fixed buttons above or below pages of buttons
Top panel position
Display top panel buttons on left or right side
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Totals tab
•
Use to customize display of Totals Panel
Clear changes made to
Totals Panel in this
editing session
Copy all Totals Panel
settings from a
different configuration
Reset Value display and
Label display parameters
to defaults
Select from one of 6 pre-defined styles (Shown on next
page)
Style
Value to display
Value Value to display for selected Totals field
Value display parameters
Font Display selected value in this font and color
Background color
Frame highlight color
Frame shadow color
Label display parameters
Font Display selected field name in this font and color
Background color
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Touchscreen Button Editor
Totals tab
Predefined Styles
Default
Regular - Standard
Regular - Simple
Regular - Detailed
3-Column-Split
Extended-Bar
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Touchscreen Button Editor
Options tab
•
Use to specify whether to pause during entry of item, to allow a quantity to be
entered, or if the quantity should automatically default to 1
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Adding a button to an existing page
To define a new button, click the button you want to define and enter the button’s
settings in the Button Editor.
In this example, we will add a button to the Main Menu page to allow access to the
Ticket Profile Codes.
Action: From the drop-down list select
“Ticket Profile Codes”.
Image: Browse and select the image to display
on the button. (If you select an image
from the System / Images folder you will
be asked if you want to copy the image to
your company’s image folder.)
Caption: Enter the text that you want displayed
on the button.
Hint: Enter the text to display in the fly-over help.
ShortCut: Enter the keyboard shortcut.
Color: Select the background color for the button.
Font: Select the font for the text on the button.
Page Action: Select the next action to take after
this button’s action is done.
Go to page: If page action is go to specified page,
indicate which page to go to.
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Click
to see what the new button would look like.
To save your changes, close the window
and answer ‘Yes’ to save changes.
You will need to save the changes
to the Touchscreen Code as well.
A clerk can now open the profile
window by using the newly defined
button, to enter or change the
recorded values.
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Moving a button to a different page
You may decide after defining a button that you would like the button to be displayed on
a different page.
To move a button, select the button from the
Editing window and click
.
If you don’t want the button to be displayed
on the existing page click
.
Now select the page you want to copy the
button to, from the list of defined pages on the
Button Editor window.
Next select which button from this page you
would like to use for the new button and
click
.
In this example, the “Pay on Account” button
is now available from the main menu page,
as well as from the Customers page.
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Creating a Page of Buttons
Before you define individual buttons, you should define the “pages” of buttons for each
grouping of buttons you will need.
On the Buttons tab, click
.
Name each page so that when you see the name, you will know what types of buttons
you intend to put on that page (e.g., “Items”).
Select Default to make a page of buttons initially display when Point of Sale /
Touchscreen is selected.
Select Allow item entry to enable the "Item Number" control whenever this page of
buttons is displayed.
A page of blank buttons now appears in the Editing window.
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Configuring a button to access the new page
In order to access the new page of buttons you just created, you must define a button to
call the new page. In this example, we want a button on the Main menu page that a
clerk can click to access buttons for all items.
Select the button and assign the “Action” of Button Page. At “Button page” select which
page will be called, (i.e., Items).
When completed, click
, to view the results of defining this button.
next to the Button page field. This will
Click the new “Items” button and then click
show you the page of buttons that will be called.
To return to the prior page, click
next to the Page field.
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You can now define item buttons that will appear on the Items page.
Select to display the Items page (if it is not already shown).
Click the first item button you want to define, and enter its definition in the Button Editor.
Click
to see the results.
When someone clicks the Japanese Maple button (after first clicking Items), it will sell
1 Japanese Maple.
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Exercise 4: Setting Up a RunPage Button
Try it Yourself!
This exercise illustrates how to create a page of buttons containing several items that will all be
sold ‘automatically’ when another button (with a RunPage action) is selected.
In this example, you will build a "Plant Deal" button that, when selected, automatically sells a
Japanese Maple, 5 Boxwoods, and The Garden Guide. The "Plant Deal" button should be
available on the Main menu page.
1.
Select Setup / Point of Sale / Touchscreen Codes
Display the MAIN touchscreen code and click
2.
to edit this code.
You will need to define a new page of buttons to contain the items that will be a
part of the Plant Deal. Click
click OK.
and enter the name “Plant Deal”, then
A set of blank buttons appears in the Touchscreen Ticket Entry (Editing) window.
Click the first blank button and define it as shown here. When done, click
Image and Caption are for ID
purposes only, since they don't
display during RunPage operation
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.
3.
Select the second blank button and define it as shown here. Be sure to set the
Default qty to 5.
4.
Select the third blank button and define it as shown here. Since this is the last item
that is a part of the Plant Deal, you will need to assign it a Page Action that
returns it to the Main menu page.
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5.
You will now need to define the button that represents the Plant Deal. Return to
the Main menu page and select the button below the Item Zoom button, this will
be where the Plant Deal button will be located. Define the button as shown below.
6.
Close and save the changes you made to the Touchscreen Code.
7.
Select Point of Sale / Tickets / Touchscreen . Login to Station 1 and
Drawer 1.
Click
to select the run page. Each item on the Plant Deal runpage is
automatically sold. The ticket should look like this:
Additional items can be added to the ticket, or you can delete any of the items
added by the Plant Deal button.
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SECTION 6: RECEIVABLES
Types and Sources of A/R Documents....................................................... 1
Typical Flow of Receivable Transactions.................................................... 2
Entering Cash Receipts.............................................................................. 3
Other Cash Receipt Activities..................................................................... 5
Applying OPEN Documents ....................................................................... 7
Printing a Cash Receipts Edit List .............................................................. 8
Posting Cash Receipts ............................................................................... 9
Entering Customer Adjustments............................................................... 10
Printing an Adjustments Edit List.............................................................. 11
Posting Customer Adjustments ................................................................ 12
Reapplying A/R Documents ..................................................................... 13
Viewing A/R Documents........................................................................... 15
Types and Sources of A/R Documents
To accurately track Customer indebtedness CounterPoint uses the Open
Document Method, which involves tracking Customer activity through application
of payments, or portions thereof, to specific charges.
Each activity that affects a customer’s balance is recorded as a Document.
The sum of all documents for a Customer is equal to their balance in the
Customer record.
Document Type
Ticket
Description and Source
Charge for sold merchandise
Refund of returned merchandise
Positive tickets are “self-applied”
Negative tickets have “Open” apply-to
Source: Ticket Entry
•
•
Credit memo
Refund of a charge amount
Source: Customers / Adjustments
Debit memo
Charge for services other than normal sales
Source: Customers / Adjustments
Finance charge
Assessment of finance charges
Source: Customers / Finance Charges
Payment
Payment on account
Source: Ticket Entry
Customers / Cash Receipts
Balance forward
Balance brought forward from open documents, when
separate document detail is not needed
Source: Maintain A/R Documents
Documents are assigned an application status, which classifies how the amount has
been applied.
• Applied – an application whose apply-to group information references a
document other than itself
• Self-applied – an application whose apply-to group information is the same as
its ‘FROM’ information
• Open – an application which has not been associated with any other apply-to
group
Receivables
6-1
6/12/2007
Typical Flow of Receivable Transactions
Customers / Customers
Set customer up as an A/R
type customer
View a list of all receivable documents for a
customer at Customers / Views / A/R
Documents, or at Customers / Customers
by clicking the View Documents button
from the A/R info tab.
Tickets / Ticket Entry
When posted, creates “Ticket” document
that is self-applied.
Customer charges
purchase to A/R account
Customers / Reports /
Statements
Printing statements performs the aging
process, based on aging method set in
Customers / Control.
Print statement and send
to customer
Customers / Cash
Receipts / Enter
Apply customer’s payment
to the Ticket document
Receivables
Application Choices:
− Auto-Applied (begins applying to the oldest
document and proceeding to the next
document until all monies have been
applied)
-
applied to a single document
-
applied to multiple documents
-
applied in part and the balance left ‘OPEN’
-
entire amount can be left ‘OPEN’
6-2
6/12/2007
Entering Cash Receipts
Select Customers / Cash Receipts / Enter
•
Use to enter payments on account for A/R charge customers
•
to find the associated customer, If you only know a
Click
document number
•
Click
to post this one document from the batch
Customer #
Customer from whom the payment was received
Document #
Must be unique for each TRX date, cannot use ‘OPEN’
Pay code
Select from any pay code that is defined as valid for A/R
Transaction Date
Date transaction entered
Amt received
Enter payment amount
Zero and negative values are allowed
Reference
Free text entry area
Store
Receivables
6-3
6/12/2007
Entering Cash Receipts
Lines tab
• Use to specify documents to which payment applies
Document no.
Specify each document to which the payment applies by:
- entering or looking up the document number
- selecting
unapplied
to leave some or all of the payment open and
- selecting
to let the software automatically apply the
payment (oldest document first)
- selecting
to select one or more open A/R documents
from a list (Doesn’t show documents with unposted Cash
Receipt activity)
Amount paid
Amount of payment to apply to this document
Discount
If document’s terms allow for a discount by paying early, the
discount amount is available as a default
When payment is fully applied
(Amount diff is 0.00), automatically
asks to save the transaction.
Customer's unposted balance is
updated when transaction is saved.
Receivables
6-4
6/12/2007
Other Cash Receipt Activities
Voiding checks
•
Enter a new cash receipt with a negative "Amt received".
•
Apply to the same documents to which the check was originally applied, using
the same amounts.
•
To find the voided check number, use the View Documents function from the
Customers record, filter for payment documents, date, and check amount
Example: you need to void Donald Slate’s check
•
Use Customers / Adjustments to enter and post a debit memo, to assess any
bad check charges.
Receivables
6-5
6/12/2007
Other Cash Receipt Activities
Writing off all or part of a document
•
If not processing a payment, select any pay code and enter .00 at "Amt
received".
•
At "Document no.", select the document for which the writeoff will be done.
•
Click
on the toolbar and select Writeoff.
Enter the appropriate amount,
and identify the writeoff account
to use for distributions.
Once the writeoff is posted,
the document’s balance will
reflect the change.
Receivables
6-6
6/12/2007
Applying OPEN Documents
‘OPEN’ Documents are documents that have been recorded, but not applied.
If a new payment is not
involved, select any pay
code and enter .00 at
"Amt received".
If applying the open credit
when entering a new
payment, enter the new
payment information as
usual.
At "Document no." on the Lines tab,
look up and select the open credit.
Answer Yes when asked
"Do you want to apply this
open amount?".
Specify the document to which the open credit will be applied.
Make the open credit available to include as an
apply-to document for a different payment.
When completed, a message advises that the open credit has been applied.
(No lines appear in the cash receipt to indicate the re-application.)
NOTE: If a new payment was not received, close the Cash Receipts window without
saving changes (open credit changes are retained).
If a new payment is involved, apply the new payment amount as usual.
Receivables
6-7
6/12/2007
Printing a Cash Receipts Edit List
Select Customers / Cash Receipts / Edit List
•
Use to produce a list of Cash Receipts prior to posting
Select the order in
which to print the
unposted cash receipts,
and whether to print a
summary or detail report.
The detail version of the
edit list shows the
apply-to documents.
Filter the cash receipts to print.
Receivables
6-8
6/12/2007
Posting Cash Receipts
Select Customers / Cash Receipts / Post
When the posting process is
complete, a message appears to
indicate the event number
assigned, and whether any errors
occurred.
Depending on your setting in
Setup / Customers / Control,
you may be prompted to view or
print the posting journal.
You can an also print the journal later, using
Customers / Reports / Journals / Cash Receipts.
Receivables
6-9
6/12/2007
Entering Customer Adjustments
Select Customers / Adjustments / Enter
• Use to enter: Credit memo, Debit memo, Finance charge, or Ticket
•
Enter the amount as a positive amount. CounterPoint knows how to adjust the
balance based on document type (i.e., a Credit memo will decrease the
balance and a Debit memo will increase the balance)
•
Click
, to post this one adjustment document from the batch
Amount
Account
Enter the amount by which the customers balance is being adjusted
Select the account for distributions
Apply to
Specify whether this adjustment is: Self-applied, OPEN (unapplied) or
applied to an open A/R document
Number
Type
Date
If you selected Document at "Apply to", the number of the document
to which it will apply
The document type and date of that document display
Terms code
Discount date
Due date
Discount percent
Used to determine the due date and discount date along with the
applicable discount percent
Defaults from the customer’s record; can be changed
Receivables
6-10
6/12/2007
Printing an Adjustments Edit List
Select Customers / Adjustments / Edit List
Filter the adjustments
to print.
Receivables
6-11
6/12/2007
Posting Customer Adjustments
Select Customers / Adjustments / Post
When completed, a message
displays with the status of
posting and allows you to
view the posting journal.
Receivables
6-12
6/12/2007
Reapplying A/R Documents
Select Customers / Utilities / Reapply A/R Documents
•
Use to change, add, or delete apply-to information on A/R documents
•
Totals for "Amount applied", "Discount taken", and "Total writeoff amount"
cannot change
•
Saved changes are permanent, no posting process, no journal or distributions
produced
Identify the customer and
document to be changed.
If the payment or credit is selected from a
lookup, you have the option to make changes to
the previously entered applications or to re-enter
all applications.
On the Lines tab,
make changes to the
applications, or re-enter
all applications.
Receivables
6-13
6/12/2007
Reapplying A/R Documents
Other Allowed Changes
Doc is self-applied
If document is already self-applied, can clear this setting
only if no other documents are already applied to it
Sales rep
Reference
Changes to sales rep for a document will affect only the
A/R documents, sales history and distributions remain
unchanged
Informational only
Store
Defaults to MAIN for Express
PO number
Change the PO number that was associated with this
document
Receivables
6-14
6/12/2007
Viewing A/R Documents
Select Customers / Views / A/R Documents
•
Use to view open A/R documents without making changes
Receivables
6-15
6/12/2007
Receivables
6-16
6/12/2007
SECTION 7: CHANGING SYSTEM DATA
Overview of Security .................................................................................. 1
Setting Up System Security Codes............................................................. 2
Costs in CounterPoint SQL Transactions ................................................... 3
Setting Up System Security Codes............................................................. 4
Setting Up Point of Sale Security Codes .................................................... 6
Setting Up Point of Sale Security Codes .................................................... 7
Setting Up Menu Codes ........................................................................... 12
Setting Up Menu Codes – Menu Editor .................................................... 13
Verifying a Menu Code............................................................................. 16
Exercise 1: Using the Menu Editor ............................................................................ 17
Setting Up Users ...................................................................................... 19
Setting Up User Preferences.................................................................... 22
Setting Workstation Preferences .............................................................. 24
Defining Sales Taxes ............................................................................... 25
Setting Up Tax Categories ....................................................................... 26
Setting Up Tax Authorities........................................................................ 27
Exercise 2: Setting Up Tax Authorities ...................................................................... 31
Setting Up Tax Codes .............................................................................. 36
Assigning Tax Codes ............................................................................... 37
Data Verify ............................................................................................... 38
Backing Up a Database............................................................................ 40
Viewing Environment Settings.................................................................. 42
Viewing Resources and Locks ................................................................. 45
Overview of Security
Levels of Security
Level 1
Windows/network login and password
CounterPoint programs and users need the ability to Read/Write/Create/
Delete files in the top-level CounterPoint directory on the server.
Level 2
Database Server login and password
The first time you start CounterPoint on a workstation and specify a
company, you are asked for the database user ID and password. When
you start CounterPoint in the future on that same workstation, it
automatically uses the same user ID and password, and the Database
Login dialog does not display. Each user can have a different database
user ID and password.
Level 3
Within CounterPoint SQL:
CounterPoint user login and password
Each user must have a user ID that they use to log in to
CounterPoint. You can also disable the Login for a user, preventing
them from running CounterPoint SQL. Passwords can be required
and can have a minimum length and expiration date. Users can be
forced to change their password after logging in.
User’s System Security Code
Each user is assigned a system security code, and the same
security code can be assigned to multiple users. The system
security code contains the system-level authorizations for a user,
such as whether protected changes are permitted. The system
security code also dictates, through its menu code, the
CounterPoint menu selections that appear for a user.
User’s Point of Sale Security Code
Each Point of Sale user is assigned a Point of Sale security code.
The Point of Sale security code contains the authorizations for a
user to certain PS menu selections and to sensitive functions when
entering sales tickets and orders.
Point of Sale manager
Only users with Point of Sale manager status can perform security
overrides. Users who are Point of Sale managers must have
authorization to perform the specific function they are overriding as
well.
7-1
6/12/2007
Setting Up System Security Codes
Select Setup / System / Security Codes
•
Use to define system authorizations for user or groups of users
•
Assign one security code to each user
Use to select / clear all
check boxes on this tab
Menu code
ID of custom menu (if used) for users assigned this system
security code
Allow cost entry
User can view and enter cost for any non-PS activity.
If not selected, default cost for activity is automatically used
View costs
If user cannot enter costs, can they view them in lookups,
filters, and quick reports?
Costs do not print on standard reports and journals if user is
not authorized to view costs
Allow other locations
Allow other stores
7-2
6/12/2007
Costs in CounterPoint SQL Transactions
Transaction Type
Receivings / Enter
User is authorized
to enter costs
Default = cost entered on PO
User can enter different cost or use
accounting cost*
User can enter PO misc chgs
User is not authorized
to enter costs
Automatically uses
vendor item cost or
location last cost
User cannot enter PO misc
chgs (uses default of .00)
Automatically uses
accounting cost*
Inventory /
Adjustments
Default = location avg cost
User can enter different cost or use
accounting cost*
Physical Count
For all users (authorization to enter costs is ignored), automatically
uses frozen cost or accounting cost*, based on Setup / Inventory /
Control setting
Sales / Returns
For all users (authorization to enter costs is ignored):
Non-misc items: Uses accounting cost*
Misc items: Uses entered cost for “Prompt for cost” items
(anyone can enter),
or
Uses “Cost of goods sold %” to calculate as percent of selling price
* accounting cost = location average cost at time of posting
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6/12/2007
Authorizations tab
Allow protected changes
Can user access protected change fields?
Other users’ preferences
Ability to access other users in Setup / System / User
Preferences
Workstation preferences
Can user run Setup / System / Configuration / Workstation
Preferences?
Allow message suppression
Can user suppress messages that have a Do not show again
checkbox?
Turn on display of message again by selecting Show
suppressed messages in Setup / System / User
Preferences
Customize data / text
dictionary
Customize filter, lookup,
zooms or toolbars
Save customized data grids
Can user save customized filters, lookups, zooms and / or
toolbars?
Can user save column changes made in functions with line
item entry grids?
A/R document maintenance
Can user run Customers / Utilities / Maintain A/R
Documents?
Gift certificate maintenance
Store credit maintenance
Can user run Maintain Gift Certificates and/or Maintain
Store Credits?
Manually authorize credit
cards
Can user "force" authorization by manually entering
authorization code?
Skip AVS/CVV/CID checking
Override AVS/CVV/CID
mismatch
Override AVS/CVV/CID
unavailable
Can this user skip address verification or CVV /CID checking
for a credit card transaction? If enabled for store, can user
override an address or CVV/CID discrepancy, or bypass
address verification or CVV/CID when the service is
unavailable?
Note: Enable "Allow address entry" for AVS in Setup / Point of
Sale / Stores if any user is allowed to skip checking or
override discrepancies
View credit card numbers
Can user view an encrypted credit card number?
7-4
6/12/2007
Transaction Dates tab
Previous trx # months
Allow trx for last calendar
User can enter transactions for this many previous
months
If previous month(s) fall in prior year, must also be
allowed to enter transactions for last year
Future trx # month
Allow trx for next calendar
User can enter transactions for this many future months
If future month(s) are in next year, must also be allowed
to enter transactions for next year
Earliest valid date
Latest valid date
Based on the above settings, the range of valid
transaction dates
Timecards tab
Clock-in/Clock-out
Users settings for clock-in/clock-out: Allowed, Required,
or Not allowed
Show timecard warnings
Indicate whether to display warnings for timecards
Prompt for clock-in at login
Indicate whether to prompt the user to clock-in when
logging in to CounterPoint
Prompt for clock-out at
logout
Indicate whether to prompt the user to clock-out when
logging out of CounterPoint
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6/12/2007
Setting Up Point of Sale Security Codes
Select Setup / Point of Sale / Security Codes
•
Use to define Point of Sale authorizations for user or group of users
•
Assign one Point of Sale security code to each Point of Sale user
(Using Setup / System / Users)
Tickets tab
Stored Value Cards
tab is available with
CounterPoint
Enterprise
Ticket Authorizations
Allows user to
Edit ticket lines
Void current tickets
Void completed tickets
Edit information entered for a line on the current ticket
Void ticket during entry
Void ticket after it is completed (but before it is posted)
Unlock others' stations
Unlock a station locked by a different user
Override customer 'No tickets' flag Sell to a customer with a "no tickets" credit hold
Perform 'No-sale'
Do a "no sale" (open cash drawer)
Override max return
Enter a return that exceeds store's max return amount
Override required print
Bypass required ticket printing
Reprint ticket
Reprint a ticket
Change sales rep
Change tax code
Change the sales rep on a ticket
Change the tax code on a ticket
7-6
6/12/2007
Tickets tab cont.
Ticket Authorizations
Allows user to
Change ship-from location
Change price-from location
Change profit center
Use holds
Delete holds
Use quotes
Delete quotes
Use pay-ins
Use pay-outs
Use pay-on account
Complete the corresponding action while in Ticket Entry
Redeem loyalty points
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6/12/2007
Line Items tab
Line Item Authorizations
Allows user to
Override prices
Sell below minimum price
Change the calculated price for an item
Sell below minimum price level or minimum
profit percent for store
Override qty restrictions
Override insufficient quantity when store is
configured to disallow quantity overrides
Change line tax category
Change line taxable status
Change tax category of item
Change whether item is taxable on a ticket
Allow sale lines
Allow return lines
Enter an item for sale on a ticket
Enter an item as a return on a ticket
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6/12/2007
Total/Tender tab
Total / Tender Authorizations Allows user to
Override credit limit
Sell to a customer who uses A/R charge to pay for some
or all of their purchase, and customer is over their credit
limit
Change ticket tax
Change the default calculated tax for a ticket or order
Allow no signature
Bypass drawer alarm
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6/12/2007
Orders tab
Orders Authorizations
Allows user to
Override customer
'No orders' flag
Allow order lines
Override "Allow orders = N" setting for a customer
Allow backorder lines
Allow special order lines
Edit orders
Enter order deposits
Allow order deposit refund
Edit an existing order
Enter order deposits
Refund order deposits
Pick orders
Release orders
Copy-release orders
Cancel orders
Reinstate orders
View order history
Print orders
Print picking tickets and set "picked" status
Release line items from orders to tickets
Leave order on file, but release ready lines
Cancel orders
Reinstate a cancelled order
View order history
Print the order
Enter a new order
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Layaways tab
Layaways Authorizations
Allows user to
Override customer “No
layaways” flag
Override “Allow layaways = N” setting for a
customer
Allow layaway lines
Enter a layaway on a ticket
Edit layaways
Pick layaways
Edit existing layaway tickets
Print a picking ticket for a layaway
Enter layaway deposits
Allow layaway deposit refund
Enter a deposit on a layaway
Refund a layaway deposit
Release layaways
Copy-release layaways
Cancel layaways
Reinstate layaways
Release layaway lines
Leave layaway on file, but release ready lines
Cancel existing layaways
Reinstate a cancelled layaway
View layaway history
Print layaways
View layaway history
Print the layaway
7-11
6/12/2007
Setting Up Menu Codes
Select Setup / System / Menu Codes
•
Use to restrict CounterPoint menu selections or add external menu selections
•
Assign menu code to one or more system security codes
Click
to define or modify
menu selections
Click
to
compare a menu code
to the standard menu
Current custom menu
Standard default menu
From this dialog, you can:
• Drag and drop selections from default menu to custom menu
• Drag selections on custom menu to new positions
• Right-click on custom menu to access popup menu
• Configure menu selections by using Menu Editor
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6/12/2007
Setting Up Menu Codes – Menu Editor
Menu with images
Menu without images
Reset current menu selection back to default state
Remove (delete) the current menu selection
Add new menu item or new folder
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6/12/2007
Settings
ID
Internal identifier for menu selection
User-entered for new menu selections. No duplicates permitted
Action type
Automatically displays either “Window” or “External”
Form caption
Text that appears on menu selection’s title bar
Menu caption
Text that appears as menu selection name
Button caption
Text that appears for menu selection on button menu
If blank, uses Menu caption text instead
Image
Image name to display on Explorer and Tree style menus
If blank, uses default image (folder or screen)
Button Image
Image name to display on Button style menu for this menu selection
Command type
When adding a custom menu item, type of form to display
Command
Arguments
Command line and parameters for External menu selections
Table name to access or Crystal report to display for Custom menu
items
Form Instancing
Allow single or multiple instances of menu selection
Presentation
Modal or non-modal use
Modal = cannot access another menu selection while this menu
selection is open
Allow edit
delete
insert
offline
Allow menu selection to be edited, deleted, inserted, or to function
while running offline
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6/12/2007
Command Types
When adding a new menu item, select the appropriate Command Type:
Command Type
Command / Arguments
Custom maintenance form
Show a maintenance form for the table specified in
Command.
Use Allow edit, Allow insert, Allow delete
checkboxes to limit the type of maintenance
permitted.
Custom add-on-the-fly form
Show an add-on-the-fly form for the table specified
in Command.
Use Allow edit, Allow insert, Allow delete
checkboxes to limit the type of maintenance
permitted.
Users without the menu selection will be prevented
from adding records on-the-fly to the table.
Custom view form
Show an inquiry form for the table specified in
Command.
Custom report
Show a report parameter form for the report
specified in Command.
Custom program
Show a “front-end” form for user’s own program,
identified in the configuration file specified in
Command. Optionally provide arguments to pass to
program in Arguments.
Configuration file can also direct filtering, order-by,
and parameters to request from user.
External program
Execute the external program specified in
Command. Optionally provide arguments in
Arguments.
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6/12/2007
Verifying a Menu Code
•
Use to compare the current menu to the standard menu and indicate:
−
Menu items in the current menu code that are not in the standard menu
−
Menu items in the standard menu that are not in the current menu code
Or right-click user-defined
menu in Menu Editor and
select Verify menu
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Exercise 1: Using the Menu Editor
Try it Yourself!
You want to allow one of your clerks (POS1) to be able to add customers, in addition to
their already defined functions. To do this, you will create a new menu code that is
identical to the POS code except “Quick Customers” will be included.
Here are the steps that you will need to complete:
1. Select Setup / System / Menu Codes. Enter the name for your new menu code
QuickPOS.
2. Select to copy this menu code from the existing POS code by clicking
selecting POS. Enter the description POS with Quick Customers. Click
.
and
3. Open the Customers folder under the Default Menu, and drag and drop Quick
Customers to the Point of Sale folder for the Custom Menu.
Notice that it places the new menu item at the bottom of the list, after the Credit
Cards and Reports folders. You want Quick Customers to appear as a choice
inside the Point of Sale folder, but before these two folders.
To do this, right-click Quick Customers and select “Up”. Repeat until Quick
Customers is above the two folders. You could have dragged and dropped it
there as well.
The custom menu should
now look similar to this.
4. You are now ready to save the new menu code. Close the form and click
5. You want user POS1 to use this new menu code, so you need to create a new
system security code for POS1 that uses the new QUICKPOS menu code.
6. Select Setup / System / Security Codes to add a new security code. Name it
QUICKPOS with a description of POS with Quick Customers.
7. At menu code lookup and select QUICKPOS. No other authorizations are
needed, so save the new security code.
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6/12/2007
.
8.
You will now need to assign this security code to user POS1.
Select Setup / System / Users, lookup and select POS1 and change POS1’s
security code from POS to QUICKPOS and save.
9. Now Exit CounterPoint and log in as user POS1. You should see Quick
Customers on the menu, under the Point of Sale folder.
-------------------------------------------- END OF EXERCISE -------------------------------------------Changing System Data
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Setting Up Users
Select Setup / System / Users
•
Define each CounterPoint SQL user
Order Entry tab available with
If passwords are
being used, set
password
Employee #
Department
User-defined number to associate with this employee
The department associated with this employee
Workgroup
Allow other workgroups
System security code
Controls system authorizations for user
Sales rep
Is this a sales rep? Define at least one sales rep
Commission code
Code that defines commission structure for sales rep
Valid buyer
Can user be entered as a buyer in Purchase Request/Enter?
Last login
Last workgroup
Last pwd change
System-maintained information about this user:
− Last time they logged in
− Last workgroup they used
− Last time they changed their password
Login disabled
Prevents user from logging in next time
Require password change
Requires user to enter new password at next login
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6/12/2007
Setting Up Users
Address tab
Enter the address
for this user.
Contacts tab
Enter the information
for the individuals
you contact for this
user.
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6/12/2007
Setting Up Users
Point of Sale tab
Point of Sale user
Can user access Point of Sale/Tickets and Point of Sale/Drawers
menu selections?
Point of Sale manager
Is user a manager?
Manager can perform security overrides for other users, if
manager is authorized for same function
Security code that controls authorizations while in Ticket Entry or
PS security code
Touchscreen. (Required for Point of Sale user)
Last store, station, and drawer used by user in Ticket Entry
Used as defaults next time when logging into Ticket Entry, if
store is set to use them
Last store used
Last station used
Last drawer used
Use to define valid drawers for user and allowed activities in drawer
(see Setup/Point of Sale/User Drawers)
Use to define the settings for the user (see Setup/System/User
Preferences)
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Setting Up User Preferences
Select Setup / System / User Preferences
•
Settings for user when running CounterPoint on any computer
Home action
Open home action at startup
“Base” menu selection, accessible by clicking
on menu taskbar
Automatically start Home action when logging in?
Main menu style
Style of CounterPoint main menu: Explorer, Tree,
Standard, or Buttons
Button Style
If using Buttons menu style, configure size and
appearance of buttons for this user
7-22
6/12/2007
Setting Up User Preferences
User Interface tab
Show forms on taskbar
Show open CounterPoint selections on Windows taskbar?
Allow multiple form
instances
Permit a single menu selection to be open more than once
on same computer
Implied decimal points
Assume two decimal positions in dollar values without
decimals (future feature)
Show suppressed
messages
Show messages that this user previously selected to
suppress (Do not show again check box)?
Enable customizations
Enable use of all custom dictionaries (data, text, lookups,
filters, and zooms), reports, forms, etc.
Turn off to use only system dictionaries
Use simplified filters
Initially display all filters in simplified format
Maintenance forms
Document forms
Remember last view
Initial setting - Record view or Table view - for Maintenance
and Document forms
Default font
Default touchscreen font
Set font for column names on forms
Set font for Touchscreen column names on forms
Print button produces
When you click
, print active record (screenshot), or
print active record as a list report
Negative number color
Required color
Display column names in corresponding color for numbers
that are negative or for required columns
Scheme
Toolbar scheme: Default, Simple, or V7
When user returns to same form, remember last view used
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Setting Workstation Preferences
Select Setup / System / Configuration / Workstation Preferences
•
Settings on a specific computer when running CounterPoint
•
User’s system security code must allow access to Workstation Preferences
•
Run at each workstation/computer
Use as defaults when logging in to
ticket entry on this computer
Uncheck both to ‘lock’ this computer
into the station and drawer number
To access diagnostic logging of
ticket entry events
Workgroup
Allow other workgroups
Station
Drawer
Which station and drawer is this workstation?
Allow station change
Allow drawer change
Allow different stations or drawers to be specified in ticket
entry when using this computer?
Allow multiple application Permit multiple sessions of CounterPoint to be run in multiple
windows on this computer (no impact on user count)?
instances
Touchscreen mode
Touchscreen LookUps
Provide button for pop-up keyboard and keypad, and larger
buttons throughout CounterPoint?
Use touchscreen lookups throughout CounterPoint?
Skip company dialog
Display the Select a Company dialog when starting
CounterPoint?
Show splash screen
Display the CounterPoint SQL logo when starting software?
Smart mouse
Automatically position mouse pointer to default button?
7-24
6/12/2007
Defining Sales Taxes
Tax code
assign to store;
optionally assign to customers and shipping addresses
Tax authority 1 (state)
Rule 1
Rule 2
Rule 3
Tax authority 2 (county)
Rule 1
Rule 2
Tax authority 3 (city)
Rule 1
Rule 2
Rule 3
Tax authority 4, etc.
Each rule defines:
− Tax percentage (up to 3)
− Whether to use penny tax table
− Account number for G/L
− If tax holiday is in effect, and dates of holiday
− Is tax itself taxable by a different authority?
− Which ticket items are affected ("tax categories")
− Minimum unit taxable amount
− Maximum unit taxable amount
− Per unit tax amount
− Whether to tax gift certificates
− Whether to tax miscellaneous charges (e.g., "freight")
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Setting Up Tax Categories
Select Setup / Inventory / Tax Categories
•
Use to define categories to assign to items that have special sales tax
requirements
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Setting Up Tax Authorities
Select Setup / System / Tax Authorities
•
Tax authorities or jurisdictions to which taxes are paid
•
Different authority for each tax that must be tracked separately
•
Will be used to enter list of tax authorities for each customer tax code
Main tab
Enter the address
for the authority.
Contacts tab
Enter the information
for the individual you
contact at this authority.
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Rules tab
Main tab
Rule
Description
Name and description of this rule for the authority
Multiple rules are processed in the order they appear
Tax account
Account number to update for taxes collected by this rule
Rounding method
Method to use when rounding tax amount to two decimals:
None, Down, Up, or Normal
Use tax holiday
Begin date / End date
Exclude this rule when calculating tax during the specified dates
Tax is taxable
No =
Tax for this rule is not subject to tax, and this rule does
not charge tax on any other tax
Yes = tax for this rule is assessed tax by other rules in this tax
code that are set to Charge tax on other rules, but this
rule does not charge tax on taxes from other rules
Charge tax on other rules = tax for this rule is not taxed by
a different rule, but this rule charges tax on taxes for
other rules with "Tax is taxable" set to Yes
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6/12/2007
Rules tab
Applies to tab
Rule applies to
Tax categories
Min unit taxable amt
Tax amt below min
Does this rule apply to:
- all line items on the ticket
- only items with the specified tax categories (up to 6)
- all items except those with the specified tax categories
- no items (if rule is only for gift certificates or misc charges)
Assess tax for this rule only if item's unit price (per stocking unit)
exceeds this amount
Indicate whether the amount below the minimum is taxed
Max unit taxable amt
Unlimited
Stop assessing tax for this rule when item's unit price reaches
this amount, or "unlimited" if no maximum
Stop charging tax
To stop assessing tax for subsequent rules within this tax
authority (rules for other authorities within the tax code are
applied as usual)
Tax gift certificates
Indicate whether to assess tax on gift certificates when they are
sold
Tax stored value cards
Tax misc charge 1-5
Indicate whether to assess tax on miscellaneous charges
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Rules tab
Tax tab
Tax percent 1-3
On taxable amount over
Up to three tax rates to assess for this rule, and minimum
amount to which the tax rate applies
Per-unit tax
To assess a fixed dollar amount as the tax for each unit
purchased (e.g., tax for each gallon of gas or for each pack of
cigarettes)
Use penny tax table
To control the amount of tax to collect for the penny portion of
an item's price
Click
to define the
penny tax table
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6/12/2007
Exercise 2: Setting Up Tax Authorities
Try it Yourself!
SCENARIO:
You are opening a new store in Indiana and need to add Indiana as a tax authority for
your store. Indiana charges a flat 6% tax on purchases over .08 cents.
Department of Revenue
Contact: Taxpayer Services
100 N Senate Ave.
Phone: 317-233-4015
Indianapolis, IN 46204
URL: www.in.gov
This exercise demonstrates how to:
• Add a new tax authority
• Create a tax rule
Here are the steps that you will need to complete:
1. Select Setup / System / Tax Authorities
2. Enter Indiana at “Tax authority” and Indiana Department of Revenue at “Name”
3. Enter the address for the Indiana Department of Revenue
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4. On the Contacts tab, enter the contact, phone, and URL information
5. On the Rules tab-Main tab, enter INTAX at “Rule” and Indiana State Sales Tax at
“Description”.
Select Store at “Profit center method” and the Sales tax payable for “Account”.
Indiana rounds up half pennies, so select Normal for the “Rounding method”.
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6. On the Rules tab-Applies to tab, select for this rule to be applied to All lines, with no
Minimum or Maximum unit taxable amount. Subsequent tax rules will apply. The tax is
not charged on gift certificates or miscellaneous charges.
7. On the Rules tab-Tax tab, enter 6 at “Tax percent 1” and .08 at “On taxable amount
over”.
8. Save the new tax authority.
-------------------------------------------- END OF EXERCISE -------------------------------------------Changing System Data
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Tax Calculation Example
Tennessee state sales tax = 7.00%
Shelby county sales tax
= 2.25%, up to $1600
For an item that sells for more than $1600, Tennessee collects 2.75% (Shelby
county tax is not collected). The single article tax stops at $3200, and only the
7% state tax is collected.
Shelby County
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Tax Calculation Example (continued)
Tennessee State
"TAX" rule
"SINGLEMAX" rule
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6/12/2007
Setting Up Tax Codes
Select Setup / System / Tax Codes
•
Use to list all tax authorities for which taxes will be collected for a single sale
•
Assign a tax code to store and, optionally, to any customer and/or customer
shipping address
Note: The order in which tax authorities are listed does not affect how taxes
are calculated.
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Assigning Tax Codes
Select Setup / Point of Sale / Stores
Indicate which tax code takes
precedence when calculating
sales tax: the Store’s or the
Customer’s.
You are required to assign a
default tax code to the store.
•
If you select Store:
The store's tax code is
always used.
•
If you select Customer:
1st
- the tax code assigned to the
shipping address for the
customer is used.
2nd
- if no tax code is assigned to
the shipping address, or a
shipping address is not
specified for the sale, the
customer's tax code is used.
3rd
- if no tax code is assigned to
the customer, the store's tax
code is used.
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Data Verify
Select System / Utilities / Data Verify
•
Use to verify integrity of data
Select the
tables to verify
Show results after
verifying this table
Total number of records
in selected tables
Verify only this table
Type of test
(see below)
Start the
verify process
Display which tables in
window above?
Tests to run
Dictionary
Lookups
Dictionary: Verifies required fields, mapping values,
constraints, and other data dictionary rules
Lookups: For non-history tables, verifies that values exist in
associated table (e.g., item category is in Categories table)
Table Results
Displays summary information of last verify for selected table:
table name, number of records, number of errors
Click
Last Verify Tables
Results
for details on last verify
Displays summary information of last verify for all involved
tables: number of involved tables, number of records in tables,
number of errors
Click
to see the summary log from verifying all
involved tables
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Data Verify
Contents of the Details file
Overview
Dictionary
test results
Lookup
test results
Summary
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Backing Up a Database
Backing up your database provides an important safeguard for protecting
your data from potential loss including: media failure, user error, and loss of
server.
A backup copy of your database can also be used when moving your
database to a new system.
If you selected to use the default location when initially creating the database, the
.mdf and .ldf files will be located in Program Files \ Microsoft SQL Server \
MSSQL \ Data on the current system.
If you have customized Filters, Lookups, Zooms, Forms, Reports, and/or images
also copy the corresponding company files.
Four alternatives to backing up a database:
A)
Shutdown SQL server and copy database files
B)
Detach the database from SQL server and copy database files
C)
Use “osql” command to copy database files
D)
Other software application
Alternative A:
Step 1 - Stop the server
Step 2 - Browse to the MSSQL/Data folder and copy the .mdf and .ldf files
Step 3 - Restart the server
Alternative B:
Step 1 - A database must be “detached” from a running SQL Server before it can
be copied.
The osql command to detach the CPEXPRESS database is:
OSQL -U sa –P CounterPoint -Q "sp_detach_db 'CPExpress'"
Step 2 - Copy both database files
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Alternative C: Create a copy of database on the same server
Step 1 - At the server type:
osql -U sa –P CounterPoint -Q "backup database CPExpress to
disk='C:\CPExpress.sav'"
This will backup a database, even if it is in use.
Use single quotes around the path for the data file 'C:\CPExpress.sav' and double quotes
around the Query to run, thereby ending the command with a single quote followed by a
double quote.
Note: This will list the files that are included in the backup - write these down! You will
need those file names for the next step. If you don't write them down, you can use the
following command to identify the file names after the fact.
osql -U sa -P CounterPoint -Q "restore filelistonly from Disk='C:\CPExpress.sav'" | more
Alternative D: Other software application
Use a software application to create your backup copy of the database. Refer to the
application’s documentation for the specific steps involved.
NOTE: Refer to Appendix 5 for the process of moving a database to a new system.
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Viewing Environment Settings
Select System / Views / Environment Settings
•
•
Use to view current codes and versions in effect on a workstation
Click
to create an external file containing environmental
setting details
Identification tab
Contains information about
CounterPoint SQL and the
company where it is installed
User tab
Contains information about
the user who is logged into
CounterPoint on this
workstation.
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Database tab
Contains information about the
database that the user is logged
into on this workstation.
Database Size tab
size of the database that the user
is logged into on this workstation.
System tab
Contain information about the
computer system that is in use.
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Versions tab
version of components used to
run CounterPoint, including the
server software, Internet Explorer,
Microsoft Database Access
Components, DBISAM, and the
Crystal runtime.
Crystal tab
version and location of each
Crystal runtime and viewer file
being used on this workstation.
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Viewing Resources and Locks
Select System / Views / Resources and Locks
•
•
Use to view CounterPoint resources currently in use
Use to view the locks (e.g., on drawers, stations, etc.)
System tab
View information
about the users
who are logged
in to CounterPoint
on the system
Company tab
View company-specific
information about
the users logged in
to CounterPoint
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Express Basics
Evaluation
Overall
Date: __________________________
Name (Optional): __________________________________________________
Indicate to what extent you agree or disagree with each of these statements
Circle the corresponding number
1 - Strongly Disagree 5 - Strongly Agree
Overall Course
The objectives were clearly stated
1
2
3
4
5
The materials were well organized
1
2
3
4
5
The content was adequately covered
1
2
3
4
5
The exercises helped me to understand
1
2
3
4
5
I will be able to use this information
1
2
3
4
5
Instructor
The instructor kept an adequate pace
1
2
3
4
5
The instructor was well prepared
1
2
3
4
5
The instructor handled questions well
1
2
3
4
5
The instructor was interested in helping me learn
1
2
3
4
5
The instructor’s examples helped me to understand 1
2
3
4
5
Too much time was spent on ______________________________________________
Too little time was spent on _______________________________________________
Comments:
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Radiant Systems Training
Hotel/Facility Evaluation
Date: __________________________
Name (Optional): __________________________________________________
Indicate to what extent you agree or disagree with each of these statements
Circle the corresponding number
1 - Strongly Disagree
5 - Strongly Agree
Hotel Name:
The sleeping room was well-maintained and -cleaned.
I enjoyed the hotel’s amenities.
My needs were addressed quickly and satisfactorily.
I would stay at this hotel again.
1
1
1
1
2
2
2
2
3
3
3
3
4
4
4
4
5
5
5
5
1
1
2
2
2
3
3
3
4
4
4
5
5
5
2
2
2
3
3
3
4
4
4
5
5
5
Training Facility:
The room size was adequate and comfortable.
The table/chairs were comfortable.
The ventilation was sufficient.
1
Food:
I got enough to eat.
1
Meals/snacks were served at appropriate time intervals. 1
The food was good.
1
What aspects about the hotel were better than most? __________________________________________
_____________________________________________________________________________________
What needed improvement? ______________________________________________________________
What aspects about the training facility were better than most?___________________________________
_____________________________________________________________________________________
What needed improvement? ______________________________________________________________
What were your favorite meals? __________________________________________________________
_____________________________________________________________________________________
What was your least favorite? ____________________________________________________________
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GLOSSARY
Accelerator key
Underlined character on a button that, when pressed with Alt on the keyboard, selects the button.
Account
An account is a category used to group financial information and to create financial statements for a business.
When you post individual transactions in CounterPoint, account numbers are used to hold distributions.
CounterPoint allows you to track the activity for each account, report on the activity, and pass this information along
to an independent General Ledger package in order to evaluate the financial status of your business. A well-defined
chart of accounts is essential for good financial records. If you don't already have a chart of accounts, we
recommend that you consult your accountant before entering account information in CounterPoint.
Account code
A record containing information on what accounts should be used for distributions created by transactions involving
inventory items that have been assigned this account code. Every item is assigned one account code.
Accounting cost
The cost value used in generating G/L distributions for inventory transactions.
Accounts payable
Amounts owed to others (a liability) for goods or services purchased on credit.
Accounts receivable
Amounts owed to a business (an asset), usually by customers who purchased your goods or services on credit.
Activating a drawer
Represents the process of recording the beginning amount of cash in a drawer before processing tickets. Normally, a
drawer is activated at the start of each business day.
Active
The state when an object has focus and its controls are available.
Active window
The window in which you are editing data (or allowed to enter data).
Additional markdown
An increase of a previous markdown to further lower the selling price.
Aging
A process that determines the age (number of days old) of customer open items.
Alphanumeric
Consisting of letters, numbers, and/or special symbols (, &, etc.) in any combination.
Alternate unit
Represents a secondary unit of measure for receiving or selling an item. For example, the stocking unit for an item
might be EACH, but you might receive an item by the alternate unit CASE.
Application
The entire set of programs that comprise CounterPoint software (including Customers, Inventory, Point of Sale, etc.)
The base system includes standard modules. Options are additional modules that may be purchased separately.
Apply-to group
A group of documents all pertaining to the same group of items. For example, an invoice and its associated
payments, credit memos, and debit memos.
Glossary
Glossary -1
06/12/07
ASCII (American Standard Code for Information Interchange)
Refers to a data format that contains only alphanumeric characters.
Audit trail
A method of tracking transactions through the entire sequence of their history so that all financial information can be
traced. Certain reports should be kept as part of your permanent business record in order to provide a permanent
audit trail.
Available quantity
The quantity of an item that is currently available for sale. Generally, the available quantity is equal to the on hand
quantity minus any quantities set aside for open orders. Unposted transactions don’t affect the available quantity.
Average cost
A cost method achieved by calculating or re-calculating a weighted average of the cost of all inventory items
currently in stock. This is re-calculated each time items are added to the inventory, and in certain situations, when
items are removed from inventory.
Backorder
A type of order normally created when there is insufficient quantity available for a sale or order, or when you
specify to backorder a line item on a ticket or order. Backorders signify items that are owed to the customer.
Backup
A copy of a file or group of files, saved in case something happens to the original.
Balance sheet inventory account
An account that tracks the value of on hand inventory.
Bank account code
A code that represents a particular bank account into which your company makes deposits. Each bank account code
can be assigned to one or more pay codes to indicate which bank account is used for each type of tender.
Barcode
A unique identifier for an item or for a particular color/size/pattern combination of a gridded item. Barcodes can be
printed in one of many common formats, i.e., UPC-A, Code 39, etc. – that are readable by barcode scanning devices,
or barcode readers.
Batch
A group of transactions that is processed in a single posting event. Each batch is identified by a unique combination
of a batch ID and a batch type, which determine who can use the batch and what kind of transactions are grouped
with the batch. Batches allow multiple users to enter, edit, and post the same types of transactions simultaneously,
while preventing multiple users from modifying or posting an individual transaction at the same time.
Batch ID
A user-defined identifier that you can assign to a batch manually, by using the batches form, or automatically, by
clicking the “Set up batches” button on the Users form, Workgroup form, or Company form.
Batch processing
A processing model for entering several transactions in sequence, then finalizing (or posting) all of these
transactions at the same time.
Batch type
The type of transactions that are grouped into a batch. Batched transactions include inventory adjustments, quick
receivings, purchase requests, receivings, cash receipts, customer adjustment, quick transfers, transfer out
documents, and transfer in documents.
BOL (Bill Of Lading)
A shipping document that serves as evidence that the carrier received shipment, and as a contract between carrier
and shipper.
Glossary
Glossary -2
06/12/07
Bin
Represents a physical place to store inventory. Bins are subdivisions of a location and are used to locate items.
Generally, bins refer to physical rows/shelves or to actual bins.
BLOB (Binary Large Object)
Used to store very large objects (text or binary) of indeterminate and variable size (e.g. notes and multi-media
objects).
Buyer
An executive who is responsible for selecting, pricing, and purchasing merchandise. In many companies, the term
“buyer” designates a department manager, whose responsibilities include, but are broader than, the buying function.
Calendar
A schedule that defines a business’ accounting year, including its subdivision into seasons, months, and weeks.
Calendars are used to group sales into periods for analysis on merchandising and historical reports.
Cancel
To halt an operation or process and return to the state before which the operation or process began.
Card Verification Value (CVV)
Three or four digits printed on the back of a credit card that identifies the credit card holder. For AVS transactions,
the user can request a CVV from the customer, which is compared to the CVV that is on file with the credit card
company to verify the card holder’s identity. CVV processing doesn’t affect whether the charge is approved, but it
does reduce credit card fraud when the physical card isn’t available to swipe through an MSR device (e.g., as with
telephone orders).
Cash receipt
Money received from a customer for good/services purchased.
Category
A user-defined classification that can be assigned to each customer, item, or vendor. Categories are groups used for
pricing and reporting.
Cell
A specific identifier of a gridded item that contains a value for color and/or size and/or pattern. For example, if you
sell sweatshirts in sizes S, M, and L in colors Red, White, and Blue, then a single cell would indicate Small Red or
Medium Blue, etc.
Chart of accounts
A list of all of a business’s accounts in numerical order, usually grouped by type.
Character
Any letter, number, or other symbol that may be typed on your workstation.
Check box
A box that you can click to turn an option on or off. When the option is on, a checkmark appears in the box.
C.O.D. (Collect On Delivery)
A shipping method where the buyer pays for the purchase when goods are delivered.
Color
One axis of a grid. When referring to the grid coordinates within CounterPoint documentation, color refers to the
first axis of a grid.
Color names
The names of the individual colors (e.g., Red, White, Blue, etc.) entered on an item grid.
Color tag
The heading that describes the set of color names (e.g., “Color”).
Glossary
Glossary -3
06/12/07
Column (field)
One or more characters representing a single piece of data. Item number is an example of data stored in a column.
Column code
"Template" codes designed to give columns specific properties in CounterPoint. For example, a date field or
capitalization of the key data.
Command
A menu item that displays a CounterPoint SQL form or starts a particular task or function. An instruction entered at
a command prompt that executes a program or performs a function.
Commission
The amount of money due to a sales rep when the sales rep is given credit for a sale.
Commission code
A user-defined code that can be assigned to an item to determine the commission method and percentage paid to a
sales rep for selling that item.
Commissions due
The amount of money to be paid to a sales rep that is given credit for a particular sale.
Company
A financial or commercial entity. In CounterPoint, each company is a separate database that contains all of the data
for that company.
Commit
To allocate (commit) inventory to a transaction (e.g., an open order, ticket, adjustment, etc.).
Component
An inventory item included in a kit.
Constraint
Rules regarding values allowed as entries for a column.
Control
Any object that enables you to interact with data or perform an action.
Control codes
A sequence of special command characters that are sent to a peripheral device to control how the device functions.
Control information
Setup information that controls global CounterPoint behavior.
Cost
The amount you pay to a vendor for purchase of merchandise.
Cost correction
A special distribution generated by inventory transactions. Cost correction entries use an item’s average cost to
adjust your G/L when on hand quantities are negative. This ensures that there is no discrepancy between your actual
stock and book records of stock.
Cost of goods sold
Cost of merchandise less any discounts, but including transportation and alteration costs.
Cost of goods sold = merchandise – (discounts + transportation + alteration costs)
Cost method
The process that CounterPoint uses to determine the cost of each inventory item. CounterPoint currently supports
only the Average cost method.
Glossary
Glossary -4
06/12/07
Counting a drawer
The process of recording the amount of cash and other payment types in a drawer. Normally, the drawer is counted
at the end of each business day.
CPGateway
A service offered by Radiant Systems that allows you to obtain credit card authorizations from your processor using
the Internet, rather than a dial-up connection. CPGateway is faster and more reliable than dial-up communications
and can provide 2 second authorizations.
CSS (CounterPoint Subscription Service)
The CounterPoint Subscription Service (CSS) keeps your CounterPoint system up-to-date automatically. Our
talented development team is constantly adding wonderful new features to CounterPoint – and correcting flaws, too.
So, with CSS, you receive all feature enhancements (“updates”) and corrections as they are added to CounterPoint,
along with updated documentation supplements when applicable.
Credit
1. The power or ability to obtain goods, services, or money in exchange for a promise to pay later.
2.
The right side of an account.
A credit entry is an entry to the right side of any G/L account. Credits will normally be increases to liability accounts
and decreases to asset accounts. They may also be increases to income accounts and decreases to expense accounts.
Customer
A person or company who buys goods and services from your company.
Data-aware control
A column whose definition and value are obtained from the data dictionary. Values for non-data-aware controls are
supplied by the program.
Database
A collection of data organized into tables that contain row (records) and columns (fields). CounterPoint SQL stores
all data for each company in a separate database.
Data Dictionary
Definition of each table, each column within a table, and the indexes for the table.
Default
An entry that CounterPoint uses automatically unless otherwise specified. Default values can always be overridden.
They are provided solely to simplify and speed up data entry.
Desktop
The visual work area that functions as a background to your Windows applications. Desktops generally contain
icon shortcuts to applications, documents, and your Recycle Bin.
Dialog box
A temporary rectangular window that appears on the screen to explain the feature you’re using, display relevant
information, or request information.
Discount
Represents a reduction in the price of an item.
Discount item
An item that is assigned the Discount item type, which indicates that the item’s price is negative. Example discount
items are coupons or credits that reduce the sale amount. Discount items are miscellaneous items; so on hand and
committed quantities are not tracked. A description for Discount items can be entered when sold.
Distributions
G/L accounting transactions created during posting.
Glossary
Glossary -5
06/12/07
Document
A collection of data that represents a printed form (e.g., a P.O., a sales ticket, or an order).
Drawer
A physical or logical place to track money received at point-of-sale.
Drawer fund
The amount of money left in a drawer after the drawer has been closed. The drawer fund is typically used to provide
startup money (change) for the next business day.
Drag and drop
A technique for moving objects with the aid of a mouse. To drag an object, press and hold the mouse button, while
moving the object to its desired location. To drop the object, release the mouse button.
Drop-down list box
A box that displays a default choice along with an option to open to a pre-defined list of additional choices.
Dun
A demand for payment of a bill or account.
EDC (Electronic Draft Capture)
An automatic method of authorizing, balancing, and settling credit card transactions entered on a Point of Sale
workstation. Check verification/guarantee is also supported by the EDC process.
Edit list
A report that lists unposted transactions. Edit lists are generally used to review transactions for accuracy prior to
posting.
Ellipsis
A "3-dot" mark indicating that additional information is available or must be entered in a pop-up window or dialog
box.
Employee discount
A reduction in selling price on merchandise sold to an employee.
Ending inventory
Merchandise on hand at the end of an accounting period.
Entry unit
The unit of measure for entering an item’s quantity on tickets or orders.
Event
A record of a final update or posting process.
Exception reporting
Reporting that only includes information not meeting established criteria. For example, if you plan to sell between
2% and 5% of your inventory per week, then exception reporting would allow you to report on sales outside your
criteria limits (e.g., sales that fell below 2% or rose above 5%).
F.O.B. (Freight On Board)
A shipping term indicating that freight charges are included to the specified destination.
Factoring
The process of buying invoices from a business at a discount. If one of your vendors factors their invoices (i.e., sells
them to another company at a discount to obtain payment more quickly), then you will need to send payment to a
company other than the one listed as the vendor on the P.O.).
Glossary
Glossary -6
06/12/07
Filter
A set of user-defined criteria that restricts the results of lookups and reports to those records that meet the conditions
defined by the filer. User-defined filters can include a single condition or a complex combination of criteria.
Finance charge
An amount charged to a customer’s account because of past due invoices.
Fiscal year
Any accounting period that contains one of the following:
• 52 weeks
• 13 four-week periods
• calendar year (Jan 1 – Dec 1)
• any 12-month period
Fixed button panel
The grid of buttons that appears under the main button panel in Touchscreen Ticket Entry. These buttons always
appear in Touchscreen Ticket Entry, regardless of which button page you are viewing.
Form
A window or screen that appears when a menu selection is run.
Form feed
The capability of most printers to automatically feed paper to the top of the next page.
Functions
Forms/windows/dialog screens that perform specific activity.
G/L (General Ledger)
The collection of all balance sheet, income, and expense accounts used to keep a business’s financial records. A
component of a third-party software package that maintains accounting records.
Gift certificate
A transferable store credit sold to one customer with the expectation that it will be redeemed by another.
Gift certificate code
An identifier for each gift certificate that is sold. Gift certificates are tracked until the gift certificate is fully
redeemed.
Grid
A table or matrix of the available combinations of characteristics for an item, such as color, size, pattern, width,
length, and so forth. Grids in CounterPoint SQL may be one-dimensional (e.g., color only), two-dimensional (e.g.,
color / size), or three-dimensional (e.g., color / size / pattern).
Grid cell
The intersection of two dimensions (e.g., color and size) in an item grid. Also referred to as a color / size
combination, or simply color / size.
Gridded item (Grid tracking method)
An item that is assigned the Gridded tracking method, which indicates that the on hand quantity of the item is
tracked by various combinations of characteristics such as color, size, style, and so forth. Additional attributes for a
Gridded item (e.g., cost, price, and profile codes) are also tracked by cell.
GMROI (Gross Margin Return On Investment)
A numerical indicator of the company’s return on its investment for an item or group of items. GMROI measures the
profitability of a company.
Gross profit (margin)
Represents the difference between an item’s price and cost.
Glossary
Glossary -7
06/12/07
GP% (Gross Profit %)
The gross profit divided by the price.
HelpDesk
Radiant Systems HelpDesk provides supplemental telephone support direct from Radiant Systems to help ensure the
successful operation of your company. An annual HelpDesk agreement provides you access to telephone support
direct from Radiant Systems whenever you need it – 24 hours a day, 363 days a year! Ask your Radiant Systems
Authorized Reseller about signing up for HelpDesk to supplement the primary support services you already receive.
Highlight
A visual indicator showing that an object or text is selected. Highlighted information usually displays in a different
color or in reverse video (usually dark text on a light background).
Icon
A small picture that represents a program, document, menu selection, or other object.
Inactive
The state where an object (e.g., a window, checkbox, etc.) is unavailable. For example, an inactive checkbox would
appear grayed out and you would not be able to check it.
Inactive window
Any window in an inactive state. You can’t enter or edit data in an inactive window.
Inventory
1. The actual merchandise on hand for sale to customers in the ordinary course of business
2.
The value of merchandise on hand at cost or retail
In CounterPoint, inventory refers to information about the quantities of an item within a particular location.
Inventory adjustments
An increase or decrease made to inventory to match an item’s actual on hand quantity. Adjustments are typically
recorded to account for breakage, theft, loss, incorrect receivings, over shipments, and so forth.
Inventory cost
The actual or average value of on hand merchandise.
Inventory item
An item that is assigned the Inventory item type indicating that on hand and committed quantities are tracked.
Invoice
A document denoting money owed from one entity to another. In CounterPoint, a unique item number represents
each item.
Invoicing
The process of creating an invoice.
Item
A product or service that may be sold to customers. Items are represented by a unique item number.
Item tracking method
A characteristic of an item denoting how that item’s quantities are stored and recorded. CounterPoint SQL Express
Edition tracking methods include Normal and Gridded.
Glossary
Glossary -8
06/12/07
Item type
A characteristic of an item denoting whether or not item quantities are tracked and how CounterPoint treats sales of
the item.
CounterPoint item types include Inventory, Non-inventory, Service, or Discount. The term “miscellaneous item”
refers to Non-inventory, Service, and Discount type items (i.e., items whose quantities are not tracked).
Join
A cross-reference between two tables that have one or more columns in common.
Journal
A report that can be printed automatically, during the posting of a variety of documents, including tickets, inventory
adjustments, transfers, purchase requests, and receivings.
Jump (hyperlink)
Any icon or text which, when clicked, navigates you to another location (or window).
Kit
A single inventory item that is constructed from other inventory items (components). For example, you might define
a kit called “Toolbox set” that includes a toolbox, a hammer, a wrench, and a screwdriver. You could then sell the
“Toolbox set” as a single item.
Label
A customizable printed document. In CounterPoint, label jobs determine the data that prints on a label, including
format and font size.
Label code
A code that allows you to group items for purposes of label printing. Each item in CounterPoint may be assigned a
different label code, and printing of item labels can then be filtered for items with specific label codes.
Label file
A label file specifies the placement and formatting of fields on the label. Several pre-defined label files (*.lbl
extension) are supplied with CounterPoint SQL. NiceLabel Pro is required to create or modify label files.
Label job
A label job defines the label file, query file, default printer for the labels. A label job is always specified when
printing labels.
Label query
A .sql file that contains a query for use by a label job. The query selects the appropriate data from the database.
User-entered filters are applied to data returned by query. Several pre-defined queries are supplied with
CounterPoint SQL.
Landed cost
The final cost per unit of items received into inventory.
Landed cost = (Purchase cost + freight cost + miscellaneous charges) ÷ quantity received
Last cost
An item’s cost as of its most recent purchase.
Layaway
A method of deferred payment in which merchandise is held for the customer until it is completely paid for.
The customer makes periodic payments towards the price.
Line item
A single item on a ticket, order, or P.O.
Line item entry panel
The area of the Touchscreen Ticket Entry form that displays each line item you enter on a ticket.
Glossary
Glossary -9
06/12/07
Line tax
The sales tax associated with a line item.
List box
A box that displays a list of available choices.
Location (warehouse)
A physical or logical place where inventory is kept or tracked; can also be used for pricing location.
LookUp
A CounterPoint feature that allows you to look up and retrieve information from your CounterPoint data files.
Magnetic Ink Character Recognition (MICR)
The process of check authorization in which data on a check is read by a MICR device and transmitted to
CounterPoint, which sends the data to the check processor. MICR processing eliminated manual data entry and is
less error prone.
Magnetic Stripe Reader (MSR)
A device that converts the information contained in the magnetic stripe of a credit card into data that can be
transmitted to CounterPoint as keyboard input.
Main button panel
The grid of buttons that appears to the left or right of the line item entry panel in Touchscreen Ticket Entry. The
buttons that appear in the main button panel depend on the button page that you choose.
Main menu
The collection of commands that provide access to CounterPoint SQL forms and reports. The main menu can be
displayed in the Explorer, Tree, Button, or Standard menu style.
Management history
Historical daily summary figures for workstations, categories, payments, users, sales reps, and taxes.
Mapping values
"Link" between what is stored in the database and what displays as the associated description.
Margin (gross profit)
The difference between an item’s price and cost.
Markdown
A reduction in the original retail price, primarily taken for clearance of broken merchandise, prior stock, or to meet
competition. Discounts given at the time of sale (including those for items on sale) are not markdowns.
Markup
Upward revision of the original retail price, resulting in a price higher than the original price.
Menu
The list of commands that display when you click on the menu bar or other toolbar.
Menu bar
The collection of pull-down menus that appear across the top of many CounterPoint forms.
Menu code
A set of standard or user-defined commands (i.e., menu items). Menu codes allow you to limit users to only the
commands they need and ensure that they cannot access areas of CounterPoint that are not relevant to their work.
Menu item
A standard or user-defined command that appears on the main menu. Menu items allow you to access maintenance
form, view forms, reports, and other functions within CounterPoint.
Glossary
Glossary -10
06/12/07
Message box
A pop-up window that displays a specific message.
Minimum order
The smallest sale permitted by a manufacturer or wholesaler (vendor). Minimum orders can be defined by units,
dollar amounts, or weight.
Miscellaneous charge
An additional charge that is not normally included in the price of an item, such as a fee for shipping of handling.
Miscellaneous item
A term referring to all items for which on hand inventory isn’t tracked. Miscellaneous items include Non-inventory,
Service, and Discount items. The on hand quantity of a miscellaneous item is always zero.
Modal form
A form that does not permit access to a different form while the modal form is open.
Model stock
The desired inventory stocking level for each cell of a gridded item. Model stock can be defined separately for each
location.
Module
A section of CounterPoint that provides specific functionality, such as Customers, Inventory, Point of Sale, etc.
Monthly history
Historical figures broken down into monthly summary totals using calendars.
Net terms
Terms calling for the billed amount of the invoice, with no discount allowed.
Non-inventory item
An item that is assigned the Non-inventory item type, which allows you to enter the price and description at the time
of sale. Non-inventory items are miscellaneous items; so on hand and committed quantities are not tracked.
Normal item (Normal tracking method)
An item that is assigned the Normal item tracking method, indicating that the item is not tracked by serial number or
grid.
Numeric
A value that is expressed in numbers.
Object
Any of an application’s distinguishable components (such as windows, text boxes, check boxes, message boxes,
etc.)
Off-line
1. Refers to devices that aren’t connected to the central CounterPoint system but are associated with its operation
(e.g., an off-line workstation)
2.
Refers to equipment or devices that are powered on but are in a “not-ready” state
OLE (Object Lining and Embedding)
A Windows standard method for inserting and embedding objects in Windows applications.
On hand
Inventory that is physically present.
Glossary
Glossary -11
06/12/07
On-the-fly
The ability to add information to the database from within other areas of CounterPoint. For example, you can add a
customer on the fly while entering a Point of Sale ticket.
On order
Merchandise that has been ordered but not yet received.
Open
An order, P.O., transfer in, or transfer out in an incomplete state. For example, an open P.O. refers to a purchase
request that has been posted, but has not yet been fully received.
Open item
1. A type of customer whose account balance is determined by keeping individual document detail and applying
payments to specific documents
2.
A specific A/R document (e.g., an invoice, finance charge, debit memo, payment, etc.) showing an individual
transaction that occurs for an Open item customer
Open-to-buy
Denotes the amount of money available for merchandise purchases, stated in terms of retail dollars. At the beginning
of a period (usually a month), open-to-buy would be the amount of planned purchases for that period. Interim opento-buy is calculated by deducting from the period’s planned purchases the amount of merchandise already received
and the retail amount of POs planned for delivery within the period.
OPOS (OLE for point-of-sale)
OPOS (OLE for point-of-sale) is the industry standard for accessing equipment. OPOS devices require software
drivers in order to work with Windows.
Options
Optional module that may be purchased separately to enable additional functionality in CounterPoint (e.g. Credit
Cards).
Order
A request or instruction to buy, sell, or supply goods or services.
Original retail price
The first retail price at which merchandise is offered for sale.
Overage
1. The amount by which a physical inventory exceeds book inventory
2.
The amount by which the actual drawer amount exceeds the reconciled amount at the time the drawer is closed
Overbought
The condition where a buyer has committed to purchases exceeding the planned purchase allotment for a
merchandising period.
Packing slip
A contents list (or a copy of the invoice) included with a shipment.
Password
A word or string of characters assigned to specific user or group of users to provide access to CounterPoint.
Path
The location of a file in relation to drive and directory. For example, the path of a file named CPV8.exe on drive C
in the CounterPoint sub-directory of the Program Files directory is C:\Program Files\CounterPoint\CPV8.exe.
Glossary
Glossary -12
06/12/07
Pattern
One axis of a grid.
When referring to the grid coordinates within CounterPoint documentation, pattern refers to the third axis of a grid.
Pattern names
The names of the individual patterns (e.g., Striped, Solid, Mixed, etc.) entered on an item grid.
Pattern tag
The heading that describes the set of pattern names (e.g., “Pattern”).
Pay codes
User-defined type of tender that a company accepts as payment for the goods and services it sells. A different pay
code should be defined for each type of tender that (1) is accepted at this store and (2) you want to track separately.
Available pay code types are: A/R charge, cash, check, credit card, debit card, gift certificate, store credit.
Payment
Money received from a customer to pay his or her bill. CounterPoint supports multiple pay codes for different types
of payments.
Period
A specified contiguous interval of time, such as a week or a month.
Peripheral devices
Hardware devices used in conjunction with your point-of-sale workstation. CounterPoint supports a number of
peripheral devices, including printers, cash drawers, barcode scanners, modems, card readers, check readers,
customer displays, and PIN pads.
Physical count
The process of physically counting your inventory (also called “physical inventory” or “taking inventory”).
Planned sales
Anticipated sales for a given period of time based on trends and planned increases over a period of time.
Picking ticket
A list used to physically gather items prior to shipment. Picking tickets normally include customer and item
information, including bin location, quantity ordered, and a place to write the quantity being shipped.
Picture mask
Formatting rules for user-entered values in a column.
P.O. (Purchase Order)
A document that serves as a record of agreement made with a vendor that includes items purchased, cost, discount
terms, and shipping method.
Point of Sale
The CounterPoint module that allows a computer workstation to ring up tickets, take order, and otherwise perform
cash register functions.
Point of Sale security code
A set of security settings that determines the actions that a specific user or group of users is authorized to perform in
CounterPoint’s Point of Sale module.
Post (process)
To move transactions from a temporary file (batch file) to a permanent file, updating all related files (e.g., history
files). In CounterPoint, posting is a non-cancelable activity that usually creates accounting distributions.
Posting event
Any action that results in the posting of transactions to the CounterPoint database.
Glossary
Glossary -13
06/12/07
Price
What a customer would pay to buy a particular item from you, or what a customer actually paid for an item.
Price-1
Represents the retail price for an item. Typically, Price-1 is the highest price at which an item is sold.
Price rule
A special pricing structure that combines the item being sold with additional elements of the sale to determine the
selling price.
Pricing unit
The unit of measure by which an item is priced.
Prior stock
Stock that has been in inventory for more than six months.
Profile field
A code, date, numeric, or alphanumeric field that allows you to record additional information about items,
customers, and vendors.
Profit
Income after all costs, expenses, and taxes have been deducted.
Profit center
1. A division or department of a company used to track revenue and expenses
2.
A segment of the G/L account number used in generating distributions
The criteria that CounterPoint uses to determine the profit center (or sub-account) to which various types of
distributions are posted.
Profit percentage
The difference between the cost of an item and its price, expressed as a percentage value.
Promotion
A special item price available for a limited period of time.
Protected fields
Fields that can only be changed by users for whom the “Allow protected changes” check box is enabled in their
system security codes.
Purchase order
A contract with a vendor to provide specified merchandise.
Purchase request
An unposted purchase order. A purchase request authorizes a vendor to ship your requested merchandise. When
posted, purchase requests become purchase orders.
Purchasing
A CounterPoint module that allows users to enter and post purchase orders and receivings.
Quantity discount
A reduction in price based on the size of the sale.
Glossary
Glossary -14
06/12/07
Radio button
A group of buttons that allows you to turn an option on or off. When one button is selected (i.e., the control is filled)
all of the other buttons in the same group are deselected (i.e., the control is empty).
Reason code
A record describing the reason for a special activity in CounterPoint (e.g., a product return or price override).
Receivables
1. A CounterPoint Option that allows you to track amounts owed to you by your customers due to charged
purchases
2.
Monies owed to you by customers who have deferred payments
Receiver
A document that details the receipt of merchandise ordered form a vendor.
Recycle bin
The desktop icon that is a shortcut to a hidden Windows directory (called Recycled) that contains deleted files.
Register
1. To license a product (register) with the developer
2.
A workstation where order or ticket entry is performed
Regular price
A reference price, often the suggested retail price, which is entered for an item and used in printing labels.
Relieve
To remove quantity from inventory due to an adjustment, sale, etc.
Retail price
Typically the highest price at which an item is sold.
Return
A Point of Sale transaction in which a customer gives back a purchased item in exchange for the amount the
customer paid for the item.
Revenue (sales)
Income produced by a company.
Row (record)
A group of one or more related columns in a table. An item record is an example of data stored in a row.
Sale
A Point of Sale transaction in which a customer exchanges an agreed amount for an item.
Sales rep
A type of user for whom sales activity and commission information is tracked.
Sales tax
An additional charge levied on the sale of goods and service, usually calculated as a percentage of the purchase
price. Sales taxes vary according to the taxable status of the merchandise and customer and can differ according to
location.
Scroll
To move through text using scroll bars or arrow keys (up, down, left, or right) in order to see parts of the file or list
that don’t fit in the window.
Seasonal merchandise
Merchandise purchased for specific seasons (e.g., swimwear, summer and winter clothing, outdoor furniture, etc.).
Glossary
Glossary -15
06/12/07
Security
Measures taken to prevent unauthorized or improper use of CounterPoint, such as the use of passwords and security
codes.
Security codes
User-defined settings that control whether a particular user or group of users can perform various activities in
CounterPoint. You can define system security codes and Point of Sale security codes.
Service item
An item that is assigned the Service item type. Service items usually represent labor- or service-type work. Service
items are miscellaneous items, so on hand and committed quantities are not tracked. You can enter a description for
Service items at the time of sale.
Settlement
The act of completing a credit card transaction.
Ship-to address
An address to which ordered merchandise is sent. You can assign an unlimited number of ship-to addresses to each
customer record in CounterPoint.
Ship-via code
A code that identifies a particular shipping method that you or your vendors use to transport items.
Shortcut key (accelerator key)
A function key or key combination (e.g., F1 for Help or Ctrl+C for Copy) that executes a specific command or
moves the current focus without using the mouse.
Shrinkage
The difference between actual stock and book records of stock. Shrinkage represents the aggregate of errors in stock
record keeping, plus actual losses of merchandise through theft, breakage, etc.
Site
A computer or computer network that runs a copy of CounterPoint and that maintains an entire copy of the company
database or a subset of the company database. Sites are typically the stores and the home office.
Size
One axis of a grid. When referring to the grid coordinates within CounterPoint documentation, size refers to the
second axis of a grid.
Size names
The names of the individual sizes (Small, Medium, Large, etc.) entered on an item grid.
Size tag
The heading that describes the set of size names (e.g., “Size”).
Special order
A type of order usually entered for items not generally kept in stock, especially those ordered by you from your
vendor for a particular customer. Special orders do not commit inventory.
Standard cost
A cost method in which items are valued at a typically fixed cost. The cost of each item is defined in the inventory
record and isn’t changed by the sale or receipt of items.
Statement
A notice sent to a customer describing monies owed. Statements may include details of invoices, payments, credit
memos, debit memos, and/or aging along with the current balance of the account.
Glossary
Glossary -16
06/12/07
Station (register)
A workstation at which tickets and orders are entered and other cash register functions are performed.
Status bar
A horizontal information bar located at the bottom of a window.
Stocking unit
The unit of measure by which an item is kept (stocked) in inventory. Quantity on hand is expressed in stocking unit.
Store
A single physical or logical place that sells merchandise, tracks sales activity and retains sales history. Special
configuration options may be defined for each store to tailor the way order or ticket entry operates, while still
allowing all stores to update a central database that is shared by all stores.
Store credit
Represents money that is owed to a customer by the merchant. A merchant normally issues a store credit (also called
a “due bill”) when a customer returns merchandise that is not eligible for a refund. Store credits can be redeemed
(tendered) by the customer at a future time for purchases.
Sub-category
A specific classification within an item category that further defines the characteristics of a group of items.
System security code
A code that allows you to grant or restrict user’s access to various areas of CounterPoint, through a variety of
setting. Use system security codes to assign menu codes and various authorizations to groups of user, and to define
the valid transaction dates for those users.
Table (file)
A collection of rows that contain similar information. For example, the Item table contains data for all of your
inventory items.
Tag
1. A physical label attached to merchandise for sale (hang tag).
2. A "virtual label" that allows you to capture label printing information for items involved in an event such as
receivings, and then printing the labels from the tag information when you are ready.
Tag source
Posting activity that created a tag.
Tax
An amount levied on an item at the time of sale for the support of national, state and/or local government.
Tax authority
An entity, such as the state or county, for which sales tax is collected at the time of sale. Each tax authority
comprises one or more tax rules that define individual sales taxes the authority collects.
Tax category
A group name assigned to any item(s), which require the same special handling for taxes.
Tax code
A group of one or more tax authorities that collect sales tax. Typically, each tax code includes all of the tax
authorities that collect sales tax in a specific geographical area.
Tax rule
A logical definition that represents a specific sales tax that a particular tax authority can assess. Each tax rule
includes percentage rates or a per-unit amount that determines the amount of sales tax charged for each ticket line to
which the rule applies. Tax rules also include settings that determine when and how sales tax is applied.
Glossary
Glossary -17
06/12/07
Taxable amount
The per unit amount of an item’s price to which a tax rule can be applied.
Template customer
A customer record that determines the default values for new customers.
Template item
An item record that determine the default values for new item records.
Tender
Any form of payment that is offered to purchase goods or services.
Terms
Terms determine payment requirements for an invoice. For example, terms of 2/10, net 30 indicate that an invoice
paid within 10 days receives a 2% discount. Otherwise the undiscounted amount must be paid within 30 days.
Text box
A box where you view or enter text.
Ticket
Any type of document assigned a ticket number in the Point of Sale ticket entry screen.
Ticket Entry
The Point of Sale form that allows users to complete sales and returns.
Ticket history
Detailed historical records of tickets that were posted in Point of Sale.
Ticket tax
The total tax amount for one ticket or order.
Title bar
Solid color bar at top of each form (window) that shows the name of menu selection.
Toolbar
Row of shortcut buttons, usually at the top of a form.
Toolbar scheme
The format and layout of the CounterPoint toolbar. You can choose the Default, Simple or V7 formats.
Top button panel
The strip of buttons along the top edge of the Touchscreen Ticket Entry form. These buttons always appear in
Touchscreen Ticket Entry, regardless of which button page you are viewing.
Top-level directory
The shared directory on a CounterPoint database server that holds system-level files.
Totals panel
The area that displays various ticket-related totals under the line item entry panel in Touchscreen Ticket Entry.
Transaction
A completed record in a file that involves the exchange of goods, products, or services.
Turn rate
A measure of how quickly your inventory sells. For example, a turn rate of 6 would indicate that you sell your
merchandise quickly enough to replace it six times per year.
Glossary
Glossary -18
06/12/07
Unit
1. A quantity of one
2.
A fixed quantity used as a standard for entering other quantities. For example, the stocking unit for an item
might be EACH, but you might receive an item from your vendor by the alternate unit CASE.
Update
The periodic release of feature enhancements and corrections as they are added to CounterPoint. CounterPoint
updates are shipped on DVD approximately twice a year and are available to customers who subscribe to the
CounterPoint Subscription Service (CSS).
Upgrade
The process of importing data files into CounterPoint from an earlier version of Radiant Systems software or from
other accounting software vendors.
User
Anyone who uses CounterPoint software.
User ID
A name or code with which a user logs in to CounterPoint.
Vendor
A company or person from whom your company purchases merchandise.
Vendor item
A unique combination of a vendor and an item used to keep track of information related to purchasing this item from
this vendor.
View
Way to look at data from one or more tables in a database.
Vouchering
The process of creating an Accounts Payable voucher (a record of what is owed to a vendor) for items received from
and invoiced by a vendor.
Window (form)
A rectangular, framed area on your screen that displays an application, form, or document.
Wizard
A standard Windows tool that asks you questions in order to assist in creating new objects.
Workgroup
A workgroup is a logical grouping of users.
Workstation
A computer where the CounterPoint software is being run.
Writeoff
Any portion of a customer’s unpaid invoice balance that is forgiven (marked as no longer owed).
Year
An accounting period as defined in CounterPoint, including its subdivision into seasons, months, and weeks.
Most often, the year is defined by your company’s fiscal year or as a calendar year (January 1 through
December 31).
Zoom
A zoom is a feature in CounterPoint that allows you to display additional information for an item, customer, etc.
Glossary
Glossary -19
06/12/07
Glossary
Glossary -20
06/12/07
Appendix 1: Pre-defined Accounts
When you installed Express, several accounts were also installed. These accounts
can be used to specify account numbers for updating distributions when various
transactions are posted. Use this worksheet to specify a different number in your
General Ledger, if desired.
Account
1005
1010
1040
1210
1410
1450
1810
2000
2010
2020
2080
2090
2310
4010
4120
4130
4140
4150
4160
5010
5020
5030
5070
5080
7030
7110
7120
7400
7410
8030
8210
8410
8510
8760
9900
Description
Petty cash
Cash in bank
Credit card deposits
Accounts Receivable
Inventory – Merchandise
Inventory transfers
Deposits
Accounts payable
Uninvoiced Receivings
Accrued RTV’s
Customer deposit liabilities
Gift certificate liabilities
Sales tax payable
Sales – merchandise
Sales – discounts
Sales – Allowances
Sales – Returns
Finance charges
Freight charges
Cost of goods sold / returned
Purchase discounts
Inventory adjustments
Inventory transfer variance
RTV adjustments
Telephone
Misc. office expenses
Supplies
Tender over or short
Bank charges and fees
Bad debt expense
Depreciation
Miscellaneous income
Forfeited deposits, GC’s, SC’s
Gain / Loss currency exchange
Unclassified expense
A1-1
G/L account
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A1-2
6/12/2007
Appendix 1: Label Jobs
When you installed Express, several label jobs were also installed. These label jobs
can be used to specify default label jobs for printing different labels for your
company.
Label Job
Label filename
Query filename
ADRS-CSALE
Address-Avery-5261-2Up20PerPag.lbl
Address-Customer Sales History
ADRS-CUST
“
“
Address-Customers
ADRS-LOC
“
“
Address-Locations
ADRS-SHIP
“
“
Address-Customer Ship-to
ADRS-STORE
“
“
Address-Stores
ADRS-TAUTH
“
“
Address-Tax Authorities
ADRS-USER
“
“
Address-Users
ADRS-VEND
“
“
Address-Vendors
FOLD-CUST
FileFolder-Avery-5366-2Up30PerPage.lbl
FileFolder-Customers
FOLD-LOC
“
“
FileFolder-Locations
FOLD-SHIP
“
“
FileFolder-Customer Ship-to
FOLD-STORE
“
“
FileFolder-Stores
FOLD-TAUTH
“
“
FileFolder-Tax Authorities
FOLD-USER
“
“
FileFolder-Users
FOLD-VEND
“
“
FileFolder-Vendors
ITEM-INV
Item-Avery-5260-3Up30PerPage.lbl
Item-Inventory-Qty
ITEN-PURCH
“
“
Item-Purchase-Orders
ITEM-QRECV
“
“
Item-Quick-Receiving
ITEM-QTRAN
“
“
Item-Quick-Transfers
ITEM-RECV
“
“
Item-Receivings
ITEM-TRANI
“
“
Item-Transfer-In
ITEM-TRANO
“
“
Item-Transfer-Out
SAMPLE-1
Sample-Variables-Functions
A1-3
Sample-Variables
6/12/2007
A1-4
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Appendix 1: Customer Display Layouts
CounterPoint includes a number of pre-defined customer display layouts that you can
use as a starting point for designing your own customer display.
This section illustrates the pre-defined layouts and lists the standard panels that each
one contains.
Monitor.Basic.CustomerDisplay.xml
Includes the following panels:
• Line Item Grid
• CustDisp-Totals-Brief.html
Monitor.Basic+CompanyLogo.CustomerDisplay.xml
• Line Item Grid
• CustDisp-CompanyLogo.html
Monitor.Basic+DateAndTime.CustomerDisplay.xml
• Line Item Grid
• CustDisp-DateAndTime.html
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Monitor.Basic+Header+Footer.CustomerDisplay.xml
• Line Item Grid
• CustDisp-Footer.html
• CustDisp-Header.html
Monitor.Basic+Header+Footer+Animation.CustomerDisplay.xml
• Line Item Grid
• CustDisp-Totals-Full.html
• CustDisp-Animation.html
Monitor.Basic+Header+Footer+HorizontalAd.CustomerDisplay.xml
• Line Item Grid
• CustDisp-AdSpace-Horizontal.html
Monitor.Basic+Header+Footer+VerticalAd.CustomerDisplay.xml
• Line Item Grid
• CustDisp-AdSpace-Vertical.html
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Monitor.Basic+OrderTotals.CustomerDisplay.xml
• Line Item Grid
• CustDisp-Totals-Orders&Layaways.html
Monitor.Basic+OrderTotals+CompanyLogo.CustomerDisplay.xml
• Line Item Grid
• CustDisp-Totals-Orders&Layaways.html
• CustDisp-CompanyLogo-Wide.html
Monitor.Detailed.CustomerDisplay.xml
• Line Item Grid
• CustDisp-DateAndTime.html
• CustDisp-CustomerInfo.html
• CustDisp-ItemInfo.html
Monitor.Detailed+CompanyLogo.CustomerDisplay.xml
• Line Item Grid
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Monitor.Detailed+Item&CustImages.CustomerDisplay.xml
• Line Item Grid
• Item Images
• Customer Images
Monitor.Detailed+Item&CustImages+CompanyLogo.CustomerDisplay.xml
• Line Item Grid
• Item Images
• Customer Images
A1-8
6/12/2007
Standard Panel Descriptions
CounterPoint includes a number of standard customer display panels that allow you to
display a variety of information, images, and other media to your customers. These
panels are designed to make it easy for you to customize your customer display layout.
This section briefly describes each standard customer display panel.
NOTE: If you modify a panel that references image files, animation files,
or other external files, copy the files to the \HTML\Ads subdirectory
of your company directory. Alternatively, you can modify the path
for each file to reference the directory that contains the file.
Line Item Grid
This panel displays each line item you add to a ticket.
By default, this panel includes the Item number, Description, Price, Quantity, and Ext
price columns. Use the Column designer to add or remove columns, or to modify the
font, color, and alignment of the columns in this panel.
To access the Column designer, right-click a column in the Line Item Grid panel, and
then select Column designer from the pop-up menu.
NOTE: This panel is always available for inclusion in the customer display layout and
cannot be removed from the Customer Display form.
Item Images
This panel displays the item image for each item you add to a ticket.
If an item’s image file does not exist in the \ItemImages subdirectory of your company
directory, the Item Image Not Available image appears in this panel for that item.
If multiple images are associated with an item, this panel displays the first image, by
default. The panel updates to display additional images if the user cycles through them.
Customer Images
This panel displays the image for the customer you select for a ticket.
If a customer’s image file does not exist in the \CustomerImages subdirectory of your
company directory, the Customer Image Not Available image appears in this panel for
that customer.
If multiple images are associated with a customer, this panel displays the first image, by
default. The panel updates to display additional images if the user cycles through them.
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CustDisp-AdSpace-Horizontal.html
This panel displays several horizontal advertising images in sequence.
The .html file references three sample .jpg files. You can modify these file names to
display your own images and you can include additional files to add those images to the
sequence. You can also modify the var interval setting to change the amount of time
each image appears in the panel.
NOTE: All of the images you reference in this .html file should be roughly the same
size, to ensure that they will all fit in the panel.
CustDisp-AdSpace-Vertical.html
This panel displays several vertical advertising images in sequence.
The .html file references three sample .jpg files. You can modify these file names to
display your own images and you can include additional files to add those images to the
sequence. You can also modify the var interval setting to change the amount of time
each image appears in the panel.
NOTE: All of the images you reference in this .html file should be roughly the same
size, to ensure that they will all fit in the panel.
CustDisp-Animation.html
This panel displays a Macromedia Flash animation.
The .html file references a sample .swf file name, which you can replace with the name
of your own animation file.
CustDisp-CompanyLogo.html
This panel displays a company logo or other image.
Replace CompanyLogo1.jpg in the .html file with the file name of your company logo
or another image you want to display.
CustDisp-CompanyLogo-Wide.html
This panel displays a company logo or other image across the entire width of the
customer display window.
Replace CompanyLogo2.jpg in the .html file with the file name of your company logo
or another image you want to display.
CustDisp-CustomerInfo.html
This panel displays information about the current customer. By default, this panel
includes the Customer #, Category, and Sales rep, which are derived from the Ticket
customer info data set.
You can change the database columns and the corresponding data dictionary labels
(DDLabel) entries in the underlying .html file to modify the content of this panel. You
can also add new columns to include additional fields from the Ticket customer info
data set.
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CustDisp-DateAndTime.html
This panel displays the current date and time.
CustDisp-DaysUntilEvent.html
This panel tracks the number of days remaining before a specific event date, allowing
you to display a message such as “33 more shopping days until Christmas.”
You can modify the var date and the var description in the .html file to change the
date of the event being tracked and the name of the event.
CustDisp-Footer.html
This panel displays the URL of your company website or other text.
Replace Visit us online at www.counterpointpos.com in the .html file with your URL
or other text you want to display.
CustDisp-Header.html
This panel displays a welcome message or other text.
Replace Welcome to Camptown Golf! in the .html file with your own welcome
message or other text you want to display.
CustDisp-ItemInfo.html
This panel displays information about each item you add to a ticket. By default, this
panel includes the Item number and Description, which are derived from the Ticket
item info data set.
can also add new columns to include additional fields from the Ticket item info data
set.
CustDisp-Totals-Brief.html
This panel displays totals for the current ticket, including the Subtotal, Tax, Total, and
Amount due values. These values are derived from the Ticket header data set.
can also add new columns to include additional fields from the Ticket header data set.
CustDisp-Totals-Full.html
This panel displays totals for the current ticket, including the Subtotal, Misc charges,
Tax, Gift certificates, Total, and Amount due values. These values are derived from
the Ticket header data set.
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CustDisp-Totals-Orders&Layaways.html
This panel displays separate totals for sale, order, and layaway lines on the current
Point of Sale document. The panel includes the Subtotal, Misc charges, Gift
certificates, Tax, Total, Amount due, and Minimum due values for each type of line,
as well as Grand Total values for all lines. These values are derived from the Ticket
header data set.
This panel also includes an example of an HTML element that executes
JavaScript in response to data change events. This element is a hidden link that
changes the color of the corresponding Tax value when a user performs a tax override.
This link is identified by the eventDataChanged element ID. Whenever ticket data
changes, CounterPoint “clicks” any HTML element it finds with this ID in the active
customer display panels, triggering the related JavaScript.
You can use this example as a template for writing JavaScript that responds to data
change events in your own XHTML panels.
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Appendix 2: Item Profiles and Attributes
Use this worksheet to define your company’s item profiles and attributes.
Code profile
Display label
Codes
Code profile 1
Code profile 2
Code profile 3
Code profile 4
Code profile 5
Date profile
Display label
Alpha profile
Date profile 1
Alpha profile 1
Date profile 2
Alpha profile 2
Date profile 3
Alpha profile 3
Date profile 4
Alpha profile 4
Date profile 5
Alpha profile 5
Numeric profile
Display label
Display label
Numeric profile 1
Numeric profile 2
Numeric profile 3
Numeric profile 4
Numeric profile 5
Item Attribute
Display label
Codes
Attribute 1
Attribute 2
Attribute 3
Attribute 4
Attribute 5
Attribute 6
A2-1
6/12/2007
Appendix 2: Customer Profiles
Use this worksheet to define your company’s customer profiles.
Code profile
Display label
Codes
Code profile 1
Code profile 2
Code profile 3
Code profile 4
Code profile 5
Date profile
Display label
Alpha profile
Date profile 1
Alpha profile 1
Date profile 2
Alpha profile 2
Date profile 3
Alpha profile 3
Date profile 4
Alpha profile 4
Date profile 5
Alpha profile 5
Numeric profile
Display label
Display label
Numeric profile 1
Numeric profile 2
Numeric profile 3
Numeric profile 4
Numeric profile 5
A2-2
6/12/2007
Appendix 2: Purchasing Profiles and Misc Charges
Use this worksheet to define your company’s purchasing profiles and miscellaneous
charges.
Code profile
Display label
Codes
Code profile 1
Code profile 2
Code profile 3
Code profile 4
Code profile 5
Date profile
Display label
Alpha profile
Date profile 1
Alpha profile 1
Date profile 2
Alpha profile 2
Date profile 3
Alpha profile 3
Date profile 4
Alpha profile 4
Date profile 5
Alpha profile 5
Numeric profile
Display label
Display label
Numeric profile 1
Numeric profile 2
Numeric profile 3
Numeric profile 4
Numeric profile 5
Misc Charge
Display label
Account
Misc charge 1
Misc charge 2
Misc charge 3
Misc charge 4
Misc charge 5
A2-3
6/12/2007
Appendix 2: Ticket Profiles and Misc Charges
Use this worksheet to define your company’s ticket profiles and miscellaneous charges.
Code profile
Display label
Codes
Code profile 1
Code profile 2
Code profile 3
Code profile 4
Code profile 5
Date profile
Display label
Alpha profile
Date profile 1
Alpha profile 1
Date profile 2
Alpha profile 2
Date profile 3
Alpha profile 3
Date profile 4
Alpha profile 4
Date profile 5
Alpha profile 5
Numeric profile
Display label
Display label
Numeric profile 1
Numeric profile 2
Numeric profile 3
Numeric profile 4
Numeric profile 5
Misc Charge
Display label
Account
Misc charge 1
Misc charge 2
Misc charge 3
Misc charge 4
Misc charge 5
A2-4
6/12/2007
Direct Interfaces
Developer
Product Name
Compatible Versions
Best Software
BusinessWorks Gold
5.0, 6.0
Microsoft
Small Business Financials
8.0, 9.0
Intuit
QuickBooks
(US & Canadian)
2003-2007
Export Interfaces
Developer
Product Name
Compatible Versions
Computer Associates
International
ACCPAC for Windows
5.1, 5.2
Intuit
QuickBooks
2000 - 2005
Microsoft Business
Solutions
Solomon IV
Dynamics SL
5.0, 5.1
6.0
Best Software
MIP Fund Accounting
Peachtree
5
2005-2007
Blackbaud
The Financial Edge
Direct Export
*
Use
Use
*
Use
Use
Use
Use
Setup / System / Accounting Interface to define the interface
System / Accounting / Utilities / Import Accounts to build account
numbers in CounterPoint
Setup / System / Accounts to build account numbers in CounterPoint
System / Accounting / Utilities / Import Vendors and Export Vendors
to synchronize vendor information
System / Accounting / Interface Distributions to interface distributions
System / Accounting / Voucher Receivings to interface A/P vouchers
* For an Export interface, transfer your account or vendor information into the
AI_ACCT or AI_VEND table before running the corresponding Import function.
A3-1
6/12/2007
Select Setup / System / Accounting Interface
•
Use to specify settings for interfacing CounterPoint data to accounting
software
Company name
Company name used in accounting software
System data path
(Not used)
For Microsoft Business Solutions - Solomon IV:
Database or
ODBC name
ODBC Data Source Name (“DSN”) for company’s data.
Must be different than system DSN used in accounting
software.
User ID
Password
If using Windows authentication to log in to Microsoft SQL
Server (i.e., your Windows network user ID and password),
leave these fields blank. Otherwise, enter the user ID and
password that you use to log in to the SQL server.
A3-2
6/12/2007
General Ledger
What can be interfaced
Using this menu selection
Accounting distributions
System / Accounting / Interface Distributions
Account numbers (Direct only)
System / Accounting / Utilities / Import accounts
Used only for
Export interfaces
Data file path
(Not used)
Correction account
Correction account for out-of-balance distributions.
Also used for BusinessWorks if a single batch contains more
th
than 99 entries. The correction account will be the 99 entry to
ensure the batch is in balance, and a new batch is created for
the other entries, along with an entry to the correction account
that offsets the correcting entry in the previous batch.
Batch number
Batch number to assign to G/L batch in accounting.
Batch method
Re-use or increment batch number entered in prior field
each time distributions are interfaced.
A3-3
6/12/2007
Accounts Payable
What can be interfaced
Using this menu selection
Receivings
System / Accounting / Voucher Receivings
Vendor name and address
(Direct only)
System / Accounting / Utilities / Import Vendors
System / Accounting / Utilities / Export Vendors
Used only for
Export interfaces
Data file path
(Not used)
Template vendor
Vendor whose values will be copied for fields not supplied
by CounterPoint when exporting new vendors to
accounting. Vendor must exist in both CounterPoint and
accounting.
Invoice variance account
Account to use for difference in invoice amount vs cost of
inventory + miscellaneous charges when generating
default distributions for an Accounts Payable voucher.
Batch number
Batch number to assign to A/P batch created in
accounting.
A3-4
6/12/2007
Account number mapping
Click
•
Use to specify how CounterPoint account numbers and G/L account numbers
link to each other
•
Define after accounting package is installed
•
Skip for Export interface, if CounterPoint and G/L account numbers are
identical
BusinessWorks
Account numbers in BusinessWorks have two segments: an 8-digit Account and a
3-digit Department, separated by a “.”. For example, a 4-digit account and 2-digit
department of 1234.12 is actually stored in BusinessWorks as 00001234.120.
For use when interfacing
distributions from CounterPoint
to BusinessWorks, indicate
what part(s) of the CounterPoint
account number to use for each
segment in BusinessWorks.
For use when importing
account numbers from
BusinessWorks to
CounterPoint, indicate what
part of each BusinessWorks
segment to use to create the
CounterPoint account
numbers.
A3-5
6/12/2007
Defining an Export interface
Command type
Use DTS to output the data from the interface tables, use an
External program, or select None if you will use database
triggers to process the data from the interface tables
Output file path
and name
For DTS and External commands, name of the file (and path)
to be produced by DTS or the external program
Path to DTSRun
DTS package name
For DTS command, path where dtsrun.exe is located and the
name of the DTS package that exports the data from the
interface tables
Command to run
Command arguments
For External command, name of the program that exports the
data from the interface tables and any arguments that need to
be passed to that program
A3-6
6/12/2007
How the Export interface works
SY_DIST
PO_RECVR_HIST
Distributions in CounterPoint
Receivings history in CounterPoint
Interface Distributions
Voucher Receivings
AI_DIST
AI_VCHR, AI_VCHR_DIST
Filtered distributions in CounterPoint
Filtered receivings in CounterPoint
DTS
DTS
Output export file
(appends if file exists)
Output export file
(appends if file exists)
Import export file into G/L
(manually delete export file)
Import export file into A/P
(manually delete export file)
A3-7
6/12/2007
A3-8
6/12/2007
Appendix 4: Folders and File Locations
Server Folders
Folder
Contents / Comments
CounterPoint
(top-level directory)
Acrobat
Install.log
Unwise.exe
Companies.ini
Registration.ini
Adobe Acrobat reader
CPDialup
Programs used to set up dial-up electronic draft capture
CPExpress
Locks/Resources
(Uninstall program)
(Aliases and connection strings)
(CounterPoint registration file)
(Workstation setup program)
(Company resource lock files)
Actions User-defined external actions for toolbars
CPOnline Online store capabilities
CustomerImages User-loaded customer images
CustomForms User-defined forms created in the Data Dictionary
Dictionary Columns
Filters
(Customized Dictionary files)
Indexes
Lookups
Tables
Toolbars
Zooms
Export Files exported using System/Utilities/Database Export
HTML User-defined html layouts for ticket entry tabs and totals
Images User-loaded touchscreen images
ItemImages User-loaded item images
Labels User-defined labels
PSForms User-customized forms in .xml or Crystal .rpt format
QuickReports User-generated Quick Reports
Reports User-customized reports in Crystal .rpt format
Zooms User-customized zooms
pdf
CounterPoint documentation files (for use with Acrobat)
Scripts
mssql.sql
msPredefinedData.sql
UpdateFrom*.sql
A4-1
(new company database script)
(forms, reports, and label jobs)
(update database to new version)
6/12/2007
Folder
Contents / Comments
CounterPoint (cont.)
System
Accounting Packages (.dts) for predefined export accounting systems
Actions External actions for toolbar buttons
CustomForms User-defined forms created in the Data Dictionary
Devices User-defined Device Group files
Dictionary Columns/ColumnDesc
Filters
(System Dictionary files)
Indexes
Lookups
Tables/TableDesc
Toolbars
Zooms
HTML HTML layouts for ticket entry tabs and totals
Images .bmp files for buttons and touchscreen
Labels Predefined label files and label queries
PSForms Forms in .xml and .rpt formats, includes History version of form
Deposit1
devicetest
Invoice1
Layaway1
Order1
PayInOut1
PayOnAcct1
PickingTicket1
Receipt1
SalesDraft1
SalesDraft2
Void1History
Quick Reports Predefined quick reports
Reports CounterPoint ‘standard’ reports in Crystal format (*.rpt)
SMP Terminal ID’s when using SMP for draft capture
Upgrade Packages (.dts) for upgrading data into CounterPoint
Zooms Predefined zooms (.xml format) for customers, items, users, vendors,
purchase orders, A/R documents, store credits, and gift certificates
Training
pdf version of training manuals
Tutorials
Computer-based training tutorials
Workstation Files
Files used when setting up a workstation
MSSQL
Binn
osql.exe (MSSQL script program) (MSSQL server setup programs)
Data
CPExpress.mdf
CPExpress.ldf
Log
MSSQL error logs
(company database)
A4-2
6/12/2007
Workstation Folders
Folder
Contents / Comments
Program Files
CounterPoint
Install.log
Unwise.exe (Uninstall program)
(SQL executable program)
Bin CounterPoint.exe
GOPOSSetup.exe
(generic OPOS setup program)
BWGAcces.exe
(BusinessWorks Gold interface)
SQLScriptUtility.exe (SQL script utility)
TableEditor.exe
If DBUtils
DictionaryUpdate.exe
are installed:
DBSYS.exe
CompareDB.exe
CRView.exe
CPExpress VerifyMenuCode.txt (Results of verifying menu code)
Verify
(Results of verifying database)
DBCompare
(Results of comparing database)
Help CounterPoint.cnt (Table of contents)
CounterPoint.hlp (CounterPoint help file)
frm*.hh
(Help index for each form)
pdf CounterPoint SQL documentation (Acrobat format)
TopLevelCache Up-to-date copies of System-defined data dictionary files
Training PDF version of all CounterPoint SQL training manuals
OPOS
OPOS common control objects
EuroPlus
NiceEngine NiceLabel Print Engine (Label Printing program)
A4-3
6/12/2007
A4-4
6/12/2007
Appendix 5: Moving a Database
When you upgrade the computer hardware your company uses, it is possible to
move the company database to the new system.
If you selected to use the default location when initially creating the database, the
.mdf and .ldf files will be located in Program Files \ Microsoft SQL Server \
MSSQL \ Data on the current system. Copy these two files to the same location
on the new system.
If you have customized Filters, Lookups, Zooms, Forms, Reports, and/or images
also copy the corresponding company files.
Perform these steps to move a database to a different system:
1.
Detach database from current SQL server.
2.
Copy database files to new system.
3.
Attach database to SQL server on new system.
4.
Set connection string to the database.
5.
Update DB_CTL table for new location.
Steps 1 and 2 can be accomplished through one of the alternatives covered in Backing
up a database. Once you have the copy of the .mdf and .ldf files continue with Step 3.
Step 3 - A database must be "attached" to the SQL server in order for the server
to recognize it and before you can set a connection string to it.
The command to attach the database is:
OSQL -U sa -P CounterPoint -Q "sp_attach_db 'CPExpress', @filename1 = 'C:\Program
Files\Microsoft SQL Server\MSSQL\DATA\CPExpress.MDF', @filename2 = 'C:\Program
Files\Microsoft SQL Server\MSSQL\DATA\CPExpress.LDF'"
Be sure to enter the command on a single line, without pressing the Enter key
until the very end.
Specify appropriate path names for the two component files of the database
(.LDF and .MDF). The .LDF file name may also include “_LOG” in its name (e.g.,
CPEXPRESS_LOG.LDF).
A5-1
6/12/2007
Step 4 - On either the server or a workstation on the new system, run the SQL
Script Utility and start the Companies Editor.
To access data in a database, CounterPoint points to a database using a “connection
string”. This connection string is referenced through an “alias”.
CounterPoint uses the name you assign to the alias and the associated company name to
refer to the database.
This can be performed at either the server or a workstation.
a)
Select Start/Programs/CounterPoint SQL/SQL Script Utility
b)
Select File/Companies Editor or click the Companies Editor icon
the Alias-Company column in the SQL Script Utility.
c)
Click
d)
Enter the database name in the Alias field and the company name in the
Company field. The Alias you select must be unique. The Company name will
display in the Select a Company dialog when CounterPoint is started.
e)
Click the blank Connection String column twice so that the ellipsis button
displays. Then click the ellipsis button to open the Data Link Properties form.
f)
Select Microsoft OLE DB Provider
for SQL Server on the Provider tab.
beside
to add a new company.
Click Next.
A5-2
6/12/2007
g)
The Connection tab now appears. Enter information on this tab as follows:
1. Select or enter a server name:
Enter the server name (without \\).
You will not be able to save the new
company settings unless you enter a
server name.
2. Enter information to log on to the server:
Select “Use Windows NT Integrated security”
if using Windows Authentication.
If not using Windows Authentication select
“Use a specific user name and password”.
Enter sa as the “User Name” and
CounterPoint as the “Password”, or
enter the database user name and
password you previously created.
3. Select the database on the server:
Select the database to associate with
this alias. Although it is possible to have
more than one alias refer to the same
database, it is not recommended.
Click
to verify the connection and then click OK.
Click OK to close the Data Link Properties form.
The Company Names
form displays with your
new alias.
h)
Click Save on the Company Names form to save the new company settings. These
settings are saved in a text file (Companies.ini) in the top-level CounterPoint directory.
i)
Click OK to exit Company Names and to return to the SQL Script Utility.
A5-3
6/12/2007
Step 5 - The first time the database was used in CounterPoint on the old system,
the top-level CounterPoint directory name was written to the
DB_CTL table in the database.
If the database is later moved to a different location or drive, the value in the
DB_CTL table is not automatically updated. Instead, it must be changed using an
SQL command. Failure to do this will result in the message "Top-level directory
does not match database" when attempting to access this database.
Use the SQL Script Utility to enter and execute the following command for the
involved database. This clears the directory value so that the next time the
database is used in CounterPoint, the new top-level directory name will be
written to the DB_CTL table:
UPDATE DB_CTL SET SHARED_DIR = NULL
A5-4
6/12/2007
Appendix 6: Feature Comparison
General Features
EXPRESS
EDITION
ENTERPRISE
EDITION
Small business (1-3 users)
∗
∗
Medium to large business
∗
Multiple companies
∗
Multiple locations
∗
Multiple workgroups
∗
Wide Area Network support
∗
Import/Export utilities
∗
Customization tools
∗
Point of Sale
∗
∗
Regular or Touchscreen Ticket Entry
∗
∗
Sales, returns, orders, and layaways
∗
∗
Holds and quotes
∗
∗
Express Certified peripheral devices
∗
∗
Ticket history
∗
∗
Gift certificates
∗
∗
Store credits
∗
∗
Multiple currencies
∗
∗
Manager overrides
∗
∗
Crystal receipts
∗
∗
OPOS receipts
∗
Special orders and backorders
∗
Offline Ticket Entry
∗
Signature capture
∗
Drawer reconciliation
∗
Compulsory cash drawer close
∗
Commissions
∗
OPOS Peripheral Devices
∗
Inventory management
∗
∗
Promotional pricing
∗
∗
Three price levels
∗
∗
Inventory analysis reports
∗
∗
Alternate selling units
∗
∗
Apparel grids
∗
∗
Physical count
∗
∗
A6-1
6/12/2007
Multiple stocking locations
∗
Transfers between locations
∗
Serial number tracking
∗
Markdown tracking
∗
Contract and special pricing
∗
Advanced pricing
∗
Oversize pricing for apparel items
∗
Purchasing
∗
∗
Advice based on Min/Max levels
∗
∗
Receivings (with or without a PO)
∗
∗
Automatic purchasing
∗
Advice based on Replenishment
∗
Purchasing adjustments
∗
Returns to vendor
∗
Customer-specific purchasing
∗
Ecommerce
∗
∗
Upload items, prices, and customers
∗
∗
Shopping cart
∗
∗
Website hosting
∗
∗
Customer tracking
∗
∗
Receivables
∗
∗
Credit limits
∗
∗
Sales History
∗
∗
Sales analysis for items, customers, and
sales reps
Sales analysis for user-defined groupings
∗
∗
Labels
∗
∗
Merchandise and customer labels
∗
∗
Barcodes
∗
∗
Credit Cards
∗
∗
Built-in credit card processing
∗
∗
Support for additional processors
∗
∗
CPGateway
∗
∗
Accounting Interface
∗
∗
Interface to accounting packages
∗
∗
∗
Profit centers
∗
Reports
∗
∗
Crystal Reports viewer
∗
∗
Quick Reports
∗
∗
End of day reports
∗
∗
Merchandise analysis reports
∗
A6-2
6/12/2007

CounterPoint SQL Express Basics - CounterPoint SQL Retail and

Transcription

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