Payment.Solution Enterprise Manager Users Guide

Transcription

1 Payment.Solution Enterprise Manager Users Guide

2 Installation Payment.Solution Enterprise Manager Introduction Payment.Solution Enterprise Manager is a management console used to report on the activities of multiple Payment.Solution registers within an organization and serve as a central repository for Item definitions and transaction support information. It is designed for use on Microsoft Windows Server operating systems, although there is no functional limitation prohibiting installation on Windows desktop or client operating systems. For purposes of clarification, the Windows Server computer running the Enterprise Manager software will be referred to as Server in this documentation. Desktop computers with client versions of Windows and running Payment.Solution registers and connecting to the server by way of various data transfer or streaming services will be referred to as Client or Clients. *** Please note that you must be logged on with a user account that has administrative permissions on the local machine in order to install software. If you are not an administrator, the installation will not be successful. System Requirements The following system requirements are for Payment.Solution Enterprise Manager installed on a Server machine only, NOT clients which have their own hardware and software requirements. This software should only be installed on Windows Server operating systems but will run on Windows XP or other client operating systems. Hardware Operating System Intel Processor Pentium 4 or higher Windows Server operating systems are HIGHLY recommended. 512 Mb RAM 300 Mb Hard Disk space Windows 2003 Server Service Pack 1 or higher (Preferred) VGA Graphics Card or better (1024 x 24 bit color preferred) Windows 2000 Server Service Pack 4 or higher Windows XP Professional - Service Pack 2 or higher Standard Mouse & Keyboard Windows 2000 Professional Service Pack 4 or higher Windows Vista Business, Enterprise, or Ultimate ** Windows 3x, 95, 98, and ME, as well as Macintosh and Linux are not supported. ** This software is not yet tested for compatibility with Windows Server Although it may function perfectly, no guarantees are given as to compatibility with this Operating System. Pre-Installation Requirements For Payment.Solution Enterprise Manager to function properly, Workstation Setup (3.7 or higher) must be installed. If using Microsoft SQL Server as the database engine, please see the section entitled Installing SQL Server 2005 Express for use with Payment.Solution Enterprise Manager. This documentation will present the necessary steps to accomplish the installation on a Microsoft Windows Server 2003 computer and client access from Microsoft Windows XP clients. The steps required for other operating systems are similar, but there may be subtle differences. 1 P ayment.solution Enterprise Manager Installation

3 Installation Payment.Solution Enterprise Manager Installing Payment.Solution Enterprise Manager Workstation Setup This software must be installed before the Enterprise Manager may be installed. Locate the setup for Workstation Setup on your installation media or the download provided by your software vendor to begin installing the required run-time components. Once the Windows Installer has prepared the installation package and the InstallShield wizard appears, click Next to begin installation. **If you encounter any errors during setup, contact your vendor or administrator. 2 P ayment.solution Enterprise Manager Installation

4 Installation Payment.Solution Enterprise Manager All components will be installed into the System folder. On the setup review screen, click Install to accept the install location and begin copying files. Continue to click Next until the wizard has completed the installation. Then click Finish. (You may need to restart your computer) 3 P ayment.solution Enterprise Manager Installation

5 Installation Payment.Solution Enterprise Manager Payment.Solution Enterprise Manager Setup Locate the setup for Payment.Solution Enterprise Manager on your installation media or the download provided by your software vendor to begin installing the software. Once the Windows Installer has prepared the installation package and the InstallShield wizard appears, click Next to begin installation. Enter your organization s name in the Company Information screen to register the software for use in your company or organization. Click Next to continue. 4 P ayment.solution Enterprise Manager Installation

6 Installation Payment.Solution Enterprise Manager You may change the Install location if required, but it is recommended to use the default path which is automatically set to C:\Program Files\Payment.Solution Enterprise Manager\. Once an install path has been set, click Next to continue. 5 P ayment.solution Enterprise Manager Installation

7 Installation Payment.Solution Enterprise Manager You will now see the confirmation screen for the choices you have selected. Click Install to begin installing the software. 6 P ayment.solution Enterprise Manager Installation

8 Installation Payment.Solution Enterprise Manager InstallShield will now copy files and install the program to the location specified, and will perform other actions on the server as necessary. During installation you will see a message box informing you that the installation is creating network shares. By default the installation directory for the software is shared on the network. This is done so that workstations may connect to the application to run reports from other computers instead of having to always work on the server. This is a normal part of the installation process. Once installation is complete you will see the finish screen. Click Finish to complete installation of the software. At this point you will need to configure certain parameters for the system before it can be used including a connection to a database. The next few sections of this manual will guide you through those steps and help you setup and configure your software. 7 P ayment.solution Enterprise Manager Installation

9 Installation Payment.Solution Enterprise Manager Configuring the Software This section pertains to New software installation only and only needs to be done once. This section does not apply to upgrades to existing software. If this is an upgrade please skip this section. If you, at any time, select Cancel during the setup process you will be asked to confirm this decision. Please note that all changes made will not be recorded and must be entered at a later date to complete the installation of the software. To continue, please review the information on the screen below and press Next to begin the Setup process. 8 P ayment.solution Enterprise Manager Installation

10 Installation Payment.Solution Enterprise Manager Your license key (included with the materials you received from your software vendor when the software was purchased) must be entered here for the system to run. It is an 18 character alpha-numeric value whose format should appear like this: xxxxxx-xx-xxxxxx-xxxx A valid license key entered will be indicated in Blue. An invalid license will be indicated in Red. In the case of an invalid license, please check the number again and retry. If the license provided is entered and remains invalid please contact your software vendor. Example of an Invalid License: 9 P ayment.solution Enterprise Manager Installation

11 Installation Payment.Solution Enterprise Manager You must now setup your connection to the database for the software to use. If a database does not yet exist you may create it at this point, provided that you are using Microsoft Access as the database engine or that SQL Server is already installed if using Microsoft SQL Server. If you wish to use SQL Server and it is not yet installed, please see the section of this document entitled Installing SQL Server 2005 for use with Payment.Solution Enterprise Manager for additional instructions on how to install and configure Microsoft SQL Server for use with this application. The Enterprise Manager uses Microsoft technologies for its data storage and reporting capabilities. There are two supported database engines which the system can utilize. Microsoft SQL Server (Recommended) Microsoft SQL Server is the recommended database for all but the smallest organizations, but is truly suitable even then. Any edition of SQL Server can be used including Standard, Enterprise, Data Center, or even Express. If utilizing SQL Server 2005, the free Express edition is the perfect starting place for many organizations, leaving the possibility to upgrade to the Standard Edition as the organization grows. Microsoft Access (Workgroup ONLY) Microsoft Access may be used in small organizations having less than 10 simultaneous connections from Point of Sale clients or reporting workstations. It can also be used in demonstration mode to test or demonstrate system functionality. This is only recommended for small organizations lacking staff with enough technical knowledge to setup and maintain SQL Server. 10 P ayment.solution Enterprise Manager Installation

12 Installation Payment.Solution Enterprise Manager Microsoft SQL Server (Recommended) Once SQL Server has been installed, this application can be used to create the Enterprise Manager s database within the SQL instance. It is also used to save database connection settings to the system s INI file for use by all applications and reports. For normal activity there is no difference between SQL versions. However, if creating the initial database, there are subtle differences requiring you to specify which version of SQL Server is installed. There are two currently supported versions: SQL Server 2000 or MSDE This includes Microsoft SQL Server 2000 Standard Edition, Enterprise Edition, and Data Center Edition, as well as the Microsoft SQL Desktop Engine which is a smaller, limited version with no graphic interface. The 2000 versions are considered out of date and are not recommended unless your organization already has other databases deployed on this platform. There is no functional limitation to using SQL 2000, however an upgrade to 2005 is recommended. SQL Server 2005 or SQL Express This includes Microsoft SQL Server 2005 Express, Workgroup, Standard Edition, and Enterprise Edition. Unless your organization needs to support additional databases, or is of sufficient size to prohibit using it, it is recommended that SQL 2005 Express be utilized for most installations. The main advantage being that the Express Edition is free and does not require expensive or complicated licensing while retaining most of the power of the other SQL Server versions. If unsure which version is right for your installation, please speak with your software vendor or call technical support for assistance. SERVER This is the name of the SQL Server computer and SQL Server instance name if applicable. The setting should be formatted as follows where Servername is the name of the SQL Server computer and sqlinstancename is the name of the SQL Server instance installed on that server. Servername\sqlinstancename NOTE: If using the default SQL instance (a named instance was not chosen) the only setting required here is the server name. DATABASE The name of the SQL Server database to use for Payment.Solution Enterprise Manager. If creating the database for the first time, this name may be chosen by the administrator performing the install. This setting can be any name which is valid for a SQL Server database, but it is recommended that a simple, descriptive name be used such as POSManager or another similar name. USERNAME The SQL Server username which has access to and permission to read from and write to the database. For normal operations, this database user does not have to have administrative privileges to the database, however this is required for database creation. By default the login uses SQL Authentication with the built in username sa. 11 P ayment.solution Enterprise Manager Installation

13 Installation Payment.Solution Enterprise Manager PASSWORD The password for the specified user name. Please note that this information IS CASE SENSITIVE. TEST CONNECTION Allows the connection to the database to be tested to ensure that your settings are correct. Please note that if the database does not yet exist the connection test will fail. CREATE DATABASE Allows the creation of a new database with the specified name on the indicated SQL Server instance. Be sure that the user account specified has permission to create databases on the SQL Server before continuing. If unsure, use the built in login sa or use SQL Server Enterprise Manager (if using SQL 2000) or SQL Management Studio (if using SQL 2005) to create a login and grant it the correct permissions. It is NOT recommended to attempt to create the database itself manually or by scripted SQL queries from within the Management Studio. Microsoft Access (Workgroup ONLY) For small organizations Microsoft Access can be used as the database access technology. The benefits include the fact that it is free, and there is no SQL Server installation to perform. However, the platform itself is limited and is not scalable to the demands of medium sized or large organizations. DATA FILE If using Microsoft Access, this is the full path to the database file which should be created or utilized to collect the data to be stored in this system. It is recommended that the file be placed in the provided Data folder beneath the Enterprise Manager s main application directory although this is not required. If the specified data file does not exist it can be created. Create Database Allows the creation of a new database with the specified file name for the Enterprise Manager s use. 12 P ayment.solution Enterprise Manager Installation

14 Installation Payment.Solution Enterprise Manager Once the database connection has been setup press Next to proceed to the final screen of the configuration process. You have now entered the last step of the Software installation step. You can choose to Run the Configuration Program to set additional settings if desired. To save all of the information entered in this setup and to complete this process press Finish. 13 P ayment.solution Enterprise Manager Installation

15 Installation Payment.Solution Enterprise Manager Installing SQL Server 2005 for use with Payment.Solution Enterprise Manager If you wish to use Microsoft SQL Server as the database engine any version may be used and may be installed on the same server as the Enterprise Manager software or a different server on the local network or in the data center. However, no license for Microsoft SQL Server is provided with the Enterprise Manager software. Therefore, unless your organization already has or wishes to purchase the full version of SQL Server you may opt to install and use the Express edition of SQL Server since it is provided by Microsoft free of charge or licensing requirements. This section of the installation instructions will detail how to install the Express edition of Microsoft SQL Server 2005 and configure it for use with the Enterprise Manager software. Due to the similarities between versions of SQL Server these instructions will largely be applicable to other editions and versions of the software, but subtle differences may exist. If unsure of how to proceed, or how to install and configure the version of SQL Server owned by your organization, please consult your software vendor for assistance. Prerequisite Microsoft.NET Framework 2.0 The.NET Framework version 2.0 must be installed prior to installing and configuring SQL Server The redistributable installation package may be downloaded for free from Microsoft at this URL: Installation is simple. Download and run the dotnetfx.exe file and press next when prompted to complete the install. Note: If the Microsoft.NET Framework 3.0 or higher is installed, there is no need to install version 2.0! Step 1 Download Microsoft SQL Server 2005 Express SQL Server 2005 Express is available for free from Microsoft. The latest edition as of this writing is Service Pack 2. The installation package can be downloaded from this URL: e4465cdff1e7&displaylang=en Step 2 Install SQL Server 2005 Express NOTE: You must run all Setups as an administrator The installer will check to see if all prerequisites are installed and that the computer meets the Minimum System Requirements. If installation can proceed, press next to continue. 14 P ayment.solution Enterprise Manager Installation

16 Installation Payment.Solution Enterprise Manager When choosing Components to Install make sure SQL Server Database Services is selected. All other services are not used by Payment.Solution Enterprise Manager. Choosing an instance name is important to Payment.Solution Enterprise Manager because this is the SQL server instance we ll need to connect to. For most installations we can simply use the Default Instance which names the service ComputerName\SQLExpress (where ComputerName is the name of the computer). 15 P ayment.solution Enterprise Manager Installation

17 Installation Payment.Solution Enterprise Manager Make sure the Instance Name is set to Default Instance and press next. The account used to run SQL server does not matter to us, but can be set by the customer to conform to their security policies. By default this is set to Local System. This should be sufficient for most installs. The other VERY important piece of information to Payment.Solution Enterprise Manager is the username and password used to connect to the database. 16 P ayment.solution Enterprise Manager Installation

18 Installation Payment.Solution Enterprise Manager The Authentication mode for Payment.Solution Enterprise Manager should be set to Mixed Mode since the application uses SQL Authentication to connect. Windows Authentication is still supported in this mode. Make sure the sa password for the server is a strong password. The customer may choose this setting. Press next. Accept the default Collation Settings for SQL Server. Payment.Solution Enterprise Manager assumes that SQL is using the default settings for SQL P ayment.solution Enterprise Manager Installation

19 Installation Payment.Solution Enterprise Manager When Ready to Install appears, press Install to install SQL Server with these settings. Monitor the installation progress to make sure that each item installs successfully and receives a green check mark. When all items have finished, press next to finalize the setup. 18 P ayment.solution Enterprise Manager Installation

20 Installation Payment.Solution Enterprise Manager Review the displayed information, then click on Finish to close the installer. NOTE: Additional explanations on installing SQL Server is available from Microsoft at: 19 P ayment.solution Enterprise Manager Installation

21 Installation Payment.Solution Enterprise Manager Optional Step Download and Install SQL Server Management Studio Express SQL Server 2005 Express edition installs the server engine and runtime components only. It does not include any management utilities or graphic user interfaces. In order to view, backup, and work with the databases installed you will need to download and install SQL Server Management Studio Express. This is not required, but will make management of the server much easier. This is also available free from Microsoft at this URL: 9ACA13141C9E&displaylang=en Follow the onscreen prompts to install the software. To connect the Management Studio to SQL Server, run the program and select the database server and instance name to connect to, then use sa as the username and supply the sa password decided on when SQL Server was intalled. Press Connect, and if your settings are correct it will open a session to the database. Detailed information about using the Management Studio is available from Microsoft at: 20 P ayment.solution Enterprise Manager Installation

22 Installation Payment.Solution Enterprise Manager Conclusion The Payment.Solution Enterprise Manager software is now installed along with the required run-time components from the Workstation Setup. Before using the program however, some options including your database settings need to be configured and you must provide a valid license key for the software. Please refer to the next section of this document entitled Configuration for assistance setting up Payment.Solution Enterprise Manager. 21 P ayment.solution Enterprise Manager Installation

23 Configuration Payment.Solution Enterprise Manager Configuring Payment.Solution Enterprise Manager Before Payment.Solution Enterprise Manager can be run you must provide the startup configuration and a valid license key. Licenses are issued by your vendor and are included with the materials received when the software was purchased. Configuration is set in the Payment.Solution Enterprise Manager Config application, which can be found in the directory into which the Payment.Solution Enterprise Manager was installed. This section will assist you with configuring your Payment.Solution Enterprise Manager. The configuration parameters documented here may be changed at any time by a system administrator, and you may refer to it at any time for guidance and suggestions on implementing new settings. Logging In To Edit Configuration Before you can edit configuration settings you must log in to the configuration application with a valid Administrative Login. The system comes with a default administrative login of admin with no password. It is recommended that administrators change the default administrative password during installation. The procedure for changing this username and password appears under the heading Security in this section of the manual. Once PINs and passwords are defined for users of the system, any administrative level user in the system database may access this configuration utility. Enter the username and password of an Administrator and click OK. If your username and password are valid you will then be able to edit configuration settings for Payment.Solution Enterprise Manager. You will see the General tab in the configuration application. Proceed to the heading General in this section of the manual to begin editing configuration settings. 1 P ayment.solution Enterprise Manager Configuration

24 Configuration Payment.Solution Enterprise Manager General Information SYSTEM INFORMATION Company or Organization Name The name entered here will represent the entire system in which the Enterprise Manager will be managing. This field may be populated with the name of the entire library system or any other name that is chosen to represent the group of Workstation managed under this system. DATABASE SETTINGS The Edit Database Settings button allows you to edit the settings controlling the software s connection to the database by invoking the Database System Settings utility. A new database may also be created from this application if the database does not yet exist or a fresh one is desired. 2 P ayment.solution Enterprise Manager Configuration

25 Configuration Payment.Solution Enterprise Manager DATABASE SYSTEM SETTINGS Provider: The Enterprise Manager uses Microsoft technologies for its data storage and reporting capabilities. There are two supported database engines which the system can utilize. Microsoft SQL Server (Recommended) Microsoft SQL Server is the recommended database for all but the smallest organizations, but is truly suitable even then. Any edition of SQL Server can be used including Standard, Enterprise, Data Center, or even Express. If utilizing SQL Server 2005, the free Express edition is the perfect starting place for many organizations, leaving the possibility to upgrade to the Standard Edition as the organization grows. Microsoft Access (Workgroup ONLY) Microsoft Access may be used in small organizations having less than 10 simultaneous connections from Point of Sale clients or reporting workstations. It can also be used in demonstration mode to test or demonstrate system functionality. This is only recommended for small organizations lacking staff with enough technical knowledge to setup and maintain SQL Server. 3 P ayment.solution Enterprise Manager Configuration

26 Configuration Payment.Solution Enterprise Manager Microsoft SQL Server (Recommended) Once SQL Server has been installed, this application can be used to create the Enterprise Manager s database within the SQL instance. It is also used to save database connection settings to the system s INI file for use by all applications and reports. For normal activity there is no difference between SQL versions. However, if creating the initial database, there are subtle differences requiring you to specify which version of SQL Server is installed. There are two currently supported versions: SQL Server 2000 or MSDE This includes Microsoft SQL Server 2000 Standard Edition, Enterprise Edition, and Data Center Edition, as well as the Microsoft SQL Desktop Engine which is a smaller, limited version with no graphic interface. The 2000 versions are considered out of date and are not recommended unless your organization already has other databases deployed on this platform. There is no functional limitation to using SQL 2000, however an upgrade to 2005 is recommended. SQL Server 2005 or SQL Express This includes Microsoft SQL Server 2005 Express, Workgroup, Standard Edition, and Enterprise Edition. Unless your organization needs to support additional databases, or is of sufficient size to prohibit using it, it is recommended that SQL 2005 Express be utilized for most installations. The main advantage being that the Express Edition is free and does not require expensive or complicated licensing while retaining most of the power of the other SQL Server versions. If unsure which version is right for your installation, please speak with your software vendor or call technical support for assistance. 4 P ayment.solution Enterprise Manager Configuration

27 Configuration Payment.Solution Enterprise Manager SERVER This is the name of the SQL Server computer and SQL Server instance name if applicable. The setting should be formatted as follows where Servername is the name of the SQL Server computer and sqlinstancename is the name of the SQL Server instance installed on that server. Servername\sqlinstancename NOTE: If using the default SQL instance (a named instance was not chosen) the only setting required here is the server name. DATABASE The name of the SQL Server database to use for Payment.Solution Enterprise Manager. If creating the database for the first time, this name may be chosen by the administrator performing the install. This setting can be any name which is valid for a SQL Server database, but it is recommended that a simple, descriptive name be used such as Payment.SolutionManager or another similar name. USERNAME The SQL Server username which has access to and permission to read from and write to the database. For normal operations, this database user does not have to have administrative privileges to the database, however this is required for database creation. By default the login uses SQL Authentication with the built in username sa. PASSWORD The password for the specified user name. Please note that this information IS CASE SENSITIVE. TEST CONNECTION Allows the connection to the database to be tested to ensure that your settings are correct. Please note that if the database does not yet exist the connection test will fail. CREATE DATABASE Allows the creation of a new database with the specified name on the indicated SQL Server instance. Be sure that the user account specified has permission to create databases on the SQL Server before continuing. If unsure, use the built in login sa or use SQL Server Enterprise Manager (if using SQL 2000) or SQL Management Studio (if using SQL 2005) to create a login and grant it the correct permissions. It is NOT recommended to attempt to create the database itself manually or by scripted SQL queries from within the Management Studio. 5 P ayment.solution Enterprise Manager Configuration

28 Configuration Payment.Solution Enterprise Manager Microsoft Access (Workgroup ONLY) For small organizations Microsoft Access can be used as the database access technology. The benefits include the fact that it is free, and there is no SQL Server installation to perform. However, the platform itself is limited and is not scalable to the demands of medium sized or large organizations. DATA FILE If using Microsoft Access, this is the full path to the database file which should be created or utilized to collect the data to be stored in this system. It is recommended that the file be placed in the provided Data folder beneath the Enterprise Manager s main application directory although this is not required. If the specified data file does not exist it can be created. Create Database Allows the creation of a new database with the specified file name for the Enterprise Manager s use. 6 P ayment.solution Enterprise Manager Configuration

29 Configuration Payment.Solution Enterprise Manager License Your license key (included with the materials you received from your Payment.Solution Enterprise Manager vendor when the software was purchased) must be entered here for the Payment.Solution Enterprise Manager system to run. It is a 24 character alpha-numeric value whose format should appear like this: xxxxxxxx-xx-xxxxxxxxxx-xxxx ** You may enter the key with or without the separators (dashes). If an incorrect or invalid license is entered the configuration screen will display Invalid License. Check the number again and reenter. In addition, if a valid license key supplied by your vendor is not entered here, Payment.Solution Enterprise Manager will not run and an error message will appear when attempting to start the software. RUN IN DEMO MODE Demo mode is a limited functionality mode useful for testing system configurations and previewing Payment.Solution Enterprise Manager. However, in Demo Mode advanced features WILL BE DISABLED. Do this only for testing purposes. In addition, DEMO mode will disable a variety of fields within the configuration. The user will NOT be able to change these settings unless a valid license is provided. In some cases, demo information is inserted into these disabled fields to view simulated features in Payment.Solution Enterprise Manager Demo Mode. 7 P ayment.solution Enterprise Manager Configuration

30 Configuration Payment.Solution Enterprise Manager Appearance LOGO FILE On the main screen of Payment.Solution-L in the upper left corner is a place for displaying the Payment.Solution Enterprise Manager logo. At this time this logo cannot be changed. This tab is provided to allow the user to view the currently load logo file that comes with the purchase of this software. 8 P ayment.solution Enterprise Manager Configuration

31 Configuration Payment.Solution Enterprise Manager Security EDIT USER ACCOUNTS - ADMINISTRATOR ACCOUNT This option allows the user to change the Administrator Account User Name and Password**. This will change the administrator User Name and Password for access to the Payment.Solution Enterprise Manager configuration function. **Warning: Do NOT lose this Administrator User name and password. (Please see next section for details) WHAT TO DO ABOUT A LOST ADMINISTRATOR PASSWORD It is recommended that you take very good care not to misplace or forget your Payment.Solution Enterprise Manager Administrator username or password. In the event that you have lost or forgotten your Payment.Solution Enterprise Manager Administrator username or password there are two possible courses of action you might take. Each has its own unique considerations. 9 P ayment.solution Enterprise Manager Configuration

32 Configuration Payment.Solution Enterprise Manager Reinstall The Application First, copy the folder named Data in the installation directory to another location so that you can restore your transaction data after reinstalling. Next, Uninstall the application using the Add/Remove Programs applet in the Windows Control Panel. Then you must delete the installation directory since configuration files are not automatically uninstalled. (This is to preserve settings during an upgrade). Then you may reinstall the application using the steps outlined in the Installation section of this manual and restore your Data folder from backup. CAUTION: USING THIS METHOD CAN RESULT IN THE LOSS OF ALL TRANSACTION DATA IN ADDITION TO CONFIGURATION SETTINGS. BEFORE PROCEDING WITH THIS METHOD COPY THE FOLDER NAMED DATA IN THE INSTALLATION DIRECTORY TO ANOTHER LOCATION. IF YOU DO NOT COPY THE DATA FOLDER YOUR TRANSACTION DATA WILL BE LOST. Contact your Software Vendor If your copy of the Payment.Solution-L software has been registered, or you have purchased a valid Maintenance Plan, your software vendor can provide you with a code which will permit temporary access to the system for a limited time. NOTE: THIS SERVICE IS PROVIDED ON A CASE BY CASE BASIS AND YOUR SOFTWARE VENDOR MAY CHARGE FOR THIS SERVICE IF YOU DO NOT HAVE A VALID PAID MAINTENANCE PLAN. EDIT USER ACCOUNTS - USER ACCOUNTS This will invoke the User Account Control program also accessible from within the software through the System Administration module to allow the creation, editing, and deletion of user accounts for the software. For more information on how to edit user accounts using this utility please see the section of this document entitled Setup Users under System Administration. EDIT GROUPS GROUPS & MEMBERSHIP This will invoke the Group Control program also accessible from within the software through the System Administration module to allow the creation, editing, and deletion of user groups for the software. For more information on how to edit groups using this utility please see the section of this document entitled Setup Groups under System Administration. 10 P ayment.solution Enterprise Manager Configuration

33 Configuration Payment.Solution Enterprise Manager Data Transfer Enable Logging Instructs the software to record all communications between Payment.Solution clients and the Payment.Solution Enterprise Manager to log files. The files can be found in the \Logs folder in the Payment.Solution Enterprise Manager s installation directory. By default, the file name is TransferRequest.log for the Batch Transfer Service and DataStreamLog.log for the Data Streaming Service. Connections Timeout After Sets a timeout threshold for client connections. If client connections become unresponsive for this period of time (in seconds) the connection is severed to preserve resources for clients still communicating. Keep Log Entries For The Transfer Server application will keep the size of its log file to a minimum by purging records of older transfers from the file. Set this option to change how long the information is kept. Batch Transfer Listen Port This is the port number which the Payment.Solution Data Transfer Service will listen on for information being sent to it or requested from it by Payment.Solution clients. This port is used for batch transfers of large files or large amounts of data. 11 P ayment.solution Enterprise Manager Configuration

34 Configuration Payment.Solution Enterprise Manager Data Streaming Listen Port This is the port number which the Payment.Solution Data Streaming Service will listen on for information being sent to it or requested from it by Payment.Solution clients. This port is used for sending small amounts of data, issuing commands to the server, or requesting actions to be taken by the Enterprise Manager. NOTE: These ports MUST NOT be in use by any other application otherwise the application will not be able to receive send or receive data. Depending on your network topography and organization structure you may need to configure your router or firewall to permit data traffic on these ports. This information should be set by your system or network administrator and SHOULD NOT BE CHANGED without specific knowledge of the ramifications of doing so. You may be unable to send or receive data if these settings are incorrect or if clients are unable to see or access these ports through the firewall. 12 P ayment.solution Enterprise Manager Configuration

35 Using Payment.Solution Enterprise Manager Payment.Solution Enterprise Manager provides centralized sales activity monitoring and reporting via daily uploads to its database from the companion Payment.Solution terminals. Uploads to Payment.Solution Enterprise Manager contain all daily transactions performed on the currently active terminals in your organization. Transactions such as basic sales, payment of fines and fees, purchase of library materials, and refunds are all housed in the Payment.Solution database. Transactions can be identified by staff PIN, staff name, branch, or terminal. Payment.Solution Enterprise Manager standard reports provide basic sales reporting abilities, but its use with Crystal Reporter makes it a powerful financial tool for any enterprise. Targeted reporting, ad hoc requests and site sales surveys can be accomplished using Crystal Reporter and Payment.Solution Enterprise Manager data. Payment.Solution Enterprise Manager includes update capability for both the Staff User and Product tables. These updates are then transmitted to each Payment.Solution terminal via your network. Accessing Payment.Solution Enterprise Manager Access to the Payment.Solution Enterprise Manager is controlled via a standard user login and password combined authentication module. A user must obtain an assigned user login and password from a designated Payment.Solution Enterprise Manager system administrator. To access Payment.Solution Enterprise Manager double-click on the Payment.Solution MGR icon on the desktop of the Payment.Solution Enterprise Manager server. The Login dialog box appears requesting User Name and Password information. Enter User Name, Tab to Password field and enter password. Select OK to authenticate your login information. 1 S TS Enterprise Manager POS Module

36 Payment.Solution Enterprise Manager Main Screen A successful login will provide the user with access to the main Payment.Solution Enterprise Manager screen. From here the user will have access to those menus and applications that were defined in your user profile and user access group. (See System Administration regarding user setup) After logging into Payment.Solution Enterprise Manager, the system will typically default to the Point of Sale Manager application and its functions. If the Point of Sales Manager Application is not visible the user can access the Point of Sales Manager functions in this program by clicking on the Applications function button located on the main menu and select Point of Sales Manager from the list of available applications. 2 P.S Enterprise Manager POS Module

37 Once the user has clicked on Point of Sales Manager (will be highlighted) Payment.Solution Enterprise Manager will provide a brief description of the application selected. The user is asked to confirm the decision to access the selected application by pressing OK. To ensure that the user has accessed the correct application Payment.Solution Enterprise Manager will display the name of the current application directly above the function buttons (main menu). Point of Sales Manager Main Menu Applications This function allows the user to switch between applications that are available for this version of Payment.Solution Enterprise Manager. To switch to a different application, select the application button and choose an application from the list. The available applications for this version of Payment.Solution Enterprise Manager include: System Administration Point of Sales Manager Activity This selection will display the functions relating to sending updates to all Payment.Solution workstations governed by the Payment.Solution Enterprise Manager. The available functions for this selection may include: Set Register Master Configuration Manage Gift Cards Issue New Gift Cards Locate Gift Card Transactions Maintenance This selection will display the functions relating to the updating of user accounts, branch and inventory databases used in Payment.Solution and Payment.Solution Enterprise Manager. The available functions for this selection may include (see Setups in this section for more details on the functions listed below): Branch Location Maintenance Employee Table Maintenance Item Master Maintenance 3 P.S Enterprise Manager POS Module

38 Reports This selection will display the functions relating to report generation for all workstations governed by the Payment.Solution Enterprise Manager. The available functions for this selection may include (see Reports in this section for more details on the functions listed below): View Transaction Information Daily Cash Report Location Sales Reports Sales by Payment Type Reports Sales by Product Reports Gift Card Reports Lists This selection will allow the user to generate a list of all branches, user information, and Inventory that is currently entered into the Payment.Solution Enterprise Manager database. This selection will provide a list but the information generated cannot be edited in this function. See Maintenance for details regarding changing the information in these reports. Location List Register List by Location Employee List Item Master List Item List by Category Item List by Department Item List by Class Item Category List Item Class List Item Size List Item Manufacturer Department List Queries There are no available functions for this selection. Setups This selection will allow the user to designate the default codes for information located throughout Payment.Solution Enterprise Manager and the Point of Sale. The available functions for this selection may include (see Setups in this section for more details on the functions listed below): Item Category Setup Item Class Setup Item Sizes Setup Department Setup Manufacturers Setup Help This selection will display the functions relating to support and FAQ s The available functions for this selection may include: Change Password About 4 P.S Enterprise Manager POS Module

39 Activity Activity Functions Set Register Master Configuration Manage Gift Cards Issue New Gift Cards Locate Gift Card Transactions Accessing the Activity Functions Click once on the Activity Function button to access the Activity drop down menu. Select the desired setup function from the list. Set Register Master Configuration Using the Master Configuration Application The Master Configuration Editor can be used to define properties and settings which can then be enforced on client registers by Payment.Solution Terminal Services Register Manager or by Payment.Solution Enterprise Manager. Some settings require specific values, but many are features that can be turned on or off depending on the organization s policy. In either case, there are a few rules for how the application enforces settings: Any setting that is defined by a Master Configuration file is enforced on the register. Any setting left Not Defined is free to be configured differently or not at all on individual registers. Note that some configuration settings are by their nature unique to each register and therefore can not be set by the Master Configuration Editor. 5 P.S Enterprise Manager POS Module

40 The following pages will describe the various settings available and how they will affect the application if they are defined in the Master file. GENERAL SETTINGS Auto-add to Grid after SKU entered Anytime a SKU with a fixed price has been entered, Payment.Solution will automatically send the item to the grid on the main sales screen. If, for any reason, the SKU entered needs to be altered, highlighting the item will permit editing of the item. Enable Employee Sales Tracking To allow for the use of Employee sales tracking in Payment.Solution select this option. This option will account for any sales transactions where the purchaser is an employee of the organization. If this option is not selected the Employee Sales function on the main screen will be disabled. Enable Attendance Tracking This option allows the user to record the time in/out for each day. The user will have the option to clock in/out from the main sales screen. This tracking will allow for the generation of time tracking reports which can be used by administrators to track user attendance. If this option is not selected this option will be disabled in the other functions menu. SKU Selection using Drop Down This selection is only recommended for locations in which the inventory list is small (ex. 50 or less inventory items). Using this method with those locations with a large inventory database, may affect performance and may be more time consuming that then default method. Selection of inventory in the main sales screen can be located using the Search Inventory function (see Using Payment.Solution for more details). Locations with small inventory lists, may opt not to select this 6 P.S Enterprise Manager POS Module

41 option as well and allow Payment.Solution to perform in the default method of entering items manually or with the Search Inventory Function. APPEARANCE View Full Screen When the main screen appears the option to exit the application by using the close button in the top right corner does not appear. The only way to exit the program is through the Utilities menu by selecting the exit application function. This option can only be accessed by those users with the security access level permitting them to access the Utilities menu. Logo File On the main screen of Payment.Solution in the upper left corner is a place for displaying a custom logo. If you wish to include a custom logo you may provide a path to the file here and it will appear in Payment.Solution. A logo file is not required, and one may have already been provided by your software vendor. If one has been issued with the software, changing the file or location is not recommended. Background Color The color scheme of Payment.Solution can be changed by setting this option as well as the other two color options. Changing this option will change the color of the main Payment.Solution screen as well as certain other objects or controls in Payment.Solution. Menu Color Changing this option will change the color of most menus in Payment.Solution as well as certain other objects or controls. 7 P.S Enterprise Manager POS Module

42 Trim Color Changing this option will change the color of the border trim of most menus in Payment.Solution as well as certain other objects or controls. ****Note: The Payment.Solution software comes with a default color scheme, but it may have been set by your software vendor. Changing colors is not recommended, as certain colors will make menus and options in the Payment.Solution difficult to see. Be careful which color you select if you decide to change it. To change colors, click on the browse button next to the sample color swatch and select a new color. 8 P.S Enterprise Manager POS Module

43 SECURITY Require Login for Each Transaction Selecting this Option (Recommended) When a sale or transaction is complete, the user will be required to login using their PIN number and Password. The Login box will appear after every transaction to begin another transaction and access is depended on a valid PIN/password. This option is recommended to ensure properly security for Payment.Solution. Deselecting this Option (NOT Recommended) When this option is NOT selected Payment.Solution will NOT require a PIN/Password between each transaction. A login will be required when Payment.Solution is first accessed, but not between transactions. To change the current user to another in this mode, the user much use the Log-Off User function located in the Other Functions menu. This option is highly discouraged due to the security risk. The accountability for each transaction is lost as well as other built in security features. If this option is deselected, Payment.Solution Config will ask the user to confirm the decision to deactivate the login function. Press Okay to continue or cancel to abort this action. Retain Login After Transactions (Keep Pin) Selecting this Option: After a sale has been completed or cancelled for whatever reason the PIN number and password combination for the current user will remain in the Enter PIN field (For security reasons, Payment.Solution uses asterisks (*) to represent the users PIN). Pressing enter 9 P.S Enterprise Manager POS Module

44 will allow the user to reenter the main screen without reentering their PIN. To log out a user, erase the PIN from the field by pressing Backspace or Delete. Deselecting this Option: (Recommended) By deselecting this option the PIN will have to be reentered every time a transaction has ended and a new transaction begins. SECURITY PERMISSIONS Perform Returns and Refunds Users have the option to perform returns or refunds for items that were previously purchased. This option will allow the user to return/refund the value of the purchase to the customer. To set the permissions for this option (details below): No One No Returns or Refunds can be performed by any user at any security level. Managers Only Manager security level or above are permitted to perform returns or refunds. Anyone (With Manager Approval) All users may perform returns and refunds. Those users with Base (User) Level security will require manager approval to perform a refund/return. Once a user that is not Manager or above selects the return function on the main menu they will be prompted to enter a Manager Pin/Password to continue the return/refund transaction. Discount Items Anyone All users can perform returns and refunds Payment.Solution has the option to discount items once they are entered into the main sales screen. Discounts are available in the form of a percentage off the original price listed for that item. To set the permissions for this option (details below): No One No users are permitted to discount items. This option will be disabled on the main sales screen. Managers Only users with Manager security level are permitted to allow for item discounts. The Manager must be logged in for this option to be enabled. This option will be Disabled for Base (User) Security Level users. Anyone (With Manager Approval) All users are permitted to give item discounts. Although, any user below the Manager security level will require manager approval. Once this option is selected by a Base (User) Level security user a Manager or above security level must enter their PIN/Password to continue with the transaction. Anyone All users are permitted to give item discounts. Override Item Prices Each item in inventory has a price associated with that item. Permitting this option grants permission for operators to change the price of an item from its default price. Select this option only if your organization permits clerks to change the price of an item during a sale. 10 P.S Enterprise Manager POS Module

45 *Note: Sale prices are handled in Payment.Solution as a temporary markdown from the normal default price. When an item is selected for sale, the sale price is automatically entered into Payment.Solution for the duration of the specified sale. Sales should be set by Store Managers or Administrators in the Payment.Solution application and should not be handled by changing the price every time an item is entered. **Note: Some items may have $0.00 as their default price. This would be used in cases where an item does not have a set price, or the price varies from one specific item sold to the next. To set the permissions for this option (details below): No One No users have permission to change the price of the item entered in the main sales screen.. Managers Only users with manager security level can change the price of the item entered in the main sales screen. The manager must be logged into the system for this option to be enabled. Anyone All users are permitted to change the price of the item entered in the main sales screen. Override SKU or Item ID Each Payment.Solution register has a list of inventory it is authorized to sell, and each item in inventory has a unique ID number (called a SKU) associated with it. Allowing this option grants permission for Payment.Solution operators to enter sales for items not recorded in inventory. Payment.Solution will still track these sales; however some organizations choose not to allow sales of items which do not have a SKU. Check this option if your organization permits entering unknown SKUs into Payment.Solution. To set the permissions for this option (details below): No One No users have permission to enter a SKU or Product ID that are not in the recorded Inventory List. Managers Only users with manager security level can enter SKU/Product ID s that are not in the recorded inventory list. The manager must be logged into the system for this option to be enabled. Anyone All users are permitted to enter SKU/Product ID s that are not in the recorded inventory list. Open Cash Drawer The option to open the cash drawer when it is not in conjunction with a sales transaction is available through the Utilities Menu on the main sales screen. Anyone with permission to open the cash drawer will be prompted for reason for the opening of the cash drawer. To set the permissions for this option (details below): Managers Only Manager security level and above are permitted to use the Open Cash Drawer option. This option will disable the Open Cash Drawer function for users with a security level less than Manager. Anyone (With Manager Approval) All user are permitted to use the Open Cash Drawer option with the exception of Base (User) security level users. These users will be asked to get manager approval before opening the cash drawer. A manager must enter a valid manager PIN to proceed. 11 P.S Enterprise Manager POS Module

46 Anyone All users are permitted to use the Open Cash Drawer option. Perform Drawer Closeout The closeout procedure is used to generate daily sales totals and reports. To set the permissions for this option (details below): Managers The option will only allow users with a security level of Manager and above to perform Drawer closeout. This option will be disabled for those users below the manager security level. Anyone All users can perform the Drawer Closeout procedure. Perform Maintenance Tasks Application specific settings, including those set forth in this configuration program as well as store inventory and user accounts for the Payment.Solution software are setup in the maintenance menu inside the Payment.Solution application. To set the permissions for this option (details below): Admin Only Only Users with the Highest (Admin) security level are permitted to access the Maintenance Menu and its functions. Managers Only users with Manager Security level and above are permitted to access the Maintenance Menu and its functions Purge Old Records Selecting this option will allow users with a manager security level to perform a purge on old transactions dating 3 years or older. This option is available in the Utilities Menu on the main sales screen. Admin Only Only users with the Highest (Admin) Security level are permitted to perform the Purge Old Records function. Managers Only users with Manager security level or higher are permitted to perform the Purge Old Records function. 12 P.S Enterprise Manager POS Module

47 PRINTING Receipt Renderer Use Payment.Solution Generic (Recommended) Select this option if you wish to use the generic receipt printing routines which come with the Payment.Solution software. These receipts are preformatted to fit the width of the paper used by most Payment.Solution Receipt Printers. If you have requested a custom receipt format from your software vendor you would not use this option. Use Crystal Report (Advanced) The Payment.Solution software has the ability to generate its receipts using a Crystal Report. This allows any organization which wishes to use a custom receipt format to do so. It supports Payment.Solution Receipt Printers for standard size receipts as well as normal Printers for generating receipts using standard 8 ½ x 11 paper, or any custom paper size. This option is NOT standard and will not work unless receipt definition files have been provided by your software vendor. If you have requested a custom receipt format from your software vendor you should use this option. Receipt Footer Allows for the option to enter a footer on the printed receipt (e.g. Thank you and Have a Nice Day!, All Sales are Final etc.). This is not required and may be left blank. Credit Card Receipt Payment.Solution will print two receipts when a credit card transaction has been processed. The default setting for the merchant copy of the receipt is to not display the transaction details. Selecting this option allows you to print the transaction details on the merchant copy receipt. 13 P.S Enterprise Manager POS Module

48 DATA TRANSFER Payment.Solution has the ability to connect to an Enterprise Manager which can manage multiple Payment.Solution terminals in multiple physical locations from a central server. Connect To Enterprise Manager If you will be connecting to an Enterprise Manager you must check this option and then select the appropriate connection method you will be using. If you will not be connecting to an Enterprise Manager server, then you should leave this option unchecked. Enterprise Manager is a separate server application and is not included with the Payment.Solution software. If you are not connecting to an Enterprise Manager, you may skip the rest of this section. Network Connection Network Address This is the network or internet address of the Enterprise Manager server. It can be entered as an IP address or as a Fully Qualified Domain Name (FQDN). Port Number This is the port number on the server to connect to for communications. Valid IP ports are in the range of 1 to 65, P.S Enterprise Manager POS Module

49 Request the Following Updates When Uploading Transactions Item Master Updates - Use this update command to send all updates pertaining to the Item Master to the respective recipient(s). User Accounts Update - This update command will collect all updated information from the User Accounts database and transfer the information to the respective recipients. Configuration Update - Any updates to the Configuration module will be transferred to the respective recipients using this command. Location Inventory Updates - Any updates to the item inventory count will be transferred to the respective recipients using this command Enable Logging Check this box if you wish to record communications between Payment.Solution and the Payment.Solution Manager to a log file. The file name is NetXferLog.log by default and can be found in the \Logs folder in the Payment.Solution installation directory. BACKUP & RESTORE Backup Each Transaction to a File Payment.Solution supports copying its transactions throughout the day to an alternate location as well as the main database. This protects transaction records in the event of data corruption or loss of a database. It is not required, but if you wish to backup all transactions to an alternate location you may select this option. If you enable this option you must enter a path in the Location field. 15 P.S Enterprise Manager POS Module

50 Backup Location If you have enabled Transaction Backup, provide the location of the folder you wish to have the backup files copied to. Click the button next to this field to browse available folders on this computer for a location to use for backups. *Note: Transaction Backup files are a temporary data safeguard and are not meant to replace regular system and database backups. These files are only kept in the backup directory for 30 days, after which they are purged. Common backup locations would include USB Storage devices such as thumb drives and External Hard Drives as well as any network location on another computer. If you will be backing up to a location on the same computer that you will be running the software from, you should chose a separate physical disk as the backup location if one is available. Record Archival / Removal Within the point-of-sale system is the Manager s Menu (see the Manager Functions section in this manual for more details) that contains a function entitled Clean System. By default this function will allow the user to purge transaction records in the database that are older than 36 months (3 years) old. This time frame can be changed using this configuration option. Enter the desired timeframe for deletion and the next time the Clean System function is used any transaction older than this timeframe will be removed from the database. 16 P.S Enterprise Manager POS Module

51 PAYMENTS Accept As Payment A variety of payment types are accepted in this version of Payment.Solution. If your organization does not accept a form(s) of payment remove the check mark from the appropriate checkbox. The disabled form(s) of payment will be disabled on the Payment Screen in the point-of-sale. In addition, some of the payment forms listed will also remove (if disabled) the option to make changes in the configuration program (i.e. Debit Cards, Credit Cards) Please note that Cash is the default payment method and will always be accepted as a form of payment. The cash option is always available and cannot be disabled. Special Accounts Payment.Solution has the option to opt for certain types of special accounts that may be available to your organization. These special accounts may include Store Credit or AAM Accounts (which are both described in the Using Payment.Solution section of this manual. 17 P.S Enterprise Manager POS Module

52 ONLINE PAYMENT SETTINGS Online payments are authorized through Verifone s PCCharge Payment Server software over an internet connection for credit, debit, and gift cards. Connection and transaction settings related to this process are defined here. Communication Method Defines how Payment.Solution communicates with PCCharge. There are two options, each of which will enable other related settings. File System (Uses a shared directory) PATH TO PCCHARGE This is the path where the PCCharge software can be found on this computer or on your network. Payment.Solution uses the PCCharge payment software provided by GoSoftware, Inc to process requests for credit approvals. It should have been purchased along with and installed at the same time as the Payment.Solution software. If you do not have a license for PCCharge or do not have it installed on this register or another register in your network, you will not be able to use Online Credit Processing. Network Connection NETWORK CONNECTION SETTINGS IP ADDRESS This is the network or internet address of the PCCharge Payment Server. It can be entered as an IP address or as a Fully Qualified Domain Name (FQDN). PORT NUMBER This is the port number on the PCCharge Payment Server to connect to for communications. Valid IP ports are in the range of 1 to 65, P.S Enterprise Manager POS Module

53 User Name for Transactions This is the user name for PCCharge. It SHOULD NOT be changed except by your system administrator. The default user name is User1. Transaction Timeout This is the amount of time the Payment.Solution will wait for a response from the PCCharge software for a transaction approval before giving up and reporting an error. The default value is 120 seconds. 19 P.S Enterprise Manager POS Module

54 CASH Require Printing of These Closeout Documents During closeout there are 4 reports that are generated that related to closeout and daily sales for that register. If the user is required to print one, some or all of the reports available, place a checkmark in the box next to the require report. If, when the Finish function is selected the user has not manually printed the required reports, Payment.Solution will automatically print these reports for the user. 20 P.S Enterprise Manager POS Module

55 CREDIT CARDS NOTE: To disable this form of payment select the payments tab in the configuration program and remove the check mark from the box labeled Credit Cards. Payment.Solution can process credit card payments directly with a Processing organization with which you have set up a Merchant Services Account. More information on setting up an account with a Merchant Service Provider is available from you software vendor. Manual Processing If you will not be processing credit card transactions directly in Payment.Solution, but will be accepting them as a form of payment you may select this option. Use option if using a separate card processing device provided by your bank or Merchant Service Provider. Credit card payments will be recorded in Payment.Solution as Manual payments and are handled differently than Online payments. The option to require an authorization code to be entered if a manual credit card transaction is processed is available by selecting the option. Online Processing Select this option if you have a Merchant Services Account with a provider, have purchased the credit card module for Payment.Solution and will be processing credit payments directly in Payment.Solution. If this option is selected, the box entitled Online Credit Setup appears and you must configure this Payment.Solution register to work with your Merchant Account. Last Valid Card Date Credit cards have an expiration date on them. This value is the year of expiration up to which Payment.Solution will accept credit cards. If a card s expiration date later than the year specified, Payment.Solution will reject the card. The default value is 12 meaning This 21 P.S Enterprise Manager POS Module

56 should be sufficient for several years, however would be changed as the last valid year approaches. AUTOMATICALLY FORCE DUPLICATES Payment.Solution recognizes if a sale was made for the same amount for the same day for the same card. If these conditions are true it assumes there has been a mistake and rejects the payment or prompts the cashier for action. If this option is selected, it will accept the payment regardless of whether these conditions are true and the cashier will not be prompted for a resolution. Other Merchant-based options: These settings are not available for all credit card processors, but if they are available by the processing agency, they will be used if defined. ACCEPT CORPRATE PURCHASING CARDS VERIFY CARDHOLDERS ADDRESS IF NOT SWIPED VERIFY CARD VERIFICATION VALUE IF NOT SWIPED 22 P.S Enterprise Manager POS Module

57 Manage Gift Cards This function is used to track, view and edit gift cards that are currently recorded in the database for the entire client network. This gives the user the ability to look up card history and obtain a status update regarding the entered gift card number. Select this function once a gift card number has been enterd in the field provided. This will search the database to locate information pertaining to the gift card number entered. To clear the fields and restart the gift card search process select this function. Once a gift card number has been verified and the details have been displayed, the user may run report that details the transaction history for the entered gift card number. An example of this report is displayed below. 23 P.S Enterprise Manager POS Module

58 Once all desired changes have been made to the entered gift card number, select this function to record these changes and save them to the database. Select this function to delete the entered card number from the database. Deletion means that attempted transactions using this number and its current balance will not be permitted. Once the card is deleted, the balance of the card will be deleted. This card can be then reactivated for future use, but the past balance will not be available. Please note that past transactions made using this gift card number will remain in the history database. Select this function to exit the Manage Gift Cards screen and return to the Main Payment.Solution Enterprise Manager screen. Please note that all changes should be saved before selecting this function or all changes will be deleted. CARD NUMBER This field allows the user to scan or manually enter a gift card number. Once the gift card is entered select the search icon to obtain information for that gift card. If the gift card number that was entered receives an invalid notice, this may mean that there are no records for that number or that the number was entered incorrectly. Check the number and try again. BALANCE This field displays the current balance of the entered gift card number. To change the balance of the cad, enter the new balance into this field. Payment.Solution Enterprise Manager will adjust the balance accordingly. Negative amounts cannot be entered into this field. To change the amount of the card to a lower amount than what is currently on the card, enter the end card amount into the field and database will be adjusted accordingly. (e.g. The current balance is but needs to be changed to In this case, enter into the field provided and press Save to confirm the changes. The software will automatically remove the difference between the old balance and the new balance). STATUS This field will display the current status of the gift card entered. A gift card can be considered Active or Inactive. Active cards have full functionality within the Payment.Solution Enterprise Level as well as the Client level. Inactive cards cannot used at the client level for purchases or any other gift card function. Cards labeled as Inactive will remain in the database and can be altered at a later date in the Payment.Solution Enterprise Manager only. An Inactive card cannot be reactivated or adjusted at the client level. LAST ACTIVITY the date displayed here represents the date in which the last change to the entered gift card number was made. 24 P.S Enterprise Manager POS Module

59 Issue New Gift Cards This function is used to enter new gift cards into the database so that they can be used to in the future to perform the various gift card transactions available on the Enterprise Manager level as well as on the Client level. A gift card number cannot be used on the Client level unless it is entered into this database. Once a gift card is entered and saved, the card will remain active with a 0.00 (zero) balance until the card is then activated by performing any of the gift card functions available on either the Client or the Enterprise Manager. Issuing a Single Card Card Information: Select this function to confirm the changes made to the gift card database. This will save any gift card numbers that have been entered or generated and will be available for future use. Select this function to exit the Issue Gift Card screen and return to the main Payment.Solution Enterprise Manager screen. Please note that all changes should be saved before selecting this function or these changes will be discarded. Card Number: Enter the gift card number into this field. A gift card can be entered manually, scanned using a barcode scanner or swiped using a magnetic stripe reader. Track Data: If a gift card is scanned or swiped the magnetic stripe may contain a string of characters and numbers associated with the card. If this information is available then it will automatically populate this field. If the card is manually entered then this field will be blank. This field is not required. 25 P.S Enterprise Manager POS Module

60 Issuing a Multiple Cards (In sequence) Card Information: Starting Card Number: Enter the number in which to begin the generation of cards in this field. Number of Cards: Enter the number of cards that you wish to generate into this field. As noted on the screen itself, cards generated here will begin at the starting number and increment by 1 until the total number of cards has been issued. Pressing save after all information is entered will generate the appropriate number of gift cards and record them in the database. Example: If the number 1234 is entered into the Starting Card Number field and a 5 is entered into the Number of Cards field, the generated cards will appear as such: 1234, 1235, 1236, 1237, and Also, note that cards issued in this method will not include track data since this string is unique to each card and cannot be recorded in this fashion. 26 P.S Enterprise Manager POS Module

61 Locate Gift Card Transactions This function will allow the user to locate information for a specific gift card transaction. The user will also have the ability to void a gift card transaction. The user will need to acquire the approval code to query transaction information. This approval code can be found on the original transaction receipt that was recorded when the original sale was completed as well as through the Manage Gift Cards function located under the Activity tab on the Payment.Solution Enterprise Manager (using the View Card History Function). Once an Approval Code has been entered in the field provided, select this search icon to locate transaction information. To restart the transaction information search and clear the fields select this function. Select this function to print the details displayed on the screen for the approval card entered. Select this function to remove this transaction from the Gift Card. This action will remove the action taken during this transaction and adjust the balance accordingly (e.g. a void of an Add Value of $50.00 will decrease the gift card balance by $50.00). Use this function to exit the Find a Gift Card Transaction screen and return to the main Payment.Solution Enterprise Manager screen. 27 P.S Enterprise Manager POS Module

62 APPROVAL CODE Enter the approval code into this field. Approval codes are unique for each gift card transaction, therefore all only one approval code will be assigned to a specific gift card transaction. TRANSACTION INFORMATION Card Number This field displays the gift card number associated with the approval code entered. Date/Time This area displays the date and time of when the gift card transaction occurs. Location This area will display the location name or code for the location in which this transaction occurred. Register This area will display which register was used to complete this gift card transaction. Type This area displays the gift card transaction type. The available transaction types are listed below: o o o o o Manual Adjustment This adjustment type is only performed in the Enterprise Manager and by a system administrator or other users with certain security permissions. This is typically performed using the Manage Gift Card function located under the Activity tab on the Payment.Solution Enterprise Manager. Sale This transaction type is displayed when the gift card transaction involves an add value (return onto a gift card) or remove value (sale using a gift card as payment) through an actual sales transaction in the Payment.Solution software. Balance Lookup This transaction type is displayed when a user, through the Payment.Solution software has requested a balance on a gift card. Add Value This transaction type is displayed when the user, through the Payment.Solution software has added value to a gift card using the Gift Card Transaction Functions located under the Gift Card Functions Menu (in the Other Functions menu on the main sales screen). Void This transaction type is displayed when the transaction relating to the approval coded entered has been voided. It will remain in the database that this transaction has been voided, but it will not show up in gift card history reports. Amount This area displays the amount of the transaction that took place. This amount does not represent the actual balance of the gift card, just the amount of the specific transaction. 28 P.S Enterprise Manager POS Module

63 Maintenance Since the Payment.Solution Enterprise Manager is the central update location for these tables, information updated here must be communicated to all live terminals via the Payment.Solution Enterprise Manager Update process. In the Payment.Solution Enterprise Manager main screen, access functions in the Maintenance menu by highlighting the Maintenance drop down menu and selecting a function. Maintenance Functions Location Maintenance Employee Table Maintenance Item Master Maintenance Accessing the Maintenance Functions Click once on the Maintenance Function button to access the Maintenance drop down menu. Select the desired setup function from the list. 29 P.S Enterprise Manager POS Module

64 Location Maintenance Location Maintenance allows the user to define branch locations for your organization that will be managed by this application. MANAGING LOCATIONS AND REGISTERS Navigation Pane this area of the screen (indicated by the Red box in the figure above) displays a drop-down list containing all of the registered locations and their corresponding registers. Selecting the Location will access the information for the selected item and return it on the right side of the screen (indicated by Blue box in the figure above). To access the registers contained under a location. Select the plus (+) sign to expand the list under the desired location. This will display the available registers for the selected location. Select the register to view the details for that register. Users also have the ability to select specific functions for each item on this list by right-clicking the desired item and selecting a function from the drop-down list. 30 P.S Enterprise Manager POS Module

65 UPDATING, ADDING OR DELETING LOCATION INFORMATION To add a new location to the list of available locations, highlight the overall organization name from the Navigation Pane on the left. This will provide the ability to add edit or delete a location from the list. To add a location to the list select New from the available functions and enter the required information (see illustration below) in the box provided. Location ID This ID is used to identify a location and is used throughout Payment.Solution Enterprise Manager as well as the Payment.Solution software in reports and lists as well as among other areas of these programs. This ID has a limit of 5 characters (alphanumeric) IMPORTANT! This ID must be unique to each location. 31 P.S Enterprise Manager POS Module

66 Description Use this field to enter a full description of the location that corresponds to the Location ID entered above (e.g. Eastern Lancaster Location). To update location information, including adding registers to the location select the location name from the Navigation pane. This action will open the Location information for the selected location. Once a location is added the information regarding this location can be edited. Select this function to change the current location information which includes the Location ID and the description of the location. Select Okay to confirm the changes or Cancel to exit without saving any changes made. 32 P.S Enterprise Manager POS Module

67 Adding, Editing and Deleting Registers This area of the screen displays the registers that are available at the selected location. From this area the user will also have the ability to add, edit or remove registers from the selected location. Please note that these functions listed below can also be accessed via the Navigation Pane, by right-clicking on the desired item or by selecting the individual register from the list and selecting the Edit Register function from the screen provided. Adding/Editing a Register to a Location Adding a new Register: To add a new register to the selected location select New from the available functions and populate the required register information in the box provided (below). To edit the details of a register, select the desired register and select the Edit button from the available functions and make the necessary changes. When adding or editing a register to a location, press OK to save the current information and to save it to the database. Pressing Cancel will delete any changes made and return the user to the previous screen. Location ID This area is automatically populated and cannot be changed in this screen. This identifies the Location that is being edited. Register ID Enter an ID to represent the register that is being added. This ID cannot exceed 5 characters (alphanumeric). (See Example above) Important! All registers in one location should have a unique register ID. A register ID can be duplicated from one location to the next but registers at each location should have unique Register ID s. Deleting a Register from a Location To delete a register from a location select the delete button from the available functions. The user will be asked to confirm this decision. Please note that by deleting a register from the location will remove the ability to create reports using information based on this selected register. 33 P.S Enterprise Manager POS Module

68 Employee Maintenance This table allows the user to create and edit employee records and assign logins to the Point of Sale. The Payment.Solution software defines users by pin number and name. These two pieces of information are required for each user account. Additional information such as a user s address may be added to assist management in employee scheduling. EDIT USER ACCOUNTS ALL OTHER USERS This screen permits management of new or existing users in Payment.Solution. The Payment.Solution software defines users by pin number and name. These two pieces of information are required for each user account. Additional information such as a user s address may be added to assist management in employee scheduling. Employee ID This field assigns a unique Personal Identification Number (PIN) to this user. This is a required field. PINs must be numeric and no more than 4 numbers in length. This field is available for editing only when adding a new user. An existing user s PIN can t be edited. If you wish to change a user s PIN, create a new user with the desired PIN and delete the old. See A Word on PINS and Passwords at the end of this section for more details. Name This field records this user s full name. This is a required field. Display Name This field assigns a name to this user which will be displayed on the Main Sales Screen when this user logs in as well as on receipts generated by Payment.Solution for transactions this user completes. This is a required field. Phone This field stores the phone number where this user can be reached at. This can be the user s home phone, mobile phone or business phone. Using the business or mobile phone is the most common. It is not required, but it can be especially useful in a multi store environment. 34 P.S Enterprise Manager POS Module

69 Security Level This field specifies the user s level of access to the Payment.Solution system and sets permissions to use certain menus and functions. This is a required field. There are currently 3 levels of access a user can have: 1. Administrator This level uses 0 as its security code. Administrators have total unrestricted access to all functions and menus in Payment.Solution. Administrators also typically perform user and inventory maintenance as well as setting Payment.Solution Configuration. 2. Manager This level uses 1 as its security code. Managers have access to most functions and menus in Payment.Solution. All functions described in this section of the manual entitled Manager Functions are restricted to Managers and Administrators only. Depending on Payment.Solution Configuration settings, Managers may or may not have access to Maintenance screens. 3. User This level uses 2 as its security code. Users have access to the Main Sales Screen, Inventory Search, Payment, and all necessary functions to transact a sale in Payment.Solution. Users do not have access to Manager Functions or user and inventory maintenance. Password This field allows the assignment of a unique password for this user for security purposes. This field is not required. A user s PIN appears on receipts and reports, but their password never does. If using a password, the value must be numeric and cannot exceed 4 digits in length. See A Word on PINS and Passwords at the end of this section for more details. Address This field stores the street portion of this user s address. This can be the user s home address or business address. Using the business address is the most common. It is not required, but it can be especially useful in a multi store environment. City This field stores the city portion of this user s address. This can be the user s home address or business address. Using the business address is the most common. It is not required, but it can be especially useful in a multi store environment. State This field stores the state portion of this user s address. This can be the user s home address or business address. Using the business address is the most common. It is not required, but it can be especially useful in a multi store environment. Zip Code This field stores the ZIP code portion of this user s address. This can be the user s home address or business address. Using the business address is the most common. It is not required, but it can be especially useful in a multi store environment. Status Code This field assigns a user s status in Payment.Solution. This field is not required. There are currently two status codes defined. 1. Active Active users can log on to Payment.Solution and transact sales. Details about them appear on reports. 2. Inactive Inactive users are merely marked as such and are not removed from the database. This is useful for reporting purposes when searching old sales for detail information on users which no longer work at this location or are no longer users of Payment.Solution. If a user is deleted from the database permanently, no details for them are available on reports which may be generated after the deletion. 35 P.S Enterprise Manager POS Module

70 Notes This field allows a Manager or Administrator to record a custom note about this user. There are no size restrictions on this field and it is not required. This command initiates a search among inventory for an Employee number that the Manager or Administrator will specify. You will be prompted to enter a number. This allows navigating the user list to a specific employee without having to scroll through the set using the other navigation buttons. It is available whenever an user is not being edited or a new item being added. This command is a navigational command. It will select the first user in the employee table in the database and place its detail information in the fields in the employee Detail section. It is available whenever an item is not being edited or a new item being added. This command is a navigational command. It will select the user in the employee table in the database which appears before the current user and place the details of the account in the fields in the User Detail section. It is available whenever an account is not being edited or a new account being added. This command is a navigational command. It will select the user in the employee table in the database which appears after the current user and place the details of the account in the fields in the User Detail section. It is available whenever an account is not being edited or a new account being added. This command is a navigational command. It will select the last item in the inventory table in the database and place its detail information in the fields in the Item Detail section. It is available whenever an item is not being edited or a new item being added. This command will allow all fields in the User Detail section to be edited for the current user. The edited information is not entered into the system s employee database until the Save command is issued. It is available whenever an account is not being edited or a new account being added. This command will clear all fields in the User Detail section and allow the addition of a new account into the system s employee database. It is available whenever an account is not being edited or a new account being added. This command will permanently remove this user account from the system s employee database. You will be asked to confirm the deletion before it is cleared from the database. It is available whenever an account is not being edited or a new account being added. This command commits the changes made to edited accounts and writes user accounts which have been added to the system s employee database. It is available whenever an account is being edited or a new account being added. This command negates all changes made to an account which as edited or cancels the addition of accounts which have been added. It is 36 P.S Enterprise Manager POS Module

71 available whenever an account is being edited or a new account being added. This command exits the User Maintenance screen and returns the Manager or Administrator to the Maintenance Menu. This command initiates a search among the entire user list entered into the Payment.Solution system. A list is displayed where you may choose an employee. Once one is chosen from the list the employee s information is displayed in the User Detail section. It is available whenever an A Word on PINs & Passwords PINs and passwords when used in combination provide individualized access to the Payment.Solution system in a secure manner. A PIN should be numeric and not exceed 4 characters in length. Passwords are not required, but if they are used they should also be numeric and not exceed 4 characters in length. When logging onto Payment.Solution, a user enters his or her PIN and password combination as one entry. (PIN 3333 and password 1234 are entered as ) Click Save then Quit to exit the maintenance screen. Select this function to display a report that lists all of the registered users in Payment.Solution Enterprise Manager (see example below). The option to print this report is available once the report is displayed. 37 P.S Enterprise Manager POS Module

72 Item Master Maintenance This screen allows the user to define the items, services etc. that your organization will offer for sale. This screen is where a Manager or Administrator can enter and maintain items for sale in Payment.Solution. New items are entered and identified by an Item Number (SKU), Description, and Category. An item s price, whether it is a taxable item, are all also defined here. Product ID This field assigns a unique number to this item in the inventory list for this register. Most Item Numbers come from the item s bar code, but Item Numbers may also be user defined. This number must be unique for each individual item. *** NOTE: Bar code scanning will not provide the user defined Item Number; therefore, DO NOT assign user-defined Item Numbers to items which will be bar code scanned. Manufacturer This field assigns a value to the name of the manufacturer of the current item if it has a specific or known manufacturer. Some items may not have a manufacturer, being generic by nature. Alternately, if the item does not have a known manufacturer or is generic by nature, this field may be used as a further description field for the item. Description This field assigns a description to the current item. Descriptions should be specific and useful for differentiating one item from another at a glance. Size This field assigns the size of the current item. If the item does not have a specific size, this field may be left blank. Dept This field assigns a department (category) to which the current item belongs. This field is used in conjunction with the Class and Sub Class fields for categorizing inventory. This field is not expressly required, but should not be left blank in most cases. 38 P.S Enterprise Manager POS Module

73 Class This field assigns a classification to the current item. This field is used in conjunction with the Department and Sub Class fields for categorizing inventory. This field is not expressly required, but should not be left blank in most cases. Sub This field assigns a sub-classification to the current item. This field is used in conjunction with the Department and Class fields for categorizing inventory. This field is not expressly required, but should not be left blank in most cases. Taxable Y/N? This field allows you to assign whether or not this item is taxable. If this item is taxable, a value should also be entered in the tax code field. Tax Code This field specifies which tax rate and computational method to apply to this item for computing its tax when one is selected for sale. The tax codes are defined in Payment.Solution configuration by your systems Administrator. Sell Price This field assigns a default price for this item. All transactions in which this item is chosen for sale will begin discount and tax calculations based on this amount. Mark Down Price This field is used for predefining product markdown outside of an individual transaction and takes effect whenever this item is selected for sale for the duration of the markdown period. It sets the markdown price for the currently selected item for the duration of the markdown. Effective Date This field is used for predefining product markdown outside of an individual transaction and takes effect whenever this item is selected for sale for the duration of the markdown period. It sets the date the markdown price goes into effect for the current item. Status This field assigns an item s status in Payment.Solution. There are currently two status codes defined. 1. Active Active items can be selected for sale and details about them appear on reports. 2. Inactive Inactive items are merely marked as such and are not removed from the database. This is useful for reporting purposes when searching old sales for detail information on products which were sold but are no longer offered. If an item is deleted from inventory permanently no details for that item are available on reports which may be generated after the deletion. Status Effective Date This field assigns a date when an item s status changes. If an item has been marked inactive, specifying a date in this field will make the item active (or inactive) after that date but not before. If a date has not been specified, the item becomes active (or inactive) immediately. This command initiates a search among inventory for a Product ID number that the Manager or Administrator will specify. You will be prompted to enter a number. This allows navigating the inventory records to a specific item without having to scroll through the set using the other navigation buttons. It is available whenever an item is not being edited or a new item being added. This command is a navigational command. It will select the first item in the inventory table in the database and place its detail information in the 39 P.S Enterprise Manager POS Module

74 fields in the Item Detail section. It is available whenever an item is not being edited or a new item being added. This command is a navigational command. It will select the item in the inventory table in the database which appears before the current item and place its detail information in the fields in the Item Detail section. It is available whenever an item is not being edited or a new item being added. This command is a navigational command. It will select the item in the inventory table in the database which appears after the current item and place its detail information in the fields in the Item Detail section. It is available whenever an item is not being edited or a new item being added. This command is a navigational command. It will select the last item in the inventory table in the database and place its detail information in the fields in the Item Detail section. It is available whenever an item is not being edited or a new item being added. This command will clear all fields in the Item Detail section and allow the addition of a new item into the system s inventory database. It is available whenever an item is not being edited or a new item being added. This command will allow all fields in the Item Detail section to be edited for the current item. The edited information is not entered into the system s inventory database until the Save command is issued. It is available whenever an item is not being edited or a new item being added. This command will remove the current item from the system s inventory database. You will be asked to confirm the deletion before it is cleared from the database. It is available whenever an item is not being edited or a new item being added. This command commits the changes made to edited items and writes items which have been added to the system s inventory database. It is available whenever an item is being edited or a new item being added. This command negates all changes made to an item which as edited or cancels the addition of items which have been added. It is available whenever an item is being edited or a new item being added. This command exits the Inventory Maintenance screen and returns the Manager or Administrator to the Maintenance Menu. This command initiates a search among the entire inventory entered into the Payment.Solution system. A list is displayed where you may choose an item. Once one is chosen from the list the item s information is displayed in the Item Details section. It is available whenever an account is not being edited or a new account being added. After all of the information is provided select Save to accept the information entered (or Cancel to delete all changes/additions made) then Quit to exit the maintenance screen. 40 P.S Enterprise Manager POS Module

75 Select this function to display a report that lists all of the Items currently entered in the inventory database in Payment.Solution Enterprise Manager (see example below). The option to print this report is available once the report is displayed. 41 P.S Enterprise Manager POS Module

76 Reports TYPES OF REPORTS View Transaction Information Daily Cash Report Location Sales Reports Sales by Payment Type Reports Sales by Product Reports Gift Card Reports Selecting the Desired Report Select Reports from the options bar at the top of the Payment.Solution Enterprise Manager Main screen. Select the desired reports. Types of Reports VIEW TRANSACTION HISTORY 42 P.S Enterprise Manager POS Module

77 Options: Lookup an Individual Transaction (Single Register Only) This report will give the user the ability to search a past transaction and its details. This report can only search for a transaction on one register and location at a time. LOCATION This drop down list contains the locations that are currently added to the system. Select the desired location from the list. REGISTER This drop-down list contains the registers that are associated with the selected location. Select the desired register from the list. TRANSACTION NUMBER Enter the transaction number into the space provided. This number can be found on the original transaction receipt as well as found by using the Search Old Sales from the workstation in which the transaction took place. TRANSACTION INFORMATION: Once valid information is entered in the above fields Payment.Solution Enterprise Manager will display the details for that transaction. o o o o Date/Time This area displays the date and time in which the transaction took place. Type This area will display the type of transaction that took place (e.g. Sale or Return Item Count This area displays the total of items that were sold (or refunded) in this transaction. Amount This area displays the total monetary amount of the transaction 43 P.S Enterprise Manager POS Module

78 o o Employee ID This area displays the ID for the user that was logged in to Payment.Solution when the transaction was completed. Comments This area displays any notes that were added to the comments field during this transaction. PRINT Select this function to send the Transaction History to the printer. DISPLAY Select this function to display the current Transaction details. The option to print from the display screen is available. CLOSE Select this function to exit this screen and return to the previous screen. Search Transaction (Multiple Registers) this option allows the user to perform a search over multiple registers to locate a specific transaction or transactions. LOCATION This drop down list contains the locations that are currently added to the system. Select the desired location from the list. The option to select all locations is also available. REGISTER This drop-down list contains the registers that are associated with the selected location. Select the desired register from the list. The option to select all registers is also available. SEARCH CRITERIA (Not required but recommended to narrow a search) o Date From/To To select a date range in which to perform the search enter the date range in the field provided or use the calendar tool to select a date. To select only one day, select the same date in both the From and To fields. 44 P.S Enterprise Manager POS Module

79 o o Total This search tool allows the user to select a price range in which the transaction amount would fall under. This will narrow the search to only those transactions following the entered criteria. Employee This drop-down box allows the user to select a specific employee in which to perform the transaction search. ADVANCED o Items Sold Include This search tool allows the user to select a specific item in which to narrow the search. Only transactions containing this item (considering the additional criteria entered) will be included in the search results. o Payment Types Include This search tool allows the user to select a specific payment type in which to narrow the search. Only transactions containing this payment type (considering the additional criteria entered) will be included in the search results. Once the desired search criteria has been entered Payment.Solution Enterprise Manager will return the results of the search. It will produce a list of transactions that met the criteria entered. 45 P.S Enterprise Manager POS Module

80 DAILY CASH REPORT To send the report directly to the default printer without viewing the report first, select this option. The option to print is also available on the Display screen. Select this option to generate and view a report for the criteria selected above. The option to print is also available on this screen once the report is generated. See Using the Report Display Toolbar section for more details on the Display option. Select this option to exit the report criteria screen and return to the Enterprise Manager main screen. Date this selection field will allow the user to select a specific date to generate the desired report. A date may be selected by manually entering the desired date or by selecting the calendar tool to choose a date. Location Use this drop-down box to select from the available locations (branches). Only those that are entered in the branch database will be visible in this selection field. To view all information for all branches entered in the system select All Locations from the list. Register When one or more registers are available for a location a selection of registers will be listed in this selection field. The option to view all information for all registers in the location is available by selecting All Registers from the list. 46 P.S Enterprise Manager POS Module

81 47 P.S Enterprise Manager POS Module

82 SALES REPORTS There are a variety of sales reports that are available for Payment.Solution Enterprise Manager, that include location sales, product sales payment type reports among other reports. The following categories of reports follow the same search functions. The screen below is used to enter report criteria for a variety of reports (Categories List below): Location Sales Reports Sales by Payment Types Report Sales by Product Type Report Search Criteria: Report Use this drop-down box to select a sub-report from the list. Date from/to To select a date or date range in which to run the report enter the date range in the fields provided. If you would like to run a report for only one date input the same date in both the two and from fields. Location This drop-down box provides a list of available locations. If you would like to choose one location, select it from list. If you would like to run a report for all available locations, choose All Locations. Register This drop-down box provides all available registers for the selected location. This box is only changed if a location has been selected in the field above. If you would like to run the report for a specific register, select if from the list. If you would like to run the report using all available registers for the selected location, select All Registers. Each report category contains sub-reports that relate to the specific category. A list of categories, their sub-reports and examples of each are listed below. 48 P.S Enterprise Manager POS Module

83 LOCATION SALES REPORTS (Three available reports) 1. Location Revenue Detail Ex: 2. Location Revenue Summary Ex: 3. Location Sales Analysis Detail Ex: 49 P.S Enterprise Manager POS Module

84 SALES BY PAYMENT TYPE REPORTS (Two available reports) 1. Sales Report Summary by Payment Type Ex: 2. Sales Report Detail by Payment Type Ex: 50 P.S Enterprise Manager POS Module

85 SALES BY PRODUCT REPORTS 1. Sales Report by Date/Item Ex: 2. Sales Report Detail by Date/Item Ex: 51 P.S Enterprise Manager POS Module

86 3. Sales Report by Item Ex: 4. Sales Report Detail by Item Ex: 5. Sales Report Detail by Category/Item Ex: 52 P.S Enterprise Manager POS Module

87 6. Sales report Detail by Category/Item E x : 53 P.S Enterprise Manager POS Module

88 GIFT CARD REPORTS Gift Card Liability Report The Total Card Liability Report displays the total number of cards that are active and in circulation. This report also displays the outstanding balance for all cards in circulation as of the current date. This report requires no additional report criteria. The report will generate information using any transactions up until the last transfer from all clients. Example: 54 P.S Enterprise Manager POS Module

89 Card Activity Detail by Date This report list all activity for all gift cards in circulation and separates all activity by the date in which the transactions occurred. It is suggested that at least one report criteria is entered to narrow results. Report Criteria: Date from/to To select a date or date range in which to run the report enter the date range in the fields provided. If you would like to run a report for only one date input the same date in both the two and from fields. Location This drop-down box provides a list of available locations. If you would like to choose one location, select it from list. If you would like to run a report for all available locations, choose All Locations. Register This drop-down box provides all available registers for the selected location. This box is only changed if a location has been selected in the field above. If you would like to run the report for a specific register, select if from the list. If you would like to run the report using all available registers for the selected location, select All Registers. 55 P.S Enterprise Manager POS Module

90 Individual Card History Report This report allows the user to view transaction history for a specific gift card number. To generate a report for a specific gift card number, enter the number into the Card Number field and select the search button. The system will validate the card number entered and will indicate when it is available for reporting. At this point the user will have the option to send the report directly to the printer or display it on the screen. The option to print this report from the display screen is also available. Example: 56 P.S Enterprise Manager POS Module

91 Using the Report Display Toolbar The report View Tools allow you to control onscreen viewing of the report as well as providing the ability to send it to another appropriate viewing format (i.e. MS Excel). Export, Search, and View Print Functions Export Envelope Provides the ability to send it to another appropriate viewing format (i.e. MS Excel). Clicking the export envelope brings up the Export dialog box. From here choose the type of file for output. (i.e. MS Excel, PDF, etc.) Print Select this icon to print the current document. You will have the option to select the printer that this document is to be printed on. Page Control Using this tool allows movement from page to page within the report Stop Loading Use this icon to stop the current information from loading. Refresh This command refreshes the current screen. Search Use this tool when looking for a specific word, phrase, number or identifier (i.e. PIN, Transaction #.) Zoom The zoom control changes the size of the report being viewed. Viewing options include: whole page, page width, single page, etc. PRINT FUNCTIONS OTHER FUNCTIONS Select this function to access a list of available printers to choose the desired print location for the report displayed. Select this function to send the currently displayed printer to the chosen print location. Select this function to close the report display screen and return to the Enterprise Manager main screen. 57 P.S Enterprise Manager POS Module

92 Lists Types of lists (may vary) Location List Register List by Location Employee List Item Master List Item List by Category Item List by Department Item List by Class Item Category List Item Class List Item Size List Item Manufacturer Department List Selecting the Desired List Select Lists from the options bar on the Payment.Solution Enterprise Manager Main screen. Select the desired list by highlighting it and press Ok to continue. After selection has been made, select Preview to view the selected list or press Cancel to go back to the Payment.Solution Enterprise Manager main screen. 58 P.S Enterprise Manager POS Module

93 Available Lists LOCATION LIST This report displays a list of the current locations and their corresponding Location ID s REGISTER LIST BY LOCATION This report displays a list of registers. These registers are separated by the location in which the register is located. This report also displays details of the registers such as Register ID s and Description. EMPLOYEE LIST This report displays a list of employees including details of each employee. These details include Security level, status (active or inactive), phone numbers and Employee ID s (the associated password is not included on this list). 59 P.S Enterprise Manager POS Module

94 ITEM MASTER LIST This report displays the current list of item in the inventory database. Also included in this list is the Item ID, Category, Description as well as The list price of the item and whether the item is taxable or not. ITEM LIST BY CATEGORY Included on this list are items categorized by the Item Category the item falls under. Categories are defined in the Setup menu and assigned to an item in the Inventory Maintenance function located under the Maintenance Menu. 60 P.S Enterprise Manager POS Module

95 ITEM LIST BY DEPARTMENT Included on this list are items separated by the department that each item falls under. Departments are defined in the Setup menu and assigned to an item in the Inventory Maintenance function located under the Maintenance Menu. ITEM LIST BY CLASS This list displays the current items in the Inventory database separated by the Class that the item falls under. Lists are defined in the Setup menu and assigned to an item in the Inventory Maintenance function located under the Maintenance Menu. ITEM CATEGORY LIST This report displays a list of all Categories available used to further define an item in the inventory database. Categories are defined in the Setup menu and assigned to an item in the Inventory Maintenance function located under the Maintenance Menu. 61 P.S Enterprise Manager POS Module

96 ITEM CLASS LIST This report displays the available Classes used to further define an item in the Inventory database. Classes are defined in the Setup menu and assigned to an item in the Inventory Maintenance function located under the Maintenance Menu. ITEM SIZE LIST This report displays a list of all Sizes used to further define an item in the Inventory database. Sizes are defined in the Setup menu and assigned to an item in the Inventory Maintenance function located under the Maintenance Menu. ITEM MANUFACTURER This report displays a list of all Manufacturer names that are used to further define an item in the Inventory Database. Manufacturers are defined in the Setup menu and assigned to an item in the Inventory Maintenance function located under the Maintenance Menu. DEPARTMENT LIST - This report displays a list of all Departments that are used to further define an item in the Inventory Database. Departments are defined in the Setup menu and assigned to an item in the Inventory Maintenance function located under the Maintenance Menu. 62 P.S Enterprise Manager POS Module

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98 Setups Types of Setups (may vary) Item Category Setup Item Class Setup Item Sizes Setup Department Setup Manufacturers Setup Selecting the Desired Setup Function Select Setup from the options bar on the Payment.Solution Enterprise Manager Main screen. Select the desired Setup by highlighting the setup and press Okay to continue. ITEM CATEGORY SETUP This function is used to define Categories of items that are in the inventory database. Categories can, for example, further define and item by indicating that they fall under the merchandise, not the Gift Card or miscellaneous categories. In this screen, two items must be entered; The Category Code, which is typically an abbreviation of the Category that is being defined as well as a full description of the Category. See example below. Once a Category has been entered, select Save to confirm the addition or change of the Category. The categories entered will be available for selection on the Inventory Maintenance screen in a dropdown box. This is not a required item. 64 P.S Enterprise Manager POS Module

99 ITEM CLASS SETUP If applicable, use this function to define Classes that are used to further describe items in the Inventory Database. Depending on the type of business, this can be used to define an item further by classifying them under specific types of merchandise, such as Clothing (rather than just Merchandise). Sub-classes can be defined in this screen, as well. Sub Classes, could be used to further define the item by type of Athletic clothing, such as Hockey clothing. To add a sub-class select Edit from the functions on the top of the screen and select Add from the function bar on the bottom of the screen. This action will display another screen prompting the user to enter a Sub-class ID and description. Sub-class selections will be available on the Inventory Maintenance Function screen. ITEM SIZE SETUP This setup is used to define sizes used to further define items in the Inventory Database. These sizes can be used to define, for instance, a size of clothing (ex. Small (S) Medium (M)) or Size of shoe (6, 8.5, 11, etc.) In this screen, a Size or abbreviation of a Size must be entered. See example below. Once a Size has been entered, select Save to confirm the addition or change of the Size. The Sizes entered will be available for selection on the Inventory Maintenance screen in a drop-down box. This is not a required item. 65 P.S Enterprise Manager POS Module

100 DEPARTMENT SETUP This setup is used to define Departments used to further define an item in the Inventory Database. Departments are used to group a set of similar items into one department of items. Departments can include Housewares, Electronics, Shoes, etc. In this screen, two items must be entered; The Department ID, which is typically an abbreviation of the Department that is being defined as well as a full description of the Department. See example below. Once a Department has been entered, select Save to confirm the addition or change of the Department. The Departments entered will be available for selection on the Inventory Maintenance screen in a drop-down box. This is not a required item. MANUFACTURERS SETUP This setup is used to define Manufacturers to further define items in the Inventory Database. A Manufacturer can be the Name or Brand of the item such as Nike, or Adidas. In this screen, The Manufacturer name should be entered in the field provided. See example below. Once a Manufacturer has been entered, select Save to confirm the addition or change of the Manufacturer. The categories entered will be available for selection on the Inventory Maintenance screen in a drop-down box. This is not a required item. 66 P.S Enterprise Manager POS Module

101 Help Types of Help (may vary) Change Password About this function will display the information about this application, including its version and other details. Selecting the Desired Help Function Select Setup from the options bar on the Payment.Solution Enterprise Manager Main screen. Select the desired Setup by highlighting the setup and press Okay to continue. CHANGE PASSWORD ADMINISTRATOR ACCOUNT This option allows the user to change the Administrator Account Password**. This will change the administrator Password for access to the Payment.Solution Enterprise Manager Configuration function as well as the login to the Main Payment.Solution Enterprise Manager Screen. **Warning: Do NOT lose this password. (Please see next section for details) WHAT TO DO ABOUT A LOST ADMINISTRATOR PASSWORD It is recommended that you take very good care not to misplace or forget your Payment.Solution Enterprise Manager Administrator password. In the event that you have lost or forgotten your Payment.Solution Enterprise Manager Administrator password there is one possible course of action you can take. 67 P.S Enterprise Manager POS Module

102 Reinstall The Application First, copy the folder named Data in the installation directory to another location so that you can restore your transaction data after reinstalling. Next, Uninstall the application using the Add/Remove Programs applet in the Windows Control Panel. Then you must delete the installation directory since configuration files are not automatically uninstalled. (This is to preserve settings during an upgrade). Then you may reinstall the application using the steps outlined in the Installation section of this manual and restore your Data folder from backup. CAUTION: USING THIS METHOD CAN RESULT IN THE LOSS OF ALL TRANSACTION DATA IN ADDITION TO CONFIGURATION SETTINGS. BEFORE PROCEDING WITH THIS METHOD COPY THE FOLDER NAMED DATA IN THE INSTALLATION DIRECTORY TO ANOTHER LOCATION. IF YOU DO NOT COPY THE DATA FOLDER YOUR TRANSACTION DATA WILL BE LOST. ABOUT This screen displays software details on the product you have purchases including Software name, Version Number and copyright information. You also have the option to view system Information that contains a variety of menus that list information regarding this software. 68 P.S Enterprise Manager POS Module

103 System Administration P.S Enterprise Manager User s Guide System Administration Functionality Accessing System Administration After logging into Payment.Solution Enterprise Manager, the system will default to the Point of Sale Manager application and its functions. To access the System Administrative functions in this program click on the Applications function button located on the main menu and select System Administration from the list of available applications. Once the user has clicked on System Administration (will be highlighted) Payment.Solution Enterprise Manager will provide a brief description of the application selected. The user is asked to confirm the decision to access the selected application by pressing OK. 1 P.S Enterprise Manager Administrative Functions

104 System Administration P.S Enterprise Manager User s Guide To ensure that the user has accessed the correct application Payment.Solution Enterprise Manager will display the name of the current application directly above the function buttons (main menu). Once the correct application is accessed, the functions available for this application will be enabled. If a function button is grayed out, this means that there are no functions available for that category in the current application. System Administration Main Menu Applications This function allows the user to switch between applications that are available for this version of Payment.Solution Enterprise Manager. To switch to a different application, select the application button and choose an application from the list. The available applications for this version of Payment.Solution Enterprise Manager include: System Administration Point of Sales Manager Activity There are no available functions for this selection. Maintenance There are no available functions for this selection. Reports There are no available functions for this selection. Lists There are no available functions for this selection. Queries There are no available functions for this selection. Setups This selection will display the functions relating to the updating of system defaults including user and group accessibility. The available functions for this selection may include (see Setups in this section for more details on the functions listed below): User Table Maintenance Group Table Maintenance User Menu Setup Default Values Table Maintenance Help This selection will display the functions relating to support and FAQ s as well as the ability to changer the Administrator Password. The available functions for this selection may include: About this function will display the information about this application, including its version and other details. Change Password See Payment.Solution Enterprise Manager Module section for more details on this section. 2 P.S Enterprise Manager Administrative Functions

105 System Administration P.S Enterprise Manager User s Guide Setups Accessing the Setup Functions Click once on the Setups Function button to access the Setups drop down menu. Select the desired setup function from the list. SETUP USER - USER TABLE MAINTENANCE This function allows the user to define account settings for all users of this application. This information should only be accessed by those with an administrative security level. The user will be asked to confirm the decision to access the selected function by pressing OK. 3 P.S Enterprise Manager Administrative Functions

106 System Administration P.S Enterprise Manager User s Guide USER ACCOUNT CONTROL This screen will allow the user to add, update or delete Enterprise Manager user accounts. Please note that this function is only to be used to setup user accounts for the Enterprise Manager and does not transfer to Payment.Solution (Point-of-Sale). See the User Maintenance section of this manual for detailed instruction on how to setup Payment.Solution user accounts. FUNCTIONS Select this function to add a new user account for the Enterprise Manager. This function will prompt the user to enter details for the new user account. Once this information has been added the user will now have certain permissions for use in the Enterprise Manager. If changes need to be made for an existing user account, select this function. The user will have access to the current account information for this user and make changes as necessary. If a user no longer requires access to the Enterprise Manager and its functions a user can be removed from the system. This user will be removed completely from the system so it will need to be recreated if the user would need access again. To exit the user account setup screen select this function. The user will return to the Enterprise Manager System Functions Main screen. 4 P.S Enterprise Manager Administrative Functions

107 System Administration P.S Enterprise Manager User s Guide EDIT/ADD USER ACCOUNT USER ACCOUNT - USER INFORMATION First Name This field shows the last name of the selected user. Last Name This field shows the first name of the selected user. Title This is an optional field. Can be used to enter a brief description of an employee s title (i.e. assistant supervisor) Work Number This is an optional field. A work phone number may be entered in this field This is an option field. Enter the employee s address in this field USER ACCOUNT - ACCOUNT INFORMATION User ID This field indicates the login name of the employee selected. Once this User ID has been set it cannot be changed. If a user ID needs to be changed the entire User ID record will have to be deleted and re-entered again. A unique User ID must be given to each employee. A User ID may only be used once. Password This field will not change. The number of X s does not indicate the number of characters in the password of the selected user. Passwords cannot be reset in this table but cannot be changed. Instructions for changing a password are in the following section. 5 P.S Enterprise Manager Administrative Functions

108 System Administration P.S Enterprise Manager User s Guide Start in Module This function allows the user to select a module that will be the first visible module upon login. This can be dictated by the user s functionality in the system. Expiration Date This function allows the user to set an end date for this user account. This user will lose access to any module in this system after the set expiration date. This field is optional and can be left blank. MEMBER OF - This screen will allow the user to add the selected user to certain groups within the Enterprise Manager System. The default account available in Enterprise Manager is System Administrator. FUNCTIONS To add a user to an available account, select this function. This function will access a list of available member groups. Select the group in which to add the user by highlighting the group and press okay. This will add the group to the list of available groups for that user. If the account is not listed in the group list please refer to the Setup Groups section of this manual for details on setup of new groups. To delete an account from the existing list, highlight the desired account from the list and press this function. This will permanently delete this account from the system database and will have to be reentered if this account is active again. 6 P.S Enterprise Manager Administrative Functions

109 System Administration P.S Enterprise Manager User s Guide To cancel any action taken in this screen and return to the previous screen without saving any changed information, select this function. To accept the changes made to the updated accounts select this function. Adding Users 1. From the Setup tab on the System Administration module in Payment.Solution Enterprise Manager select, User Setup. 2. Select the from the User Accounts List screen and the User Account screen will appear. 3. Enter the User Information for the User including the First and Last name, Title, Phone, and Next, enter the Account Information for this user. This information includes the User ID and Password, Start in Module. 7 P.S Enterprise Manager Administrative Functions

110 System Administration P.S Enterprise Manager User s Guide 5. Once the above information is entered select the Member of tab from the top of this screen. 6. Select to select the group or groups in which this user is a member of. 7. Highlight the desired group from the list. To select more than one group for this user. Hold down the Shift key while selected each group. If no groups are listed or the desired group is not listed, see the Setup Groups section to add the desired group to the list. 8. Once the group or groups are selected, press to save the information and return to the Member of tab. 9. Once at the Member of tab screen select to return to the User accounts list screen. 8 P.S Enterprise Manager Administrative Functions

111 System Administration P.S Enterprise Manager User s Guide SETUP GROUPS Group Table Maintenance sets general higher level permissions for users as a group. This allows them access to specific modules within the Payment.Solution Enterprise Manager. FUNCTIONS This function is used to create new groups that will then define a user s security level in the system. If changes are to be made to an existing group on the list on the left use this function. The desired group must be highlighted in order for this function to be highlighted. To remove a group from the list of current groups select this function. This function will only be available if a group is highlighted in the list on the left of the screen. To exit the Group List screen, select this function. The user will be returned to the Enterprise Manager main screen. 9 P.S Enterprise Manager Administrative Functions

112 System Administration P.S Enterprise Manager User s Guide EDIT/ADD GROUPS GROUP RECORD GROUP INFORMATION Group ID This field assigns a title for the designated group. This title will represent the group in all other screens where this group is shown. Description A description of the group may be entered in this field. The group ID the Group Description can be the same if no description is needed (e.g. Staff, Staff). GROUP RECORD MODULE ACCESS PERMISSION System Module This column list the available system modules for your version of Payment.Solution. Enterprise Manager Access Allowed This column allows the user to select the modules in which this group has access to. 10 P.S Enterprise Manager Administrative Functions

113 System Administration P.S Enterprise Manager User s Guide MEMBERS This tab will allow the operator to add members to this group. FUNCTIONS To add a user to an available group, select this function. This function will access a list of users. Select the group in which to add the user by highlighting the group and press okay. This will add the group to the list of available groups for that user. If the user is not included in the displayed list the user will need to be added. Please refer to the Setup Users section of this manual for details on setup of new users. To delete a user from the group, highlight the desired user from the list and press this function. This will permanently delete this user from the system database and will have to be reentered if this user is to be added at a later time. To cancel any action taken in this screen and return to the previous screen without saving any changed information, select this function. To accept the changes made to the updated group, select this function. 11 P.S Enterprise Manager Administrative Functions

114 System Administration P.S Enterprise Manager User s Guide Adding a Group 1. From the Setup tab on the System Administration module in Payment.Solution Enterprise Manager select, Group Setup. 2. Select from the Group List screen. This will access the Group Record Screen. 3. Enter the Group information which includes the Group ID and Description. 4. Next, select the module(s) in which this group has access to by clicking in the Access Allowed column next to the desired group. This will place a checkmark in the appropriate box 5. Once all of the information for this group is added select the Members tab to add users to this group. 12 P.S Enterprise Manager Administrative Functions

115 System Administration P.S Enterprise Manager User s Guide 6. Select to display a list of available users. 7. Highlight the desired user and press. To add more than one user to this group hold down the Shift key while selecting each user. Pressing OK will save the selections and return the user to the Members tab. 8. To save all entered information and return to the Group List screen press on the Members tab. 13 P.S Enterprise Manager Administrative Functions

116 System Administration P.S Enterprise Manager User s Guide USER MENU SETUP This function allows the user to specify custom menu options for individual users. This function is not available for this version of Payment.Solution Enterprise Manager. 14 P.S Enterprise Manager Administrative Functions

117 System Administration P.S Enterprise Manager User s Guide DEFAULT VALUE TABLE MAINTENANCE This function allows the user to define default codes for various modules and activities in Payment.Solution Enterprise Manager. SEARCH AND EDIT FUNCTIONS The full list of search and edit functions are described in the previous section. Please see page 4 for more details. Use this function to display a list of all default codes that are currently entered in the Payment.Solution Enterprise Manager system. 15 P.S Enterprise Manager Administrative Functions