CONFIGURING COUNTERPOINT SQL

Transcription

1 CONFIGURING COUNTERPOINT SQL Agenda Table of Contents For Your Information Overview of class format, training materials, and the training facility. General Information Section 1. Installing CounterPoint SQL Covers the procedure for installing the components needed to run CounterPoint, creating a new database, and additional installation information. Section 2. Section 3. Section 4. Section 5. Section 6. Section 7. Section 8. Setting Up System Data Covers the process of configuring CounterPoint, including registration, security, workgroups, batches, taxes, accounting interface, and more. Setting Up Inventory Data Covers setting up locations, inventory control, categories, sub-categories, barcodes, and more. Setting Up Customer Data Covers customer setup and control. Setting Up Purchasing Data Covers setting up purchasing control and vendors. Setting Up Point of Sale Data Covers Point of Sale setup, for both regular ticket entry and Touchscreen, setting up stores and devices, use of form groups, configuring electronic draft capture for credit cards, and more. Customizing Dictionaries Covers making changes in the Data Dictionary and Text Dictionary. Database Utilities Covers exporting and importing database tables, backing up and restoring a database, and more. Appendix 1: Account Numbers Worksheet Appendix 2: Constructing Column Constraints Appendix 3: Using Picture Masks Appendix 4: Customer Display Layouts Appendix 5: Avoiding Multi-Site Replication Errors

2 Copyright by Radiant Systems, Inc. PROPRIETARY RIGHTS NOTICE: All rights reserved. No part of this material may be reproduced or transmitted in any form or by any means, electronic, mechanical, or otherwise, without permission in writing from Radiant Systems, Inc. SYNCHRONICS and the Synchronics designs are registered trademarks of Radiant Systems, Inc., Memphis, TN. Other products mentioned are trademarks of their respective manufacturers. REV:

3 SECTION 1: INSTALLING COUNTERPOINT SQL Components Used to Run CounterPoint SQL...1 Hardware/Software Requirements...2 Installation Sequence...3 Installing CounterPoint SQL...5 Install SSE or MSSQL Server software... 5 Microsoft SQL Server 2005 Express Setup... 6 Microsoft SQL Server 2005 Backward compatibility... 7 Microsoft SQL Server Management Studio Express... 9 Upgrading MSDE to SSE Install CounterPoint SQL Server Files Set the top-level CounterPoint folder to be shared Workstation Setup Additional Workstation Components Version Controls...22 Installing Starter Data or Demo Data...23 Installing Service Packs...24 Updating to a New Release...25 Sequence for Creating a New Company Database...26 Creating a New Company Database...27 Additional Installation Information...33 Folders and File Locations...38 Viewing Environment Settings...41 Viewing Resources and Locks...44

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5 Components Used to Run CounterPoint SQL SQL Database Manager Microsoft Data Access Components (MDAC 2.8) CounterPoint SQL program Data Dictionary Text Dictionary Database Crystal Reports NiceLabel Perfect Keyboard Export Accounting Interfaces MSSQL Server 2005 (not included) SQL Server Express 2005 (included on CounterPoint SQL DVD) Handles access to SQL database Install on SQL server; separate installation from CounterPoint Install SSE 2005 on workstation, if workstation also has local database Client for MSSQL / SSE 2005 Passes requests for data from CounterPoint to SQL Database Manager Automatically installed on workstations when CounterPoint is installed CounterPoint.exe Installs on each CounterPoint workstation Definition of CounterPoint tables, columns, and indexes Installed on server when CounterPoint is installed User-modifiable Definition of group box, button, and tab labels, and message text Installed on server when CounterPoint is installed User-modifiable Two server files that contain a company s data *.mdf = data *.ldf = transaction log Specific to and managed by SQL Database Server Used to create all provided standard reports, and forms Runtime (Version 10) provided with CounterPoint Purchase Crystal Reports 9 or 10 Professional or Advanced to modify standard reports or to build your own reports Used to create or modify labels Print Engine provided with CounterPoint Purchase NiceLabel Pro 5 or later to modify pre-defined label formats or to create your own A keyboard macro program used to program keystrokes for specialized applications Install from Additional Components area of DVD Install the SQL Server 2000 Data Transformation Services (DTS) runtime Install from Additional Components area of DVD Installing CounterPoint SQL /17/09

6 Hardware/Software Requirements Operating Systems Browser Windows Server 2003 with SP1 (recommended) Windows XP Pro with SP2 Citrix Metaframe and Microsoft Windows Terminal Services (NOTE: CounterPoint SQL is not compatible with Terminal Services running on Windows Small Business Server 2003) Internet Explorer 6.0 or higher Hardware 300 MB disk space (programs and DemoGolf database) Server: 2 GHz Pentium 4, 2 GB RAM, and DVD drive Workstation: 1.3 Celeron M or 1.6 Pentium M, 1 GB RAM (Optional) Windows Touchscreen monitors (serial or USB) Software Server and Clients Microsoft Data Access Components (MDAC) supplied with CounterPoint Server SQL Server Express 2005 (included on CounterPoint SQL DVD) or MSSQL Server 2005 (purchased separately) SQL Server Express 2005* MSSQL 2005* Included with CounterPoint Up to 5 concurrent users Up to 4 GB database Graphical interface with SQL Server Management Studio Express (SSMSE - included) Non-Multi-Site Hub system Permits control of database located on local system only (server or workstation) Purchased separately (Standard or Enterprise) 6+ concurrent users (32,000 max) 4 GB+ databases Graphical interface Multi-Site Hub system Permits control of databases located anywhere (on same server, other servers, or local workstations) * Requires Windows Installer 3.1 and.net Framework 2.0 included NOTE: Dashboard requires.net Framework 3.0 included Installing CounterPoint SQL /17/09

7 Installation Sequence Standalone and Server Environments Step On the server Comments 1. Log in as the system administrator* 2. Install MSSQL Server software or SSE SSE is provided with CounterPoint and is installed from the CounterPoint SQL DVD MSSQL is purchased and installed separately 3. Install CounterPoint SQL Server Files Optionally select to install Demo data (DemoGolf database) and/or Starter data At the end, select "Run workstation setup" if this is a standalone system or you want to run CounterPoint on the server 4. On a multi-user system, set the top-level CounterPoint folder to be shared 5. Download and install CounterPoint Service Pack (CPSQLSP) 6. Set up credit card processing to process credit card authorizations over the Internet or using dial-up service Selecting to install CounterPoint SQL automatically runs Setup.exe to install server files Demo data is a complete database for a golf pro shop Starter data is pre-defined data that can be used for a new company to minimize setup time Selecting this automatically runs WorkstationSetup.exe Set as read/write with no share password Download from Support area of Radiant s Retail website ( Refer to Credit Cards electronic documentation for instructions on setting up CPGateway and/or CPDialup * You must have Administrator rights to your server and each of your workstations to install CounterPoint SQL. Installing CounterPoint SQL /17/09

8 Step On each workstation Comments a) Log in as the system administrator* NOTE: The default Administrator User name and Password for Radiant POS terminals are administrator and gorads. b) Browse to the top-level CounterPoint folder on server and run WorkstationSetup.exe Select to install Program Files Optionally, install Utilities c) Install Adobe Acrobat reader if not already present on workstation d) Install Perfect Keyboard if you want to use this keyboard macro program on workstation e) Install SQL Server 2000 Data Transformation Services (DTS) runtime if you want to use the Upgrade Data utility or an export accounting interface Provides ability to run SQL Script Utility and Table Editor at this workstation From the CounterPoint SQL DVD, select Additional Components and then select Adobe Reader 7.0 From the CounterPoint SQL DVD, select Additional Components and then select Perfect Keyboard If you have installed SSE or MSSQL 2005, select Additional Components from the CounterPoint SQL DVD, and then select SQL Server 2000 Data Transformation Services f) Optionally, install SSE software Install SSE only if you want to use a local database on this workstation g) Install CounterPoint Service Pack (CPSQLSP) After SP is installed on server, next user who starts CounterPoint at a workstation will be asked to autoinstall service pack. Administrative rights are NOT required to install a service pack on a workstation. * You must have Administrator rights to install CounterPoint SQL for the first time on a workstation. Installing CounterPoint SQL /17/09

9 Installing CounterPoint SQL Install SSE or MSSQL Server software A database engine must be installed before CounterPoint SQL can be installed or used. You can use SQL Server Express 2005 (SSE) or MSSQL SSE is supplied with CounterPoint. a) Exit all Windows programs. b) Insert the CounterPoint DVD. The launch menu should automatically appear. If the launch menu does not automatically appear, select Start/Run and execute D:\Launch.exe (where D is the letter of your DVD drive). c) Click CounterPoint SQL Enterprise from the CounterPoint SQL Installation menu. d) Click SSE 2005 from the menu. e) After reading the Welcome screen, click Next. Installing CounterPoint SQL /17/09

10 f) The Components to be Installed dialog appears. Select the SQL Server 2005 Express Database Engine. Optionally, install SQL Server 2005 Backward Compatibility and SQL Server Management Studio Express. Click to proceed to the Start Installation dialog. g) Click to start the installation. Microsoft SQL Server 2005 Express Setup Installing Prerequisites The installer verifies whether your server has: Windows Installer 3.1 and.net Framework 2.0. Installing CounterPoint SQL /17/09

11 Setup Progress First, the SSE database engine is installed. A progress indicator keeps you apprised of the installation status of the selected components. Microsoft SQL Server 2005 Backward compatibility h) Microsoft SQL Server 2005 Backward compatibility Setup dialog displays. Click to display the License Agreement dialog. Select to accept the terms and click. Installing CounterPoint SQL /17/09

12 ( The i) Complete the Registration Information. j) Click the Data Transformation Services 2000 runtime feature, and then select the This feature will be installed on local hard drive option. (The remaining features are not necessary, so select This feature will not be available option.) Click. Click Install, to begin the installation. k) The Data Transformation Services (DTS) 2000 runtime allows you to use export accounting interfaces and the Upgrade Data utility in CounterPoint. Installing CounterPoint SQL /17/09

13 l) When the installation is complete, click Finish. Microsoft SQL Server Management Studio Express m) The Microsoft SQL Server Management Studio Express Setup dialog displays. Click to display the License Agreement dialog. Select to accept the terms and click. Installing CounterPoint SQL /17/09

14 n) Complete the Registration Information. o) Click Management Studio Express feature, and then select the This feature will be installed on local hard drive option. Click. Click Install, to begin the installation. Installing CounterPoint SQL /17/09

15 p) The Microsoft SQL Server Management Studio Express feature allows you to use a graphic interface for managing your database. q) When the installation is complete, click Finish. r) The Installation Complete dialog appears when all components have been installed. Click Finish. Installing CounterPoint SQL /17/09

16 s) You are returned to the CounterPoint SQL Installation menu when the SSE installation is completed. Upgrading MSDE to SSE If you currently have MSDE installed, you can upgrade to SSE. In addition to following the steps just outlined for installing SSE, you will need to establish a strong password. The default strong password is CounterPoint8. Strong Passwords - At least 6 characters Contains 3 of the following: - Uppercase letters - Lowercase letters - Numbers - Non-alphanumeric characters The installer does not verify that the password you enter is strong. If your password in NOT strong, the installer will use Windows authentication. After upgrading to SSE and or later version of CounterPoint, be sure to run the MSSQL2005 Conversion.sql script against your database. To start your server, select Start/Programs/Microsoft SQL Server/Configuration Tools/SQL Server Configuration Manager/SQL Server 2005 Services and right-click the SQL Server service, and then select Start. Installing CounterPoint SQL /17/09

17 Installing CounterPoint SQL Install CounterPoint SQL Server Files a) If necessary, insert the CounterPoint SQL DVD. The launch menu should automatically appear. If the launch menu does not automatically appear, select Start/Run and execute D:\Launch.exe (where D is the letter of your DVD drive). Click Install from the CounterPoint SQL menu. b) Click CounterPoint SQL from the Enterprise Install menu. Installing CounterPoint SQL /17/09

18 c) The installation wizard first checks to see if the Microsoft Data Access Components (MDAC) can be found. If the MDAC cannot be found, you will be prompted to install it. Click OK to install the missing MDAC components. The MDAC installation takes several minutes and does not display any status as it runs. d) After the MDAC components have been installed, you must reboot your system before continuing the installation of CounterPoint SQL. To continue the installation, once your system has rebooted, repeat steps a and b. After reading the Welcome screen, click. e) The Software License Agreement displays. After reading the CounterPoint SQL Software License Agreement, click Agree and then click Next to continue the installation. Installing CounterPoint SQL /17/09

19 f) The Select Components dialog appears. Specify the CounterPoint components to install on the server. You must install the Server Files. Optionally, select Demo Data and/or Starter Data and/or Dashboard Demo Data to install these databases. Click after selecting the components to install. g) The Select Top-Level Directory dialog appears. Specify the directory where CounterPoint system resource files will be stored. For the first installation of CounterPoint on a computer, the default folder is CounterPoint. If CounterPoint has been installed on this computer before, the default folder is the one used last time. Click after selecting the top-level directory. h) If you selected to install Demo Data or Starter Data, you are asked for the name of your SQL server and the path to your SQL server database files. NOTE: The SQL database manager must be running for the demo or starter data to be installed. Click to display the SQL User Information dialog. Installing CounterPoint SQL /17/09

20 i) The Windows Authentication check box is selected by default. This means that the installer will create your database with the user ID you used to log in to your computer. If not using Windows Authentication, you can select to use the SQL User ID and SQL Password. If you accepted default settings when installing SSE or MSSQL, the user ID is sa and the password is CounterPoint8. If you selected to install the demo data, you are asked for the database name and company name that you want to use. Click names. to use the default If you selected to install the starter data, you are asked for the database name and company name that you want to use for the new company database. Click after entering the names you want to use. NOTE: Use only letters and numbers in the Database Name. Do not use spaces, periods or other punctuation marks, or special characters. Installing CounterPoint SQL /17/09

21 j) The Start Installation dialog appears. Click CounterPoint SQL. to begin installing As each of the CounterPoint components are installed, the progress indicators show the percentage of completion. After all server files are installed, the Installation Complete dialog appears. Select Run workstation setup if you are installing CounterPoint on a standalone system, or if you want to use the server as a workstation to run CounterPoint. Click to exit the server setup program. This completes installation of the server files. On a multi-user system, before a workstation can run CounterPoint SQL, you will also need to 1) set the top-level CounterPoint directory on the server as "Shared" and 2) run Workstation Setup at each workstation. Installing CounterPoint SQL /17/09

22 Installing CounterPoint SQL Set the top-level CounterPoint folder to be shared At the server, use My Computer and navigate to the top-level CounterPoint SQL directory. If you used the defaults when installing the CounterPoint Server Files, it will be C:\CounterPoint. Right-click the folder and choose Sharing and Security When the CounterPoint Properties dialog appears, switch to the Sharing tab and select Share this folder. Enter a Share Name (the default is CounterPoint). Select Maximum allowed, and click. Under Group or user names, select POS_USERS, and then select Full Control in the Allow column. Click OK. Installing CounterPoint SQL /17/09

23 Installing CounterPoint SQL Workstation Setup Perform these steps at each workstation. a) Login as the system administrator. b) Use Network Neighborhood to browse to the top-level CounterPoint directory on the server. Double-click the file WorkstationSetup.exe. c) After reading the Welcome screen, click. d) The Select Components dialog appears. Specify the CounterPoint components to install on the workstation. You must install the Program Files on every workstation. Select to install Utilities only if the workstation is used by the system administrator (these utilities allow unrestricted access to the database). Select to install Dashboard if the workstation is used with the Dashboard data. e) The Select Install Directory dialog appears. Specify the local folder on the workstation where you want to install the CounterPoint programs. The default folder is C:\Program Files\CounterPoint. Installing CounterPoint SQL /17/09

24 f) The Select Start Menu Program Group dialog appears. Specify the Start Menu Program group to which the CounterPoint icons will be added. For the first installation of CounterPoint on a computer, the default group is CounterPoint SQL. If CounterPoint has been installed on this computer before, the default group is the one you used last time. Click after selecting the group. g) Click to begin installation of CounterPoint on the workstation. Indicators show the progress of installation as it copies the workstation files. Installing CounterPoint SQL /17/09

25 h) When the Installation Complete dialog appears, select whether you want a shortcut for CounterPoint to be automatically created on the desktop of this workstation. Click to exit the workstation setup program. Additional Workstation Components Adobe Acrobat Reader If a message displays that Adobe Acrobat is not installed on the workstation, you can install it by selecting Additional Components from the CounterPoint SQL DVD, and then selecting Adobe Reader 7.0 from the Install menu. You will need Adobe Acrobat to read the PDF Library for CounterPoint SQL. Perfect Keyboard If you want to use the keyboard macro program, you can install it by selecting Additional Components from the CounterPoint SQL DVD, and then selecting Perfect Keyboard from the Install menu. SQL Server 2005 Backward Compatibility If you want to use the Upgrade Data utility or an export accounting interface and are using SSE or MSSQL 2005, you will need the DTS 2000 Runtime. You can install it by selecting Additional Components from the CounterPoint SQL DVD, and then selecting SQL Server 2005 Backward Compatibility from the Install menu. SQL Server Management Studio Express If you want to use the graphic interface for managing your database, you can install it by selecting Additional Components from the CounterPoint SQL DVD, and then selecting SQL Server Management Studio Express from the Install menu. This completes the installation on a workstation. NOTE: To set up a WAN (Wide Area Network) refer to the Installation Guide. Installing CounterPoint SQL /17/09

26 Version Controls Program versions must match between workstations and server Control File On Server On Workstation CounterPoint.ini Build date Software version number Build date Software version number [Server] Top-level CounterPoint folder name on server Shared Directory database value must match workstation's control file setting In database (on server), value of: must match: DB_CTL.SHARED_DIR CounterPoint.ini setting on workstation for 'top-level CounterPoint folder on server' Build date Software version number [Server] Top-level CounterPoint folder name on server If the value does not match, you will see this error message. Resetting the shared directory value in database Enter and execute this command for the involved database in the SQL Script Utility: UPDATE DB_CTL SET SHARED_DIR = NULL This clears the directory value so that the next time the database is used in CounterPoint, the new top-level CounterPoint directory name will be written to the DB_CTL table. Installing CounterPoint SQL /17/09

27 Installing Starter Data or Demo Data Demo Data During installation of the Server Files, you also have the opportunity to install the DemoGolf demo database. This database is fully defined (golf pro shop and snack bar) and allows you to see how CounterPoint works without setting up any additional information. To use CounterPoint with the DemoGolf database, login with User ID MGR and Workgroup 1. Starter Data After you have installed CounterPoint SQL, you can set up a new company from scratch by performing the steps provided in the next section Sequence for Creating a New Company Database. For new companies, rather than set up a new company "from scratch", CounterPoint SQL includes a complete set of pre-defined Starter Data to minimize your setup time. The Starter Data can be installed when the Server Files are installed. After Starter Data is installed, refer to Modifying Starter Data in CounterPoint SQL PDF Library for information on what data is provided and the modifications you should make to suit the needs of your company. To use CounterPoint with your new company after installing the Starter Data, login with User ID MGR and Workgroup 1. Technical Notes The database files for the demo data are DemoGolf.mdf and DemoGolf.ldf. The physical database files of the Starter Data are Starter.mdf and Starter.ldf. During installation, the appropriate set of files is copied to the Program Files\Microsoft SQL Server\MSSQL\DATA directory using the directory and database name you specify. The Companies file (Companies.ini) in the top-level CounterPoint directory is also updated with a connection string, and the database is attached to the SQL server so it can be used. Installing CounterPoint SQL /17/09

28 Installing Service Packs Service Packs Cumulative updates to CounterPoint SQL programs and utilities Download CPSQLSP.EXE from Radiant s Retail Web site: (You must be a current CSS subscriber to access the support area of the website) Execute CPSQLSP.EXE to install Includes a reported problems log Install only on server a workstation will be updated automatically the next time CounterPoint is started on the workstation To subscribe to receive automatic notification of new Service Packs use the submission form at Installing CounterPoint SQL /17/09

29 Updating to a New Release Updating Databases After Installing a New Release Refer to the Update Guide for complete steps needed for the update process. Pre-installation steps Installation steps Post-installation steps Updating customizations Permissions for CounterPoint SQL Server Workstation New Install System Administrator System Administrator New Release System Administrator System Administrator Or execute Server Service Pack System Administrator Any CounterPoint user RunAsSPCAdmin.exe allows any user to update a workstation Browse to the top-level CounterPoint directory on your server and double-click RunAsSPCAdmin.exe. In the Path\Application.exe field, enter the UNC path to the top-level directory on your server, followed by InstallWorkstation.exe. If your CounterPoint server and workstations are not part of a network domain, select the Local option and enter localhost in the corresponding field. If your CounterPoint server and workstations are in a network domain, select the Domain option and enter the name of your domain in the corresponding field. Enter the administrators Username and Password. In the Current Encryptfile field, enter the UNC path to the top-level directory on your server, followed by WorkstationUpdate.spc. Select the Optional settings check box, and then enter /M=./workstationsetup.var in the Program options field. Leave the remaining default settings and click the Save Cryptfile button, and then OK to close the dialog, and then close the window. Installing CounterPoint SQL /17/09

30 Sequence for Creating a New Company Database To set up a new company database for use with CounterPoint SQL, perform these five steps after the database engine (MSSQL or SSE) and CounterPoint SQL are both installed. In a MS / Offline environment, perform all of these steps only at First Site Server. 1 Start the database engine Start SSE or MSSQL Service Manager at the server or workstation where the new database will reside. 2 Create a new SQL database At the server or workstation, use SSMSE to create a new SQL database. If run at the server, the database can be shared by all workstations. If run at a workstation, the database is local for that workstation. On a multi-user system, you may want to create a separate database user for each user who will access the database. 3 Set the connection string for CounterPoint SQL to the database At one workstation, run the CounterPoint SQL Script Utility or the System Configuration Utility to set the connection string between CounterPoint SQL and the SQL database server. 4 Create the tables, columns, and index structure for the database At any workstation or the server, start the CounterPoint SQL Script Utility and execute the mssql.sql script that establishes the CounterPoint tables, columns, and index structures for the empty database. 5 Import pre-defined forms, reports, and label jobs into company s database At any workstation or the server, start the CounterPoint SQL Script Utility and execute the mspredefineddata.sql script. Or run System / Utilities / Pre-defined Data after starting CounterPoint SQL. Repeat steps 2 5 for each additional company. Installing CounterPoint SQL /17/09

31 Creating a New Company Database 1. Start the database engine. To start the SQL server service, select Start/Programs/Microsoft SQL Server/Configuration Tools/SQL Server Configuration Manager/SQL Server 2005 Services and right-click the SQL Server service, and then select Start. When the SQL database engine is active, its icon displays (with a green arrow). 2. Create a new SQL database. At the server, use SSMSE to create a new SQL database. Click the Start button, and then select Programs / Microsoft SQL Server 2005 / SQL Server Management Studio Express. On the Connect to Server dialog, select SQL Server Authentication from the Authentication field, enter sa in the User name field, and then enter your Password for the sa user (CounterPoint8). Click. NOTE: You can change the default SSE SQL Password in SSMSE by expanding the Security / Logins folder in the Object Explorer, double-clicking the sa login, and then entering a new password in the Password and Confirm password fields. In the Object Explorer, right-click the Databases folder, and then select the New database option to display the New Database window. Enter the Database name you want to use for your CounterPoint database. For example, if your company is named CounterPoint Training, Inc., you might use Training as your database name. Click OK to create a new CounterPoint company database. When the database is created, select Exit from the File menu to close SSMSE. Installing CounterPoint SQL /17/09

32 3. Set the connection string for CounterPoint SQL to the database. To access data in a database, CounterPoint points to a database using a connection string. This connection string is referenced through an alias. CounterPoint uses the name you assign to the alias and the associated company name to refer to the database. Select Start/Programs/CounterPoint SQL/SQL Script Utility or Start/Programs/CounterPoint SQL/System Configuration Utility. For the SQL Script Utility Select File/Companies Editor or click the Companies Editor icon Alias-Company column to display the Company Names window. beside the For the System Configuration Utility Click the Companies button to display the Company Names window. From the Company Names Window, click to add a new company. Enter the database name in the Alias field and the company name in the Company field. The Alias you select must be unique. The Company name will display in the Select a Company dialog when CounterPoint is started. Click the blank Connection String column twice so that the ellipsis button displays. Then click the ellipsis button to open the Data Link Properties form. Installing CounterPoint SQL /17/09

33 Select Microsoft OLE DB Provider for SQL Server on the Provider tab. Click Next. The Connection tab now appears. Enter information on this tab as follows: 1. Select or enter a server name: Enter the server name (without \\). You will not be able to save the new company settings unless you enter a server name. 2. Enter information to log on to the server: Select Use Windows NT Integrated security if using Windows Authentication. If not using Windows Authentication select Use a specific user name and password. For SSE, the default User name is sa and the Password is CounterPoint8 (case sensitive). 3. Select the database on the server: Select the database to associate with this alias. Although it is possible to have more than one alias refer to the same database, it is not recommended. Click to verify the connection and then click OK. Click OK to close the Data Link Properties form. Installing CounterPoint SQL /17/09

34 The Company Names form displays with your new alias. Click Save on the Company Names form to save the new company settings. These settings are saved in a text file (Companies.ini) in the top-level CounterPoint directory. Click OK to exit Company Names. 4. Create the tables, columns, and index structures for the database. At the server or workstation, start the SQL Script Utility and execute the mssql.sql script that creates the tables, columns, and index structures for the database. Select Start/Programs/CounterPoint SQL/SQL Script Utility Select File/Open and open the file CounterPoint\Scripts\MSSQL.SQL. The script displays in the Script tab. In the Alias-Company drop-down box, select the company name that you created when setting the connection string in the previous step (e.g., CampGolfTraining). Click or select Script/Execute to run this script for the selected database. When the Login Information box displays, enter your SQL Login ID and password (e.g. sa and CounterPoint8 for SSE, or leave both fields blank if using Windows NT Integrated security.) Installing CounterPoint SQL /17/09

35 Click OK when prompted to confirm creation of the new database. When the script finishes successfully, an information message displays the total number of statements that were executed. 5. Import pre-defined forms, reports, and label jobs into your company s database. Select File/Open and open file CounterPoint\Scripts\msPredefinedData.sql. Execute this script for the same database. Or run System / Utilities / Pre-defined Data after you start CounterPoint and select the company. Exit the SQL Script Utility when completed. This completes creating a new company database. You will now be able to select this database by its company name whenever you start CounterPoint SQL. Installing CounterPoint SQL /17/09

36 Installing CounterPoint SQL /02/07 Creating a New Company Database SSE/MSSQL Create physical database files. This will attach the database to the server. Attached to server as CampGolfTraining (the Alias) CampGolfTraining.mdf CampGolfTraining.ldf contained in Companies.ini in CounterPoint directory SQL Script Utility Companies Editor Establish alias, company name, and connection string. Connection string points to database name. Alias Company Name Connection string CampGolfTraining Camptown Golf Training catalog=campgolftraining Select a Company Select a company when starting CounterPoint SQL Camptown Golf Training (Company Name)

37 Additional Installation Information Creating Separate Database Logins for Each User On a multi-user system, rather than all users logging in to the database using sa, you will probably want to create a separate database login for each user. When using SSE, follow these directions to create a SQL database user with read/write capabilities: Select Start/ Programs / Microsoft SQL Server 2005 / SQL Server Management Studio Express On the Connect to Server dialog, select SQL Server Authentication from the Authentication field, enter sa in the User name field, and then enter your Password for the sa user (CounterPoint8). Click. In the Object Explorer window, Right-click Security and select New, then Login On the Login New dialog, General page enter: Login name Select SQL Server Authentication Enter password Confirm password Enable Enforce password policy Enforce password expiration Select the Default database (set to db used most frequently) Select the Default language Installing CounterPoint SQL /17/2009

38 On the Login New dialog, Server Roles page Enable sysadmin On the Login New dialog, User Mapping page Enable which databases the user is being mapped to and the role membership for each database Click. To change the default SSE SQL password You can change the default SSE SQL Password in SSMSE by expanding the Security / Logins folder in the Object Explorer, double-clicking the sa login, and then entering a new password in the Password and Confirm password fields. Installing CounterPoint SQL /17/2009

39 When using MSSQL, follow these directions to create a new SQL database user: a) Start Enterprise Manager by selecting Start/Program /Microsoft SQL Server/ Enterprise Manager. b) Select the appropriate MSSQL server from the list in the left pane of the Enterprise Manager window. If your server doesn t appear in this list, select Action/New SQL Server Group from the Enterprise Manager menu, and follow the instructions to register your server with Enterprise Manager. c) Expand the server by clicking + next to the server name. Then expand Security and select Logins. d) Select Action/New Login from the Enterprise Manager menu. General tab - For Name, enter the login name you want to use. - Select SQL Server authentication and enter a password for this login. - Select the correct default Database. Database Access tab - Check the box in the Permit column for the correct database. - Check both db_datareader and db_datawriter for Database Roles. - To make customizations to the structure of the database (the schema ), the SQL database user also needs db_owner role. Click OK to save the new login. Installing CounterPoint SQL /17/2009

40 Additional Installation Information Logging in from a command line Log in to CounterPoint using a command prompt, desktop shortcut, or batch file by specifying a company Alias and a valid UserID, Password, and Workgroup (if applicable) in the command line. Use this function to create shortcuts for different companies, users, and workgroups. This parameter /Alias /UserID /Password /Workgroup /Open /Modal Allows you to Specify a company database to log in to when you start CounterPoint (Camptown). Specify the user to log in as (MGR) User must be valid for the specified company. Specify the password for the specified user. Specify a workgroup to log in as a member of, if you are using workgroups (1). Specify the form ID of the form to open when CounterPoint starts (TfrmCustomers). Quit CounterPoint automatically when you close the form specified in the /Open parameter. This command will start CounterPoint, log into the company database Camptown as user MGR as a member of workgroup 1. CounterPoint /Alias Camptown /UserID MGR /Workgroup 1 This command will start CounterPoint, log into the company database Camptown as user POS1 with the password of 123puppy as a member of the workgroup Main, open Ticket Entry and upon closing Ticket Entry CounterPoint will automatically quit. CounterPoint /Alias Camptown /UserID POS1 /Password 123puppy /Workgroup Main /Open TfrmTicketsEnter /Modal Installing CounterPoint SQL /17/2009

41 CounterPoint SQL Folders Installing CounterPoint SQL /26/08 System Server Folders CounterPoint Acrobat CPDialup Help Scripts Workstation Folders Workstation Files <Company> Accounting Actions CustomForms Devices Dictionary HTML Images Labels PSForms Quick Reports SMP Upgrade Zooms Reports Actions CPOnline BINN Database Folders Program Files MS SQL Server Data MSSQL Install CustomHelp CustomHelp LOG Training Tutorials Customer Custom Devices Item Images Forms Dictionary Export HTML Images Import Images Labels PSForms Bin Parameters Dashboard <Company> Program Files CounterPoint Quick Reports Help TopLevelCache Reports pdf Saved Reports Training Statements Zooms

42 Folders and File Locations Server Folders Folder CounterPoint (top-level directory) System Contents / Comments Install.log Unwise.exe Locks/Resources Companies.ini Registration.ini WorkstationSetup.exe UpdatePracticeCompany.exe RunAsSPCAdmin.exe (Uninstall program) (User count tracking files) (Aliases and connection strings) (CounterPoint registration file) (Workstation setup program) (Practice company utility) (Release auto-update setup program) Accounting Packages (.dts) for pre-defined export accounting systems Actions External actions for toolbar buttons CustomForms Pre-defined.xml files used if Simplified Add-on-the-fly is enabled for Items or Customers CustomHelp Template for user-defined online help files Devices.xml,.icg, and.hex setup files for Radiant bundles and Certified devices Dictionary Columns/ColumnDesc and Tables/TableDesc (System Dictionary files: Columns, Tables, Filters, Indexes, Lookups, Toolbars, Messages, Zooms) HTML HTML layouts for ticket entry tabs and totals Images.bmp files for buttons and touchscreen Labels Pre-defined label files and label queries PSForms (Standard forms in.xml and.rpt formats) Such as: Receipt1 SalesDraft1 SalesDraft2 PickingTicket1 Order1 PayInOut1 Invoice1 Layaway1 Receipt1TM-T88 Quick Reports Pre-defined quick reports Acrobat CPDialup Reports CounterPoint standard reports in Crystal format (*.rpt) SMP Terminal ID s when using CMP for draft capture Upgrade Packages (.dts) for upgrading data into CounterPoint Zooms Pre-defined zooms (.xml format) for customers, items, locations, stores, users, vendors, purchase orders, A/R documents, store credits, gift certificates, serial numbers Adobe Acrobat reader Programs used to set up dial-up electronic draft capture Installing CounterPoint SQL /17/09

43 Folder Folders and File Locations Contents / Comments Scripts mspredefineddata.sql (forms, reports, and label jobs) UpdateFrom*.sql (update database to new version) Help CounterPoint help documentation <Company Alias> Locks/Resources (Company resource lock files) Training Tutorials Actions User-defined external actions for toolbars CPOnline Online store capabilities CustomerImages User-loaded customer images Workstation Files MSSQL Binn Data Install Log CustomForms User-defined.xml files used in Data Dict. layout forms CustomHelp User-defined online help files Devices User-saved.xml files of device configuration Dictionary Customized Dictionary files: Columns, Tables, Filters, Indexes, Lookups, Toolbars, Messages, Zooms Export Files exported using System/Utilities/Database Export HTML User-defined html layouts for ticket entry tabs and totals Images User-loaded touchscreen images Import Files imported using System/Utilities/Database Import ItemImages User-loaded item images Labels User-defined labels Parameters User-defined parameters PSForms User-customized Point of Sale forms QuickReports User-generated Quick Reports Reports User-customized reports in Crystal.rpt format SavedReports User-defined saved reports Statements A/R Customer statements, if Save copies to disk enabled Zooms User-customized zooms CounterPoint Training documents CounterPoint Tutorials Files used when setting up a workstation MSSQL server setup programs DemoGolf.mdf & DemoGolf.ldf Install files MSSQL error logs Installing CounterPoint SQL /17/09

44 Folders and File Locations Workstation Folders Folder Contents / Comments Program Files CounterPoint PeerDirect OPOS EuroPlus If Utilities are installed: Install.log Unwise.exe (Uninstall program) Bin CounterPoint.exe (SQL executable program) GOPOSSetup.exe (generic OPOS setup program) BWGAcces.exe SQLScriptUtility.exe (SQL script utility) TableEditor.exe DictionaryUpdate.exe DBSYS.exe CompareDB.exe CRView.exe <Company> VerifyMenuCode.txt Verify DBCompare Dashboard Files used to operate Dashboard (BusinessWorks Gold interface) (Results of verifying menu code) (Results of verifying database) (Results of comparing database) Help CounterPoint.cnt (Table of contents) CounterPoint.hlp (CounterPoint help file) frm*.hh (Help index for each form) pdf CounterPoint SQL documentation (Acrobat format) TopLevelCache Up-to-date copies of system-defined data dictionary files Training PDF version of all CounterPoint SQL training manuals Created only if PeerDirect has been installed on system OPOS common control objects NiceEngine NiceLabel Print Engine (Label Printing program) Installing CounterPoint SQL /17/09

45 Viewing Environment Settings Select System / Views / Environment Settings Use to view current codes and versions in effect on a workstation Click to create an external file containing environmental setting details Identification tab Contains information about CounterPoint SQL and the company where it is installed User tab Contains information about the user who is logged into CounterPoint on this workstation. Installing CounterPoint SQL /17/09

46 Viewing Environment Settings Database tab Contains information about the database that the user is logged into on this workstation. Database Size tab Contains information about the size of the database that the user is logged into on this workstation. System tab Contain information about the computer system that is in use. Installing CounterPoint SQL /17/09

47 Viewing Environment Settings Versions tab Contains information about the version of components used to run CounterPoint, including the server software, Internet Explorer, Microsoft Database Access Components, DBISAM, and the Crystal runtime. Crystal tab Contains information about the version and location of each Crystal runtime and viewer file being used on this workstation. Certifications tab Contains information about CounterPoint SQL certifications. Installing CounterPoint SQL /17/09

48 Viewing Resources and Locks Select System / Views / Resources and Locks Use to view CounterPoint resources currently in use Use to view the locks (i.e., batches, drawers, stations, etc.) System tab View information about the users who are logged in to CounterPoint on the system Company tab View company-specific information about the users logged in to CounterPoint Installing CounterPoint SQL /17/09

49 SECTION 2: SETTING UP SYSTEM DATA Sequence of System Setup...1 Additional System Setup...2 Registering CounterPoint SQL...3 CounterPoint SQL Base System...4 CounterPoint SQL Options...5 Company Configuration Overview...6 Setting Up Calendars...10 Setting Up the Company Record...12 Setting Up Account Numbers...13 Profit Center Methods...14 Using Quick Setup...23 Overview of Security...26 Setting Up System Security Codes...28 Costs in CounterPoint SQL Transactions...29 Using Batches...35 Setting Up Batches...36 Using the Work Center...37 Setting Up Workgroups...38 Setting Up Users...40 Setting Up User Preferences...45 Setting up Workstations...48 Defining Sales Taxes...49 Setting Up Tax Categories...50 Setting Up Tax Authorities...51 Exercise 1: Setting Up Tax Authorities Setting Up Tax Codes...60 Exercise 2: Setting Up Tax Codes Assigning Tax Codes...62 Setting Up Bank Account Codes...63

50 Setting Up Currency Codes Exercise 3: Setting Up Currency Codes...65 Setting Up Gift Certificate Codes Setting Up Stored Value Card Codes Setting Up Pay Codes Credit Card Defaults Setting Up Ship-via Codes Setting Up Commission Codes Setting Up Menu Codes Setting Up Menu Codes Menu Editor Verifying a Menu Code Customizing Filters Exercise 4: Customizing Filters...86 Customizing Lookups Exercise 5: Modifying a Quick Report...95 Setting Up Label Jobs Pre-defined Label Jobs Pre-defined Label Files Setting Up Message Groups Setting Up the Accounting Interface Importing Account Numbers Importing and Exporting Vendors

51 Sequence of System Setup Sequence for setting up a new company s System data After creating the database for a new company, you can start CounterPoint SQL and begin to set up data for that company. System data must be defined prior to setting up data for other parts of the software (such as Inventory or Point of Sale). Use these menu selections to set up the minimum required System data. 1 Setup / System / Registration You will need to register CounterPoint SQL when initially setting up your company. 2 Setup / System / Calendars Define at least one calendar for the current year. 3 Setup / System / Accounts Set up the account numbers to which financial entries ( distributions ) will be recorded as you post transactions in CounterPoint SQL. You will need to determine your chart of accounts prior to setting up the account numbers here. If you are using a "direct" interface accounting application, you can instead import your account numbers from the chart of accounts in your G/L system. 4 Setup / System / Company Set up the Company record. Setup / System / Quick Setup 5 Setup / System / Security Codes Define basic company-related information including labels for miscellaneous charges and profile values. Define at least one security code that can be assigned to users. 6 Setup / System / Workgroups Define at least one workgroup that can be assigned to users. 7 Setup / System / Users Define at least one user.* * Before you can select to make a user a Point of Sale user, you must first define some Point of Sale data: Setup / Point of Sale / Control Setup / Point of Sale / Security Codes Set up the Point of Sale Control record. Define at least one Point of Sale security code that can be assigned to Point of Sale users. Setting Up System Data /17/09

52 Additional System Setup Additional set up is needed to use or perform these functions for a company: 8 Setup / System / Batches Create user-defined batch ID s, and maintain all defined batches. 9 Setup / System / User Preferences Define the specific settings for a user. 10 Setup / System / Configuration / Workstation Preferences Define the settings for a specific computer. 11 Setup / Inventory / Tax Categories Define tax categories, which are assigned to items. 12 Setup / System / Tax Authorities Define authorities to which taxes are paid. 13 Setup / System / Tax Codes Group tax authorities for purposes of assigning to Store and Customer records. 14 Setup / System / Bank Account Codes Define bank accounts for deposits. 15 Setup / System / Currency Codes Define each currency accepted for tender. 16 Setup / System / Gift Certificate Codes If you plan to sell gift certificates, define at least one gift certificate code to use when selling a gift certificate. 17 Setup / System / Stored Value Card Codes If you plan on processing stored value cards, define at least one stored value card code to use when processing SVC s. 18 Setup / System / Pay Codes Define each pay code accepted for tender. 19 Setup / System / Ship-via Codes Define shipping methods. 20 Setup / System / Commission Codes Define commission rates. 21 Setup / System / Menu Codes Define restricted or customized menus. 22 Setup / System / Label Jobs Create new label jobs or modify predefined label jobs. 23 Setup / System / Message Groups Create groups to use for messages. 24 Setup / System / Accounting Interface Specify settings for interfacing CounterPoint data to accounting package. 25 System / Accounting / Utilities / Import Accounts 26 System / Accounting / Utilities / Import Vendors 27 System / Accounting / Utilities / Export Vendors For Direct accounting interfaces, import accounts into CounterPoint. For Direct accounting interfaces, import vendor information into CounterPoint. For Direct accounting interfaces, export vendor information into accounting package. Setting Up System Data /17/09

53 Registering CounterPoint SQL Select Setup / System / Registration Blank registration or Demo code type restrictions: Maximum user count of items 50 customers For Demonstration Purposes Only on reports Maximum of 10 pages for all reports Simulated EDC To register, enter: Name User count (by machine for Windows, by login for Citrix) Serial number Select options to register: unchecked = not registered checked = registered grey check = disabled Registration data is stored in Registration.ini, located in top-level CounterPoint directory on the server. A version-specific registration file is required to use CounterPoint. Setting Up System Data /17/09

54 CounterPoint SQL Base System Module Point of Sale Inventory Customers Purchasing Sales History Ecommerce Timecards System Setup Reports Functionality Sales, returns, validated returns, orders, backorders, special orders, layaways, holds, quotes, store credits, gift certificates, multi-currency support, EBT support, stored value cards, tracking numbers, cash drop, cash loans, and CMP credit card processing (First Data North through PNC Merchant Services or Lynk) Items, 3-dimensional gridded items, tag-along kits, miscellaneous kits, barcodes, 3 price levels, margin-driven pricing, special, promotional, and contract pricing, mix-and-match pricing, average cost by location, adjustments, physical count, transfers, transfer advice, and labels with barcodes Alternate units supported in all transactions that move inventory Cash customers and multiple ship-to addresses Loyalty programs and merge customer utility Vendors, vendor item costs, purchasing advice report Maximum, Replenishment, or Days of Supply, purchase orders (including allocated POs), receivings, adjustments, and RTVs Complete transaction history (including reprinting of journals), ticket history, management history, and sales analysis reports Dashboard interface for viewing Sales History data Purge utility for ticket history and credit card settlement history Integration with CPOnline for publishing item catalog and accepting orders from CPOnline website Track employee time worked Messaging, manage gift certificates and store credits Interface distributions to G/L, voucher receivings to A/P Database utilities - verify data, database import and export functions, ticket performance test, update pre-defined data, and migrate data WAN operation is supported through the use of Workgroups and Clientspecific registry keys Configuration and setup functions for all modules Change field names on forms, add picture masks, constraints, and change text of messages Our pre-defined reports are provided in Crystal Reports (V10) format, and we supply the Crystal runtime to print them Customizable with Crystal Reports (purchased separately) Save report parameters (public or private) Quick Reports in lookup forms allow simple changes without requiring Crystal Reports Setting Up System Data /17/09

55 CounterPoint SQL Options Option Enterprise Advanced Orders Advanced Pricing Credit Cards Data Interchange Gift Registry Hub Kits/Bills of Material Multi-Site Offline Ticket Entry Offline V2 Receivables Serial Numbers Additional Functionality Allows users to access full functionality of CounterPoint SQL Allows users to complete order entry processing functions for a single order or group of orders (available in an upcoming release) 6-level pricing Location-specific pricing Pricing location Price by cell (single-cell line items) Custom stored procedures for price rules Electronic draft capture/settlement using First Data North (non-pnc Bank), First Data South, TSYS (VisaNet), Lynk, or Paymentech Import and Export utilities for data migration Allows users to create / manage gift registries for customers Primary server for Multi-Site operations Define the components needed to produce a sellable item Multi-store operations on separate servers with periodic synchronization Allows users to continue ringing up sales and taking orders in offline mode when workstations cannot connect to the database server Install, configure, and maintain an offline ticket entry system A/R charge customers, process cash receipts, reverse a cash receipt transaction, finance charges, aging report, print statements, customer adjustments, and pay-on-account transactions in Point of Sale Serialized items (sometimes or always), serial cost (only always serialized items, historical transaction detail for each serial number Setting Up System Data /17/09

56 Company Configuration Overview A Company will consist of a Location (Stocking Site) and Store (Selling Site). The Store will be assigned a Workstation (Register) and associated with a Location. All backend functionality is associated with the Location, while front end functionality is associated with the Store. A Company can have 1 Location and 1 Store or any number of each. Inventory is tracked by its Stocking unit, but can be processed in up to 5 Alternate units. Cost represents the amount you paid to stock the item and is tracked by average cost per location. Price-1 represents the amount a customer pays to purchase the item from you and is set by you for each Location where the item is stocked. Without Advanced Pricing Option Normal Tracked Item (Prc-1, Prc-2, & Prc-3) Example: Item GLOVE received at a cost of You define a Prc-1 of Workstation L1 S1 Example: Item GLOVE received at 4.50, 4.75, and (Different cost due to purchasing freight fees allocated into cost.) You define a Prc-1 of 9.99 for All (*) Locations. L1 L2 L3 S1 S2 S3 Example: Item GLOVE received at 4.50 and then transferred to 4.75 and The item is then transferred to 4.85, 4.95, 5.25 and (Different cost due to transfer freight fees allocated into cost.) You define a Prc-1 of 9.99 for All (*) Locations. L-RW1 L-DC1 L-RW2 L1 L2 L3 L4 S1 S2 S3 S4 Setting Up System Data /17/09

57 Company Configuration Overview Without Advanced Pricing Option Gridded Tracked Item Example: Item SHIRT received at a cost of for S, M, & L and for XL. Item s cost is average of all cells per location. You define a Prc-1 of for All (*) cells. L1 S1 Example: Item SHIRT received at (S, M, & L) and (XL), (S, M, & L) and (XL), and (S, M, & L) and (XL). Item s cost is average of all cells per location. (Different cost due to purchasing freight fees allocated into cost.) You define a Prc-1 of for All (*) cells and All (*) Locations. L1 L2 L3 S1 S2 S3 Example: Item SHIRT received at (S, M, & L) and (XL) and then transferred to (S, M, & L) and (XL), and (S, M, & L) and (XL). The item is then transferred to (S, M, & L) and (XL), (S, M, & L) and (XL), (S, M, & L) and (XL) and (S, M, & L) and (XL). Item s cost is average of all cells per location. (Different cost due to transfer freight fees allocated into cost.) You define a Prc-1 of for All (*) cells and All (*) Locations. L-RW1 L-DC1 L-RW2 L1 L2 L3 L4 S1 S2 S3 S4 Setting Up System Data /17/09

58 Company Configuration Overview With Advanced Pricing Option Normal Tracked Item (Gain Prc-4, Prc-5, and Prc-6) Example: Item GLOVE received at a cost of You define a Prc-1 of L1 S1 Example: Item GLOVE received at 4.50, 4.75, and (Different cost due to purchasing freight fees allocated into cost.) You define a Prc-1 of 9.99 for All (*) Locations or define prices per location. L1 L2 L3 S1 S2 S3 Example: Item GLOVE received at 4.50 and then transferred to 4.75 and The item is then transferred to 4.85, 4.95, 5.25 and (Different cost due to transfer freight fees allocated into cost.) You define a Prc-1 of 9.99 for All (*) Locations or define prices per location. L-RW1 L-DC1 L-RW2 L1 L2 L3 L4 S1 S2 S3 S4 Setting Up System Data /17/09

59 Company Configuration Overview With Advanced Pricing Option Gridded Tracked Item Example: Item SHIRT received at a cost of for S, M, & L and for XL. Item s cost is average of all cells per location. You define a Prc-1 of for All (*) cells or define cell-specific prices. L1 S1 Example: Item SHIRT received at (S, M, & L) and (XL), (S, M, & L) and (XL), and (S, M, & L) and (XL). Item s cost is average of all cells per location. (Different cost due to purchasing freight fees allocated into cost.) You define a Prc-1 of for All (*) cells and All (*) Locations. or define cell-specific prices per location. L1 L2 L3 S1 S2 S3 Example: Item SHIRT received at (S, M, & L) and (XL) and then transferred to (S, M, & L) and (XL), and (S, M, & L) and (XL). The item is then transferred to (S, M, & L) and (XL), (S, M, & L) and (XL), (S, M, & L) and (XL) and (S, M, & L) and (XL). Item s cost is average of all cells per location. (Different cost due to transfer freight fees allocated into cost.) You define a Prc-1 of for All (*) cells and All (*) Locations. or define cell-specific prices per location. L-RW1 L-DC1 L-RW2 L1 L2 L3 L4 S1 S2 S3 S4 Setting Up System Data /17/09

60 Setting Up Calendars Select Setup / System / Calendars Use to define for each year: valid date range for transactions seasons (Defaults to a 3 month period, but can be changed) months weeks Click to set default dates for Seasons, Months, and Weeks Specify the ending date for first week and whether to use Dates or Week Numbers as the week names. Setting Up System Data /17/09

61 Setting Up Calendars Months tab Weeks tab Setting Up System Data /17/09

62 Setting Up the Company Record Select Setup / System / Company Payment Application Best Practices requires: Use of complex passwords Minimum of 7 characters Maximum 90 days valid period PCI recommends 6 login attempts Minimum of 4 passwords before re-use Name Century offset years Current calendar Hide company from unregistered workstations Use passwords Use Windows authentication Domain path Require complex passwords Min password length Days password is valid Number of failed login attempts allowed Number of unique passwords before re-use Main acct start pos Main acct length Profit center start pos Profit center length Name change here results in company name change in Companies.ini (connection string) and vice-versa How many years ago does 100-year century window start, relative to Current calendar year? Calendar currently in effect Can company be accessed from an unregistered workstation? Indicate whether to use passwords Indicate whether to support Windows authentication (Supports biometric ID, if fingerprint reader enabled) (CISP compliance is NOT checked) Indicate the path to use for password authentication against a Windows domain Do passwords require both letters and numbers? Minimum length of a new password If 0, passwords can be any length Password must be changed after this many days If 0, passwords do not expire Number of attempts allowed to login Number of passwords that must have been used before a password can be re-used Starting position of the main account characters in an account number and number of characters in length If using profit centers, starting position of the profit center characters in an account number and number of characters in length Setting Up System Data /17/09

63 Setting Up Account Numbers Select Setup / System / Accounts 20 characters, numeric or alphanumeric Position and size of main account and profit center defined in Company table Can be imported from G/L accounting software, after accounting interface has been defined (direct interface packages) Full account numbers entered in other functions, even if only profit center portion is used Account Description Valid posting account Valid main account Valid profit center G/L account Default Enter the characters to represent the account Enter the description of the account Indicate whether account distributions can be made to this account Indicate whether the Main account portion of the account number is a valid Main account Indicate whether the Profit Center portion of the account number is a valid Profit Center If interfacing account information to a third-party software, account number to link to in accounting package instead of Default account Based on accounting interface definition, account number in accounting package that this CounterPoint account number will link to Setting Up System Data /17/09

64 Profit Center Methods Profits for a company can be tracked at various levels. The Profit Center Method that is selected impacts which account number s valid profit center portion is used to replace the profit center portion of the specified account number. If Profit center method is Account number specified must be What profit center is used Location Valid main account Profit center portion of the account number will be replaced with location s profit center Store Valid main account Profit center portion of the account number will be replaced with store s profit center Document Valid main account Profit center portion of the account number will be replaced with document s profit center Category Valid main account Profit center portion of the account number will be replaced with those from item category s profit center Sub-category Valid main account Profit center portion of the account number will be replaced with those from sub-category s profit center None Valid posting account Both main and profit center segments are derived from the same account number Setting Up System Data /17/09

65 Setting Up the Company Record Address tab Enter the company s address. Contacts tab Enter the information for the contact individuals for the company. Setting Up System Data /17/09

66 Setting Up the Company Record Distributions tab Indicate whether to retain detailed distributions for each transaction type Reference tab Select the reference text to include with distributions for each transaction type Setting Up System Data /17/09

67 Setting Up the Company Record Gift certificates tab Enable the sale and redemption of gift certificates Use gift certificates Valid at other stores Enable the use of gift certificates for the company Enable the use of gift certificates at other stores Minimum redemption percent What percentage of the original gift certificate value must be redeemed the first time the certificate is used? Closed gift certificate journal Print distributions Expiration Always valid Months valid Use end of month For example, if minimum is 80%, customer must redeem at least $80 of a $100 certificate the first time it is used and the remaining $20 would have to be redeemed in full the next time the certificate is used When gift certificates are closed, using System / Gift Certificates / Close Gift Certificates, should journal be displayed, printed, or skipped? Should distributions be printed on the journal? Are gift certificates always valid (no expiration), or how many months after issuance will they expire and will it be at the end of the last month? Additional setup: Gift certificate codes (Setup / System / Gift Certificate Codes) Gift certificate pay code (Setup / System / Pay Codes and Setup / Point of Sale / Stores) Setting Up System Data /17/09

68 Setting Up the Company Record Store credits tab Enable the issuance and redemption of store credits Use store credits Valid at other stores Closed store credit journal Print distributions Store credit liability Store credit redemption Store credit forfeit Expiration Always valid Months valid Use end of month Enable use of store credits for this company Enable use of store credits at other stores When store credits are closed, using System / Store Credits / Close Store Credits, should journal be displayed, printed, or skipped? Should distributions be printed on the journal? G/L account for distributions of store credits that are newly issued, redeemed, and forfeited Account entered must be a valid posting account if Profit center method is None If Profit center method is Issuing store or Redeeming store the account must be a valid main account Are store credits always valid (no expiration), or how many months after issuance will they expire and will it be at the end of the last month? Additional setup: Store Credit pay code (Setup / System / Pay Codes and Setup / Point of Sale / Stores) Setting Up System Data /17/09

69 Setting Up the Company Record Stored Value Cards tab Enable the use of stored value cards Use stored value cards SVC processor Minimum activation amount Minimum recharge amount Maximum refund amount Maximum cash back amount Indicate whether to use stored value cards Select the processor to use: First Data, Stored Value Systems, Paymentech, or GIftLynk CPGateway is required Indicate the minimum amount required to activate card Indicate the minimum amount required to increase card balance Indicate the maximum amount that can be refunded Indicate the maximum amount that can be given back as cash Require PIN for manual entry Indicate whether to require a PIN for manual entry (available if using Stored Value Systems or Paymentech) Setting Up System Data /17/09

70 Setting Up the Company Record Gift Registry tab Enable the use of gift registries Use gift registries Valid at other stores Months valid Indicate whether to use gift registry functionality. Can a registry at one store be accessed from other stores? For how many months will the gift registry be available? Setting Up System Data /17/09

71 Setting Up the Company Record Other tab Timecards Use timecards Allow clock-in if already clocked-in Treat as clocked-out after Allow clock-out without clock-in Default to current user Performance Max rows in lookups Max rows in table view Use fast open Indicate whether to use timecards If a user is clocked-in, can they clock-in again? If so, after how many minutes? If a user did not clock-out, how long before CounterPoint clocks them out? Will user be allowed to clock-out with out clocking-in? Should CounterPoint default to the current user in the Timecard function? When performing a lookup on a table, how many records ("rows") should be displayed? Fewer records results in faster lookups When using table view, how many records should be displayed? Indicate whether to load one record at a time for maintenance functions. If enabled, the function opens faster, but access via Next/Previous VCR buttons is slightly slower If enabled, the x of y record button will not function on toolbars Setting Up System Data /17/09

72 Setting Up the Company Record Other tab Creates batches with ID of DEFAULT for every module and transaction type that doesn t already have a Default batch New user setup Copy user batches Copy user drawers Copy user preferences Show User Batches form Show User Drawers form Show User Preferences form Messages Refresh messages every Purge messages every When adding a new user and using the Copy-from function, indicate whether to copy: - user batches - user drawers - user preferences After saving a new user, indicate which forms should automatically appear: - User Batches - User Drawers - User Preferences How often should messages be refreshed? How often should messages be purged? Setting Up System Data /17/09

73 Using Quick Setup Select Setup / System / Quick Setup Use to quickly configure various company settings Select profile fields, item attributes, and miscellaneous charges to use Specify display labels for each Company tab Enter the company name and address. Indicate whether to use passwords. Enter the current calendar year. Enter a single tax percent to use. Indicate whether to use gift certificates and store credits. Select the default label printer. Setting Up System Data /17/09

74 Using Quick Setup Defining Profile fields, Item Attributes, and Miscellaneous charges Indicate whether to use the associated profile value, item attribute, or miscellaneous charge for Items, Customers, Purchasing, and Point of Sale Enter the display label for each Click to define valid responses for code profiles and attributes Define the account for miscellaneous charges Setting Up System Data /17/09

75 Using Quick Setup Configuring Credit Cards processing Enter your merchant number. Select the processor to use. Select the industry type. Enter the authorization and settlement terminal IDs. Indicate whether to use CPGateway. If using CPGateway, enter your CPGateway merchant #. Select your operating mode. If using CPGateway, indicate whether to directly authorize American Express payments. If using AmEx direct, enter your American Express Service Establishment number. Indicate whether to use debit cards and / or checks. Click, to allow CounterPoint to construct a Terminal ID based on information provided by the processor. Click to configure information for the processor. Select check service. Enter your tax ID number. Setting Up System Data /17/09

76 Overview of Security Levels of Security Level 1 Windows/network login and password CounterPoint programs and users need the ability to Read/Write/Create/ Delete files in the top-level CounterPoint directory on the server. Level 2 Database Server login and password Security for MSSQL can be handled using different database user IDs and passwords, or through Windows integrated security. The first time you start CounterPoint on a workstation and specify a company, you are asked for the database user ID and password. When you start CounterPoint in the future on that same workstation, it automatically uses the same user ID and password, and the Database Login dialog does not appear. Each user can have a different database user ID and password. Level 3 Within CounterPoint SQL: CounterPoint user login Passwords Each user must have a user ID that they use to log in to CounterPoint. You can also disable the Login for a user, preventing them from running CounterPoint SQL. Passwords can be required and can have a minimum length and expiration date. Users can be forced to change their password after logging in. A maximum number of password entry attempts can be established before user s login is disabled. A minimum number of unique passwords can be set, before a user can reuse a prior password. Windows authentication Each user can use their Windows authentication or biometric ID to log in to CounterPoint. A fingerprint reader must be enabled for the biometric ID. Setting Up System Data /17/09

77 Registered Workstations CP Services checks to verify which workstations are registered. Based on the Company settings, you are allowed to access only registered workstations, or both registered and unregistered workstations. User s System Security code Each user is assigned a system security code, and the same security code can be assigned to multiple users. The system security code contains the system-level authorizations for a user, such as whether protected changes or cost entry is permitted. The system security code also dictates, through its menu code, the CounterPoint menu selections that are available for a user. User s active workgroup Each user is assigned a primary workgroup. If permitted, when logging in to CounterPoint, a user can change his workgroup for that session. The workgroup controls what this location and this store is used for that session, and whether other locations or stores can be used during the same session. Point of Sale security code Each Point of Sale user is assigned a Point of Sale security code. The Point of Sale security code contains the authorizations for a user to access certain PS menu selections and to perform sensitive functions when entering Point of Sale documents. Batch security If a user has a user batch defined for a specific type of transaction, that is the only batch they can use, and access to other batches is not permitted. Setting Up System Data /17/09

78 Setting Up System Security Codes Select Setup / System / Security Codes Use to define system authorizations for a user or group of users Assign one security code to each user Use to select / clear all check boxes on this tab Menu code Allow cost entry View costs Allow other locations Allow other stores Allow management console ID of custom menu (if used) for users assigned this system security code User can view and enter cost for any non-ps activity. If not selected, default cost for activity is automatically used If user cannot enter costs, can they view them in lookups, filters, and quick reports? Costs do not print on standard reports and journals if user is not authorized to view costs Can this user enter non-ps transactions for locations other than This location specified in their workgroup? Can user enter sales for stores other than This store ID specified in their workgroup? Can this user access the Management Console for managing a Multi-Site environment? Setting Up System Data /17/09

79 Costs in CounterPoint SQL Transactions Transaction Type Receivings Quick Receivings Inventory / Adjustments User is authorized to enter costs Default = cost entered on PO Default = vendor item cost or location last cost User can enter different cost or use accounting cost* User can enter PO misc chgs Default = location avg. cost User can enter different cost or use accounting cost* User is not authorized to enter costs Automatically uses vendor item cost or location last cost User cannot enter PO misc chgs (uses default of.00) Automatically uses accounting cost* Physical Count Sales/Returns For all users (authorization to enter costs is ignored), automatically uses frozen cost or accounting cost*, based on Setup / Inventory / Control setting For all users (authorization to enter costs is ignored): Inventory items: Uses accounting cost* Misc. items: Uses entered cost for Prompt for cost items (anyone can enter), or Uses Cost of goods sold % to calculate as percent of selling price accounting cost = location average cost at time of posting Setting Up System Data /17/09

80 Setting Up System Security Codes Authorizations tab Allow protected changes Other users preferences Allow message suppression Can user access protected change fields? Ability to access other users in Setup / System / User Preferences Can user suppress messages that have a Do not A/R document maintenance Gift certificate maintenance show again checkbox? Re-enable message display by selecting Show suppressed messages in Setup / System / User Preferences Can user run Maintain A/R Documents under Customers / Utilities? Can user run Maintain Gift Certificates under System / Gift Certificates? Store credit maintenance Can user run Maintain Store Credits under System / Store Credits? Maintain public report parameters Maintain private report parameters Maintain import/export parameters Allow margin-driven pricing during receivings Create report parameters available for all users? Create report parameters available only for the user who created it? Create report parameters for importing/exporting? During receiving, can this user set the price for an item based on specified margin parameters? Setting Up System Data /17/09

81 Setting Up System Security Codes Authorizations tab cont. Customizations Customize data dictionary Customize filter dictionary Customize lookup dictionary Customize text dictionary Customize zoom dictionary Save customized data grids Customize toolbars Can user make changes to the data dictionary? Can user save customized filters? Can user save customized lookups? Can user make changes to the text dictionary? Can user save customized zooms? Can user save column changes made in functions with line item entry grids? Can user customize toolbars? Setting Up System Data /17/09

82 Setting Up System Security Codes Authorizations tab cont. Credit cards Manually authorize credit cards Skip AVS checking Override AVS mismatch Override AVS unavailable Skip CVV/CID checking Override CVV/CID mismatch Override CVV/CID unavailable View credit card numbers Can user "force" authorization by manually entering authorization code? Can this user skip address verification or CVV /CID checking for a credit card transaction? If enabled for store, can user override an address or CVV/CID discrepancy, or bypass address verification or CVV/CID when the service is unavailable? Note: Enable "Allow address entry" for AVS in Setup / Point of Sale / Stores if any user is allowed to skip checking or override discrepancies Can user view an encrypted credit card number? Setting Up System Data /17/09

83 Setting Up System Security Codes Transaction Dates tab Previous trx # months Allow trx for last calendar Future trx # months Allow trx for next calendar Earliest valid date Latest valid date User can enter transactions for this many previous months If previous month(s) fall in prior year, must also be allowed to enter transactions for last year User can enter transactions for this many future months If future month(s) are in next year, must also be allowed to enter transactions for next year Based on the above settings, range of valid transaction dates If a user tries to save a transaction outside of their allowed date range, the following error message will appear. If a user tries to post a transaction outside of their allowed date range, the following error message will display on the Edit List. Setting Up System Data /17/09

84 Setting Up System Security Codes Timecards tab Clock-in/Clock-out Show timecard warnings Prompt for clock-in at login Prompt for clock-out at logout Users settings for clock-in/clock-out: Allowed, Required, or Not allowed Indicate whether to display warnings for timecards Indicate whether to prompt the user to clock-in when logging in to CounterPoint Indicate whether to prompt the user to clock-out when logging out of CounterPoint Setting Up System Data /17/09

85 Using Batches To group non-document transactions for entry and posting Batch ID and Transaction type retained in history with posted transactions Allows multiple users to enter transactions simultaneously in same or different batches Allows multiple users to post different batches simultaneously (batch locked during posting) Batch ID must be defined prior to entry of these transaction types: Inventory Inventory adjustments Purchasing Purchase requests Quick transfers Receivings Transfer in Quick receivings Transfer out Returns to Vendor Quick assembly Purchasing Adjustments Customers Customer adjustments Cash receipts Loyalty Point Adjustments Finance charges Select System / Work Center to view unposted batches When transaction entry function is started: Automatically uses User ID batch if found or Automatically uses Workgroup ID batch if found and user ID batch not found or Automatically uses DEFAULT batch ID if found and user ID batch or workgroup ID batch not found or Automatically uses User-defined batch ID if it is the only one defined for transaction type If no Automatic batch is assigned Requests selection of batch ID from lookup dialog Select different batch using File/Change batch (or Ctrl+G) Displays current batch ID on title bar For each batch ID, displays how many transactions in batch ( Count ) and sum of dollars or quantities Setting Up System Data /17/09

86 Setting Up Batches Select Setup / System / Batches Use to maintain individual batch IDs Batch Batch type Description Multiple use Created by Created on Alphanumeric characters for batch ID Type of transactions allowed in batch Batch description After all transactions in batch are posted, delete batch ID (single use) or allow batch ID to be re-used User who created the batch Date batch was created Note: Use in Setup/System/Users to create User ID batches for every module and transaction type. Use in Setup/System/Workgroups to create Workgroup ID batches for every module and transaction type. Use in Setup/System/Company to create "DEFAULT" batches for every module and transaction type. Setting Up System Data /17/09

87 Using the Work Center Select System / Work Center View unposted batches: select Workgroup, Batch and Type Create new transactions Edit existing transactions Cannot edit another users transaction, if not authorized for the batch Post existing transactions Setting Up System Data /17/09

88 Setting Up Workgroups Select Setup / System / Workgroups Use to define groups of users who share the same location or store (WAN and Multi-Site configurations) Create Workgroup ID batch for each transaction type When logged in with this workgroup: This location This store ID PS user defaults to Location group This site ID Restrict site ID Domain path Template item number Template customer # Item lookup shows Check vendors item numbers Use Gel Menu Buttons What s the default location for non-pos activities? User s system security code controls whether other locations can be entered for non-pos transactions What s the default store? User s system security code controls whether sales for other stores can be entered What s the default User ID when logging in to ticket entry? What s the default location group for non-pos activities? With the Multi-Site Option: what is the specific site for this workgroup, is this workgroup restricted to this site, and domain to which this workgroup is assigned (must be using Windows authentication) Item or customer whose values display as defaults when defining a new item or customer When using an item lookup on a transactional form, which set of data should be displayed? Are vendor item numbers used to specify an item? Are gel menu buttons used? Setting Up System Data /17/09

89 Setting Up Workgroups Numbers tab Identify next auto-assign value to use for each type of document or activity when entered by a user logged in to this workgroup Use different series for each workgroup to ensure duplicate values don t occur If checked, uses the Purchase Request # as the PO #. If not checked, Next PO number is required. Next xxxxx number Always auto-assign Next event number Next barcode Next auto-assigned number when adding new record If next number is blank, user will be required to manually key in number when adding new record. If Always auto-assign, must use system-assigned number and user-entered number is not allowed Cannot be left blank Next barcode number when automatically assigning barcodes to an item Setting Up System Data /17/09

90 Setting Up Users Select Setup / System / Users Define each CounterPoint SQL user Use the Copy from user function to quickly add a new user Access Setup / System / User Preferences Create User ID batch for each transaction type General Employee # Department Workgroup Allow other workgroups Sales rep Commission code Valid buyer User-defined number to associate with this employee The department associated with this employee Default workgroup; sets default location and store for user Can user change to a different workgroup when logging in? Is this a sales rep? Define at least one sales rep Code that defines commission structure for sales rep Can user be entered as a buyer in Purchase Request/Enter? Setting Up System Data /17/09

91 Setting Up Users If passwords are being used, set password System security Security code Login disabled Require password change Last pwd change Controls system authorizations for user Prevents user from logging in next time Requires user to enter new password at next login Date user last changed password System activity Last login Last workgroup Last workstation System-maintained information about this user: Last time this user logged in Last workgroup used by this user Last workstation used by this user Setting Up System Data /17/09

92 Setting Up Users Access Setup / Point of Sale / User Drawers Point of sale Point of Sale user Point of Sale manager Security code Last store used Last station used Last drawer used Last login Last workgroup Last workstation Can user access Point of Sale/Tickets and Point of Sale/Drawers menu selections? Is user a manager? Manager can perform security overrides for other users, if manager is authorized for same function Security code that controls authorizations while in Ticket Entry or Touchscreen. (Required for Point of Sale user) Last store, station, and drawer used by user in Ticket Entry Used as defaults next time when logging into Ticket Entry, if store is set to use them Last date and time user logged in to Ticket Entry Last workgroup user used in Ticket Entry Last workstation user used in Ticket Entry Setting Up System Data /17/09

93 Setting Up Users Message Message manager Send instant message Can user manage the message center? Can user send an instant message? Setting Up System Data /17/09

94 Setting Up Users Contacts tab Enter the user s address and information for contact individuals. Setting Up System Data /17/09

95 Setting Up User Preferences Select Setup / System / User Preferences Settings for user when running CounterPoint on any computer Home action Open home action at startup Main menu style Button Style Base menu selection, accessible by clicking on menu taskbar Automatically start Home action when logging in? Style of CounterPoint main menu: Explorer, Tree, Standard, or Buttons If using Buttons menu style, configure size and appearance of buttons for this user Windows settings change color scheme for buttons Setting Up System Data /17/09

96 Setting Up User Preferences User Interface tab Show forms on taskbar Allow multiple form instances Implied decimal points Show suppressed messages Enable customizations Use simplified filters Maintenance forms Document forms Remember last view Default font Default touchscreen font Show open CounterPoint selections on Windows taskbar? Permit a single menu selection to be open more than once on same computer In Ticket Entry, assume two decimal positions for money fields: prices, misc charges, tax overrides, etc. Show messages that this user previously selected to suppress (Do not show again check box)? Enable use of all custom dictionaries (data, text, lookups, filters, and zooms), reports, forms, etc. Turn off to use only system dictionaries Initially display all filters in simplified format Initial setting - Record view or Table view - for Maintenance and Document forms When user returns to same form, remember last view used Set font for column names on forms Set font for column names in Touchscreen Print button produces When you click, print active record (screenshot), or print active record as a list report Negative number color Required color Scheme Display color for column background for numbers that are negative or display color for label for required columns Toolbar scheme: Default, Simple, or V7 Setting Up System Data /17/09

97 Setting Up User Preferences Message tab New message font Reply / Forward font Instant message sound file New message sound file Reading pane visible What font should be used for messages? What font should be used for replies or forwarded messages? What audio file should be used to indicate an instant message has been received? What audio file should be used to indicate a new message has been received? Should the message reading pane be visible? Setting Up System Data /17/09

98 Setting up Workstations Select Setup / System / Workstations Settings on a specific computer when running CounterPoint When using this workstation: Site server Machine name Description Default workgroup Allow other workgroups Workstation Preferences Touchscreen mode Skip user login dialog POS Settings Default station Allow other stations Default drawer Allow other drawers Advanced options Enable ticket entry event logging Enable POS device logging Which server is this workstation associated with? Which machine is this workstation associated with? Description for this workstation. Which workgroup is assigned to this workstation? Allow different workgroup to be specified when logging in to CounterPoint on this computer? Provide button for pop-up keyboard / keypad, and larger buttons throughout CounterPoint including lookups? Should the user log in dialog display when starting CounterPoint? Which POS station is assigned as the default? Allow a different station to be specified in ticket entry? Which drawer is assigned as the default? Allow a different drawer to be specified in ticket entry? Enable logging for each keystroke in Ticket Entry? Enable logging for POS devices? Setting Up System Data /17/09

99 Defining Sales Taxes Tax code assign to each store; optionally assign to customers and shipping addresses Tax authority 1 (state) Rule 1 Rule 2 Rule 3 Tax authority 2 (county) Rule 1 Rule 2 Tax authority 3 (city) Rule 1 Rule 2 Rule 3 Tax authority 4, etc. Each rule defines: Tax percentage (up to 3) Whether to use penny tax table Account number for G/L If tax holiday is in effect, and dates of holiday Is tax itself taxable by a different authority? Which ticket items are affected ("tax categories") Minimum unit taxable amount Maximum unit taxable amount Per unit tax amount Whether to tax gift certificates Whether to tax stored value cards Whether to tax miscellaneous charges (e.g., "freight") Setting Up System Data /17/09

100 Setting Up Tax Categories Select Setup / Inventory / Tax Categories Use to define categories to assign to items that have special sales tax requirements Setting Up System Data /17/09

101 Setting Up Tax Authorities Select Setup / System / Tax Authorities Tax authorities or jurisdictions to which taxes are paid Different authority for each tax that must be tracked separately Will be used to enter list of tax authorities for each customer tax code Main tab Enter the address for the authority. Contacts tab Enter the information for the individual you contact at this authority. Setting Up System Data /17/09

102 Setting Up Tax Authorities Rules tab Main tab Rule Description Tax account Profit center method Rounding method Use tax holiday Begin date / End date Name and description of this rule for the authority Multiple rules are processed in the order they appear Account number to update for taxes collected by this rule, and method to determine profit center: None, Document, or Store Method to use when rounding tax amount to two decimals: None, Down, Up, or Normal Exclude this rule when calculating tax during the specified dates Tax is taxable No = Tax for this rule is not subject to tax, and this rule does not charge tax on any other tax Yes = tax for this rule is assessed tax by other rules in this tax code that are set to Charge tax on other rules, but this rule does not charge tax on taxes from other rules Charge tax on other rules = tax for this rule is not taxed by a different rule, but this rule charges tax on taxes for other rules with "Tax is taxable" set to Yes Setting Up System Data /17/09

103 Setting Up Tax Authorities Rules tab Applies to tab Rule applies to Tax categories Min unit taxable amt Tax amt below min Max unit taxable amt Unlimited Stop charging tax Tax gift certificates Tax stored value cards Tax misc charge 1-5 Does this rule apply to: - all line items on the ticket - only items with the specified tax categories (up to 6) - all items except those with the specified tax categories - no items (if rule is only for gift certificates, stored value cards, or misc charges) Assess tax for this rule only if item's unit price (per stocking unit) exceeds this amount Indicate whether the amount below the minimum is taxed Stop assessing tax for this rule when item's unit price reaches this amount, or "unlimited" if no maximum To stop assessing tax for subsequent rules within this tax authority (rules for other authorities within the tax code are used) Indicate whether to assess tax on sold gift certificates Indicate whether to assess tax on activated stored value cards Indicate whether to assess tax on miscellaneous charges Setting Up System Data /17/09

104 Setting Up Tax Authorities Rules tab Tax tab Tax percent 1-3 On taxable amount over Per-unit tax Use penny tax table Up to three tax rates to assess for this rule, and minimum amount to which the tax rate applies To assess a fixed dollar amount as the tax for each unit purchased (e.g., tax for each gallon of gas or for each pack of cigarettes) To control the amount of tax to collect for the penny portion of an item's price Click penny tax table to define the Setting Up System Data /17/09

105 Exercise 1: Setting Up Tax Authorities Try it Yourself! SCENARIO: You are opening a new store in Indiana and need to add Indiana as a tax authority for your store. Indiana charges a flat 6% tax on purchases over.08 cents. Department of Revenue Contact: Taxpayer Services 100 N Senate Ave. Phone: Indianapolis, IN URL: This exercise demonstrates how to: Add a new tax authority Create a tax rule Here are the steps that you will need to complete: 1. Select Setup / System / Tax Authorities 2. Enter Indiana at Tax authority and Indiana Department of Revenue at Name 3. Enter the address for the Indiana Department of Revenue Setting Up System Data /17/09

106 4. On the Contacts tab, enter the contact, phone, and URL information 5. On the Rules tab-main tab, enter INTAX at Rule and Indiana State Sales Tax at Description. Select Store at Profit center method and the Sales tax payable for Account. Indiana rounds up half pennies, so select Normal for the Rounding method. Setting Up System Data /17/09

107 6. On the Rules tab-applies to tab, select for this rule to be applied to All lines, with no Minimum or Maximum unit taxable amount. Subsequent tax rules will apply. The tax is not charged on gift certificates, stored value cards, or miscellaneous charges. 7. On the Rules tab-tax tab, enter 6 at Tax percent 1 and.08 at On taxable amount over. 8. Save the new tax authority END OF EXERCISE Setting Up System Data /17/09

108 Setting Up Tax Authorities Tax Calculation Example #1 For a single tax authority, the following rules are defined in the order shown: Rule LUX Rule FOOD Rule TAX Applies only to tax category LUXURY Stop charging tax = No Tax is taxable = Yes Tax rate = 10% Applies only to tax category FOOD Stop charging tax = Yes (subsequent rules do not assess tax) Tax is taxable = No Tax rate = 6% Applies to All lines Stop charging tax = No (doesn't matter - last rule for the authority) Tax is taxable = Charge tax on other rules Tax rate = 7% The following items are sold on a ticket: Diamond Price: $1000 Tax category: LUXURY Hot dog Price: $5 Tax category: FOOD Computer Price: $500 (no tax category) Calculating the tax: Rule Taxable amount Tax amount LUX $ % = $ FOOD $5 6% = $ 0.30 TAX ($ $100)* 7% = $ Total $ * $1500 = Prices for Diamond + Computer $ 100 = Taxable Tax on LUXURY category Setting Up System Data /17/09

109 Setting Up Tax Authorities Tax Calculation Example #2 Tennessee State "SINGLEMAX" rule Setting Up System Data /17/09

110 Setting Up Tax Codes Select Setup / System / Tax Codes Use to list all tax authorities for which taxes will be collected for a single sale Assign a tax code to each store and, optionally, to any customer and/or customer shipping address Note: The order in which tax authorities are listed does not affect how taxes are calculated. Setting Up System Data /17/09

111 Exercise 2: Setting Up Tax Codes Try it Yourself! SCENARIO: You need to build the Tax Code for Indiana for your new store. This exercise demonstrates how to: Define a new Tax Code Assign Tax Authorities to that tax code Here are the steps that you will need to complete: 1. Select Setup / System / Tax Codes 2. Enter Indiana at Tax Code, and Indiana Sales Tax at Description 3. At Tax authority look up and select INDIANA 4. Save the INDIANA tax code END OF EXERCISE Setting Up System Data /17/09

112 Assigning Tax Codes Select Setup / Point of Sale / Stores Indicate which tax code takes Precedence when calculating sales tax: the Store s or the Customer s. You are required to assign a default tax code to each store. If you select Store: The store's tax code is always used. If you select Customer: 1st - the tax code assigned to the Ship-to address for the customer is used. 2nd - if no tax code is assigned to the shipping address, or a shipping address is not specified for the sale, the Customer's tax code is used. 3rd - if no tax code is assigned to the customer, the Store's tax code is used. Setting Up System Data /17/09

113 Setting Up Bank Account Codes Select Setup / System / Bank Account Codes Define different bank accounts used for deposits of tender received Assign one bank account code to each pay code (Future) Pay code receipts will print on deposit slip for corresponding bank account Setting Up System Data /17/09

114 Setting Up Currency Codes Select Setup / System / Currency Codes Use to define each currency you will accept Use to maintain the exchange rate for the currency Currency code Description Exchange rate Gain/loss account Currency unit Unit type Value Name for this currency Description for this currency Enter the current exchange rate Account number to update when processing this currency, and method to determine profit center: None or Store Units in which this currency is tendered Select the unit type: Bills, Coins, Rolls, or Stacks Enter the associated value for the unit (i.e., a roll of quarters has a value of $10.00) Use this button to use default standard units Setting Up System Data /17/09

115 Exercise 3: Setting Up Currency Codes Try it Yourself! SCENARIO: You are adding the Mexican Peso as a currency you will process at your store. This exercise demonstrates how to: Define a foreign currency Enter the exchange rate Create the units for the currency Here are the steps that you will need to complete: 1. Select Setup / System / Currency Codes 2. Enter MXN at Currency code and Mexican Peso at Description 3. Enter the current exchange rate: pesos = 1 HOME (dollar) Use a profit center method of Store for this currency code. Look up and select the Gain/Loss currency exchange account 4. At Currency unit enter each type of peso currency you accept as tender, their unit type, and value: 5, 10, 20, and 50 cents and 1, 2, 5, 10, 20, and 50 pesos (all are coins). 5. Save the new currency code END OF EXERCISE Setting Up System Data /17/09

116 Setting Up Gift Certificate Codes Select Setup / System / Gift Certificate Codes Use to define the gift certificate items that can be sold Define one code for each denomination ($10, $25, $50, etc.), or one code that permits changes to the amount Gift certificate code Description Selling description Amount Can change Use reader Create as a store credit Gift certificate liability redemption forfeit Profit center method Account Identify and describe the gift certificate code Description displayed in ticket entry Default dollar value of gift certificate and whether amount can be changed at time of sale Use card reader to read gift certificate number when gift certificate is sold (gift cards with magnetic stripes) Creates gift certificate as a store credit so that redemption as store credit is possible Use in environments where gift cards are used for both gift certificates and store credits Change due on a partially redeemed gift certificate must be issued as a store credit When not creating gift certificate as a store credit, specify the account number for G/L distributions for the sale, redemption, and forfeiture of gift certificate funds Select the profit center method: None, Issuing store, or Redeeming store Setting Up System Data /17/09

117 Setting Up Stored Value Card Codes Select Setup / System / Stored Value Card Codes Use to define the codes for stored value card processing SVC code Description Selling description SVC type Amount Can change SVC liability SVC cash back Profit center method Account Identify and describe the stored value card code Description displayed in ticket entry Type of activity allowed for this code: Activate, Recharge, Cash back, Balance inquiry Default dollar value of stored value card and whether amount can be changed at time of sale Specify the account number for G/L distributions for the sale and cash back transactions for stored value card funds Select the profit center method: None or Store Setting Up System Data /17/09

118 Setting Up Pay Codes Select Setup / System / Pay Codes Use to define forms of payment accepted from customers for purchases, and during entry of cash receipts for receivables Pay code Description Pay code type Button label Image file Identify and describe the pay code Type of tender: Cash, Check, Credit card, Debit card, Gift certificate, Store credit, EBT food stamps, or Loyalty points Also A/R Charge if Receivables Option is registered Label for pay code button in Point of Sale / Tickets / Ticket Entry ( & before a character denotes it as accelerator character) Name of image file to display on pay code button Must be.bmp file located in [top-level CounterPoint] / Images directory Setting Up System Data /17/09

119 Setting Up Pay Codes Main tab Account Profit center method Currency code Bank acct code Valid for A/R Use reader EDC transactions Prompt for: Activate amount Count/reconcile amount G/L account for distributions of this pay code Where is profit center obtained? If Profit center method is None the account must be a valid posting account; if Store - must be a valid main account Entry not allowed for: - A/R charge (uses customer A/R account), - Gift certificate (uses Gift certificate redemption account defined in Gift Certificate Code), or - Store credit (uses Store credit redemption account defined in Setup / System / Company) Assign to a pay code to accept foreign currency for pay code Bank account into which receipts for this tender are deposited Pay code valid for payments on Receivables Use card or check reader with this pay code Valid for all pay code types except Cash or A/R charge For checks and credit card types, Online = attempt electronic authorization at ticket completion Force = require user to manually enter authorization number Do not process = no authorization performed Does pay code appear on the Drawer Activate form (Cash type only) Does pay code appear on the Drawer Count and Drawer Reconcile forms Setting Up System Data /17/09

120 Setting up Pay Codes Tender tab Minimum tender Maximum tender Minimum amount that will be accepted as tender for pay code If pay code is used multiple times on single ticket, sum of those amounts must be at least the minimum specified here Maximum amount that will be accepted as tender, or unlimited Maximum change Maximum refund Maximum overtender Default amount Use signature capture for tender / refund Open drawer Allow for orders Allow for layaways Default document amount Default document final payment When giving change using this tender (even if pay code is used multiple times on a ticket), maximum amount that can be given, or unlimited if no maximum change When giving a refund using this tender, maximum amount that can be given, or unlimited if no maximum refund Set to 0 to disallow refunds in this pay code Maximum amount above the ticket balance that can be accepted of this pay code Default tender amount: exact amount due on ticket, pay ticket balance, or no default Use signature capture device for this pay code when tendering / refunding (signature capture device must also be defined) Open physical cash drawer when accepting this pay code Will this pay code be accepted for order / layaway deposits and payments Select the default amount for document payment with this pay code: None, Exact Doc Amt Due, Exact Doc Min Amt Due, Pay Doc Amt Due, Pay Doc Min, or Entered amount Indicate whether to default the final payment to this pay code Setting Up System Data /17/09

121 Setting Up Pay Codes Tender tab (cont.) Prompts Validate-1 3 Required Prompts to request additional information when accepting this pay code Indicate whether a response is required (credit card and check types automatically request card # or driver license info) Drawer Over/Short Amounts Create distributions Account Indicate whether to update over/short distributions and the account to update, and the Profit center method to use: None or Store (Supported only for Cash, Check, Credit card, and Debit card pay codes) Setting Up System Data /17/09

122 Setting Up Pay Codes Checks tab For Check pay code types only MICR not in use Transit number Account number Check number Driver s license Driver s license state Birth date Whether to request entry of this information when a check is tendered, if not using a MICR reader: Do not prompt Yes, required Yes, not required MICR in use Driver s license Driver s license state Birth date Whether to request entry of this additional information when using a MICR reader to scan check (which supplies account number, check number, and bank number): Do not prompt Yes, required Yes, not required Setting Up System Data /17/09

123 Setting Up Pay Codes Credit Card tab Only for credit card types Restricts card numbers at sale time If no prefix defined, allows any card type to be accepted at sale time and determines type by card number Always requests card number, expiration date, and cardholder name at sale Click a button to set prefixes, test mod10, and min/max lengths to defaults for this type of credit card Click ALL to set prefixes, test mod10, and min/max lengths to allow for all credit card types Credit card prefix 1-10 Test mod10 Print receipt on failure Min card # length Max card # length Prefix characters that denote the type of card (e.g., 4 represents Visa, 5 represents MasterCard, etc.) Last digit of card number is used to validate previous digits Should a receipt print when you are unable to get authorization for card Verifies that number of digits entered or swiped for card number falls between these lengths Setting Up System Data /17/09

124 Credit Card Defaults Card Type Prefix(es) Length Mod10 Validation American Express 34, Y Carte Blanche Y Diners Club 30, Y Discover 6011, Y JCB , Y Y MasterCard 5, Y Visa 4 13, 16, 19 Y ALL* 3, 4, 5, 1800, 2131, 6011 Min = 13 Max = 19 Y * Note that this would allow a credit card number to start with 3 that is 13 digits long, as long as it passes the Mod10 validation, even though no valid credit card type begins with 3 and has 13 digits Setting Up System Data /17/09

125 Setting Up Ship-via Codes Select Setup / System / Ship-via Codes Use to define shipping methods to assign to customers, customer ship-to addresses, and vendors Ship-via code Description Valid for vendor Valid for customer Identify and describe the ship-via code Indicate whether the ship-via code can be set as the default for a vendor, or used as the shipping method for a purchase request Indicate whether the ship-via code can be set as the default for a customer, or a customer s shipping address, and can it be used on a ticket for a customer Setting Up System Data /17/09

126 Setting Up Commission Codes Select Setup / System / Commission Codes Use to define commission rate for sales reps Assign code to sales rep in Setup / System / Users Commission code Description Commission method Commission percent Calculate on gift certificates Calculate on stored value cards Calculate on misc charge 1-5 Identify and describe the commission code Select the method for determining commission: Margin or Price Enter the percent commission to calculate Indicate whether commission is given for gift certificate sales Indicate whether commission is given for stored value cards Indicate whether commission is given on each miscellaneous charge that is enabled Setting Up System Data /17/09

127 Setting Up Menu Codes Select Setup / System / Menu Codes Use to restrict CounterPoint menu selections or add external menu selections Assign menu code to one or more system security codes Click to define or modify menu selections Click to compare a menu code to the standard menu Current custom menu Standard default menu From this dialog, you can: Drag and drop selections from default menu to custom menu Drag selections on custom menu to new positions Right-click on custom menu to access popup menu Configure menu selections by using Menu Editor Setting Up System Data /17/09

128 Setting Up Menu Codes Menu Editor Menu with images Menu without images Reset current menu selection back to default state Remove (delete) the current menu selection Add new menu item or new folder Setting Up System Data /17/09

129 Setting Up Menu Codes Menu Editor Settings ID Action type Form caption Menu caption Button caption Image Button Image Command type Command Arguments Form Instancing Presentation Allow edit delete insert offline Report parameters Internal identifier for menu selection User-entered for new menu selections. No duplicates permitted Automatically displays either Windows or External Text that appears on menu selection s title bar Text that appears as menu selection name Text that appears for menu selection on button menu If blank, uses Menu caption text instead Image name to display on Explorer and Tree style menus If blank, uses default image (folder or screen) Image name to display on Button style menu for this menu selection When adding a custom menu item: type of form to display Command line and parameters for External menu selections Table name to access or Crystal report to display for Custom menu items Allow single or multiple instances of menu selection Modal or non-modal use Modal = cannot access another menu selection while this menu selection is open Allow menu selection to be edited, deleted, inserted, or to function while running offline Assign a default report parameter set to a custom menu item Setting Up System Data /17/09

130 Setting Up Menu Codes Menu Editor Command Types When adding a new menu item, select the appropriate Command Type: Command Type Custom maintenance form Custom add-on-the-fly form Custom view form Custom report Custom program External program Command / Arguments Show a maintenance form for the table specified in Command. Use Allow edit, Allow insert, Allow delete checkboxes to limit the type of maintenance permitted. Show an add-on-the-fly form for the table specified in Command. Use Allow edit, Allow insert, Allow delete checkboxes to limit the type of maintenance permitted. Users without the menu selection will be prevented from adding records on-the-fly to the table. Show an inquiry form for the table specified in Command. Show a report parameter form for the report specified in Command. Show a front-end form for user s own program, identified in the configuration file specified in Command. Optionally provide arguments to pass to program in Arguments. Configuration file can also direct filtering, order-by, and parameters to request from user. Execute the external program specified in Command. Optionally provide arguments in Arguments. Setting Up System Data /17/09

131 Verifying a Menu Code Use to compare the current menu to the standard menu and indicate: Menu items in the current menu code that are not in the standard menu Menu items in the standard menu that are not in the current menu code Or right-click user-defined menu in Menu Editor and select Verify menu Setting Up System Data /17/09

132 Customizing Filters Use to add or remove fields from a filter Right-click filter form or click Select Customize Click <Click here to add condition> to add a new filter condition. Inactive (grey) conditions are ignored Select a field, an operator, and a value (or leave the value blank). Then right-click and select Simplify. The new field now appears on the simplified filter form. Only checked lines display in the simplified filter. Setting Up System Data /17/09

133 Customizing Filters You want to see customers who belong to the Business category, are from the Main store, and have a balance more than If you build the filter as shown below, there will be no matching records. Apparently you have no Business customers from the Main store whose balance is greater than Setting Up System Data /17/09

134 Customizing Filters Impact of And / Or If we change the filter to look for Business customers who are from Main or have a balance greater than 1000 we get the following results. The valid records include the Business customer from Main regardless of their balance, and all other customers regardless of their category whose balance is greater than Setting Up System Data /17/09

135 Customizing Filters Using Indented Conditions If what we are really interested in are Business customers who are from the store Main or Business customers who have a balance greater than 1000 we must indent the last two conditions. Indent causes condition to be enclosed in parentheses Setting Up System Data /17/09

136 Exercise 4: Customizing Filters Try it Yourself! This exercise illustrates the impact of using indented filter conditions. 1. Select Inventory / Items 2. Click to view the items that are already defined. You will see items across several categories, sub-categories, and a range of prices. You will define a filter to display items that are in the GOLF category that belong to the sub-category of ACCES regardless of their price, or other GOLF items as long as they have a price-1 less than 50 dollars regardless of their sub-category. 3. Click to open the Item Filter dialog. Click and select Customize, or you could right-mouse click to access the Customize selection from the dialog. Setting Up System Data /17/09

137 4. Click Item number and select Item category from the list. The operator changed to is (exactly). Click <?> and enter GOLF or use the Lookup to select the category GOLF. The Item Filter should now look like this: 5. Set the next condition so that the Sub-category for the items is exactly the value ACCES. 6. Set the third condition so that Price-1 for the items is less than the value 50. Setting Up System Data /17/09

138 At the end of the second condition, click the word and and change it to or. The Item Filter should now look like this: 7. Click (or right-click the form) and select View/Edit Filter Text. The corresponding SQL statement for the filter displays: Note that other than at the start and end of the statement, there are no other parentheses in this statement. Click OK to close the View/Edit Filter Text dialog. 8. Click (or right-click the form) and select Preview results An item lookup dialog appears, showing the filtered items. While you do see items in the GOLF category with a sub-category of ACCES, other items in other categories with price-1 of less than $50 are also showing. You want to see only GOLF items. Setting Up System Data /17/09

139 Right-click the Item LookUp titlebar and select Table Information. Of the 77 items on file, 55 of them met the filter criteria. Click Close to close the Table info dialog. Click OK to close the Item Lookup. 9. Now you will correct the Item Filter so it produces the desired results and shows only items in the GOLF category and that are either in the ACCES sub-category or sell for less than 50 dollars. Right-click the second condition and select Indent. (You can also use Ctrl- to indent a condition.) Do the same for the third condition. The Item Filter should now look like this: Right-click the form and select View/Edit Filter Text. You can see that the conditions for the sub-category and price-1 are now grouped together with parentheses. The indents are responsible for this grouping. Setting Up System Data /17/09

140 Click OK to close the View/Edit Filter Text dialog. Right-click the form and select Preview results This time all items are in the GOLF category and are either in the ACCES sub-category or have Price 1 less than $ Right-click the Item Lookup titlebar and select Table Information. This time, only 34 of the records meet the filter criteria. Close the Table info dialog. Click OK to close the Item Lookup. Click OK again to close the Item Filter. 10. Notice that the filter icon on the toolbar is now active. While in Table View, look at the items that match the filter. You should only see items in the GOLF category. You should see items from any sub-category, as long as their price is less than $50.00, and you should see items from the ACCES sub-category regardless of what the price is. 11. When completed, clear the filter and return to Record View END OF EXERCISE Setting Up System Data /17/09

141 Customizing Lookups Changing columns on the lookup form Click and drag column heading to change width or reposition column Right-click column or column heading (e.g., Description ) or Double-click dividers Hide column Sort ascending Sort descending Lock / Unlock column Fit columns Set default column widths Export data Column designer Don t display column for this lookup Display column data in ascending order Display column data in descending order Prevent horizontal scrolling of locked columns Unlock this column and any columns to the right Change width of all columns to fit current width of lookup form Change width of each column to fit width of each column s heading Generate a comma-delimited text file of data displayed in lookup Select columns to display, order in which to display them, and the layout and appearance of each column Setting Up System Data /17/09

142 Customizing Lookups Other LookUp Options Click Show all Save Save As Delete Reload lookup Column designer To display all records when fewer than the maximum number are displayed Save current lookup definition as Default, becomes default starting lookup for that table Any user whose system security code permits customizing of Lookup Dictionary can save lookups Save current lookup definition under a new name Delete a saved lookup definition Reload original lookup and discard changes entered in this editing session Select columns to display, order in which to display them, and the layout and appearance of each column Setting Up System Data /17/09

143 Customizing Lookups Column Designer Show/Hide Columns tab What columns will display in the lookup and in what order will they appear? Hidden columns Visible columns Hide selected column(s) Hide all columns Show selected column(s) Show all columns Change order of columns displayed: Drag and drop in either list box or use Setting Up System Data /17/09

144 Customizing Lookups Column Designer Column Options tab What name will be used for a column, and how will the name and data appear? Appearance of column heading Appearance of data for this column Discard changes entered in this edit session Grid Options tab How will the column grid appear on the lookup form? Stack column heading if longer than column width Display records from bottom to top of grid, rather than from top to bottom Setting Up System Data /17/09

145 Exercise 5: Modifying a Quick Report Try it Yourself! This exercise illustrates how to use the Column Designer to develop a special lookup. It also shows how to save the resulting Quick Report, how to add a menu selection to the CounterPoint menu that runs the Quick Report, and how to customize a filter for the report. 1. Select Inventory / Items 2. Click the lookup icon on the toolbar. Right-click anywhere in the column headings to display the column control menu. Select Column designer from the column control menu. You can also left-click here to access the Column Designer. 3. In the Column Designer, add Sub-category, Attribute 1, and Primary vendor to the visible columns. Move Sub-category up so that it falls after Item category. Click when finished. Setting Up System Data /17/09

146 4. When you return to the Item lookup, click to see the Quick Report. All of the columns are present, but because of alignment, some columns are hard to read. (The Sub-category heading and Attribute 1 column s data is being truncated. The Price-1 data would be easier to read if it was centered.) Close the Quick Report preview. Move the columns around so that they appear in this order: Item number, Description, Price-1, Item category, Sub-category, Attribute 1, and Primary vendor. Extend the Sub-category heading by clicking and dragging it to the right. Do the same for the Attribute 1 field. The Item LookUp should now look similar to this: Setting Up System Data /17/09

147 5. When completed resizing and placing the columns in the desired order, open the Column Designer again, and move to the Column Options tab. Select the Price-1 field and change the Align column value for the data to Center. Click OK to save your changes and close the Column Designer. When the lookup form redisplays, click and select Save As. (Save As is available only if your security code allows you to customize the lookup dictionary.) Save the modified lookup using the name Train 1. The lookup form should now look similar to this: Setting Up System Data /17/09

148 6. Click to view the Quick Report. Notice how much better the report looks. 7. Click to save the Quick report. Change the filename from Item Quick Report to Items for a Vendor and click. Answer Yes to generate the data to save. Exit the Items function. Setting Up System Data /17/09

149 8. To add a menu selection that will run this new report, select Setup / System / Menu Codes. Add a new menu code named TRAIN 1 with the description of Training Menu Code. Click to edit the menu selections for this code. 9. To add the new menu selection to the Inventory / Reports menu, expand the Inventory folder under the Custom Menu folder. Then select the Reports folder. Click and select Menu item. Enter Items for a Vendor as the name of the new menu selection. 10. The Menu code and Menu Editor now look similar to this: Setting Up System Data /17/09

150 Under Settings, change the Command type to Custom report. At Report, browse and select Items for a Vendor.rpt (it should be in the Reports folder for your company). When finished, the Menu Editor should look similar to this. Close the Menu Editor form saving the changes, then click menu code. to save the new 11. To assign the new menu code to a security code, select Setup / System / Security Codes. Display the MGR security code and assign the TRAIN 1 menu code to it. Save the changes to the security code and exit. If you are logged in to CounterPoint as a user with the MGR security code, the changes will be in effect immediately. 12. Select Inventory / Reports / Items for a Vendor from the menu. (If you do not see it on your menu, you will need to log in to CounterPoint as MGR or Z.) Select the order in which the report will print, and filter the items that you want to include in the report. The "Order by" choices reflect the indexes in the Item table. Since there is no default filter defined yet for this new menu selection, it instead displays the first filter it can find for the involved table. Setting Up System Data /17/09

151 To build a default filter for this selection, right-click anywhere on the form and select Customize. Clear the checkboxes for the Item type and Price-1 filters, to de-activate them. You could instead rightclick on each filter and select to delete it. When done, right-click anywhere and select Simplify to see the new simplified filter. Right-click anywhere and select Save as default filter. Now, any time you select to print this report, the default filter will display. Select a primary vendor range of Taylormade to Taylormade. Then click Setting Up System Data /17/09

152 Note: If you change the name of the Form caption for this menu selection in Setup / System / Menu Codes, you will need to run the new menu selection, load the Items for a Vendor filter, and resave it as the default filter. Default filters are named the same as the title bar of the form for which they are the default END OF EXERCISE Setting Up System Data /17/09

153 Setting Up Label Jobs Select Setup / System / Label Jobs Use to modify pre-defined label jobs or define new label jobs Customizations must be enabled for user to use Label Editor or Query Editor, or to print using a customized label job Preview alignment label Valid for item labels receiving tags transfer tags user-defined labels quick assembly tags Label filename Query filename Default printer Default label quantity Label quantity column Order by columns Calculate item prices Use filter Indicate the type of labels or tags for which the label job can be used Select "user-defined labels" for all non-item types of labels (customers, vendors, users, stores, tax authorities, etc.) Label file that specifies the placement and formatting of the fields Pre-defined label files are provided Click to modify the label file. Requires NiceLabel Pro Query that directs the columns to select from each table for this label job Pre-defined queries are provided Click to modify the query Optional default printer to which the labels will be printed Initially displays printer specified in associated label file Optional default number of labels to print for each record Database column that contains the number of labels to print for a record Columns to use for sorting the labels To print prices other than "base" price levels for items Show filter when label job is used to print labels? Setting Up System Data /17/09

154 Setting Up Label Jobs Messages tab Indicate any messages to display before and after printing the labels, and the text for buttons to print or not print the labels. History tab Automatically updated and displays date/time label job was last printed, who printed the labels, and how many labels were printed. Setting Up System Data /17/09

155 Pre-defined Label Jobs Label Job Description Default Label file Use System / Labels to print labels using these label jobs. ADRS-CSALE ADRS-CUST ADRS-LOC ADRS-SHIP ADRS-STORE ADRS-TAUTH ADRS-USER ADRS-VEND FOLD-CUST FOLD-LOC FOLD-SHIP FOLD-STORE FOLD-TAUTH FOLD-USER FOLD-VEND Address: Customer Sales History Address: Customers Address: Locations Address: Customer Ship-to Address: Stores Address: Tax Authorities Address: Users Address: Vendors FileFolder: Customers FileFolder: Locations FileFolder: Customer Ship-to FileFolder: Stores FileFolder: Tax Authorities FileFolder: Users FileFolder: Vendors Address-Avery Up-20PerPage.lbl FileFolder-Avery Up-30PerPage.lbl Use various Inventory menu selections (Inventory / Items, Inventory / Item Labels, Inventory / Prices / Item Prices, etc.) to print item labels using the ITEM-INV label job. ITEM-INV Item: Inventory Qty Item-Avery Up-30PerPage.lbl Use these label jobs to print item labels when posting POs, Quick Assembly, Receivings, and Transfers. Also use them to print item labels after posting, using Items / Labels from Tags. ITEM-PURCH ITEM-QASMB ITEM-QRECV ITEM-QTRAN ITEM-RECV ITEM-TRANI ITEM-TRANO Item: Purchase Orders Item: Quick Assembly Item: Quick Receivings Item: Quick Transfers Item: Receivings Item: Transfer-In Item: Transfer-Out Item-Avery Up-30PerPage.lbl Setting Up System Data /17/09

156 Pre-defined Label Files User-Defined Labels (for label jobs printed from System / Labels) Label Type File name Printer Type Address labels Address-Avery Up-Continuous.lbl Pin-feed printer Address labels Address-Avery Up-30PerPage.lbl Laser printer Address labels Address-Avery Up-20PerPage.lbl Laser printer Blank labels Blank-Avery Up-Continuous.lbl Pin-feed printer Blank labels Blank-Avery Up-30PerPage.lbl Laser printer Blank labels Blank-Avery Up-20PerPage.lbl Laser printer Blank labels Blank-Avery Up-30PerPage.lbl Laser printer File Folder labels FileFolder-Avery Up-30PerPage.lbl Laser printer Item Labels (for immediate item label jobs and label jobs printed from tags before or after posting) Label Type File name Printer Type Barcode Type Item labels Item-Avery Up-Continuous.lbl Pin-feed printer Code 39 Item labels Item-Avery Up-30PerPage.lbl Laser printer Code 39 Item labels Item-Avery Up-20PerPage.lbl Laser printer Code 39 Item labels Item-Blaster-Butterfly-2.00x0.50.lbl Barcode Blaster Interleave 2 of 5 Item labels Item-Blaster-Label-2.40x1.00.lbl Barcode Blaster Code 39 Item labels Item-Blaster-Split-2.40x1.00.lbl Barcode Blaster Interleave 2 of 5 Item labels Item-Blaster-Tag-2.40x1.00.lbl Barcode Blaster Code 39 Item labels Item-Datamax-Butterfly-2.00x0.50.lbl Datamax Item labels Item-Datamax-Label-2.00x1.00.lbl Datamax Item labels Item-Datamax-Label-2.40x1.00.lbl Datamax Item labels Item-Datamax-Split-2.00x1.00.lbl Datamax Item labels Item-Datamax-Split-2.40x1.00.lbl Datamax Item labels Item-Datamax-Tag-2.00x1.00.lbl Datamax Item labels Item-Datamax-Tag-2.40x1.00.lbl Datamax Item labels Item-Eltron-Butterfly-2.00x0.50.lbl Eltron TLP-2242 Interleave 2 of 5 Item labels Item-Eltron-Label-2.40x1.00.lbl Eltron TLP-2242 Code 39 Item labels Item-Eltron-Split-2.40x1.00.lbl Eltron TLP-2242 Interleave 2 of 5 Item labels Item-Eltron-Tag-2.40x1.00.lbl Eltron TLP-2242 Code 39 Setting Up System Data /17/09

157 Setting Up Message Groups Select Setup / System / Message Groups Use to create groups for messages Setting Up System Data /17/09

158 Setting Up the Accounting Interface Direct Interfaces Developer Product Name Compatible Versions Sage Microsoft Business Solutions Intuit BusinessWorks Gold 5.0, 6.0, 7.0, 8.0, 2009 MAS 90 and MAS x, 4.x Small Business Financials 8.0, 9.0, 10.0 Microsoft Dynamics GP 7.5, 8.0, 9.0, 10.0 QuickBooks QuickBooks Canada QuickBooks US and Canada Direct Export Export Interfaces Developer Product Name Compatible Versions Computer Associates International ACCPAC for Windows Intuit QuickBooks Microsoft Business Solutions Best Software Blackbaud Solomon IV Microsoft Dynamics SL MIP Fund Accounting Peachtree The Financial Edge Passport Business Solutions , Use Setup / System / Accounting Interface to define the interface * Use System / Accounting / Utilities / Import Accounts to build account numbers in CounterPoint Use Setup / System / Accounts to build account numbers in CounterPoint * Use System / Accounting / Utilities / Import Vendors and Export Vendors to synchronize vendor information Use System / Accounting / Interface Distributions to interface distributions Use System / Accounting / Voucher Receivings to interface A/P vouchers * For an Export interface, transfer your account or vendor information into the AI_ACCT or AI_VEND table before running the corresponding Import function. Setting Up System Data /17/09

159 Setting Up the Accounting Interface Select Setup / System / Accounting Interface Use to specify settings for interfacing CounterPoint data to accounting software Export Interface General Ledger tab Integrate with G/L Data file path Correction account Batch number Batch method Command type Output file path and name Action when file exists Path to DTSRun DTS package name Command to run Command arguments Indicate whether to integrate with your General Ledger This field is currently not used Enter or lookup the account to which correction distributions will be posted. A correction distribution is created when a batch of transferred G/L distributions is out-of-balance. Enter a number to use for the next batch of transferred distributions Specify how to handle the batch number: Auto-increment or Reuse Use DTS to output the data from the interface tables, use an External program, or select None if you will use database triggers to process data from the interface tables For DTS and External command types, name of the file (and path) to be produced by DTS or the external program What action should be taken if the export file already exists? For DTS command type, path where dtsrun.exe is located and the name of the DTS package that exports data from the interface tables For External command type, name of the program that exports the data from the interface tables and any arguments that need to be passed to that program Setting Up System Data /17/09

160 Setting Up the Accounting Interface Export Interface Accounts Payable tab Allow multiple users to voucher invoices at the same time Integrate with A/P Data file path Batch number Template vendor Invoice variance account Use voucher number Next voucher number Command type Output file path and name Action when file exists Path to DTSRun DTS package name Command to run Command arguments A/P account number Indicate whether to integrate with Accounts Payable This field is currently not used Enter a number to use for the next batch of transferred distributions Enter or lookup a vendor to serve as a template Enter or lookup the account to which invoice variance distributions will be posted Indicate whether to use a voucher number sequence assigned by CounterPoint rather than your accounting software package. Currently only available for Great Plains and Small Business Financials. Use DTS to output the data from the interface tables, use an External program, or select None if you will use database triggers to process data from the interface tables For DTS and External command types, name of the file (and path) to be produced by DTS or the external program What action should be taken if export file already exists? For DTS command type, path where dtsrun.exe is located and the name of the DTS package that exports the data from the interface tables For External command type, name of the program that exports the data from the interface tables and any arguments that need to be passed to that program Specify the account to which this export interface will voucher receivings NOTE: Used for QuickBooks, Peachtree, and MIP Setting Up System Data /17/09

161 Setting Up the Accounting Interface How the Export interface works SY_DIST Distributions in CounterPoint PO_RECVR_HIST Receivings history in CounterPoint System / Accounting / Interface Distributions System / Accounting / Voucher Receivings AI_DIST Filtered distributions in CounterPoint AI_VCHR, AI_VCHR_DIST Filtered receivings in CounterPoint DTS DTS Output export file Output export file Import export file into G/L Import export file into A/P Accounting Software Default G/L export file name Default A/P export file name ACCPAC GLBATCH.CSV APBATCH.CSV QuickBooks GL-DIST.IIF AP-DIST.IIF Solomon SYNGL.TXT SYNAP.TXT Dynamics SL SYNGL.TXT SYNAP.TXT MIP MIP-GL.TXT MIP-AP.TXT Peachtree GENERAL.CSV PURCHASE.CSV Financial Edge FinancialEdge-GL.CSV FinancialEdge-AP.CSV Setting Up System Data /17/09

162 Setting Up the Accounting Interface Defining an Direct interface Select your direct accounting package at Accounting system (this is a protected change field) Company name System data path Company name used in accounting software (Not used) For all Microsoft Business Solution products: Database or ODBC name User ID Password ODBC Data Source Name ( DSN ) for company s data. Must be different than system DSN used in accounting software. If using Windows authentication to log in to Microsoft SQL Server (i.e., your Windows network user ID and password), leave these fields blank. Otherwise, enter the user ID and password that you use to log in to the SQL server. Setting Up System Data /17/09

163 Setting Up the Accounting Interface General Ledger What can be interfaced Accounting distributions Account numbers (Direct only) Using this menu selection System / Accounting / Interface Distributions System / Accounting / Utilities / Import accounts Used only for Export interfaces Data file path Correction account (Not used) Correction account for out-of-balance distributions. For all Microsoft Business Solution products: Also used for BusinessWorks if a single batch contains more than 99 entries. The correction account will be the 99 th entry to ensure the batch is in balance, and a new batch is created for the other entries, along with an entry to the correction account that offsets the correcting entry in the previous batch. Batch number Batch method Batch number to assign to G/L batch in accounting. Re-use or increment batch number entered in prior field each time distributions are interfaced. Setting Up System Data /17/09

164 Setting Up the Accounting Interface Accounts Payable What can be interfaced Receivings Vendor name and address (Direct only) Using this menu selection System / Accounting / Voucher Receivings System / Accounting / Utilities / Import Vendors System / Accounting / Utilities / Export Vendors Used only for Export interfaces Data file path Template vendor Invoice variance account (Not used) Vendor whose values will be copied for fields not supplied by CounterPoint when exporting new vendors to accounting. Vendor must exist in both CounterPoint and accounting. Account to use for difference in invoice amount vs cost of inventory + miscellaneous charges when generating default distributions for an Accounts Payable voucher. For all Microsoft Business Solution products: Batch number Batch number to assign to A/P batch created in accounting. Setting Up System Data /17/09

165 Setting Up the Accounting Interface Account number mapping Click Use to specify how CounterPoint account numbers and G/L account numbers link to each other Define after accounting package is installed Skip for Export interface, if CounterPoint and G/L account numbers are identical BusinessWorks Account numbers in BusinessWorks have two segments: an 7-digit Account and a 3-digit Department, separated by a.. For example, a 4-digit account and 2-digit department of is actually stored in BusinessWorks as For use when interfacing distributions from CounterPoint to BusinessWorks, indicate what part(s) of the CounterPoint account number to use for each segment in BusinessWorks. For use when importing account numbers from BusinessWorks to CounterPoint, indicate what part of each BusinessWorks segment to use to create the CounterPoint account numbers. Setting Up System Data /17/09

166 Setting Up the Accounting Interface Microsoft Business Solutions ("MBS") Account numbers in MBS products have three segments. The mapping rules must be defined to match the MBS company's account number format. The string of digits in each segment corresponds to the segment number. For example, if the account structure is 3-4-2, the account number will be When not using profit centers, define as "Literal value". If using profit centers, define as "From account", with starting position and length of profit center characters. Setting Up System Data /17/09

167 Importing Account Numbers Select System / Accounting / Utilities / Import Accounts Use to build new account numbers and/or update existing account numbers in CounterPoint, from account numbers in the accounting software Available only for Direct accounting interfaces Update method New accounts Account Indicate if only new accounts should be added to CounterPoint, if only existing account number information should be updated, or if both types of account numbers should be updated If Add or Both was selected for "Update method", select if the new accounts should be marked a valid main accounts and/or valid profit center accounts Specify the range of account numbers to be added and/or updated in CounterPoint Setting Up System Data /17/09

168 Importing and Exporting Vendors Select System / Accounting / Utilities / Import Vendors Use to add or update vendors in CounterPoint from vendors defined in the accounting software Available only for Direct accounting interfaces Indicate if only new vendors should be added, if only existing vendors should be updated, or if both types of vendors should be updated. Specify the range of vendors to be added and/or updated. Select System / Accounting / Utilities / Export Vendors Use to add or update vendors in the accounting software from vendors defined in CounterPoint Available only for Direct accounting interfaces Indicate if only new vendors should be added to the accounting system, if only existing vendors should be updated, or if both types of vendors should be updated. Identify the 'template' vendor from whom non-counterpoint values will be copied, and the range of vendors to add/update. Setting Up System Data /17/09

169 SECTION 3: SETTING UP INVENTORY DATA Sequence of Inventory Setup...1 Setting Up Locations...2 Setting Up Inventory Control...3 Setting Up Account Codes...12 Setting Up Location Groups...14 Setting Up Item Attributes...15 Exercise 1: Setting Up Item Attributes Setting Up Item Profile Codes...18 Setting Up Item Categories...19 Setting Up Item Sub-Categories...20 Setting Up Item Prompt Codes...21 Setting Up Serial Prompt Codes...22 Exercise 2: Using Serial Prompts Setting Up Barcode Types...25 Setting Up Label Codes...26 Setting Up Tare Weight Codes...27 Setting Up Units...28 Setting Up Adjustment Reason Codes...29 Alternatives for Setting Up Items...30

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171 Sequence of Inventory Setup Sequence for setting up a new company s Inventory data You can set up Inventory data for a new company after the System data is set up. Set up Inventory data by running the menu selection in this order (all selections in steps 1 14 are under Setup / Inventory): 1 Locations Define the name of at least the primary stocking location for your company. Also define the name of any location that you specified when setting up workgroups (using Setup/System/Workgroups). 2 Inventory Control Set up the Inventory Control record. 3 Account Codes Define at least one account code that can be assigned to items. Locations, Inventory Control, and Account Codes are required setup for Inventory. The following setup selections are optional, but if you intend to use them, they should be defined before you set up your items. 4 Location Groups Identify groups of locations that can be used for purchasing, if you wish to purchase for more than a single location at once. 5 Item Attributes Define the item attribute values that will be valid for each item attribute. Each item can be assigned up to six attributes. 6 Profile Codes If you enabled any Item Code profiles when setting up the Inventory Control record, define the profile codes that will be valid for each. 7 Item Categories Set up the category names that you want to use for grouping your items. Each item can be assigned one category. 8 Sub-Categories Set up sub-category names that you want to use as a sub-grouping for your items. Each item can be assigned one sub-category. 9 Prompt Codes Set up any Prompt Codes to define special information to request (e.g., birthdate) when specific items are sold. Each item can be assigned up to three prompt codes. 10 Serial Prompt Codes Set up any Serial Prompt Codes to define additional information to request when working with serial numbers. Each serialized item can be assigned up to three serial prompt codes. 11 Barcode Types Set up as many barcode types as you will need to define multiple barcodes for each item. 12 Label Codes Set up any label codes that you want to assign to items. Each item can be assigned one label code. 13 Tare Weight Codes Set up a tare weight code for the group of containers used to hold items that are weighed. 14 Units Identify stocking and alternate units to assign to items 15 Adjustment Reason Codes Set up the reasons why inventory may be adjusted. Setting Up Inventory Data /17/09

172 Setting Up Locations Select Setup / Inventory / Locations Use to define each stocking or ship-from location Primary stocking location Any location assigned to workgroups ( This location ) Use to define each pricing or price-from location Establish Dynamic Min/Max parameters Address tab Contacts tab Other tab Entered account must be marked as a "Valid profit center" Setting Up Inventory Data /17/09

173 Setting Up Inventory Control Select Setup / Inventory / Control Main tab Costing Cost method Serial costing B/S Inventory pft ctr method Physical count posting uses Defaults to Average cost, used throughout company Separate costs tracked for each location Miscellaneous items use Cost of sales % Use 'actual' cost of Always serialized items Available only when using Serial Numbers Option Where is profit center obtained when updating distributions to B/S inventory accounts for items? None = use full B/S inv acct in item s account code without profit center substitutions Location = substitute location s profit center Category = substitute item category s profit center Sub-category = substitute item sub-category profit center When posting physical count transactions that generate adjustments to inventory, use cost and price that were frozen when count transaction was created or use item s current cost and price? Setting Up Inventory Data /17/09

174 Setting Up Inventory Control Main tab cont. Barcodes Item barcode type Alt-1 unit barcode type Alt-2 unit barcode type Alt-3 unit barcode type Alt-4 unit barcode type Alt-5 unit barcode type Generate cell barcodes (add-on-the-fly) Default barcode prefix Barcode type to associate with barcode specified at "Barcode" in Inventory / Items (Protected change field) Other barcodes for item, entered either using in Inventory / Items or Inventory / Barcodes, use the barcode type identified when barcode is entered Barcode type to associate with defined alternate units Are cell barcodes created when adding on-the-fly? Default value for "Cell barcode prefix" field on the Generate Barcodes form Select Auto-assign to assign sequential barcodes to gridded items, using "Next barcode number" for current workgroup Setting Up Inventory Data /17/09

175 Setting Up Inventory Control Item Setup tab Inventory Show inventory setup options Create inventory for Show inventory After defining a new item, allow user to select the locations for which to add inventory records, or instead automatically create the inventory records for the locations identified at "Create inventory for" If showing inventory setup options, choice here is default for "Create inventory for" field on Create Item form If not showing inventory setup options, choice here determines the location(s) for which inventory records are automatically created when the user saves a new item If showing inventory setup options, choice here is used as default for "Show inventory" checkbox on Create Item form If not showing inventory setup options, choice here determines whether Inventory form appears after inventory records are created when user saves a new item Add-on-the-fly Simplified item addon-the-fly Show grid setup options Show grid definition Enable the use of the Simplified add-on-the-fly form After defining a new gridded item, allow user to select whether to copy grid definition and model stock from another item, whether to generate cell barcodes, and whether to display Grid Definition form Allow user to enter a new item s grid definition If showing grid setup options, choice here is used as default for Show grid definition checkbox on Create Item form If not showing grid setup options, you should choose to enable Show grid definition A grid definition must be created for each gridded item, and userinteraction is required to either copy the definition from a different item or to define the grid Setting Up Inventory Data /17/09

176 Setting Up Inventory Control Item Setup tab New item setup using Copy from Item number Copy item notes Show item notes form Copy substitute items Copy inventory Show inventory form Copy item prices Show price form Copy vendor item Show vendor item form Copy ecommerce item category Show ecommerce item category form Copy bills of materials Show bills of materials form Copy sales kits Show sales kits form Indicate whether to copy item notes Determine whether to display the Item notes form Indicate whether to copy substitute items Indicate whether to copy inventory records Determine whether to display the Inventory form Indicate whether to copy item prices Determine whether to display the Item Prices form Indicate whether to copy vendor item records Determine whether to display the Vendor Item form Indicate whether to copy ecommerce category Determine whether to display the Ecommerce category form Indicate whether to copy bills of materials information Determine whether to display the Bills of Materials form Indicate whether to copy sales kit information Determine whether to display the Sales kits form Setting Up Inventory Data /17/09

177 Setting Up Inventory Control Pricing tab Price levels Price rounding method Number of price levels to use, up to 3 (up to 6 with Advanced Pricing Option) Normal, Down, or Up If unit price Rounding Results computes to: Up Down Normal Use location prices Use cell prices Use location-cell prices Margin indicator Actual margin less than minimum margin Actual margin between minimum and target margin Actual margin meets or exceeds target margin Allows different prices at each location for same items Allows different prices for each cell of a gridded item Allows different prices for each cell of a gridded item at each location (Requires Advanced Pricing Option) Select the color to indicate the obtained margin level Setting Up Inventory Data /17/09

178 Setting Up Inventory Control Item Profile tab Use to specify how many (up to five) of each type of item profile to enable for items Use to specify how many (up to six) attributes to enable for items Code profile Date profile Alpha profile = value entered for item must be predefined Profile Code = value entered for item must be in date format = value entered for item can be any alphanumeric characters Numeric profile = value entered for item must be numeric Attributes = value entered for item must be predefined choice NOTE: Use Setup/System/Configuration/Data Dictionary or Quick Setup to change the display labels for associated NAM_ITEM_PROF_ column codes (e.g., to display Fabric instead of Use code profile 1 ) and for associated ATTR_COD_ column codes. Setting Up Inventory Data /17/09

179 Setting Up Inventory Control Print Options tab Use to specify whether and how inventory transaction worksheets and journals print at the time the associated transactions are posted Same five choices for each Copies of every posting journal are also available from history Print distributions Show breakdown of account numbers and amounts updated by corresponding transaction posting Prints as final page of posting journal Setting Up Inventory Data /17/09

180 Setting Up Inventory Control Transfers tab Transfer clearing pft ctr method Prompt for line information Use Transfer Out misc chg Use Transfer In misc chg Profit center method Account Source of profit center when updating distributions to transfer clearing account(s) for items: None, Location, Category, or Sub-category Prompt users for additional information each time they add lines to a Transfer Out document Enter miscellaneous charges (e.g., freight) at time transfer is created? At time transfer is received? Source of profit center when updating distributions to transfer accounts: None, Location, Category, or Subcategory Any miscellaneous charges entered while processing a transfer will be allocated into inventory cost and the accounts you specify here will be credited during posting Can add lines on Transfer Ins Allow users to add lines to Transfer In documents Quick Transfers Use misc chg Profit center method Account Allow miscellaneous charges to be entered at time Quick Transfer is entered Amount will be allocated to cost of item at receiving location Source of profit center when updating miscellaneous charge distributions to account entered here None = use full account without profit center substitution Location = substitute location s profit center Category = substitute item s category profit center Sub-category = substitute item s sub-category profit center Setting Up Inventory Data /17/09

181 Setting Up Inventory Control Labels tab Default label job for: Item Transfer out Transfer in Quick transfer Quick assembly Tag creation method for: Transfer out Transfer in Quick transfer Quick assembly Identify the default label job when printing labels for each of these activities Indicate whether to generate tags for label printing for each type of activity, and if labels can be printed from the tags at the time the transaction is posted Prompt user to print and Print automatically generate tags, and permit printing of labels from the tags at the time the transaction is posted To print labels from tags after posting, use Inventory / Labels from Tags Setting Up Inventory Data /17/09

182 Setting Up Account Codes Select Setup / Inventory / Account Codes Use to define set of account numbers to use for distributions when transactions are posted for items Each item is assigned one account code Assets / Liabilities tab B/S inventory Receivings accrual Transfer clearing RTV accrual Profit center method Account For each type of account, the account number to use and the method for determining the profit center: None = use entire account number specified without replacing profit center characters Location = replace profit center characters with those from location s profit center Category = replace profit center characters with those from item category s profit center Sub-category = replace profit center characters with those from sub-category s profit center B/S Inventory profit center method is set in Setup / Inventory / Control Transfer clearing profit center method is set in Setup / Inventory / Control Setting Up Inventory Data /17/09

183 Setting Up Account Codes Sales/COGS tab Sales Cost-of-goods sold Customer returns Cost-of-goods returned For each type of account, the account number to use and the method for determining the profit center: None, Document, Location, Store, Category, or Sub-category Other COGS tab Adjustments Cost correction Physical count Misc item expense RTV adjustments Distributions for adjustments to inventory Used to record the difference between B/S Inventory value and value of merchandise (QOH x Avg cost) Distributions for adjustments made through physical count Use adjustment account if not tracking separately Used for non-inventory and service items, rather than B/S inventory account Distributions for adjustments made through RTVs Setting Up Inventory Data /17/09

184 Setting Up Location Groups Select Setup / Inventory / Location Groups Use to define groups of stocking locations for purposes of purchasing for multiple locations at the same time Setting Up Inventory Data /17/09

185 Setting Up Item Attributes Select Setup / Inventory / Attributes Use as additional ways to group items, besides Categories and Sub-Categories Attribute Description Item attribute 1-6 Name and description of an attribute as it will appear in a lookup list Specify the attributes for which the defined value ( GRAPHITE above) can be selected for an item The attribute value can be assigned to more than one item attribute slot Note: To display your own label instead of Item attribute for each of the check boxes on this form (and anywhere else that phrase appears), use Setup / System / Configuration / Data Dictionary or Quick Setup to change the display label for the associated ATTR_COD_ column code. For example, in the Camptown Golf Training database, you might change the Display label to Right/Left for the ATTR_COD_1 column code, and to Shaft for the ATTR_COD_2 column code. Setting Up Inventory Data /17/09

186 Exercise 1: Setting Up Item Attributes Try it Yourself! This exercise illustrates how to modify the display label for the ATTR_COD_1 and ATTR_COD_2 column codes so that your words appear for these attributes instead of Item attribute 1 or Item attribute 2 in other forms. It also shows defining an item attribute value that is valid only for the first attribute. 1. Select Setup / System / Configuration / Data Dictionary 2. If necessary, click on the System Data Dictionary titlebar and switch to viewing [Column Codes]. Select ATTR_COD_1 from the list of column codes. This is the column code used for the display label Setup / Inventory / Item Attributes. in Click. 3. The Data Dictionary form comes to the front, where you can enter your changes. Enter the Display label of right/left. Enter the same value for the Report label. Enter a Long label of right or left handed. Click code. to save the changes you made for the first attribute column Setting Up Inventory Data /17/09

187 4. Switch back to the System Data Dictionary, and select ATTR_COD_2 from the list of column codes. Click. 5. On the Data Dictionary form, enter shaft for the Display label and Report label. Enter shaft material for the Long label. Click to save the additional changes you've made. When completed, exit from the Data Dictionary. 6. Select Setup / Inventory / Attributes. Click the VCR buttons to display the existing attributes. Notice that Right/left displays instead of Item attribute 1 and Shaft displays instead of Item attribute 2. Exit the Item Attributes function. 7. Select Inventory / Items. Display an existing item and click the Description tab. Notice that Right/left displays instead of Item attribute 1 and Shaft displays instead of Item attribute 2. Exit the Items function END OF EXERCISE Setting Up Inventory Data /17/09

188 Setting Up Item Profile Codes Select Setup / Inventory / Profile Codes Use to define valid values for Item Profile Codes that were turned on in Setup / Inventory / Control or Setup / System / Quick Setup Note: To display your own label instead of Code profile, use Setup / System / Configuration / Data Dictionary or Quick Setup to modify the Display label for the corresponding NAME_ITEM_PROF_COD column code. Setting Up Inventory Data /17/09

189 Setting Up Item Categories Select Setup / Inventory / Categories Use to group items for pricing, reporting, and profit margin purposes Assign one category to each item Category Description Profit center Minimum margin Target margin Enter a name for the category Enter a description for the category When constructing the account number for distributions, what is the profit center to use for this category? (Entered account must be marked as a Valid profit center ) Used only if "Profit center method" in account code assigned to any item in this category indicates Category Minimum profit margin deemed acceptable for the category Desired margin for the category Setting Up Inventory Data /17/09

190 Setting Up Item Sub-Categories Select Setup / Inventory / Sub-Categories Use to further group items for pricing and reporting purposes Click to assign the sub-category to all categories, or use * Sub-category Category Description Profit center Minimum margin Target margin Enter a name for the sub-category Category for which this sub-category is valid, * if valid for all categories Enter a description for the sub-category When constructing the account number for distributions, what is the profit center to use for this sub-category? (Entered account must be marked as a Valid profit center ) Used only if "Profit center method" in account code assigned to any item in this sub-category indicates Sub-category Minimum profit margin deemed acceptable for the sub-category Desired margin for the sub-category Setting Up Inventory Data /17/09

191 Setting Up Item Prompt Codes Select Setup / Inventory / Prompt Codes Use to define the additional information to ask for an item when it is sold Assign up to three Item Prompt Codes to each item Prompt Code and entered value are retained in ticket Examples: Serial number Lot number Brief instructions Monogram Date of birth License number Certificate number Test constraint and error message Prompt code Description Text to display Data type Number of decimals Entry required Once per document Qty sold must be 1 Constraint Error message Enter a name for the prompt code Enter a description for the prompt code Prompt to display in ticket entry to request the information Entry characters must be this type: alphanumeric, date, or numeric If numeric, number of decimals allowed Must an entry be made for this prompt, or can it be skipped? If multiple items on a single ticket use the same item prompt, do not request the information more than once To force a quantity of 1 when prompt reply is specific to a single piece of an item (serial number, carat weight, film claim number) Entered value must pass constraint specified here See Appendix 2 Constructing Column Constraints for more info Error message to display if constraint is violated Setting Up Inventory Data /17/09

192 Setting Up Serial Prompt Codes Select Setup / Inventory / Serial Prompt Codes Use to define any additional information to ask for the serial numbers of an item when entering certain types of transactions Assign up to three Serial Prompt Codes to each serialized item Each prompt displays once for each serial number in the selected transaction(s) Test constraint and error message Prompt code Description Text to display Data type Number of decimals Entry required Valid for Serial Prompt 1-3 Used for Constraint Error message Enter a name for the prompt code Enter a description for the prompt code Prompt to request the serial number information in ticket entry Entry characters must be this type: alphanumeric, date, or numeric If numeric, number of decimals allowed Indicate whether entry will be required, or can it be skipped? Select the serial prompt 'slots' for items to which this serial prompt can be assigned Selecting more than one means the prompt can be assigned to one 'slot' for one item and a different 'slot' for another item Indicate whether this serial prompt will be displayed for Adjustments, Receivings, RTV s, Transfers, Sales, Returns Entered value must pass constraint specified here Error message to display if constraint is violated Setting Up Inventory Data /17/09

193 Exercise 2: Using Serial Prompts Try it Yourself! In this exercise, you will add a new serial prompt to request the New or Used condition of a serialized item when selling the item. 1. Select Setup / Inventory / Serial Prompt Codes. Define and save the N/U serial prompt code illustrated on the previous page. When defining the constraint: - Enclose each "V=" test in parenthesis, not brackets. - Enclose the testing value in single quotes/apostrophes, not double quotes. 2. Select Inventory / Items. Display item BALL-RET-PRO. Notice that this item is always serialized. Setting Up Inventory Data /17/09

194 3. Switch to the Serialized tab. The three Serial prompt code columns are protected change fields, so you will need to first click on the toolbar to make the fields accessible. Do a lookup at "Serial prompt code 1". Your new code displays in the lookup, because you indicated that it was a valid code for the first serial prompt code. Select it to assign it to this item. Do a lookup at "Serial prompt code 2". Nothing displays in this list since there are no serial prompt codes defined to be used for Serial prompt code 2. Click to save the changes to this item END OF EXERCISE Setting Up Inventory Data /17/09

195 Setting Up Barcode Types Select Setup / Inventory / Barcode Types Use for grouping barcode "meanings" across items; permits barcode printing for specific Barcode types Each barcode assigned to an item must have a different Barcode type Examples: Barcode Types 1) Item default barcode ITEM UPC barcode UPC User-defined barcode USER 2) Allow 4 barcodes per item BARCODE1 BARCODE2 BARCODE3 BARCODE4 3) Barcodes are vendor-specific WILSON ACME NIKE 4) Barcodes are by product-type NEW USED DAMAGED Setting Up Inventory Data /17/09

196 Setting Up Label Codes Select Setup / Inventory / Label Codes Use for grouping items by the type of label printed for them Permits label printing for items that use the same kind of label by filtering on label code Setting Up Inventory Data /17/09

197 Setting Up Tare Weight Codes Select Setup / Inventory / Tare Weight Codes Use to define container names and weight of each Assign to weighed items to have container weight deducted from item total weight at time of sale "&" denotes next character as accelerator key on button Select this check box if you want to enter the weight of the container Assign a tare weight code to any item that is sold by weight in a container, to exclude the container weight when calculating the price. Setting Up Inventory Data /17/09

198 Setting Up Units Select Setup / Inventory / Units Use to define stocking and alternate units to assign to your items Each unit must include a label and description Optionally, enter a conversion setting. Conversion used as default if unit is selected as an alternate unit for an item Setting Up Inventory Data /17/09

199 Setting Up Adjustment Reason Codes Select Setup / Inventory / Adjustment Reason Codes Use to explain why inventory levels are being adjusted Account listed in the Adjustment reason code takes precedence over the account in the item s Account code for distributions Setting Up Inventory Data /17/09

200 Alternatives for Setting Up Items Alternatives for adding items A) Use Inventory / Items to set up an item record for each item, along with inventory records for each location where you want quantity tracked. one item at a time copy from any other item default values from data dictionary or "template" item for workgroup inventory records can be automatic (if "Show inventory setup options" is disabled in Inventory Control) B) Use Inventory / Quick Items, a simple single-form version of Inventory / Items. C) Add each item "on the fly". This can be done from the "Item Number" field in any function other than Inventory / Items (such as ticket entry or purchase request entry) by: - entering the item number you want to assign and clicking when the "not on file" message displays, or - doing an item lookup and clicking from the lookup. same as A) uses simplified add-on-the-fly form D) Use System / Utilities / Database Import to import the item information from a text file. Records must be in delimited format (sequence of fields doesn't matter) multiple items in a single import allows verification of data prior to import default values for non-imported fields come from data dictionary or "template" item for workgroup optional logging of import errors Setting Up Inventory Data /17/09

201 SECTION 4: SETTING UP CUSTOMER DATA Sequence of Customers Setup...1 Setting Up Customer Control...2 Setting Up Customer Categories...7 Setting Up Customer Finance Charge Codes...8 Setting Up Customer Profile Codes...9 Setting Up Shipping Zones...10 Setting Up Statement Codes...11 Setting Up Terms Codes...12 Setting Up Loyalty Programs...13 Exercise 1: Adding Loyalty Program Rules Alternatives for Setting Up Customers...17

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203 Sequence of Customers Setup Sequence for setting up a new company s Customers data You can set up Customer data for a company any time after the System data has been set up. Set up Customer data for a new company by running these menu commands (all selections in steps 1 8 are under Setup / Customers): 1 Control Set up the Customer Control record. After the Customer Control table is defined, the following data can be set up in any sequence prior to defining your customers. 2 Categories Set up the customer category names that you want to use for grouping your customers. Each customer can be assigned one category. 3 Finance Charge Codes* Set up finance charge codes for Receivables customers. 4 Profile Codes If you selected to use any Customer code profiles when setting up the Customer Control record, define the profile codes that will be valid for each code profile. 5 Shipping Zones Set up a Shipping Zone code for each shipping zone to which you ship merchandise. Each customer and each customer ship-to address can be assigned a Shipping Zone code. 6 Statement Codes* Set up billing/statement cycles for Receivables customers. 7 Terms Codes* Set up discount and payment terms for Receivables customers. 8 Loyalty Programs Set up loyalty program details for customers. 9 Customers / Customers 10 Customers / Ship To Addresses Set up the template customer(s) and then use Setup / System / Workgroups to identify the template customer for each workgroup. Set up a customer record for each customer for whom you want to track sales history separately. Alternatives include adding customers on the fly or importing them from a text file using System / Utilities / Database Import. Define shipping addresses for each customer. Only if Receivables Option is registered Setting Up Customer Data /17/09

204 Setting Up Customer Control Select Setup / Customers / Control Columns enabled only if Receivables Option is registered Use to specify aging periods and defaults when aging is performed Aging tab Age by Document date or Due date Aging periods Number of aging periods you plan to use (Maximum = 5) Aging Period 1-5 Max age for period1 Dunning msg 1 Dunning msg 2 For each defined aging period Number of days that represent this aging period For the last defined aging period, no day entry required Optional messages to print on statement Setting Up Customer Data /17/09

205 Setting Up Customer Control A/R Processing tab Columns enabled only if Receivables Option is registered Cash Receipts Maximum write-off Unlimited Writeoff account Maximum dollar amount that can be written off at once, or Unlimited, and default distribution account (Enter 0, if no write-offs are allowed) Source of profit center when updating writeoff distributions to account entered here: None or Store Statements Last begin date Last end date Save copies to disk Statement period beginning and ending date from last time statements were printed Save a copy of statements to a disk file Account management Note ID Note ID to automatically display note when viewing a customer in Customers / Account Management Setting Up Customer Data /17/09

206 Setting Up Customer Control Print Options tab Use to specify whether and how customer transactions journals print at the time the transaction is posted Cash receipts journal Print distributions Customer adjustments journal Print distributions Finance charges journal Print distributions Options for printing or viewing the Cash Receipts Journal at posting-time Indicate whether to print distributions produced Options for printing or viewing the Customer Adjustments Journal at posting-time Indicate whether to print distributions produced Options for printing or viewing the Finance charges Journal at posting-time Indicate whether to print distributions produced Setting Up Customer Data /17/09

207 Setting Up Customer Control Profiles tab Use to specify the number of each profile type (up to five) to request for customers Code profile Date profile Alpha profile Numeric profile = value entered for customer must be a defined Customer Profile Code = value entered for customer must be in date format = value entered for customer can be any alphanumeric characters = value entered for customer must be numeric NOTE: Use Setup/System/Configuration/Data Dictionary or Quick Setup to change the display labels for associated NAM_CUST_PROF_ column codes. Setting Up Customer Data /17/09

208 Setting Up Customer Control Other tab Orders affect available credit Layaways affect available credit Simplified customer add-on-the-fly Loyalty Programs Use loyalty programs Loyalty points adjustments journal Indicate whether to reduce the amount of available credit for each customer by the total dollar amount of the customer s orders / layaways Enable use of a simplified form for adding new customers "on the fly" Also used for editing existing customers "on the fly" from lookups Indicate whether to use loyalty programs for your company Options for printing or viewing the Loyalty points adjustments Journal at posting-time Setting Up Customer Data /17/09

209 Setting Up Customer Categories Select Setup / Customers / Categories Use to group customers for reporting or pricing purposes Assign one category to each customer Decide whether to require a PO number for this category of customers Setting Up Customer Data /17/09

210 Setting Up Customer Finance Charge Codes Select Setup / Customers / Finance Charge Codes Use to determine finance charges Assign one finance charge code to each A/R type customer Finance charge code Description Age documents by Min age to be considered past due Min past due total for fin charge Calculate fin charge on fin charge Level 1 percent Level 1 cutoff Level 2 percent Minimum finance charge Finance charge account Name and description for this finance charge code Method by which to age documents: Due date or document date Number of days before amount is past due Minimum past due amount that can be assessed a finance charge Can assessed finance charges have additional finance charges assessed against them What percent will be assessed Indicate whether there is a cutoff for this finance charge percent What percent will be assessed What is the smallest finance charge that can be assessed Account number to update for finance charges collected and method to determine profit center: None or Store Setting Up Customer Data /17/09

211 Setting Up Customer Profile Codes Select Setup / Customers / Profile Codes Use to define valid values for Customer Code Profiles that were turned on in Setup / Customers / Control or Setup / System / Quick Setup Note: To display your own label instead of Code profile, use Setup / System / Configuration / Data Dictionary or Quick Setup to change the display label for the associated NAM_CUST_PROF_COD column code. Setting Up Customer Data /17/09

212 Setting Up Shipping Zones Select Setup / Customers / Shipping Zones Use to define shipping zones for customer addresses Assign one Shipping Zone to each customer and to each ship-to address Setting Up Customer Data /17/09

213 Setting Up Statement Codes Select Setup / Customers / Statement Codes Use to define statement printing groups to allow statement printing for a group of customers Assign one statement code to each A/R charge customer (Receivables) Setting Up Customer Data /17/09

214 Setting Up Terms Codes Select Setup / Customers / Terms Codes Use to define payment terms that you extend to customers Assign terms code to each A/R charge type customer (Receivables only) "Regular" terms "Proximo" terms Last day of a month on which invoice terms apply to the following month Cutoff day End of month = invoice date June 30 or earlier 5% discount if paid by July 10th due on July 25th Cutoff day 25 = invoice date July 25 July 26 discount if paid by Aug 10th Sept 10th due on Aug 25th Sept 25th Setting Up Customer Data /17/09

215 Setting Up Loyalty Programs Select Setup / Customers / Loyalty Programs Use to define incentive programs for your customers Assign one loyalty program to a customer Setting Up Customer Data /17/09

216 Setting Up Loyalty Programs Earning Rules Determine the rules for earning points Redemption Rules Determine the rules for redeeming points Setting Up Customer Data /17/09

217 Exercise 1: Adding Loyalty Program Rules Try it Yourself! You are going to expand the earning and redemption rules for the Golf Loyalty Program. Customers who belong to the Golf Loyalty Program can now earn 1 point per stocking unit for any item from the Snacks sub-category. Points they earn can be used for future Food category purchases. Defining the Earning Rule 1. Select the Golf Loyalty Program and click. Define the rule as described above. When completed the form should look similar to this. 2. Click to save the new line. Save the new rule and then close the Earning Rules form. Setting Up Customer Data /17/09

218 Defining the Redemption Rule 3. With the Golf Loyalty Program selected, click. Define the rule as described above. When completed the form should look similar to this. 4. Click to save the new line. Save the new rule and then close the Redemption Rules form End of Exercise Setting Up Customer Data /17/09

219 Alternatives for Setting Up Customers Alternatives for adding customers A) Use Customers / Customers to set up a customer record for each customer for whom you want to track sales history separately. one customer at a time copy from any other customer default values from data dictionary or "template" customer for workgroup B) Use Customers / Quick Customers, a simple single-form version of Customers / Customers. C) Add each customer "on the fly". This can be done from the "Customer #" field in any function other than Customers / Customers (such as ticket entry, cash receipt entry) by: - entering the customer number you want to assign and clicking when the "not on file" message displays, or - doing a customer lookup and clicking from the lookup. same as A) uses simplified add-on-the-fly form D) Use System / Utilities / Database Import to import the customer information from a text file. Records must be in delimited format (sequence of fields doesn't matter) multiple customers in a single import allows verification of data prior to import default values for non-imported fields come from data dictionary or "template" customer for workgroup optional logging of import errors Setting Up Customer Data /17/09

220 Setting Up Customer Data /17/09

221 SECTION 5: SETTING UP PURCHASING DATA Sequence of Purchasing Setup...1 Setting Up Purchasing Control...2 Setting Up Vendor Categories...9 Setting Up Vendor Profile Codes...10 Setting Up Vendor Terms Codes...11 Alternatives for Setting Up Vendors...12

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223 Sequence of Purchasing Setup Sequence for setting up a new company s Purchasing data You can set up Purchasing data for a company any time after the System data has been set up. Use Setup / Purchasing for the first four selections. 1 Purchasing Control Set up the Purchasing Control record. 2 Vendor Categories Set up the vendor category names that you want to use for grouping your vendors. Each vendor can be assigned one category. 3 Vendor Profile Codes If you selected to use any Vendor code profiles when setting up the Purchasing Control record, define the profile codes that will be valid for each code profile. 4 Vendor Terms Codes Set up the various payment terms that you receive from your vendors. Each vendor can be assigned one terms code. Each of these menu options is explained in more detail on the following pages. Use Purchasing / Vendors to define your vendors, and Purchasing / Vendor Items to define the details of how you purchase an item from a vendor. 5 Vendors Set up a vendor record for each vendor from whom you purchase merchandise or services. Alternatives include adding vendors on the fly, importing them from your G/L accounting software (direct interface), or importing them from a text file using System/Utilities/Database Import. 6 Vendor Items Set up vendor item records to identify information about how each item is purchased from a specific vendor. Alternatives include importing them from a text file using System/Utilities/Database Import, or allowing CounterPoint to automatically create the records when Purchase Requests or Receivings are posted. These menu options are explained in the CounterPoint SQL Fundamentals manual. Setting Up Purchasing Data /17/09

224 Setting Up Purchasing Control Select Setup / Purchasing / Control POs tab Purchase Orders Suggested qty rounding Default item description Use consolidated lines for Increment PO number on reissue Discontinued item warning Receivings Set copied lines to Transfer creation method Discontinued item warning In addition to ensuring the vendor's minimum order quantity is met, should suggested purchase quantity also be rounded so that it always matches the vendor's unit? What item description to use as default for purchase requests: Description, Long Description, Short description, Vendor-item Which lines types should consolidate: None, All item types, Non-gridded items only, Gridded items only, or User selectable Indicate whether to add a -R01, -R02 to POs when they are reissued Indicate whether to display message about item s discontinued status when placing item on a Purchase Order When copying items to a receiving, set all lines to Selected or Unselected for receiving Only Selected lines will be posted When allocated merged receivings are posted, indicate whether to generate Transfer Outs or Quick Transfers Indicate whether to display message about item s discontinued status when receiving item Setting Up Purchasing Data /17/09

225 Setting Up Purchasing Control Prompt for line information Update vendor-item cost Create vendor-item records Item auto-display note Vendor auto-display note PO auto-display note Automatically ask user to enter optional data on purchase requests (e.g., different shipping address) Automatically update cost in vendor-item record: Never, When PO is posted, When receiving is posted, or Both when PO and receiving are posted Automatically create a new vendor-item record: Never, When PO is posted, When receiving is posted, or Both when PO and receiving are posted Note ID to automatically display when entering a purchase request for items, vendors, and PO Setting Up Purchasing Data /17/09

226 Setting Up Purchasing Control RTVs tab Default item description Prompt for line information Determine which description to use as the default: Description, Long description, Short description, or Vendor item Automatically ask user to enter optional data on RTVs Setting Up Purchasing Data /17/09

227 Setting Up Purchasing Control Misc charges tab Define up to 5 miscellaneous charges for receivings Click a button to configure that misc charge Use misc charge 1-5 Include in cost Allocate by Profit center method Account After selecting the Misc charge 1 5 button, indicate whether to use the corresponding miscellaneous charge Indicate whether to include the miscellaneous charge in the cost of the items being received ("landed cost") If including charge in cost, allocate cost to received items based on: Cost, Cube, Quantity, or Weight If not including charge in cost, account number to update for charge when interfaced for invoicing to Accounts Payable software and method of assigning profit center: None or Location Setting Up Purchasing Data /17/09

228 Setting Up Purchasing Control Profile tab Use to specify the number of each profile type (up to five) to request for vendors Code profile Date profile Alpha profile Numeric profile = value entered for vendor must be a defined Vendor Profile Code = value entered for vendor must be in date format = value entered for vendor can be any alphanumeric characters = value entered for vendor must be numeric Note: Use Setup / System / Configuration / Data Dictionary or Quick Setup to change display labels for associated NAM_VEND_PROF column codes. Setting Up Purchasing Data /17/09

229 Setting Up Purchasing Control Labels tab Use to specify the default label jobs and tags methods Default label job for - purchase request - receiving - quick receiving Purchase order tags method Receiving tags method Quick receivings tags method Identify the default label job when printing labels for each of these activities Indicate whether to generate tags for label printing for each type of activity, and if labels can be printed from the tags at the time the transaction is posted Prompt user to print and Print automatically generate tags, and permit printing of labels from the tags at the time the transaction is posted To print labels from tags after posting, use Inventory / Labels from Tags Setting Up Purchasing Data /17/09

230 Setting Up Purchasing Control Print Options tab Purchase request journal PO forms Receivings journal Receiver forms RTVs journal RTV forms Purchase adjustment journal Quick receivings journal Print distributions When transactions are posted determine the options for viewing or printing posting journal and forms: Prompt user to preview, Preview automatically, Prompt user to print, Print to default printer, Skip (Same choices available for all) Indicate whether to print accounting distributions on journal Setting Up Purchasing Data /17/09

231 Setting Up Vendor Categories Select Setup / Purchasing / Categories Use to group vendor for reporting purposes Assign a category to each vendor Setting Up Purchasing Data /17/09

232 Setting Up Vendor Profile Codes Select Setup / Purchasing / Profile Codes Use to define valid values for Vendor Code Profiles that were turned on in Setup / Purchasing / Control or Setup / System / Quick Setup Note: To display your own label instead of Code profile, use Setup / System / Configuration / Data Dictionary or Quick Setup to modify the Display label for the corresponding NAM_VEND_PROF_COD column code. Setting Up Purchasing Data /17/09

233 Setting Up Vendor Terms Codes Select Setup / Purchasing / Terms Codes Use to define the different payment terms provided to you by your vendors Assign one terms code to each vendor Prints on purchase order form Proximo Terms Code Terms Code Terms code Description Proximo due date and Due day Due days Proximo disc date and Discount day Discount days Cutoff day End of month Discount percent Discount account Disc misc charge 1-5 Identify the terms the vendor offers Enter the description of those terms Indicate whether a specific day of the month is the due date, and if so, what is that date? If not using Proximo dates, how many days until payment is due Indicate whether a proximo discount date is used, and if so, what is that date? If not using a Proximo discount date, how many days is the discount offered For a Proximo terms code, enter the last date transactions will be applied to the current month, or use the end of the month What discount percent is offered, if payment is received before the discount date Indicate which account discount distributions are made to If vendor offers early payment discount terms, can the discount also be taken on miscellaneous charges? Setting Up Purchasing Data /17/09

234 Alternatives for Setting Up Vendors Alternatives for adding vendors A) Use Purchasing / Vendors to set up a vendor record for each vendor, along with vendor item records for each item that you purchase from a vendor. one vendor at a time copy from any other vendor default values from data dictionary vendor unit/cost and minimum order quantities can be pre-defined and used in next PO B) Add each vendor "on the fly". This can be done from the "Vendor number" field in any function other than Purchasing / Vendors (such as purchase request entry, quick receivings) by: - entering the vendor number you want to assign and clicking when the "not on file" message displays, or - doing an vendor lookup and clicking from the lookup. same as A) C) Import vendor information from a text file. Use System / Utilities / Database Import to import the vendor information. Records in the text file must be in delimited format (sequence of fields doesn't matter) multiple vendors in a single import allows verification of data prior to import default values for non-imported fields come from data dictionary optional logging of import errors Setting Up Purchasing Data /17/09

235 SECTION 6: SETTING UP POINT OF SALE DATA Sequence of Point of Sale Setup...1 Setting Up Point of Sale Security Codes...2 Setting Up Point of Sale Control...11 Setting Up Point of Sale Stores...14 Credit Card Capabilities...29 CPGateway: Internet Authorizations...31 CPGateway Status...32 CPDialup: Modem Authorizations...33 Setting Up Credit Cards...34 Setting Up Reason Codes...43 Setting Up Ticket Profile Codes...44 Planning the Touchscreen Configuration...45 Setting Up Touchscreen Codes...46 Touchscreen Button Actions...50 Exercise 1: Setting Up a RunPage Button Setting Up Devices...68 Setting Up Devices - Loading a Device Group...69 Setting Up Devices - Crystal Receipt Printer...70 Setting Up Devices - OPOS Receipt Printer...71 Setting Up Devices - Cash Drawer...72 Setting Up Devices - Line Display...73 Setting Up Devices - Customer Display...75 Setting Up Devices - MSR...76 Setting Up Devices - Pin Pad...77 Setting Up Devices - Payment Display...78 Setting Up Devices - Signature Capture...80 Setting Up Devices Ingenico Form Display...81 Setting Up Devices - MICR...82

236 Setting Up Devices - Scale Setting Up Devices Moneris SPED Point of Sale Forms Flexibility of Form Groups Setting Up Point of Sale Form Groups Exercise 2: Modifying Receipts...96 Setting Up Stations Setting Up Drawers Drawer Session Cycle Setting Up User Drawers Setting Up Gift Registry Occasions Setting Up Discount Codes

237 Sequence of Point of Sale Setup Sequence for setting up a new company s Point of Sale data You can set up Point of Sale data for a company any time after the System data has been set up. Set up Point of Sale data for a new company by running the menu selections in this order (all selections are under Setup / Point of Sale. 1 Security Codes Define at least one Point of Sale security code, and assign it to Point of Sale users (using Setup / System / Users). 2 Control Set up the Point of Sale Control record. 3 Stores Define each of your selling locations for which you want sales history tracked. The stocking locations defined in Setup / Inventory / Locations are your warehouses, where the software tracks quantity on hand. They are defined separately in CounterPoint, even though the stocking and selling location may actually be the same physical place. 4 Reason Codes If you selected to use reason codes for any override activity, define the reason codes that will be valid for each. 5 Profile Codes If you selected to use any Code profiles when setting up the Store record, define the ticket profile codes that will be valid for each code profile. 6 Touchscreen Codes If you want to use Touchscreen ticket entry, define the touchscreen button layouts that will be used. 7 Devices On each workstation, after OPOS software drivers are installed/built, use this function to select each device that will be used on that workstation during ticket entry. 8 Form Groups Define form ID s for each form printed in ticket entry, and identify whether you will use the OPOS or Crystal version of the form. New OPOS or Crystal* forms can be created and existing forms can be modified. (*Crystal Reports required) 9 Stations Define each of the selling points (registers) within a store. Stations are associated with stores. 10 Drawers Define the drawers where sales and tender will be tracked prior to posting. Drawers are associated with stores. 11 User Drawers Define which drawers each user can access for ticket entry, and the activities they can perform with each drawer. 12 Gift Registry Occasions Define the various occasions for which you will create a gift registry. 13 Discount Codes If you select to provide a ticket discount, define the discount codes that will be valid for each. Setting Up Point of Sale Data /17/09

238 Setting Up Point of Sale Security Codes Select Setup / Point of Sale / Security Codes Use to define Point of Sale authorizations for user or group of users Assign one Point of Sale security code to each Point of Sale user (Using Setup / System / Users) Tickets tab Ticket Authorizations Void current docs Void completed docs Unlock others' stations Override cust. 'No tickets' flag Perform 'No-sale' Override max return Override required print Reprint Change sales rep Change tax code Allows user to Void document during entry Void document after it is completed (but before it is posted) Unlock a station locked by a different user Sell to a customer with a "no tickets" credit hold Do a "no sale" (open cash drawer) Enter a return that exceeds store's max return amount Bypass required ticket printing Reprint a document Change the sales rep on a ticket Change the tax code on a ticket Setting Up Point of Sale Data /17/09

239 Setting Up Point of Sale Security Codes Tickets tab (cont.) Ticket Authorizations Change ship-from location Change price-from location Change profit center Use holds Delete holds Use quotes Delete quotes Use pay-ins Use pay-outs Use pay-on accounts Allows user to Change a Store s ship-from location in Ticket Entry from the one defined in Setup / Point of Sale / Stores Change a Store s price-from location in Ticket Entry from the one defined in Setup / Point of Sale / Stores Change the profit center value in Ticket Entry Complete the corresponding action while in Ticket Entry Setting Up Point of Sale Data /17/09

240 Setting Up Point of Sale Security Codes Tickets tab (cont.) Ticket Authorizations Clock in/out Enter purchase order # Enter bill to Enter customer Enter misc. charge Enter notes Enter package tracking # Enter ship-to address Hold and recall Edit ticket profile Allow ticket discount Override max disc Allows user to Create a timecard record Enter the indicated information on a ticket Perform the Hold and Recall function Change the profile information for a ticket Enter a discount for a ticket Exceed the maximum discount amount Setting Up Point of Sale Data /17/09

241 Setting Up Point of Sale Security Codes Line Items tab Line Item Authorizations Edit lines Override prices Sell below minimum price Override qty restrictions Change line tax category Change line taxable status Allow sale lines Allow return lines Edit item prompt Move lines up/down Re-price all lines Allow validated returns Allows user to Edit information entered for a line on the current ticket Change the calculated price for an item Sell below minimum price level or minimum profit percent for store Override insufficient quantity when store is configured to disallow quantity overrides Change tax category of item Change whether item is taxable on a ticket Enter an item for sale on a ticket Enter an item as a return on a ticket Change the prompt values entered for an item Move a line up or down in the display area Re-price all lines on the document Process and verify a return against a posted ticket Setting Up Point of Sale Data /17/09

242 Setting Up Point of Sale Security Codes Total/Tender tab Total / Tender Authorizations Allows user to Override credit limit Change tax Allow no signature Bypass drawer alarm Reissue change Redeem loyalty points Clear payments Use customer s on file credit card number Sell to a customer who uses A/R charge to pay for some or all of their purchase, and customer is over their credit limit Change the default calculated tax for a ticket or order Skip entry of a signature for a pay code defined to use signature capture Bypass the drawer alarm and complete the ticket, even though the cash drawer is still open (When using a drawer with open/close sensing) Reissue change in a different combination of pay codes Select Loyalty points for ticket payment Remove any entered payment lines from the document Use the customer s on file credit card information as payment Setting Up Point of Sale Data /17/09

243 Setting Up Point of Sale Security Codes Orders tab Orders Authorizations Override customer 'No orders' flag Allow order lines Allow backorder lines Allow special order lines Edit orders Enter order deposits Allow order deposit refund Pick orders Release orders Copy-release orders Cancel orders Reinstate orders View order history Print orders Allows user to Override "Allow orders = N" setting for a customer Enter a new order Enter a new backorder Enter a new special order Edit an existing order Enter order deposits Refund an order deposit Print picking tickets and set "picked" status Release line items from orders to tickets Leave order on file, but release ready lines Cancel orders Reinstate a cancelled order View order history Print the order Setting Up Point of Sale Data /17/09

244 Setting Up Point of Sale Security Codes Layaways tab Layaways Authorizations Override customer No layaways flag Allow layaway lines Edit layaways Pick layaways Enter layaway deposits Allow layaway deposit refund Release layaways Copy-release layaways Cancel layaways Reinstate layaways View layaway history Print layaways Allows user to Override Allow layaways = N setting for a customer Enter a layaway on a ticket Edit existing layaway tickets Print a picking ticket for a layaway Enter a deposit on a layaway Refund a layaway deposit Release layaway lines Leave layaway on file, but release ready lines Cancel existing layaways Reinstate a cancelled layaway View layaway history Print the layaway Setting Up Point of Sale Data /17/09

245 Setting Up Point of Sale Security Codes Touchscreen tab Touchscreen Authorizations Custom action Customer from lookup Run external program Item from lookup Execute run page Allows user to Perform a custom action Select a customer from a lookup Run an external program Select an item from a lookup Execute a run page action Setting Up Point of Sale Data /17/09

246 Setting Up Point of Sale Security Codes Stored Value Cards tab Stored Value Cards Authorizations Allow SVC activate Allow SVC recharge Allow SVC balance inquiry Allow SVC cash back Override minimum SVC activation Override minimum SVC recharge Override maximum SVC refund Override maximum SVC cash back Allows user to Activate a Stored Value Card Recharge a Stored Value Card Check the balance for a Stored Value Cared Give cash as change for a Stored Value Card Override the Minimum SVC activation setting Override the Minimum SVC recharge setting Override the Maximum SVC refund setting Override the Maximum SVC cash back setting Setting Up Point of Sale Data /17/09

247 Setting Up Point of Sale Control Select Setup / Point of Sale / Control Use to define up to 5 miscellaneous charges that might be used by any store Misc Charges tab Use misc charge 1-5 Profit center method Account After selecting the Misc Charge 1 5 button, indicate whether to use the corresponding miscellaneous charge For each miscellaneous charge, specify the account number for G/L distributions and select the source of the profit center: None or Store Note: Use Setup / System / Configuration / Data Dictionary or Quick Setup to change the display labels for the corresponding NAM_PS_MISC_CHG column code. Setting Up Point of Sale Data /17/09

248 Setting Up Point of Sale Control Profiles tab Use to specify how many (up to five) of each type of ticket profile to enable for tickets at any store Code profile Date profile Alpha profile Numeric profile = value entered for ticket must be a defined ticket Profile Code = value entered for ticket must be in date format = value entered for ticket can be any alphanumeric characters = value entered for ticket must be numeric Note: Use Setup / System / Configuration / Data Dictionary or Quick Setup to change display labels for the corresponding NAM_TKT_PROF_ column codes. Setting Up Point of Sale Data /17/09

249 Setting Up Point of Sale Control Other tab Specify default handling of journals at ticket posting time Name of note ID for automatic display of customer and item note at time of sale Print options Drawer summary journal Ticket journal Closed order journal Closed layaway journal Settlement journal Z-Tape Batch release review Print distributions Auto-display notes Customer auto-display note Item auto-display note When tickets are posted, indicate which action should be taken for each journal: - Prompt user to preview - Preview automatically - Prompt user to print - Print to default printer - Skip Should distributions be printed on the journal? Note ID that causes a note to automatically display after selecting a customer or item in Ticket Entry Setting Up Point of Sale Data /17/09

250 Setting Up Point of Sale Stores Select Setup / Point of Sale / Stores Main tab Locations Default ship-from location Allow document entry Prompt for document entry Allow line entry Prompt for line entry Default price-from location Allow document entry Prompt for document entry Allow line entry Prompt for line entry Profit center Profit center Allow document entry Prompt for document entry Allow line entry Prompt for line entry Location where quantities associated with this store will be updated during entry and posting of sales tickets Indicate whether to allow, or prompt, a user to enter a different ship-from location for the document Indicate whether to allow, or prompt, a user to enter a different ship-from location for each line When using location-specific prices, the location whose prices should be used as defaults Indicate whether to allow, or prompt, a user to enter a different price-from location for the document Indicate whether to allow, or prompt, a user to enter a different price-from location for each line Account number whose profit center represents this store (Entered account must be marked as a valid profit center ) Indicate whether to allow, or prompt, a user to enter a different profit center for the document Indicate whether to allow, or prompt, a user to enter a different profit center for each line Setting Up Point of Sale Data /17/09

251 Setting Up Point of Sale Stores Main tab cont. Other Default customer # Use tax code from Store tax code Prompt for name/address Maximum return amount Unlimited returns Customer used as the default in ticket entry (required for Touchscreen ticket entry) Always use Store's tax code to calculate sales taxes at this store, or use Customer's tax code (uses Store's if customer's is blank) Tax code for calculating taxes at this store If customer record is set to prompt for name and address by store, allow name and address change for tickets entered at this store? Maximum amount of returns that can be entered on a single ticket at this store, or unlimited amount Setting Up Point of Sale Data /17/09

252 Setting Up Point of Sale Stores Contacts tab Enter the store s address and the information for the individuals you contact at this store. Setting Up Point of Sale Data /17/09

253 Setting Up Point of Sale Stores Tickets 1 tab Use Reasons for Returns Price overrides Void completed ticket Tax overrides Enable request of reason codes for which activities? Drawer Activity Allow auto-count Close after count Allow auto-activate Close after activate Close after cash drop Close after cash loan Allow auto-reconcile Close after reconcile Allow reactivation Line Items Line tax display Allow auto-count on all pay codes when posting drawers? Automatically close the Count drawer form? Allow drawers to be activated when logging in to ticket entry? Automatically close the Activate drawer form? Automatically close the Cash Drop form? Automatically close the Cash Loan form? Allow counted drawer to be posted without reconciling? Automatically close the Reconcile drawer form? Can an active, counted, or reconciled drawer be re-activated? What to indicate on-screen for item tax status: All, Nontaxed, Taxed, Changed, or None. Default line desc Which item description should display: Description (30), Long Description (50), or Short Description (20) Quantity override method Insufficient qty line type Show gift certificates as lines Default grid entry mode Use item total qty for pricing Select the method for overriding insufficient quantities Default line type for insufficient quantities? Include a line on the ticket for each sold gift certificate? For gridded items, allow single or multi-cell entry Base price on total quantity sold of item across all lines on ticket? Setting Up Point of Sale Data /17/09

254 Setting Up Point of Sale Stores Tickets 1 tab Minimum Prices Minimum price level Minimum profit method Minimum profit percent Base profit on Random Weight Barcodes Type Always use qty 1 PO Number Allow PO number entry Prompt for PO number Validated Returns Default return reason Discounts Max. discount amt. Max. discount pct. When users enter prices in ticket entry, what's the lowest price level value that's allowed? Base minimum profit percent by store, or by store and item category within? If "Store, enter the minimum profit percent that's allowed. Also specify the cost to use for computing the profit. "Minimum price level" and "Minimum profit percent" work together: the entered price must exceed both minimums Barcodes that include both the item number and the total price of an item that is sold by weight. CounterPoint will calculate quantity (typically weight) Use Standard (extended prices up to 99.99) or Extended (extended prices up to ) Use quantity of 1, instead of calculating quantity Indicate whether a user can enter a PO number Indicate whether CounterPoint should prompt for a PO number Indicate a return reason to be used by default Enter the maximum amount / percent discount allowed Setting Up Point of Sale Data /17/09

255 Setting Up Point of Sale Stores Tickets-2 tab Login Login for each ticket Station defaults to Allow station change Drawer defaults to Allow drawer change Sales Rep Sales rep defaults to Allow sales rep change Print and Reprint Require ticket print Disable ticket reprint Allow reissuing change Open Drawer Alarm Use open drawer alarm Alarm delay Alarm sound file Alarm repeat time Require clerks to log in to Ticket Entry for each ticket Default for Station when logging in to ticket entry, and whether users can change the station number for entering tickets Default for Drawer when logging in to ticket entry, and whether users can change the drawer number for entering tickets Can be defaulted to same value as the station Default for Sales rep on a ticket: Customer s sales rep, User logged into ticket entry, or no default sales rep Require a receipt or invoice to be printed for each ticket? Prevent reprinting of an already printed receipt or invoice? Allow authorized user to reissue change in different pay codes Sense if the cash drawer is open and implement an alarm (Drawer must have ability to sense open/closed state) Indicate the time delay before the alarm sounds, sound of the alarm (must be.wav file), and time lapse (in seconds) before alarm is repeated Messages Suppress ticket completion confirmation dialog Suppress EDC authorization code information dialog Suppress the dialog that appears after ticket completion/edc authorization? Setting Up Point of Sale Data /17/09

256 Setting Up Point of Sale Stores Tickets-3 tab Pay-in Default pay-in account Allow change Pay-out Default pay-out account Allow change Select account for pay-ins and profit center method: None or Store Indicate whether the Default pay-in account can be changed Select account for pay-outs and profit center method: None or Store Indicate whether the Default pay-out account can be changed Setting Up Point of Sale Data /17/09

257 Setting Up Point of Sale Stores Tickets-3 tab (cont.) Holds and Quotes Access other stores holds Access other stores quotes Days quote is valid Allow this store to access holds from another store Allow this store to access quotes from another store Enter how many days an issued quote is valid Hold and recall Automatic for line changes Automatic before payment entry Reprice after recall Allow add on the fly for... Item not on file Item LookUp Customer not on file Customer LookUp Indicate whether to automatically Hold and Recall the ticket or order for line changes Indicate whether to automatically Hold and Recall the ticket or order before entering payment information Indicate whether to reprice lines after a hold and recall Allow a user at this store to add an item during Ticket Entry, from either the Item not on file message or from the item lookup Allow a user at this store to add a customer during Ticket Entry, from either the Customer not on file message or from the customer lookup Setting Up Point of Sale Data /17/09

258 Setting Up Point of Sale Stores Select the Use orders check box to enable order processing for the selected store Orders tab Orders Access other stores orders Check for open orders Prompt for ship-to address on orders Show unshipped lines on tickets Warn when releasing unpicked orders Warn when editing picked orders If Use orders is enabled Allow users to edit orders entered at a different store? Notify user of open orders for customer Provides access to order processing Automatically request shipping information for every new order? Show lines that have not been shipped on the ticket? Display warning if releasing an order and order s last activity is not Picked Display warning if editing an order and order s last activity is Picked Use order # as release ticket # Indicate whether you want to use the order number as the ticket number when releasing an order Allow hold/quote for release tickets Reprice when edited Allow users to create a Hold/Quote for a release ticket? When editing an order, should the price for the line be repriced? Setting Up Point of Sale Data /17/09

259 Setting Up Point of Sale Stores Orders tab cont. Deposits Orders Backorders Special orders Line items Quantity override method Insufficient quantity line type Order release state Backorder release state Special order release state Default grid entry mode If Use orders is enabled Enter the Minimum amount and Minimum percent deposit required for initial deposit on new orders Select the method for overriding insufficient quantities for an order: Prompt, default yes; Prompt, default no; Silently override; Disallow When overriding insufficient quantities on an order, what is the default line type: None, Backorder, Special order When releasing lines from an order, backorder, or special order, what is the initial state of all lines, Selected or Unselected For gridded items, allow single or multi-cell entry Accounts Deposits received Deposits forfeited Profit center method Account For deposits received and deposits forfeited, specify the account number for G/L distributions and select the profit center method for those distributions: None, Document, Store Setting Up Point of Sale Data /17/09

260 Setting Up Point of Sale Stores Select the Use layaways check box to enable layaway processing for the selected store Layaways tab Layaways Access other stores layaways If Use layaways is enabled Allow users to edit layaways entered at a different store? Check for open layaways Notify user of open layaways for customer Provides access to layaway processing Prompt for ship-to address on layaways Show unshipped lines on tickets Warn when releasing unpicked layaways Warn when editing picked layaways Use layaway # as release ticket # Allow hold/quote for release tickets Reprice when edited Automatically request shipping information for every new layaway? Show lines that have not been shipped on the ticket? Display warning if releasing a layaway and layaway s last activity is not Picked Display warning if editing a layaway and layaway s last activity is Picked Indicate whether you want to use the layaway number as the ticket number when releasing a layaway Allow users to create a Hold/Quote for a release ticket? When editing a layaway, should the price for the line be repriced? Setting Up Point of Sale Data /17/09

261 Setting Up Point of Sale Stores Layaways tab cont. Deposits Layaways Line items Quantity override method Layaway release state Default grid entry mode Accounts Deposits received Deposits forfeited If Use layaways is enabled Enter the Minimum amount and Minimum percent deposit required for initial deposits on new layaways What is the method to override insufficient quantities for a layaway: Prompt, default yes, Prompt, default no, Silently override, Disallow When releasing lines from a layaway, what is the initial state of all lines, Selected or Unselected For gridded items, allow single or multi-cell entry For deposits received and deposits forfeited, specify the account number for G/L distributions and select the profit center method for those distributions: None, Document, Store Setting Up Point of Sale Data /17/09

262 Setting Up Point of Sale Stores Specify the line types that are available for use in your store Lines tab The first two line types will be used as the defaults for the store in Regular Ticket Entry Line types and precedence Unused line types Available line types Which of the available line types will not be used by this store? In which order will the available line types be listed under the MORE button in Regular Ticket Entry? Click to set the colors for each line type Show discontinued item warnings for Sales lines Return lines Layaway lines Order lines Backorder lines Special order lines Select this check box to display a warning message when a user adds an item that has been designated as Discontinued Setting Up Point of Sale Data /17/09

263 Setting Up Point of Sale Stores Numbers tab Ticket numbers from Next ticket number Hold numbers from Next hold ID Quote numbers from Next quote number Order numbers from Next order number Layaway numbers from Next layaway number Assign ticket numbers by Station or Store If assigned by store, what's the next number to assign to each ticket entered at this store? If left blank, users must manually enter each ticket number Assign hold numbers from Station or Store If by store, the next hold ID to assign at this store Assign quote numbers from Station or Store If by store, the next quote number to assign at this store Assign order numbers from Station or Store If by store, the next order number to assign at this store Assign layaway numbers from Station or Store If by store, the next layaway number to assign at this store Setting Up Point of Sale Data /17/09

264 Setting Up Point of Sale Stores Misc Charges tab Use misc chg 1-5 Of the miscellaneous charges defined in Setup / Point of Sale / Control, which will you use in this store? Type Default misc charge Default misc charge % Method of calculating default charge: percentage of sale or fixed dollar amount Serves as default only; can be overridden for ticket Enter the default dollar amount or percentage Setting Up Point of Sale Data /17/09

265 Credit Card Capabilities Credit card authorization and settlement, check guarantee Processor: First Data North (FDMS), Lynk, First Data South, TYSYS (VisaNet), or Paymentech Credit Card Option required for Vital, First Data North administered by non- PNC bank, First Data South, or Paymentech (included with Express) Check guarantee with TeleCheck and Certegy (Equifax) Check processing through RBSLynk Debit card processing Retail, Mail-order/Telephone order (MOTO), or Ecommerce processing Level II Purchase cards for Visa/MasterCard Direct authorizations for AmEx through CPGateway, CAPN compliance Address Verification Service (AVS) for Visa/MasterCard/Discover/AmEx Optional Card Verification Value/Code (CVV2/CVC2/CID) for Visa/MasterCard/AmEx when card is not present Communication service via CPGateway or CPDialup Credit Card numbers are masked on all pre-defined reports and forms Credit Card numbers are encrypted in history tables Industry Type Retail Mail-order / Telephone-order (MOTO) Ecommerce Features Best rates for card swipe ( card present ) transactions AVS (Address Verification Service) Debit card processing (use for returns only as credit card) Transactions presumed to be card not present (no card swipe) AVS (Address Verification Service) Optional CVV2/CVC2 No debit card processing Transactions presumed to be from Web site or other secure electronic source Point of Sale orders imported from CPOnline are handled as secure, fully-qualified ecommerce transactions AVS (Address Verification Service) Optional CVV2/CVC2 Setting Up Point of Sale Data /17/09

266 Credit Card Capabilities Credit Card Certification CISP (Cardholder Information Security Program) a program started by Visa to secure cardholder information wherever it resides. PABP (Payment Application Best Practices) a program started by Visa to assist software developers create secure payment applications. PCI SSC (Payment Card Industry Security Standards Council) a group founded by Visa, AmEx, MasterCard, Discover, and JCB to promote adoption of the PCI Data Security Standard. PCI DSS (Payment Card Industry Data Security Standard) a comprehensive set of requirements created by the PCI Council to enhance payment account data security. Address Verification Service (AVS) Send cardholder address and zip code to processor when card is not swiped to reduce risk of fraud Done for manually entered Visa, MasterCard, or Discover transactions through any preferred processor American Express Automatic Address Verification (AAV) and card identification (CID) services for AmEx transactions directly authorized through CPGateway Mismatches are recorded in the database and reported on the Pre-Settlement List and Settlement Journal Mismatch has no impact on approval or transaction cost from processor for Visa, MasterCard, or Discover American Express rejects transactions with incorrect card identification information Card Verification Value (CVV2/CVC2/CID) Available if using AVS Sends a three or four digit number found on the back of the credit card to processor when card is not swiped to reduce risk of fraud Setting Up Point of Sale Data /17/09

267 CPGateway: Internet Authorizations Credit card, debit card, and check authorizations via the Internet, rather than dial-up Fast authorization times (typically 2 seconds) Uses existing Internet connection One Internet connection can service all CounterPoint workstations Automatic "failover" to dial-up (CPDialup) Fee is monthly, and is based on number of transactions and whether using CMP or non-cmp for info and sign-up CounterPoint workstation (with credit card / check transaction) Connects to CPGateway through the Internet, via TCP/IP protocol CPGateway servers (SYN) Constant connection Processor Requirements: Constant connection to the Internet (via dial-up, DSL, cable, T1, any service providing TCP/IP connection) Connectivity to the Internet via an Internet Service Provider (ISP) Setting Up Point of Sale Data /17/09

268 CPGateway Status Select Point of Sale / Credit Cards / CPGateway Status Use to switch CPGateway access between CPGateway servers Use to temporarily disable your CPGateway connection and enable dial-up credit card processing Start your Web browser and load the CPGateway Service Status page Store Status CPGateway servers CPDialup servers Enter or lookup a store to view the current status of the CPGateway connection Displays current status; use Disable and Enable button to change status Lists the CPGateway server you are currently using, followed by your backup server Click to toggle your connection Lists your preferred dial-up server, followed by your backup dialup server Click to toggle your dial-up connection Setting Up Point of Sale Data /17/09

269 CPDialup: Modem Authorizations Credit card, debit card, and check authorizations via dial-up modem communication over phone lines CPDialup installed on your server and is shared by all workstations Use instead of CPGateway or as failover for CPGateway Services multiple client requests and processor connections No fees or sign-up charge from Radiant Systems CounterPoint workstation (with credit card / check transaction) Constant connection CPDialup Servers (yours) Connects to CPDialup using phone lines, via a modem Processor Requirements: Installation on server running Windows XP Professional or Windows Server 2003 or later One or more modems connected to the dial-up server (refer to Modem support list) Setting Up Point of Sale Data /17/09

270 Setting Up Credit Cards Follow these steps to prepare, configure, and test your CounterPoint SQL system for both CPGateway and CPDialup authorizations. Details for each step are provided in Online Help. Setting Up Point of Sale Data /17/09

271 Setting Up Point of Sale Stores Credit Cards tab (Step 10) Requires Credit Card Option if processor is TYSYS (VisaNet), First Data North (FDMS North) with non-pnc bank, First Data South, or Paymentech Construct Terminal ID based on information from the processor Displays if a valid CMP merchant # is entered Merchant number Enter the merchant information supplied to you by the processor Processor First Data North Vital Format BBBMMMMMMMMM Your 12-digit FDMS merchant number (sometimes provided as a 3-digit BBB bank code and a 9- digit MMMMMMMMM Merchant ID) BBBBBBMMMMMMMMMMMM, where BBBBBB is your 6-digit BIN# and MMMMMMMMMMMM is your 12-digit Merchant ID Processor Industry type Authorization terminal ID Settlement terminal ID Primary dialup server Alternate dialup server Use CPGateway CPGateway merchant # Operating mode Use AmEx direct AmEx SE number Use EBT EBT FCS id Use stored value cards Select FDMS North, FDMS South, TSYS, Paymentech or Lynk Select Retail, Mail-order/Telephone-order, or Ecommerce IDs to use for authorizing transactions and settling transactions. Info provided by processor See "Credit Cards and CounterPoint SQL" electronic document on how to derive terminal IDs for each processor Name or IP addresses of primary and secondary dial-up servers (Secondary is optional) Enable CPGateway as primary authorization and settlement method Enter the merchant # provided when you signed up for CPGateway Live, test, or simulated transactions Indicate whether to directly authorize AmEx through CPGateway Enter your Service Establishment number Indicate whether to use Electronic Benefits Transactions Only available to Retail merchants and only when the selected processor supports EBT Indicate whether to use stored value cards, requires CPGateway Setting Up Point of Sale Data /17/09

272 Setting Up Point of Sale Stores Credit Cards tab (cont.) Click to configure information for the processor Address Verification Use Visa/MC AVS Use AmEx AAV Use Discover AVS Require override for address/zip mismatch Require override when unavailable Allow address entry Pre-authorization Default address Enable address verification for each credit card type Require an override when the AVS address and zip code don t match Require an override when AVS is unavailable The processor obtains the AVS response from a third party (e.g., Visa or MasterCard) The message AVS unavailable is displayed when the AVS link at the processor is down Allow user to enter an AVS address at point of sale Allow data to be validated prior to authorization Use Bill-to or Ship-to address as default value None also available if Allow address entry is enabled CVV2 / CVC2 / CID Use Visa/MC CVV2/CVC2 Use AmEx CID Use Discover CID Require override for mismatch Require override when unavailable Require PO numbers for purchase cards Retain full card numbers in history Enable card value verification for MOTO or Ecommerce industry, in addition to AVS Require an override when the CVV2/CVC2 entered doesn't match the processor's CVV2/CVC2 for the card Require an override when CVV2/CVC2 is unavailable The processor obtains the CVV2/CVC2 response from a third party (e.g., Visa or MasterCard) The message CVV2/CVC2 unavailable is displayed when the CVV2/CVC2 link at the processor is down Require entry of a PO number if purchase card used Indicate whether to retain full card detail in history Setting Up Point of Sale Data /17/09

273 Setting Up Point of Sale Stores Configuring the Processor (Step 11) For the selected processor enter the requested information. First Data North Lynk First Data South Paymentech Setting Up Point of Sale Data /17/09

274 Setting Up Point of Sale Stores Configuring the Processor (Step 11) TYSYS Merchant name Merchant city Merchant state Merchant city (zip) Merchant phone number Merchant location # Merchant category code Store number Terminal number Terminal ID "V" number Currency/Country code Time zone differential Agent bank number Agent chain number Your merchant name, up to 25 characters Your merchant city, up to 13 characters Your 2-character state Up to 9-digit zip code For MOTO or Ecommerce, phone number to print on credit card statements Your 5-digit location number 4-digit merchant category code (SIC) 4-digit store number 4-digit terminal number 7-digit "V" number prefaced with 7, for a total of 8 digits 3-digit currency/country code (blank = 840 for US$) 3-digit time zone code 6-digit agent bank number 6-digit agent chain number Time zone Code EST (Eastern) 705 CST (Central) 706 MST (Mountain) 707 PST (Pacific) 708 Setting Up Point of Sale Data /17/09

275 Setting Up Point of Sale Stores Configuring the Processor (TYSYS continued) Checks Check service Receiving institution ID For check verification, select your check service: Certegy East (east of Mississippi), Certegy West (west of Mississippi), or Telecheck This is the institution from which check verification requests will be routed from Vital Leave blank, unless bank or processor specifically instructs to enter it If blank, uses these defaults: Check service Receiving institution ID TeleCheck Certegy East Certegy West Debit Reimbursement attribute Sharing group Merchant ABA # Merchant settlement agent # 1-character reimbursement attribute Z is default value for Standard Interlink Merchant Identify the sharing group for debit network (up to 30 characters) 9-digit merchant ABA number 4-character merchant settlement agent number (e.g., V027) May be labeled "FIID" on bank documents Setting Up Point of Sale Data /17/09

276 Setting Up Point of Sale Stores Profile tab What type of profiles and how many of each do you want to use for this store Use to track things like source of lead to gauge effectiveness of advertising Prompt for profile fields Should enabled profiles be requested automatically for every ticket, or should they be skipped and entered only as needed (via Additional Functions button on the ticket entry toolbar)? Use Code profile 1 through 5 for pre-defined responses Use Alpha profile 1 through 5 for text responses Use Date profile 1 through 5 for date responses Use Numeric profile 1 through 5 for numeric responses Setting Up Point of Sale Data /17/09

277 Setting Up Point of Sale Stores Receipts tab Use to customize Point of Sale receipts Prints after store name / address and before receipt data Prints after receipt data Indicate whether to print Long description and what minimum discount % to print Detail type Select additional line detail to include No additional detail Show Reg Price Reg Price and $ Disc Reg Price and % Disc Show Retail Retail and $ Disc Retail and % Disc Show Calc Price Calc Price and $ Disc Calc Price and % Disc Show Price-1 Price-1 and $ Disc Price-1 and % Disc User-defined 1 User-defined 2 User-defined 3 Total discount type Select to show total discount on ticket None Total Reg Price $ Disc Total Retail $ Disc Total Calc Price $ Disc Total Price-1 $ Disc Setting Up Point of Sale Data /17/09

278 Setting Up Point of Sale Stores Pay Codes Use to define each of the pay codes that will be accepted as tender at this store Pay codes must be previously defined using Setup / System / Pay Codes Click Click to add a new pay code for this store. Select the new pay code from the lookup window. Click to remove the highlighted pay code so that it is no longer valid for this store. Click or to change the order in which pay codes are listed. For a check or credit card pay code type, click if you need to enter an authorization ID for this pay code that differs from the authorization ID already specified for the store. Note: The first 15 pay codes listed automatically appear as payment buttons in Ticket Entry if image files or button labels were specified for them in Setup / System / Pay Codes. Setting Up Point of Sale Data /17/09

279 Setting Up Reason Codes Select Setup / Point of Sale / Reason Codes Use to define the valid reasons that can be specified for any of the events for which reasons are required (selected in Setup / Point of Sale / Stores) Select activities (e.g., Tax override ) for which this reason code can be used Setting Up Point of Sale Data /17/09

280 Setting Up Ticket Profile Codes Select Setup / Point of Sale / Profile Codes Use to define valid values for Code Profiles that were turned on in Point of Sale / Control or Setup / System / Quick Setup Note: Use Setup / System / Configuration / Data Dictionary or Quick Setup to change display labels for the corresponding NAM_TKT_PROF_COD column codes. Setting Up Point of Sale Data /17/09

281 Planning the Touchscreen Configuration Design Factor Using scanner for item entry Using keyboard Using touchscreen monitor Using touchscreen monitor as standalone input device (no scanner or keyboard) Using mouse as standalone input device Design Strategy Streamlined Design! Fastest user interface! One button page with an entry field for item number. It is not necessary to set up a button for every item. All actions can be configured on one page to expedite transactions. Add hot keys to captions on buttons to expedite button selection from keyboard. For entry fields, select those requiring the fewest keystrokes. Size buttons to accommodate the largest of fingers and to reduce button selection errors. Design a button for each item sold, each pay code accepted and each action performed at station. Minimize the amount of data entry required, using fewest possible entry fields, The floating keyboards and keypads are nifty, but slow to entering data. Minimize the amount of data entry required, using fewest possible entry fields, The floating keyboards and keypads are nifty, but slow to entering data. Reduce size of buttons to the smallest usable size, to minimize the distance for mouse moves. Ticket entry speed is critical Use scanner for item entry and use one button page Ticket entry speed is critical and no scanner available Small number of products sold with no scanner Design buttons for input device(s). Maximize the number of buttons per page (by reducing button size) and keep number of pages to a minimum. Order (and group) item buttons in a way that is familiar or logical to users. Putting more buttons on one page allows fewer pages, but button recognition is the challenge on pages with many small buttons. Other questions to ask: Is user right or left handed locate buttons accordingly What is the screen resolution design for lowest used resolution What are the commonly used functions assign to fixed buttons What terms will the user be familiar with assists users in finding buttons Setting Up Point of Sale Data /17/09

282 Setting Up Touchscreen Codes Select Setup / Point of Sale / Touchscreen Codes Use to define touchscreen buttons for use with Point of Sale / Tickets / Touchscreen Assign touchscreen code to each station that will use Touchscreen Click to define or modify touchscreen buttons. This is where you define the touchscreen buttons As you define the buttons for a touchscreen code, the results display here when you click Setting Up Point of Sale Data /17/09

283 Setting Up Touchscreen Codes Layout of the Configuration Editing Window Top panel buttons (always displayed) Entry control area A Page of buttons (buttons not yet defined) Fixed buttons (always displayed) Setting Up Point of Sale Data /17/09

284 Setting Up Touchscreen Codes General tab Use to control the number of buttons, their shape and size Lock height/width Round corners Hide empty buttons Gel buttons Text position Rows and Columns Fixed rows Item rows Columns Top Spacing Horizontal Vertical Border Fonts Buttons with images Buttons without images Item number Indicate whether to scale buttons to the same pixel h/w Indicate whether to round the corners of buttons Indicate whether to Hide empty buttons Indicate whether to use gel buttons Select where to position text: Left, Right, Top, or Bottom Number of fixed button rows Number of rows per page Number of columns per page and for fixed buttons Number of top panel buttons Space in pixels between button rows Space in pixels between button columns Width of border in pixels around button panel Fonts used to display button captions / Item number Setting Up Point of Sale Data /17/09

285 Setting Up Touchscreen Codes Buttons tab Click Click Click Click to rename a page of buttons to copy a page of buttons to define a new page of buttons to delete a page of buttons For each page of buttons, define how each button looks and what action occurs when it is pressed Page Default Allow item entry Action Image Caption Hint ShortCut Color Font Page Action Go to page The list of all defined pages of buttons If selected, this is the page of buttons that displays initially in ticket entry Indicate whether to allow item number lookup Determines action that occurs when button is selected during ticket entry Name of picture file (top-level / CompanyName / Images) Button label Flyover help Keyboard shortcut Background color of button Font for button caption After performing action, what page should display? If Page Action is Go to specified page, what page? Setting Up Point of Sale Data /17/09

286 Touchscreen Button Actions This Button Action None Add backorder line Add layaway line Add order line Add special order line Button page Cancel document changes Cancel line Cash drop Cash loan Change line taxable status Clear all discounts Clear document discount Clear line discount Clear payments Clock in out Complete Custom action Customer from lookup Customer zoom Discount Code Edit gift certificate sold Enter bill to Enter customer Enter description Enter document discount Enter document location Enter document number Does this when button is selected Button has no action (default setting) Enter a backorder line on the ticket Enter a layaway line on the ticket Enter an order line on the ticket Enter a special order line on the ticket Move to another page of touchscreen buttons Cancel changes to the document Cancel the additional of the current line Remove cash from drawer Add cash to drawer Change line item from taxable to non-taxable, or vice-versa Clear all entered discounts Clear entered document discounts Clear entered line discounts Clear all pay codes and amounts entered on this ticket Allow the user to clock in / clock out Save the paid ticket, print it, and begin a new ticket Executes a custom action defined in company's Actions.xml Select customer from a customized lookup Display information for the current customer Enter the code for the discount Display lookup of gift certificates to allow user to select an existing gift certificate for the current ticket or add a new one Change bill-to name and address info for the ticket Change the customer on the ticket Enter or edit item descriptions, if allowed for item Enter a discount for the current document Allows user to change the default location Enter your own ticket or order number Setting Up Point of Sale Data /17/09

287 Touchscreen Button Actions This Button Action Enter document profit center Enter item prompts Enter line location Enter line profit center Enter line tax category Enter misc charge Enter notes Enter package tracking numbers Enter PO number Enter sales rep Enter ship to Enter tax code Exit External First line item Gift registry Go back Help Hold Hold and recall Hold recall Home Item Item details Item from lookup Item zoom Keyboard Does this when button is selected Allows user to change the document profit center Display Item Prompts for items with prompts assigned Allows user to change the location for a line Allows user to change line profit center Change line item's tax category for this document If enabled, enter miscellaneous charge (amount or percent) Enter a note Allows user to enter package tracking numbers Allows user to enter a PO number Change the sales rep on the ticket Enter or select shipping address for the ticket Change ticket's tax code Exit ticket entry Run executables, documents, web pages, other applications Move to first line of ticket Access existing gift registries Go back to previously used button pages Display online help Place ticket on hold Place ticket on hold, and immediately recall the ticket Take a ticket off hold Return to Home page (defined with Set Home Page button) Add the item to the sales ticket Displays and allows editing of line item details, such as color/size/pattern information for gridded items Select item from a customized lookup Display information for the current item Display floating keyboard for entry Setting Up Point of Sale Data /17/09

288 Touchscreen Button Actions This Button Action Keypad Last line item Lock station Mail center Move cursor down Move cursor up Move line down Move line up No action No sale No tax Pay code Pay in Pay on account Pay out Pay with customer card on file Price override Price override percent Process layaways Process orders Quantity Quote Quote recall Repeat last line Reprice all lines Reprint ticket Return line Run page Does this when button is selected Display floating keypad for numeric entry Move to last line of ticket Lock the station, requiring user login for access Access the mail center Move down in line item list Move up in line item list Move down one line Move up one line Do nothing (default setting) Open physical cash drawer without a sale Set tax amount to zero and require entry of tax exempt number Accept tender using this as the pay code Add money to the cash drawer Record payments for A/R customers Remove money from the cash drawer Uses credit card type, number, expiration date, and cardholder name entered in customer s record Change the price of the current ticket line Discount price of current ticket line by a percentage Work with an existing layaway Work with an existing order Change the quantity of the current ticket line Convert ticket into a Quote Convert Quote into a ticket Copy the last line entered to another new line Update all lines with current pricing Reprint receipt for ticket Treat current line as returned merchandise Execute all buttons on a specified page Setting Up Point of Sale Data /17/09

289 Touchscreen Button Actions This Button Action Sale line Select all lines Select line Sell gift certificate Sell stored value card Set home page Ship full Ship zero Show payments Stored value card from lookup Tax override Ticket profile codes Toggle find mode Unselect all lines Unselect line Validated Returns View price details Void completed ticket Void current ticket Void line Does this when button is selected Treat current line as sold merchandise Mark all lines as Selected Mark the active line as Selected Sell a single gift certificate using the gift certificate code specified Sell a stored value card Specify which page to use when starting a new ticket Indicate to ship entered quantity for selected line Indicate to not ship any quantity of the selected line Toggles between the display of order lines and payment lines Select a stored value card from a lookup Override calculated sales tax Enter profile codes for ticket Toggles between adding a line and finding a line on a ticket Mark all lines as Unselected Mark the active line as Unselected Process a validated return View details for item pricing Void completed, unposted ticket Void the current ticket Delete last line entered on ticket or current line Setting Up Point of Sale Data /17/09

290 Setting Up Touchscreen Codes Example Button Definitions External button action Command = External program Arguments = Values to pass to program Quantity button action Default qty = optional Pause at quantity = allow entry of qty when adding item Setting Up Point of Sale Data /17/09

291 Setting Up Touchscreen Codes Example Button Definitions Run Page button action Run page = Execute each button on this page Displays the Run page button page Sell Gift Certificate button action GC code = "sell" this gift certificate code Setting Up Point of Sale Data /17/09

292 Setting Up Touchscreen Codes Layout tab Use to define where on the touchscreen form each group of buttons displays Save and Load Touchscreen configurations to or from XML text files Button panel position Fixed buttons position Top panel position Display page buttons on left or right side Display fixed buttons above or below pages of buttons Display top panel buttons on left or right side Setting Up Point of Sale Data /17/09

293 Setting Up Touchscreen Codes Totals tab Use to customize display of Totals Panel Clear changes made to Totals Panel in this editing session Copy all Totals Panel settings from a different configuration Reset Value display and Label display parameters to defaults Style Value to display Value display parameters Font Background color Frame highlight color Frame shadow color Label display parameters Font Background color Frame highlight color Frame shadow color Select from one of 6 pre-defined styles (Shown on next page) Value Value to display for selected Totals field Display selected value with this font and color Display selected field name with this font and color Setting Up Point of Sale Data /17/09

294 Setting Up Touchscreen Codes Totals tab (cont.) Predefined Styles Default Regular - Standard Regular - Simple Regular - Detailed 3-Column-Split Extended-Bar HTML Setting Up Point of Sale Data /17/09

295 Setting Up Touchscreen Codes Options tab Use to specify whether to pause during entry of item, to allow a quantity to be entered, or if the quantity should automatically default to 1 Setting Up Point of Sale Data /17/09

296 Setting Up Touchscreen Codes Creating a Page of Buttons Before you define individual buttons, you should define the pages of buttons for each grouping of buttons you will need. On the Buttons tab, click Name each page so that when you see the name, you will know what types of buttons you intend to put on that page (e.g., Sale Items ). Select Default to make a page of buttons the initial display when Point of Sale / Touchscreen is selected. Select Allow item entry to enable the "Item Number" control whenever this page of buttons is displayed. A page of blank buttons now appears in the Configuration Editing Window. Setting Up Point of Sale Data /17/09

297 Setting Up Touchscreen Codes Configuring a button Click the button you want to define, and enter its definition in the Button Editor. When completed, click to view the results of defining this button. In this example, when someone clicks the button named Glove in Touchscreen ticket entry, it will add the Glove item to a ticket. Setting Up Point of Sale Data /17/09

298 Setting Up Touchscreen Codes You can now define a button that will display the Sale Items page. Return to the Main Menu page, this is where you will locate the button to access the Sale Items page. To see a specific page of buttons while editing a touchscreen configuration, select the page from the dropdown list at the top of the Buttons tab. Click the button you want to define, and enter its definition in the Button Editor. Click when done to see the results. NOTE: when creating or editing a touchscreen configuration, clicking the Sale Items button does not result in the display of the Sale Items page of buttons. Instead, it simply displays the definition of the Sale Items button. Setting Up Point of Sale Data /17/09

299 Exercise 1: Setting Up a RunPage Button Try it Yourself! This exercise illustrates how to create a page of buttons containing several items that will all be sold automatically when another button (with a RunPage action) is selected. In this example, you will build a "MealDeal" button that, when selected, automatically sells a Big Burger, a Pretzel, a Coke, with a $1 discount. 1. Select Setup / Point of Sale / Touchscreen Codes Display the COMBO touchscreen code and click to edit this code. 2. Maximize the Configuration Editing window to ensure you see all buttons, and click. The Button Editor displays with the definition of this button. 3. Select the SnackBar page to display. the buttons defined for that page. We want the MealDeal button to appear on this page. Setting Up Point of Sale Data /17/09

300 4. You will define the page that contains the items to be sold automatically when the "MealDeal" button is selected. Since this will become the "Button" page for the "MealDeal", it must be defined before you define the button. Click. Enter MealDeal as the name of the new page (it can be any name). A set of blank buttons appears in the Touchscreen Ticket Entry (Editing) COMBO window. Click the first blank button and define it as shown here. Click. Image and Caption are for ID purposes only, since they don't display during the RunPage operation Setting Up Point of Sale Data /17/09

301 Click the next blank button, and define it to sell the Pretzel. Repeat the process to define a button to sell Coke. Setting Up Point of Sale Data /17/09

302 Repeat the process to define a button to sell Discount-1. Since Discount-1 is the last item in the MealDeal you want to be sure it has a Page Action that returns it to the SnackBar page when finished. 5. Lastly, display the SnackBar page. Click the blank button in the last row. Define this Run page button to automatically sell the items on the MealDeal page. Setting Up Point of Sale Data /17/09

303 Click and then click to save the touchscreen code itself. Close the Touchscreen Codes form. 6. Select Point of Sale / Tickets / Touchscreen from the menu. Login to Station 1 and Drawer 1. Click to display the SnackBar page. Then click to select the run page. Each item on the MealDeal runpage is automatically sold. The ticket should look like this: Additional items can be added to the ticket, or you can delete any of the items added by the MealDeal button. Exit from Touchscreen ticket entry, selecting to void the current ticket. (Simply closing the form is the easiest way.) END OF EXERCISE Setting Up Point of Sale Data /17/09

304 Setting Up Devices Select Setup / Point of Sale / Devices Use this function to identify and configure the devices you will be using OPOS and GOPOS configuration consolidated All device parameters are retained in the workstation s registry Supported Devices Click to save workstation s device configuration Click to import device registry settings from a.xml file Click to start the Windows add-printer wizard Setting Up Point of Sale Data /17/09

305 Setting Up Devices - Loading a Device Group Click to import device registry settings from a.xml file If you are using one of the Radiant POS terminals or Bundles, browse to Top-level / System / Devices subdirectory for the device group file. The settings for the selected device group display on the Devices form. Modify these settings as needed. (Refer to the Online Help for additional information about setting up your Radiant terminal.) Setting Up Point of Sale Data /17/09

306 Setting Up Devices - Crystal Receipt Printer Determine which Windows printer and Crystal printer type you will be using when printing Crystal-format receipts on the workstation Does not have to be the same as the workstation s default Windows printer Configuring the Printer Click the device to configure Click to browse and select a different printer Click to select a printer from the Network Testing the Printer Click to test the configured device Use if test copy shows lines printed on top of each other Print 100 lines of text Percentage of cut Specify image name, then click Set bitmap and Print bitmap Click in sequence, then click Print (or Print & Journal, etc.) Click in sequence, then click Exit Setting Up Point of Sale Data /17/09

307 Setting Up Devices - OPOS Receipt Printer Determine which OPOS printer you will be using when printing XML-format receipts on the workstation Configuring the Printer Click to configure the device Only active if selected Device is a GenericPOS device Select an Express Certified device Then click and indicate which port the device is connected to Testing the Printer Click on the main Devices form or from within the Configure function Force CR/LF Stream printing Device connection Enable if multiple ticket lines print on a single line (clear if extra skipped lines print) Send information to the printer in one large job, instead of one line at a time Determine connection method for device: Open/Close, Keep connected, or Keep claimed Setting Up Point of Sale Data /17/09

308 Setting Up Devices - Cash Drawer Configuring the Cash Drawer Allows for a GOPOS cash drawer to output to a Windows printer NOTE: Compulsory cash drawers require users to close the cash drawer before starting a new ticket. It requires an OPOS-compatible printer and cash drawer. The cash drawer must support open-closed sensing, and you must use the manufacturer's OPOS drivers. Setting Up Point of Sale Data /17/09

309 Setting Up Devices - Line Display Configuring the Line Display Do not clear display Device connection Offset by 1 Force uppercase Threaded operation Row Column Width Delay Attribute Justification Value type Field Macro Allows display to remain visible Determine the connection method for the device: Open/Close, Keep connected, Keep claimed Add 1 to starting positions for all rows and columns. Use if mfr's OPOS drivers that do not adhere to the OPOS standard Force text to display in uppercase (Verifone) Allow other tasks to proceed as an event occurs vs wait until event completes before proceeding (disable for IBM and Verifone) Row and Column position where text should start Number of characters allowed for text; changes dynamically as text is entered or resized Number of milliseconds to wait between characters (0=no delay) Normal or blinking text Align text to left, right, or centered What kind of value can display? Text is literal text, Field is the value of a data field, Label is the data dictionary display label for a data field, and Macro is a list of canned text macros, such as date and time. For Value types of Field and Label, what field should be used For Macro Value types, which macro should be used Text For Text Value types, text to be displayed Setting Up Point of Sale Data /17/09

310 Setting Up Devices - Line Display Configure text to display for each event Event Wait Ready Line Total Tender Auth Signature Signature OK Change Not Ready When does it occur? When the Ticket Entry Login Dialog is dismissed Whenever a new ticket is started When saving a line When the payment dialog is displayed in Regular Ticket Entry and when a button page with payment buttons is displayed in Touchscreen When saving a payment When attempting to authorize certain payments Prior to capturing signature on signature capture device After successful capture from signature capture device When the ticket has been completed and before the completion dialog is displayed As ticket entry is shutting down Testing the Line Display Setting Up Point of Sale Data /17/09

311 Setting Up Devices - Customer Display Configuring the Customer Display Use to display text, images, animations, video, manufacturer s advertisements, or other media to your customers (See Appendix 4 for a list of available pre-defined customer display layouts and panel description) Select a different layout configuration Available panels for use in the layout Add a new panel to the Customer Display Setup list of available panels Edit an existing panel Delete a panel from the list Drag and drop the panels into new positions using the split bar, or resize a panel using the move handles. Split bar Move handles Setting Up Point of Sale Data /17/09

312 Setting Up Devices - MSR Configuring the Magnetic Stripe Reader None = OPOS device For OPOS only, one track from which to read data Ask operator to enter last 4 digits of card number after successfully reading card For keyboard wedge only, data that precedes and denotes start of credit card data, and data that follows and denotes end of credit card data Testing the MSR Advanced Test Setting Up Point of Sale Data /17/09

313 Setting Up Devices - Pin Pad Configuring the Pin Pad The text to show on the display area of the PIN pad is configured in Payment Display. Testing the Pin Pad Leave "Merchant ID" and "Terminal ID" blank (not used by either supported PIN pad) Click in sequence, swipe debit card and enter amount, then click Begin EFT Trans and Enable PIN Entry Click End EFT Trans, click these buttons in sequence, then click Exit Setting Up Point of Sale Data /17/09

314 Setting Up Devices - Payment Display Configuring the Payment Display Configure text to display for each event Event Wait Swipe Card Debit Pin Entry Tender Auth Payment Approved Payment Declined Signature Signature OK Idle Not Ready When does it occur? When the Ticket Entry Login Dialog is dismissed When the user should be prompted to swipe their card When the user is instructed to enter their pin number When saving a payment When attempting to authorize certain payments When an authorization attempt has been approved When an authorization attempt has been declined Prior to capturing signature on signature capture device After successful capture from signature capture device On ticket entry startup As ticket entry is shutting down Setting Up Point of Sale Data /17/09

315 Setting Up Devices - Payment Display Testing the Payment Display Click in sequence, then click Wait Text ( or Swipe Card, etc.) to see if text displays Click in sequence, then click Exit Setting Up Point of Sale Data /17/09

316 Setting Up Devices - Signature Capture Configuring the Signature Capture Testing the Signature Capture Click in sequence, then click Begin Capture and sign the device. If the test works, click End Capture. Then click Disable, Release, Close in sequence, and then click Exit. Setting Up Point of Sale Data /17/09

317 Setting Up Devices Ingenico Form Display Use to display defined forms during Ticket Entry and capture customer input from the Ingenico form display device into ticket profile fields Supports scrolling receipts Configuring the Forms Display Setting Up Point of Sale Data /17/09

318 Setting Up Devices - MICR Configuring the Magnetic Ink Character Recognition Testing the MICR Advanced test Setting Up Point of Sale Data /17/09

319 Setting Up Devices - Scale Configuring the Scale Operating mode Minimum weight Poll interval (ms) Display field 1, 2, 3 Length Reset on error Suppress OPOS time out error 112 Select the mode in which to operate: Asynchronous or Synchronous Readings from scale below this value are not considered a weight and software will continue to wait for the real weight Enter small value such as.1 pounds All weights returned as 3-decimal value Determine the interval in which to obtain readings from the scale If scale has display capability, select the field to display and number of characters Up to three fields can be shown, with a single space separating each Close and open device after each attempt to get weight (required by some OPOS drivers) Suppress the time out error message Additional setup: Use Inventory / Items ( Other tab) to select the Weighed checkbox for any item that will need to be weighed. Ensure the Qty decimals setting for these items allows for fractional weights, if necessary. Setting Up Point of Sale Data /17/09

320 Setting Up Devices Moneris SPED Configuring the Moneris SPED Used to process Canadian Debit, also supports Visa, MasterCard, and AmEx. Customer Receipt Printing Certain receipt properties must be made available to both OPOS and Crystal receipts. Printed customer receipts should be produced for all payment transaction types except voids. All submitted Canadian debit transactions including declined transactions must print a customer receipt. The following requirements apply to all printed customer receipts: The customer receipt must be printed in the language of the cardholder. For refunds, the word "Refund" ("Remise D Achat" in French) MUST appear after the dollar amount. Amount must be printed. Merchant number (store id) must not be printed. Merchant name and address must be printed. Transaction type must be printed, e.g. Purchase, Refund, etc. Masked card number must be printed. This must be the MaskedCardNo property returned by the receipt object. The application may never have the full card number, so it cannot mask the card number itself. Also, the processor may have different masking requirements for different card types, so it becomes the responsibility of the External EDC Processor to return a correctly masked card number. Card expiration date must not be printed. Debit receipts must include the account type selected by the cardholder, e.g. Chequing, Savings. If the account type is Unknown, it should not be printed. Card type must be printed, e.g. Visa, MasterCard, etc. Transaction date and time must be printed. Authorization code must be printed. Receipt message must be printed. Processor reference number must be printed. Credit receipts must include a signature line and cardholder agreement text. Two copies of credit receipts must be printed. Entry method indicator must be printed, e.g. "S" or "Swiped", "M" or "Manual" (Moneris does not provide translations for the words, but they do use the letters on their French examples). Setting Up Point of Sale Data /17/09

321 Point of Sale Forms Crystal Forms vs OPOS Forms vs Other Forms File must be in the PSForms directory OPOS Crystal Other (Word, PDF, Excel,...) Yes Yes Yes File extension.xml.rpt Any other extension 4 (but not executables 5 ) Types of printers supported OPOS only Windows only Windows only Select printer during setup (in Form Groups) No Yes No Select printer at print time (from Ticket Entry) No 1 Yes No Print to a remote (network) printer No 2 Yes No Use filters to control IF the form prints Yes Yes Yes Print data from the CounterPoint document Yes Yes No Use filters to control WHAT the form prints Yes Yes No Show messages before/after printing form Yes Yes Yes Cut paper after printing Yes 3 No No Additional software required Associated application None None to use/print forms must be on system Additional software required Associated application None Crystal Reports to customize forms must be on system Font control, barcode Yes printing, graphics, etc. (XML commands) Yes If application supports Create a new form file No (must create file Yes Yes from within CounterPoint outside of CounterPoint) Open existing form file for Yes Yes (with Crystal Yes (if associated editing from within (Form editor) Reports on system) application is on system) CounterPoint 1) OPOS forms always print to the (single) OPOS printer on the local workstation. 2) It appears that OPOS has no concept of a network printer, so remote printing of an OPOS form isn't possible. 3) Cutting paper is supported only on OPOS printers -- and requires the printer support it as well. 4) To print an "Other" document, Windows must know how to print it. You can check this by seeing if "Print" is listed in the pop-up menu seen when right-clicking the file in Windows Explorer. If it is not listed, then Windows does not know how to print the file -- and CounterPoint will not print it either. 5) Executable files should not be used. It appears that attempting to print such a file does nothing at all. Setting Up Point of Sale Data /17/09

322 Flexibility of Form Groups Multiple forms can be grouped together, and printed only under certain userdefined conditions Can automatically print at ticket completion Can use a single button to print one or more forms Let the clerk choose which form(s) to print from multiple buttons Print all forms to a single printer, or print different forms to different printers Define which printer the forms will print to, or let the clerk select the printer in ticket entry Require certain forms to be printed and/or limit reprints Automatically display messages, such as "Would you like to print the Installation Instructions?" Setting Up Point of Sale Data /17/09

323 Setting Up Point of Sale Form Groups Select Setup / Point of Sale / Form Groups Use to: identify any document available for printing in Ticket Entry specify whether each document is OPOS or Crystal Reports format select the printer used to print each document identify special conditions under which a document will print Use Setup / Point of Sale / Stations to assign form groups to stations Group tab Applies to Document type Ticket type Conditions under which all forms in this form group applies Customizable filter of all columns in PS ticket header table Identify the type of document and, optionally, whether it applies to only (order) deposit tickets or all others types (non-deposit) for the document Auto print Enforce print/reprint restrictions Button image Button label Shortcut key Automatically print group at ticket completion For form group to adhere to store s Require print and Disallow reprint settings in Setup / Point of Sale / Stores Image file and/or label to display on button for printing forms Keyboard shortcut to use to print form group Setting Up Point of Sale Data /17/09

324 Setting Up Point of Sale Form Groups Forms tab Identify each form in the group, and conditions under which each will print Previously defined forms in this group Move forms up or down to control print sequence "Active" form being added or edited Form details Form filename Comment Cut paper Filename of form:.xml for OPOS,.rpt for Crystal..doc for Word,.pdf for Acrobat. Locate customized forms in company s PSForms folder Use Form Editor to modify files. Other then.xml file, workstation must have associated application installed to edit Customized forms must already exist to edit with Form Editor Information about form (doesn t print or display in ticket entry) Indicate whether to cut paper (.xml forms only) Admission ticket Indicate whether form is an admission ticket (the form will be printed the quantity sold number of times) Additional rules based on Printer method Printer Area of ticket on which to condition printing of this form: None, Ticket header, Ticket lines, Payment lines, Gift certificates, Ticket tax data, Ticket line cell data, Ticket line serial data For.xml forms, select whether to preview the form, or to print automatically on the workstation s OPOS printer For other forms, select whether to preview the form, or to print automatically on workstation s default Windows printer For.rpt forms, use default Windows printer, select a printer at print-time, or identify a specific printer at Printer Setting Up Point of Sale Data /17/09

325 Setting Up Point of Sale Form Groups Forms tab (cont.) Messages Message before printing Message to display to clerk before printing form Yes button No button Cancel button Message after printing Text for buttons when this form is ready to print Yes button will print form and is required if a message exists No button skips printing of form, but allows remaining forms in group to print Cancel button skips printing this and remaining forms in group Buttons without text will not appear in ticket entry Optional message to display to clerk after printing this form Messages display even if auto-printing Setting Up Point of Sale Data /17/09

326 Setting Up Point of Sale Form Groups Forms tab (cont.) Applies to Conditions under which this specific form will print Customizable filter of all columns in table associated with Additional rules based on entry (on Form details sub-tab) Setting Up Point of Sale Data /17/09

327 Setting Up Point of Sale Form Groups Pre-defined Form Groups Form Group Description Form Filenames in Group Crystal OPOS (for OPOS only stations) GIFTRCPT Prints for gift receipts GiftReceipt1.rpt GiftReceipt1.xml HOLD Prints for hold tickets only 40 column receipt Receipt1.rpt Receipt1.xml LAYAWAY Prints for layaways Receipt1.rpt Receipt1.xml ORDER Prints for orders Receipt1.rpt Receipt1.xml PAYINOUT Prints for pay-ins and pay-outs SalesDraft1.rpt PayInOut1.rpt PAYONACCT PICK Prints for payments taken for A/R accounts in Ticket Entry Prints for existing orders when the picking ticket button is selected 80 column picking ticket, or 40 column form if Station is set to OPOS only SalesDraft1.rpt PayOnAcct1.rpt SalesDraft1.xml PayInOut1.xml SalesDraft1.xml PayOnAcct1.xml PickingTicket1.rpt PickingTicket1.xml QUOTE 40 column receipt Receipt1.rpt Receipt1.xml TICKET Prints for standard tickets (nondeposit) (sales draft prints only if credit card is used) 40 column receipt and sales draft SalesDraft1.rpt Receipt1.rpt SalesDraft1.xml Receipt1.xml VOID Prints for voids Receipt1.rpt Receipt1.xml VOID-PIO Prints for pay-in/out voids PayInOut1.rpt PayInOut1.xml VOID-POA Prints for pay-on-account voids PayOnAcct1.rpt PayOnAcct1.xml Replace SalesDraft1 with SalesDraft2 when using a signature capture device, if you want to print captured signatures. To use an 80-column invoice rather than a 40-column receipt, replace Receipt1.rpt with Invoice1.rpt in form group. If using the TM-T88 printers, replace forms with the TM-T88 version. Setting Up Point of Sale Data /17/09

328 Setting Up Point of Sale Form Groups Using the Form Editor (OPOS format) Click Displays Custom if previously edited The first time you edit a Standard form, you are asked if you want to create a new custom form. Answer Yes to make changes. The custom form will be saved in the PSForms directory for your company. Setting Up Point of Sale Data /17/09

329 Each OPOS form consists of 8 bands, where you can position and edit fields: Red Outlined Box = Field Black Outlined Box = Text Green Outlined Box = Images Green triangle = 'print on top' field Red triangle = conditioned field Header Items Item totals Gift cert SVCs Totals Payments Footer Setting Up Point of Sale Data /17/09

330 Changing a column on the form From the Design tab, click the column to be changed. Use the toolbar buttons to change alignment of the column within its width. To print a different column in this position, select the new column. To insert a database column in front of the current column, click Insert / Field and select the new field. on the toolbar or use To insert text in front of the current column, click enter the text. or use Insert / Text on the toolbar and To insert a new blank row or column that extends across or down the entire form, click a band name (e.g., Header ) and select Insert / Columns or Insert / Rows from the toolbar. To insert an image click or select Insert / Image from the toolbar and browse and select the image. The image will automatically be stored in the Company s image folder. Only the filename will show. Click the Preview tab to see an example of how the form looks (images and fields are not shown). Click to save the layout as an XML file in the Export folder for your company and to close the editor. Click to save the form group ID. Setting Up Point of Sale Data /17/09

331 Changing the Properties of a Band on the form Click an unassigned block in the band. Then click or select Edit / Band Properties. You can change the number of rows in the band. Changing the Properties of a Column on the form Double-click the column. You can also click the column and then click or select Edit / Label Properties. Print if empty Print on top Display format Width Alignment Print only if Field Operator Value Print column heading even if no value in field? If two or more fields overlap, which field prints? Displays with green triangle on Design tab For Numeric and Date/Time fields, the Delphi specifier that sets the display format of the field Width of this field Align the field to the left, to the right, or centered within the field width To condition printing of field. Displays with red triangle on Design tab Select the field on which the condition is based, identify the operation (e.g., equal, more than, less than, etc.) and value to which conditioned field is compared Setting Up Point of Sale Data /17/09

332 Exercise 2: Modifying Receipts Try it Yourself! This exercise illustrates how to modify the standard OPOS receipt format so that it prints the customer name for all customers other than the default CASH customer. 1. Select Setup / Point of Sale / Form Groups and display the form group TICKET. Switch to the Forms tab, and select the second form in the group. Receipt1.rpt displays as the form filename. Receipt1.rpt is a Crystal form, you could edit it with Crystal Reports software after you click. However, we want to edit the.xml or OPOS receipt form. Click the lookup button ( Receipt1.xml. ) next to Receipt1.rpt and select the form named Click to edit this format of the receipt. Answer Yes if asked if you want to create a new custom form. Setting Up Point of Sale Data /17/09

333 2. In the Header area, click the dotted line that precedes the Item area. Select Insert / Row from the toolbar. A blank line now appears above the dotted line. 3. Click the first block on the new blank line and then click to insert a text field in this position. Type Customer: as the text replacing New Label. 4. Click two blocks to the right of the new Customer: label, and then click on the toolbar to add a new field. Select the field Header.BILL_NAM from the list. Setting Up Point of Sale Data /17/09

334 Stretch the new field to the edge of the form. 5. Next, condition the printing of both the Customer: text field and the Header.BILL_NAM field so that they do not print when the sale is for a customer whose customer number is CASH (the default walk-in customer for our store). Double-click Header.BILL_NAM to display the field properties. Set the conditions so that this field prints only if the field Header.CUST_NO is not equal to CASH Edit the properties of the text field Customer: in the same way, using the same values that were used to condition Header.BILL_NAM. 6. Click on the toolbar to save the modified receipt layout to a new.xml file with the same name (Receipt1.xml) in the PSForms directory for your company. Since the layout is not stored in the database, you can copy it to other systems for use. Setting Up Point of Sale Data /17/09

335 7. After saving the layout as an.xml file, click. This saves the receipt layout for use with this form ID and closes the Form Editor. The form now displays ** Custom **. Click on the toolbar to save the changes to the form group END OF EXERCISE Setting Up Point of Sale Data /17/09

336 Setting Up Stations Select Setup / Point of Sale / Stations Main tab Default line type Begin tickets at Begin lines at Use default cust Default entry mode Primary dialup server Alternate dialup server Automatic station lock Minutes until lock Sale, Return, Order, Backorder, Special order, or Layaway Start each new ticket at: Customer #, Lines, or Payment For Lines or Payment, customer is automatically set to default, if station uses the default customer Start line item entry at Item number or Quantity Automatically start each ticket using the default customer Normal or Fast (no entry of description, cost, or quantity - but can still enter price) Overrides dial-up server specified for Store Indicate whether to automatically lock this station Automatically lock station after how many minutes of inactivity Setting Up Point of Sale Data /17/09

337 Setting Up Stations Main tab Default tender pay code Default change pay code Use tender pay code for change Default refund pay code Touchscreen code Show customer images Show item images Use consolidated lines Signature capture after print Show point redemption message Pay code to display as default when accepting tender Pay code to display as default when giving change due Indicate whether to use the tendered pay code as the pay code for change due Pay code to display as default when giving a refund Touchscreen Code for this station Should Customer and Item images automatically display? (Place images in the company s CustomerImages and ItemImages folders) Indicate whether to merge identical line items in Ticket Entry Request signature after printing receipt, instead of before Indicate when a customer can redeem points for some or all of the purchase amount Setting Up Point of Sale Data /17/09

338 Setting Up Stations Numbers tab Next ticket number Next hold ID Next quote number Next order number Next layaway number Always auto-assign If you selected in Setup / Point of Sale / Stores to have ticket numbers, hold ID s, quote numbers, order numbers, or layaway numbers assigned from stations, enter the number to automatically assign to each type of document entered on this station Select this check box to always assign the next number Setting Up Point of Sale Data /17/09

339 Setting Up Stations Form Groups tab Use to specify form group to use for printing each type of document Form group specified must already be defined in Setup / Point of Sale / Form Groups Use all form groups Form type Form group If selected, this station will be able to use all form groups that are already defined If not selected, identify form group to use for this station at Form group Use only OPOS or Crystal forms associated with form group for this station, or station has the ability to use both types of forms Single form group to use at this station, when not using all form groups Setting Up Point of Sale Data /17/09

340 Setting Up Drawers Select Setup / Point of Sale / Drawers Drawer is permanently associated with a store, not a station Same drawer number can be used at different stores Store Drawer Description The store the drawer is associated with Enter the name for the drawer Enter the description for the drawer Setting Up Point of Sale Data /17/09

341 Drawer Session Cycle Drawers / Activate Enter opening amounts for Cash type pay codes Tickets / Ticket Entry or Tickets / Touchscreen Enter tickets, orders, etc. Drawers / Cash Drop Remove money from a drawer Drawers / Cash Loan Add money to a drawer Drawers / Count Enter amount for each pay code for drawer ("blind" count) Drawers / Reconcile Verify count amounts and correct discrepancies Tickets / Post Final update to data for tickets that are being posted Inactive Current drawer session status * User must be authorized to activate the specified drawer Inactive (if auto-activate is OK for store and user is authorized to activate drawer) or Active or Counted (if reactivation if OK for the store and user is authorized to activate drawer) * User must be authorized to use the specified drawer Active * User must be authorized to cash drop from the specified drawer Active * User must be authorized to cash loan to the specified drawer Active * User must be authorized to count the specified drawer Active (if auto-count is OK for store and user is authorized to count drawer) or Counted or Reconciled * User must be authorized to reconcile the specified drawer Active (if auto-count and auto-reconcile are OK for store and user is authorized to count, and reconcile drawer) or Counted (if auto-reconcile is OK for store and user is authorized to reconcile drawer) or Reconciled * User must be authorized to post the specified drawer New drawer status Active Active Active Active Counted Reconciled Inactive Setting Up Point of Sale Data /17/09

342 Setting Up User Drawers Select Setup / Point of Sale / User Drawers or click in Setup / System / Users What drawers can each user access and what type of activity can they perform for this drawer User Store Drawer Allow Activate Use Count Reconcile Post Cash loan Cash drop Void of cash loans/drops ID of user for whom drawer will be valid Store number with which drawer(s) are associated, or * for all stores Drawer number to assign to user, or * for all drawers at that store (or at all stores if * was entered for Store) User can run Activate drawer to specify opening cash amounts User can enter tickets into this drawer User can run Count drawer to enter closing amounts User can run Reconcile drawer to verify or provide closing amounts User can run Post tickets to post tickets in the drawer User can add cash to the drawer User can remove cash from the drawer User can run Void cash loans/drops from the drawer NOTE: If a user is set up to use * drawers, as drawers are added at Setup / Point of Sale / Drawers they will immediately have access to the new drawers. Setting Up Point of Sale Data /17/09

343 Setting Up Gift Registry Occasions Select Setup / Point of Sale / Gift Registry Occasions For what occasions will you create a gift registry Setting Up Point of Sale Data /17/09

344 Setting Up Discount Codes Select Setup / Point of Sale / Discount Codes Define the valid discount codes for tickets / line items Discount code Description Discount type Amount Apply to Min. qualifying amt. ID of discount code Description for the discount code Select the type of discount: Amount, Prompted amount, Percent, Prompted percent Amount / percent for the discount What does the discount apply to: Ticket or Line Item Minimum amount for Ticket / Line item to qualify for the discount Setting Up Point of Sale Data /17/09

345 SECTION 7: CUSTOMIZING DICTIONARIES Overview of Customizing Dictionaries...1 Using the Data Dictionary Editor...2 Customizing the Data Dictionary...7 Exercise 1: Making a Field Required Exercise 2: Changing a Column Code Display Label Exercise 3: Using a Picture Mask Exercise 4: Creating an Index Finding all Tables that Contain a Column...25 Printing the Column Description Report...26 Using the Text Dictionary Editor...32

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347 Overview of Customizing Dictionaries Select Setup / System / Configuration / Data Dictionary or Setup / System / Configuration / Text Dictionary Use to make changes in definitions of: CounterPoint Tables, Columns, and Indexes Name of group box, tab, or button labels Messages Data Dictionary Text Dictionary Text Dictionary Use to add new logical tables or columns (after adding to database using SQL statements) Changes stored in Data Dictionary and Text Dictionary located in: \ CounterPoint (top-level)\ Company-Name \ Dictionary Columns.* Tables.* Indexes.* Messages.* Data Dictionary files Text Dictionary file To enter change, user's System security code must provide authorization to customize data dictionary or text dictionary Changes will apply to all users in this company throughout CounterPoint Changes preserved if CounterPoint is re-installed Enable or disable use of changes for a single user via Setup / System / User Preferences ( Enable customizations ) Customizing Dictionaries /17/09

348 Using the Data Dictionary Editor Source of Menu names and Field names These names Main menu selections & form names Columns on forms Are determined by: Menu code ("Menu caption", and Form caption ) or Default menu, if security code has no menu code assigned Data dictionary ("Display label") Columns in LookUp, Filter, and Zoom dialogs Data dictionary ( Long label ) Columns on reports Data dictionary ("Report label") Group Boxes, Tabs, & Buttons Text dictionary Message text Text dictionary Customizing Dictionaries /17/09

349 Using the Data Dictionary Editor Select Setup / System / Configuration / Data Dictionary Use to make changes to the system settings for a table, column, or index Click or or to change the system settings for a table to change the system settings for a column to change the system settings for an index Select the table, column, or index to change here Make your changes here Once you have made changes, click the changes and update the cached data dictionary. button. This will save your Customizing Dictionaries /17/09

350 Using the Data Dictionary Editor You will need to determine the system name for a table, column/field, or index before it can be changed in the Data Dictionary. To reveal the Control Menu for a form: Right-click form title bar Click the CounterPoint logo in upper left corner Press Alt+spacebar Labels as FieldNames/ ControlNames Shows data dictionary column name (begins with *) or control name (no *), and main table name on title bar Use to obtain column name to edit in Data Dictionary or control name to edit in Text Dictionary Labels as ControlNames Changes all text labels on form to name of associated control Used internally to develop help text for controls Show default labels FormClass: (name) Print form Default size Last Maintenance Information Table Information Customize toolbars (Report name) Shows default display labels for columns Name of form to use when changing component labels in the Text Dictionary, and to assist with reporting software flaws Prints screenshot of active form Returns form to its default size For the currently-displayed record, shows the user ID who last changed the record and the date Shows table name, total number of records, and a count of filtered records if filter is active (flyover text reveals SQL filter) Customize toolbar schemes for this form For report forms, shows name of.rpt file (* = customized) Customizing Dictionaries /17/09

351 Using the Data Dictionary Editor Determining System Data Dictionary Table, Field, and Index Names Identifying the table name Right-click the title bar of the form you want to change and select Labels as FieldNames/ControlNames. The form now displays the System Data Dictionary labels. The table name is shown on the title bar. In this example, AR_CUST is the system name for the Customers table. Identifying the column name With the System Data Dictionary labels displayed, the system name is shown preceding the field. In this example, *cust_no is the system name for the Customer # field. Note: Column properties can be changed for a single table or, if associated with a Column Code, can be changed globally. Customizing Dictionaries /17/09

352 Using the Data Dictionary Editor Identifying the index name Indexes / Order by choices are created in the Data Dictionary. To find the name for an index, select the Table then click the Index tab of the System Data Dictionary form. The Display label field contains the label for the index. If the Display label field is blank, the index will use the name of the first index column. In this example, the Customers table s first index has a label of Balance method. Customizing Dictionaries /17/09

353 Customizing the Data Dictionary Editing Table Properties Select the table to edit in the System Data Dictionary. The columns and indexes in that table display below. Click to enable editing of the table. Make changes to table information on the Data Dictionary form. Description = name for flyover help and messages referring to this table Virtual = is this a virtual table? Use virtual table = look in virtual table selected here for column information before this physical table. Click to see the virtual table entry. Custom add-on-the-fly Add-on-the-fly form = use customized add-on-the-fly form for this table. Data Verify ignores History tables If enabled for company, retrieve one record at a time from server? Use this area to enter your own description of the table or to describe your changes. Custom maint form Custom view form Custom add-on-the-fly form Standard form.xml files that contains custom field positioning for use in custom maintenance functions, view functions, add-on-thefly operations, or standard CounterPoint forms Click to make changes to the form After clicking either or, click to return to where you came from. Customizing Dictionaries /17/09

354 Customizing the Data Dictionary Editing Column Properties for a Single Table Use to control labels, entries, and defaults for a column After choosing a table in the System Data Dictionary, select the column to edit from the list of columns in that table and click. Main tab Settings Column code Domain Capitalization Key Required Keyword Display label Long label Report label Default value Mapping values Select to associate this column with an existing column code Type of characters valid in value Case of entered value: default, upper, lower, or normal Is this a component of the primary key for the table? (Do not modify) Value must be entered for this column when setting up a new record Enable keyword lookups for this column Name that displays for this column on forms Name that displays in Lookup, Filter, and Zoom dialogs Name used in Quick Reports and for column heading in Crystal reports Initial value for column when adding a new record (Y for Boolean domain =checkbox selected) Allowable values for column and description for each value Customizing Dictionaries /17/09

355 Customizing the Data Dictionary Editing Column Properties for a Single Table Main tab Settings Sticky default Should user-entered value for this column be used as default value for rest of entry session? Default is set by adding a new record and saving it Read-only Protected Non-editable Skip Skip if def Allow * Visible Cost Copy Allow no entry for this column (be sure to set a default value ) Protected change authorization required to change value Can column value be changed after it has been added? Skip this column when tabbing (can still access via mouse and/or accelerator keys) Intended to help speed data entry Skip this column when tabbing only if the column has a default value supplied by data dictionary or sticky default supplied by user If column has no default value, Skip setting determines if tab skips column * can be entered for column, to designate All Will column be displayed on forms and be available for display in lookups? Treat column as a cost (entry and viewing subject to user authorization) Is this column value copied when records are copied? If unchecked, column in the copied record is set to the data dictionary default value Note: If a column does not appear in the Columns list, when a single table has been selected, it has only been assigned a Column Code. Customizing Dictionaries /17/09

356 Exercise 1: Making a Field Required Try it Yourself! This exercise demonstrates how to determine the table and column name to be changed in the data dictionary and how to make the change to a single table. You will be making the Category field required on the Items table. 1. Select Inventory / Items. The change you will make is to the property of the Category field on this form. 2. Right-click title bar and select Labels as FieldNames/ControlNames. Note the table name and field name. Exit the menu selection. 3. Select Setup / System / Configuration / Data Dictionary 4. Display the IM_ITEM table and locate the column categ_cod. Click. Customizing Dictionaries /17/09

357 5. On the Data Dictionary form, change the Required setting to Yes. Select to save this change by clicking. Customizing Dictionaries /17/09

358 Customizing the Data Dictionary Editing Column Properties for a Column Code Use to control labels, entries, and defaults for a column code Provide template values for a column Used when column s value is blank or null Not associated with any single table Choose Column Code in the System Data Dictionary, select the column to edit from the list of columns that have been assigned to a column code and click. To see the tables and columns that use a column code Note: If Column code is specified, its value is used as a default if setting is blank for column. Customizing Dictionaries /17/09

359 Customizing the Data Dictionary Display Labels Name for column on forms (first letter always displays upper-case) What display label appears for a column on a form? 1. Display label from column in customized Data Dictionary 2. Display label from column in System Data Dictionary 3. Display label from column code, if a column code is specified for column in customized Data Dictionary 4. Display label from column code in System Data Dictionary Display label substitution Enter %[column-code name] within Display label for substitution For example: LST_RECV_DAT column in VT_IM_INV table Display label shows last recv %[DATE] Column code DATE is assigned to the column and its display label is date. Last recv date displays on forms. Customizing Dictionaries /17/09

360 Exercise 2: Changing a Column Code Display Label Try it Yourself! This exercise demonstrates how to make a change to a column code. You will be changing the display label for the Item No field, to Product No, for all tables that include the column code. 1. Select Inventory / Items. The change you will make is to the display label of the Item No field. 2. Right-click title bar and select Labels as FieldNames/ControlNames. Note the field name. 3. Select Setup / System / Configuration / Data Dictionary 4. With Column Codes selected, locate the column item_no. Click. Customizing Dictionaries /17/09

361 5. On the Data Dictionary form, change the Display label to Product No. Select to save this change by clicking. Customizing Dictionaries /17/09

362 Customizing the Data Dictionary Editing Column Properties Other tab Numeric Min value Max value Decimals Settings in this group apply only to numeric columns Minimum allowable value Maximum allowable value Number of decimal digits to allow during entry Implied decimal When entering numbers, assume the number of decimals specified at "Decimals", so no decimal point entry is required (based on user preference) Range Whether negative numbers, positive numbers, and/or zero are valid Lookup Self lookup Lookup table Lookup field Lookup filter Validate lookup Lookup display For custom fields, settings for lookup Lookup table and column are the same as the physical table/column What table s data displays when a lookup is performed at this column Which field in the lookup table is returned after selecting a record Limit valid records in lookup table with filter entered here Are not-on-file entries allowed for this column? Which column s value should display to the right of the on-file entry? Customizing Dictionaries /17/09

363 Customizing the Data Dictionary Editing Column Properties Custom tab Verify that constraint syntax is valid Validation Constraint Constraint error Validate on set User-maintained limits or restrictions for entry in this column (See Appendix 2: Constructing Column Constraints) Define only for columns on maintenance forms Message that appears when entry violates constraint If blank, uses default constraint error text: [display label]: Data Dictionary constraint error: [constraint value] If enabled, validates constraint after column is entered, rather than when record is saved Picture mask Used to control format and characters entered for a column (e.g., ##- ####) Non-numeric columns only (See Appendix 3: Using Picture Masks) # = any digit (0-9)? = any letter & = any letter, convert to uppercase ~ = any letter, convert to = any character (alpha, numeric, special)! = any character, convert alpha to uppercase {Yes, No} = yes, no, or blank (braces indicate optional ) #[#][#] = up to 3 digits; 2 nd and 3 rd digits optional Customizing Dictionaries /17/09

364 Customizing the Data Dictionary Entering Constraints To impose user-defined limits or restrictions on entry of a column Examples: 1) You want to use one of the customer date profiles to track Contract date started. To prevent users from entering a future date, add this constraint to the corresponding Profile Data column (PROF_DAT) for the Customers table (AR_CUST): V<=DATE 2) Use one of the customer numeric profiles to track Length of contract, where your contracts must be at least 2 months long and cannot be longer than 12 months. Add this constraint to the corresponding Numeric Profile column (PROF_NO) for the Customers table (AR_CUST): (V>1) and (V<13) 3) To ensure that users assign 900 as the first three characters of new item numbers, add this constraint to the Item number column (ITEM_NO) for the Items table (IM_ITEM): Copy(V,1,3)=900 Refer to Appendix 2: Constructing Column Constraints for more information on the syntax and different types of constraints. Customizing Dictionaries /17/09

365 Exercise 3: Using a Picture Mask Try it Yourself! This exercise demonstrates how to determine the table and column name to be changed in the data dictionary, how to make the change to a column code, and shows the resulting change to forms that use the column code. You will be setting it up to require telephone numbers to carry the format of Select Customers / Customers. The change you will make is to the display label of the Phone-1 field on this form. 2. Right-click title bar and select Labels as FieldNames/ControlNames. Note the table name and column name. Exit the menu selection. 3. Select Setup / System / Configuration / Data Dictionary 4. Display the AR_CUST table and locate the column PHONE_1. Notice that it uses a Column Code. To make this format change global, you should change the column code. Customizing Dictionaries /17/09

366 5. Switch to display Column Codes. Click PHONE_1 in the list of column codes. Notice that Display label is set to phone 1. Whenever a column displays on a form, and that column uses the PHONE_1 column code, the display label of phone 1 is used. 6. Click and, on the Custom tab, enter the following Picture mask for this column code: ###-###-#### Close the Data Dictionary editor and answer Yes to Save current changes?. 7. Select Customers / Customers and display a customer record. On the Main tab, at the Phone 1 column, clear any existing entry and enter your telephone number beginning with the area code. Note that hyphens are automatically inserted and displayed. Click to save the change. Close this form. Customizing Dictionaries /17/09

367 Customizing the Data Dictionary Adding and Editing Table Indexes Use to change: sequence in which records display with and order in which records appear during lookups ( Order by ) adds logical index (create physical index with SQL command) Add a new index: If the table has not been customized previously, select to customize it from the System Data Dictionary. From the Data Dictionary, select the table and click under Indexes. Enter a name for the new index. From the Index tab, double-click columns in Table columns to add them to Index columns. Add the columns in the order in which you want them used in the index, or move the Index columns to change their order. You can set the new index to be the default index. Label used as index name in lookups. If blank, uses name of first index column Make default index for table Specify whether to sort each index column in ascending or descending order. You can also enter a display label to name the index. To save the new index, select a different column name or table, click form and answer Yes to Save current changes?. or close the Customizing Dictionaries /17/09

368 Exercise 4: Creating an Index Try it Yourself! This exercise demonstrates how to create an index for the vendor items table. You would like to view your vendor item records in order by item number and then in order by unit cost. 1. Select Purchasing / Vendor Items. 2. Right-click title bar and select Labels as FieldNames/ControlNames. Note the table name. Exit the menu selection. 3. Select Setup / System / Configuration / Data Dictionary 4. Display the PO_VEND_ITEM table and click. Customizing Dictionaries /17/09

369 5. On the Data Dictionary form, select from the Indexes area. Enter a name for the new index. Click OK. 6. On the Index tab of the Data Dictionary form, enter a Display label for the new index and select the columns that will be used to order the records. Since you want the initial sort to be by Item number it should be the top index column, unit cost should be listed second since it is the secondary sort value. 7. Select to save the new index by clicking. Customizing Dictionaries /17/09

370 8. Select Purchasing / Vendor Items. Use the lookup and select the new index. 9. Use the column designer to include the Unit cost field after Item number. 10. The lookup now displays the vendor item records in order by item number and within each item number in order by unit cost. Customizing Dictionaries /17/09

371 Finding all Tables that Contain a Column If you plan to change the data dictionary for a column in all tables that contain the column, you will need an easy way to determine which tables are involved. This query returns all the table names that contain the column ITEM_NO. It can be run in the SQL Script Utility provided with CounterPoint SQL, in Microsoft's Query Analyzer, or with an OSQL command. SELECT sysobjects.name FROM syscolumns LEFT OUTER JOIN sysobjects ON syscolumns.id = sysobjects.id WHERE syscolumns.name = 'ITEM_NO' ORDER BY sysobjects.name In this example, 147 tables in the CampGolfTraining database contain the field ITEM_NO. To further refine the search, you can next print the Column Description Report for just the tables reported by the above SQL script test. On that report, select to show the "Column Code" and "Display Label" columns. Customizing Dictionaries /17/09

372 Printing the Column Description Report Select System / Utilities / Column Description Report Description of each column in a table and the Data Dictionary settings If the list of tables doesn't display, select View / Show Table List from the menu bar. Select the table(s) whose columns will be included in the report. Click when done. Customizing Dictionaries /17/09

373 Printing the Column Description Report Click Report options button Move the desired columns from Column list to Selected columns. Drag Selected columns to new positions or use and (columns are reported in order listed). Customizing Dictionaries /17/09

374 Printing the Column Description Report Report tab Table options Show description Show description note Word wrap description note Print the English name for this table (e.g., Items ) Print note for this table (from data dictionary) If printing notes, wrap lines longer than 80 characters? Column options Show column description Word wrap description Print note for columns (from data dictionary) If printing notes, wrap lines longer than 80 characters? Customizing Dictionaries /17/09

375 Printing the Column Description Report Column List Choices Select which column properties you want reported Allow asterick Capitalization Cloneable Column code Column size Constraint error Custom constraint Decimal places Default value Display label Domain name Implied decimal Is cost Is key Is keyword Is noneditable Is protected Is required Is visible Long label Lookup display field Lookup field Lookup table Lookup validated Mapping values Max value Min value Picture mask Range negative Range positive Range zero Read only Report label Selflookup Skip Skip if def Sticky def Validate on set Customizing Dictionaries /17/09

376 Printing the Column Description Report Formats tab Choose report format 1 or 2 Click to close Report options dialog Format 1 Columnar format Indicate whether to sort columns alphabetically Format 2 Line-by-line format Customizing Dictionaries /17/09

377 Click or press Ctrl+G to generate the report Click Click Click to save the report as a text file (use to copy data from table in CounterPoint to text file) to find a word or phrase in the report to access printing options and print the report Customizing Dictionaries /17/09

378 Using the Text Dictionary Editor Select Setup / System / Configuration / Text Dictionary Use to edit message text, tab labels, group box labels on forms, or other text on forms that is not linked to a data field Select message to customize (To find the name of a message, right-click title bar of actual message dialog and select Details.) Current message text Click to customize the message text. New message text Color Bold Italic Strikeout Underline Text Select color in which to display text Select if message should display with any of these enhancements New message text Customizing Dictionaries /17/09

379 Using the Text Dictionary Editor Use to change the global suppression of messages Messages can be: Suppressed Suppressable Non-suppressable To change the suppression setting for a message, click suppression value for the message. and then set the new Suppressed The message does not display for all users. Suppressable Authorized users can select the Do not show again check box to suppress the message. Non-suppressable The message displays for all users. NOTE: Enable Show suppressed messages in User Preferences to make a suppressed message redisplay for a user who has suppressed it. Customizing Dictionaries /17/09

380 Using the Text Dictionary Editor Changing Tab, Group Box, and Button Labels Button label Tab label Group Box label Step 1. Run the menu selection that displays the current label (e.g., Main tab in Setup / System / Company). 2. Right-click the title bar to display the Control Menu. Record the name of the FormClass (TfrmCompany for the Company form). This will be used when you edit the Text Dictionary. Customizing Dictionaries /17/09

381 3. Select Labels as ControlNames from the Control Menu and the form labels change. Record the control name that displays for the current label (e.g., tabmain). This will also be used for your entry in the Text Dictionary. 4. Select Setup / System / Configuration / Text Dictionary and switch to the Components form. 5. Click to create a new entry. Apply changes Save changes These settings do not work for Components Text ID Text Enter the FormClass name and ControlName of the label that you want to change, using the format FormClass.ControlName (e.g., TFRMCOMPANY.TABMAIN) Enter the new text that you want to use as a label Customizing Dictionaries /17/09

382 Click to save the change. When you restart Setup / System / Company, the tab label will be ACCT instead of Main. You could change the Group Box or Button label using the same method. Customizing Dictionaries /17/09

383 SECTION 8: DATABASE UTILITIES Data Verify...1 Database Customizations Report...3 Exporting Database Tables...5 Importing Database Tables...6 Importing Data Using Data Interchange...8 Exporting Data Using Data Interchange...9 Migrating Data...10 Encrypting Credit Card Numbers...11 Purging Messages...12 Working with Saved Report Parameters...13 Working with Saved Import/Export Parameters...14 Testing Ticket Entry Performance...15 Using the System Configuration Utility...17 Backing Up a Database...20 Moving a Database...23 Shrinking the Database...27 Using the Crystal Reports Viewer...28 Using a Practice Company...30 Importing Customer Info into Excel...31

384

385 Data Verify Select System / Utilities / Data Verify Use to verify integrity of data Select the tables to verify Total number of records in selected tables Type of test (see below) Show results after verifying this table Verify only this table Start the verify process Display which tables in window above? Tests to run Dictionary Lookups Dictionary: Verifies required fields, mapping values, constraints, and other data dictionary rules Lookups: For non-history tables, verifies that values exist in associated table (e.g., item category is in Categories table) Table Results Displays summary information of last verify for selected table: table name, number of records, number of errors Click for details on last verify Last Verify Table Results Displays summary information of last verify for all involved tables: number of involved tables, number of records in tables, number of errors Click to see the summary log from verifying all involved tables Database Utilities /17/09

386 Data Verify Contents of the Details file Overview Dictionary test results Lookup test results Summary Database Utilities /17/09

387 Database Customizations Report Select System / Utilities / Database Customizations Report Use to identify customization in your database, as well as standard parts missing from your database Select which objects to include Standard database Another version Specific database Use the current version's database (compares to Multi-Site standard if Multi-Site Option is registered) Use a previous version's database Useful to determine data model changes between versions Use specified database, defining a data source for it Useful to determine differences between two databases Database Utilities /17/09

388 Database Customizations Report Results display in Windows Internet Explorer Database Utilities /17/09

389 Exporting Database Tables Select System / Utilities / Database Export Use to copy data from table in CounterPoint to text file Select the table whose records are to be exported. Exports file The records in the selected table are shown here. Drag columns to change order in which they are exported. Filename Use SQL Query or Name of export file. Defaults to table_name.csv Click to select location where file will be created Defaults to Export folder for company Select checkbox and click to enter an SQL query to select the records and columns to be exported Export visible columns using a filter to control which records ( rows ) will be exported Output Options: Quote char Field delimiter Quote mode Header line Character to delimit strings Character to separate column values Put quote character around alphanumeric values: Always or NonNumeric (as column is defined in data dictionary) First line is a header, showing column names Database Utilities /17/09

390 Importing Database Tables Select System / Utilities / Database Import Use to load data from a text file into a table in CounterPoint Select the table into which the records will be imported. The records already in that table are listed here. Import data from file specified Verify data to be imported Filename Use header line field format Name of import file Click to select folder where file is located Defaults to Import folder for company First record in import file is a header, so don t import it If column names in header match CounterPoint column names, imports data into corresponding CounterPoint column regardless of import file layout Field Definitions If not using header, click to select CounterPoint columns to be filled or updated with import data Place the CounterPoint columns in the order in which the corresponding fields occur in a record in the import file Advanced Import mode Add new Update Update mode (Described in detail on the following page) Add new records only* Update existing records Replace records*: replace entire record with import record or Update records: update record only with fields in import record * Defaults from data dictionary are used for missing values. For Update/Replace, won t import record if any required fields are missing Database Utilities /17/09

391 Importing Database Tables Advanced Import Options Escaped Conversions: Convert \n to New Line Convert \r to Carriage Return Convert \t to Tab Convert \\ to \ Convert \ to Convert \ to Convert \? to? Convert \0 to Null Text Input Options Quote character Field delimiter Comment character Input Format Date format Date separator Time separator Decimal separator Maximum rows Maximum field length Error Handling Log file Max errors When importing data produced by Unix systems or certain scripting languages (e.g., Perl and Awk), certain values may be expressed as escaped characters These values typically start with \ (the Unix equivalent of Esc ) Should each of the escaped-character sequences shown be converted into the corresponding value during the import? Character in import file used to denote text fields Character in import file used to separate field values Character in import file used to denotes remarks Characters following the comment character are not imported Format of dates in the import file Character to format dates (e.g., / or,) Character used to format times (e.g., :,., or ;) Character used to separate integers from decimals (e.g.,. or,) Import only this many records (useful for import testing) Import only this many characters per column. Truncates if longer Name and location of import error log (shows line# & field#) Stop import if this many errors occur Database Utilities /17/09

392 Importing Data Using Data Interchange Select Data Interchange / Database Import Provides an enhanced version of Database Import Allows you to import data from a.csv file format Simplifies the process of mapping fields and configuring various import settings, which can be saved for future use Database Utilities /17/09

393 Exporting Data Using Data Interchange Select Data Interchange / Database Export Provides an enhanced version of Database Export Allows you to export data to a.csv file format Simplifies the process of mapping fields and configuring various export settings, which can be saved for future use Database Utilities /17/09

394 Migrating Data Select System / Utilities / Data Migration Use this function to upgrade data from CounterPoint V7 or other third-party software product into CounterPoint SQL For more information about this process read Data Migration Guide in the Online Help. Database Utilities /17/09

395 Encrypting Credit Card Numbers Select System / Utilities / Encrypt Credit Card Numbers Use this function to encrypt credit card numbers in tables Click to find tables that have unencrypted card numbers Tables with unencrypted card Numbers remain selected after the Check process Click to encrypt the credit card numbers Database Utilities /17/09

396 Purging Messages Select System / Utilities / Purge Messages Use this function to purge messages from CounterPoint SQL Database Utilities /17/09

397 Working with Saved Report Parameters Select System / Utilities / Saved Report Parameters Use this function to work with (add, edit, delete) all saved parameters for reports Limited changes are allowed Click to generate the report Database Utilities /17/09

398 Working with Saved Import/Export Parameters Select System / Utilities / Saved Import/Export Parameters Use this function to work with (add, edit, delete) all saved parameters for these import/export functions - Database Import - Database Export - Inventory Adjustments Import - Receivings Import - Transfer out Import - Transfer in Import Limited changes are allowed Database Utilities /17/09

399 Testing Ticket Entry Performance Select System / Utilities / Ticket Performance Test Use this function to test timing of entering and posting tickets Track how environment changes, customizations, and different setup options affect Ticket Entry performance on your system NOTE: Testing should not be performed on live systems because real tickets are created and then posted. Parameters tab Enter the parameters for the test. Specify the number of items to add NOTE: Items you add to the item list must have a Tracking method of Normal. Click to perform the test. Database Utilities /17/09

400 Testing Ticket Entry Performance Current Results tab Displays the results and details of the test. Last Results tab Compare the Current Results to the previous test. Chart tab Displays a line graph that maps the results of all tests that have been run. Red line = average line item creation time Green line = average ticket completion time Blue line = average ticket posting time Space Used Chart tab Displays a line graph that maps the results all tests that have been run. Database Utilities /17/09

401 Using the System Configuration Utility Browse to Start / Program Files / CounterPoint / System Configuration Utility Designed to serve as a launching point for various CounterPoint utilities, collecting them into a single dock window The System Configuration Utility includes: The Companies button, which allows you to access the Company Names utility to define database connection strings for CounterPoint companies. And The Scheduled Tasks button, allows you to schedule Automated Data Transfer (ADT) for CPOnline, Data Mart Update, History Conversion, or Purge Messages. Select the task and enter the parameters for running the task. Provide Windows login values to authorize running the task. Database Utilities /17/09

402 Using the System Configuration Utility Working with Aggregate Tables CounterPoint uses aggregate tables for Dashboard, forecast-driven replenishment, and the POS Exceptions Report. Before you can use either of these two features in CounterPoint, you must schedule the CounterPoint Data Mart Update task. Initially, you will want to run the task on a frequent basis (e.g., every 5 minutes), until all of your existing data is aggregated. After data has been updated you will most likely want to edit the task and change the frequency with which it is run. Select the task and click. Enter the parameters for the task frequency. To reschedule a task to run once a day, clear the Repeat check box, and then enter or select the Start Time. Database Utilities /17/09

403 Using the System Configuration Utility Troubleshooting Data Mark Update There are many reasons why the data may not be aggregating: listed below are the most common resolutions. First determine whether or not the data is aggregating by running the following script: Select * from USP_AGG_DM_TRX_LOG If there are not records in the table, data has not been aggregated. Perform the following steps to correct the issue. Run the mspredefineddata.sql and RefreshView.sql scripts In the Script Utility, in the DataLink Properties, if using SQL Authentication, make sure to check Allow Saving Passwords. Go to the Scheduled Tasks and make sure the database name does not have any spaces. If it does, right-click on the task name and select Properties. On the Run value, enclose the database name in double quotes. Go to the Scheduled Tasks and copy the run command. Run this value from the command prompt. Make note of any error and send it to CounterPoint Technical Support. After completing these steps run the script again to see if data is in the USP_AGG_DM_TRX_LOG table. Database Utilities /17/09

404 Backing Up a Database Backing up your database provides an important safeguard for protecting your data from potential loss including: media failure, user error, and loss of server. A backup copy of your database can also be used when moving your database to a new system. If you selected to use the default location when initially creating the database, the.mdf and.ldf files will be located in Program Files \ Microsoft SQL Server \ MSSQL \ Data on the current system. If you have customized the Data Dictionary, Text Dictionary, Filters, Lookups, Zooms, Forms, and/or Reports, also copy the corresponding dictionary, report, and/or form files to the new system. They will be located in CounterPoint (toplevel)\<company Name>\Dictionary. (Modified reports and forms will be in Reports and PSForms, rather than Dictionary.) If you have added images, be sure to move the image folders as well (CustomerImages, Images, and ItemImages). Four alternatives to backing up the database: A) Shutdown SQL server and copy database files B) Detach the database from SQL server and copy database files C) Use SSMSE or MSSQL Enterprise Manager D) Other software application Alternative A: Step 1 - Stop the server Step 2 - Browse to the MSSQL/Data folder and copy the.mdf and.ldf files Step 3 - Restart the server Database Utilities /17/09

405 Alternative B: Detaching a database from a running server SSMSE Select Start / Programs / Microsoft SQL Server 2005 / SQL Server Management Studio Express. Enter the requested login information and click. After connecting to the server, right-click the database you want to backup and select Tasks, then Detach. Copy both database files. Alternative C: Create a copy of database on the same server SSMSE After connecting to the server, right-click the database you want to backup and select Tasks, then Backup. Database Utilities /17/09

406 Complete the General and Options area of the dialog with the parameters for the backup, then click OK. The backup file will be located at Program Files \ Microsoft SQL Server \ MSSQL \ Backup, if you accepted the default path for the backup file. Alternative D: Other software application Use a software application to create your backup copy of the database. Refer to the application s documentation for the specific steps involved. Database Utilities /17/09

407 Moving a Database When you upgrade the computer hardware your company uses, you will want to move the company database to the new system. If you selected to use the default location when initially creating the database, the.mdf and.ldf files will be located in Program Files \ Microsoft SQL Server \ MSSQL \ Data on the current system. Copy these two files to the same location on the new system. If you have customized the Data Dictionary, Text Dictionary, Reports, or added customer or item images, also copy the Company folder to the new system. WARNING: Do not follow these directions if your database is part of a PeerDirect replication network. Instead, refer to the instructions provided in the CounterPoint Multi-Site PDF Library for moving a replicating database. Perform these steps to move a database to a different system: 1. Detach database from current SQL server. 2. Copy database files to new system. 3. Attach database to SQL server on new system. 4. Set connection string to the database. 5. Update DB_CTL table for new location. Steps 1 and 2 can be accomplished through one of the alternatives covered in Backing up a database. Once you have the copy of the.mdf and.ldf files continue with Step 3. Step 3 - A database must be "attached" to the SQL server in order for the server to recognize it and before you can set a connection string to it. SSMSE After connecting to the server, right-click Database and select Attach. Database Utilities /17/09

408 From the Attach Databases dialog click. Locate the database to attach and click. The details for the attached database appear in the Attach Databases dialog. Click. Database Utilities /17/09

409 The attached database now appears in the Databases list. Step 4 - On either the server or a workstation on the new system, run the SQL Script Utility and start the Companies Editor. If an entry does not already exist for the new database, add a new company. (Refer to the instructions provided for setting the connection string after creating a new database, in Section 1 of this manual.) If an entry is already present for the new database, verify that the server name and database are accurate. Step 5 - The first time the database was used in CounterPoint on the old system, the top-level CounterPoint directory name was written to the DB_CTL table in the database. If the database is later moved to a different location or drive, the value in the DB_CTL table is not automatically updated. Instead, it must be changed using an SQL command. Failure to do this will result in the message "Top-level directory does not match database" when attempting to access this database. Use the SQL Script Utility to enter and execute the following command for the involved database. This clears the directory value so that the next time the database is used in CounterPoint, the new top-level directory name will be written to the DB_CTL table: UPDATE DB_CTL SET SHARED_DIR = NULL Database Utilities /17/09

410 If restoring the database after creating the backup using Alternative C: Step 3 - Restore the database to a new (created on the fly) database with new physical files using SSMSE: Right-click Databases and select Restore database Complete the General and Options area of the dialog with the parameters for the restore process and then click OK. Step 4 - Add the new database for processing, using the Companies Editor. Run the SQL Script Utility and use the Companies Editor to enter a new company alias (for example, DemoGolfCopy), a new company name, and the connection string information. Use the new database name (DemoGolf_Copy) to attach to. Step 5 - Update the DB_CTL table Database Utilities /17/09

411 Shrinking the Database Use this function to reduce the size of the database. Purging does not shrink the database size. Indicate which database to shrink Indicate the Maximum % of free space to allow Using SSMSE Select Start / Programs / Microsoft SQL Server / SQL Server Management Studio Express. After connecting to the server, right-click the database you want to shrink and select Tasks, then Shrink. When the dialog appears, you can enter the parameters to use, and select the percentage of free space to allow. Using MSSQL Use Enterprise Manager to expand the database listing and right-click the name of the database that needs to be shrunk. Select All Tasks from the menu, and choose Shrink database. When the dialog appears, you can select the percentage of free space to allow. You can also set a schedule to have the shrinking done at designated frequencies. Database Utilities /17/09

412 Using the Crystal Reports Viewer Browse to C:\ Program Files \ CounterPoint \ Bin \ CRView.exe Use to view and print CounterPoint SQL reports outside of CounterPoint Can export report contents to several different formats Select the report to view For each report viewed on a workstation, set the default data source. To set the data source once for all reports, create CRView.ini with the entry DefaultDataSource=<Name>. Put CRView.ini in C:\ Program Files \ CounterPoint \ Bin.. Note: To avoid 'raw' column headings (such as shown below) when viewing standard CounterPoint reports, instead preview the report in CounterPoint, export it to a Crystal Report file, and then open the exported file using CRView.exe. Database Utilities /17/09

413 Using the Crystal Reports Viewer Exporting a Report Supported formats: - Word (.doc) - Excel (.xls) - HTML (.htm) - XML (.xml) - Rich Text Format (.rtf) - Portable Doc Format (.pdf) - Comma Separated Value (.csv) - Text (.txt) - Crystal Reports (.rpt) Running the Viewer from a Command Line CRView.exe "ReportFilename" where ReportFilename is the path and file name of the report. Enclose in quotes if filename contains spaces. Printing to the Default Windows Printer from a Command Line CRView.exe "ReportFilename" print Exporting from a Command Line CRView.exe "ReportFilename" ExportFilename.ext See Supported Formats and extensions above. Database Utilities /17/09

414 Using a Practice Company Browse to Start / Program Files / CounterPoint / Update Practice Company Use to create a practice database from live company data Edit the UpdatePracticeCompany.syn file with your database information [SOURCE] MDF=<full path and filename of source MDF> LDF=<full path and filename of source LDF> DatabaseName=<Your database name here> Alias=<Your database alias here> [DESTINATION] MDF=<full path and filename of destination MDF> LDF=<full path and filename of destination LDF> Run the Update Practice Company Utility After creating the practice company, you can log in to that company. Database Utilities /17/09

415 Importing Customer Info into Excel This example illustrates how to import certain columns from the database into Microsoft Excel. Because only selected columns are imported into Excel, you will need to have MS Query Wizard installed to perform the exercise. 1. Open Excel and select Data / Import External Data / New Database Query. Select <New Data Source> Enter DemoGolf as the name of the data source. Select SQL Server from the list of drivers. Click to connect to the SQL Server. Enter your Server name. You can find the server name by floating the mouse over the SQL icon in the system tray. Enter it without \\. Change the Login ID to sa and enter the password CounterPoint8. Click Database Utilities /17/09

416 Select DemoGolf from the list of databases. Click completed. when The connection is then made to the database. When the Create New Data Source window reappears, click The Choose Data Source window reappears, with DemoGolf already selected. Click. Database Utilities /17/09

417 The Query Wizard appears. Scroll down and select the AR_CUST table. Click to show the column names in this table. Select to include CUST_NO, NAM, and PHONE_1 in the query. Click when completed selecting columns. Select CUST_NO and set a filter so that only customers whose customer number is not CASH are included. Click when completed setting the filter. Database Utilities /17/09

418 Leave Sort by blank. Click. Click Save the query under the default name or use a name of your choice. Click Position the cursor in the top left corner cell of the Excel spreadsheet and click The customer data from CounterPoint appears in the spreadsheet. Database Utilities /17/09

419 Appendix 1: Account Numbers Worksheet When setting up your data in CounterPoint, you are asked to specify account numbers that will be used for updating distributions when various transactions are posted. In general, you should define one account number for each of the activities shown here. Use Setup / System / Accounts to define the account numbers so that they are on file when you are asked to specify account numbers in other setup functions. (If you began by using Starter Data, the account numbers listed below are already defined.) Petty Cash 1005 Cash in bank 1010 Credit card deposits 1040 Accounts Receivable 1210 Inventory - merchandise 1410 Inventory transfers 1450 Deposits 1810 Accounts Payable 2000 Uninvoiced receivings 2010 Accrued RTVs 2020 Store Credit Liability 2070 Cust. deposit liabilities 2080 Gift certificate liabilities 2090 Loyalty Program Liability 2100 Sales tax payable 2310 Sales - merchandise 4010 Sales - discounts 4120 Sales - allowances 4130 Sales returns 4140 Finance charges 4150 Freight charges 4160 Cost of goods sold /returned 5010 Purchase discounts 5020 Inventory adjustments 5030 Inventory transfer variance 5070 RTV adjustments 5080 Misc. office expense 7110 Supplies 7120 Tender over or short 7400 Bank charges and fees 7410 Bad debt expense 8030 Depreciation 8210 Miscellaneous income 8410 Forfeited dep. GC s, SC s 8510 Gain/Loss currency exch Unclassified expense 9900 Appendix 1: Account Numbers A1-1 07/17/09

420 Appendix 1: Account Numbers A1-2 07/17/09

421 Appendix 1: Starter Data Account Numbers Worksheet These are the other Setup menu selections in which you will be asked to specify account numbers that will be used for updating distributions when various kinds of transactions are posted. Each account also requests a profit center method. Menu Selection Requested Account Numbers Setup / System / Company Store credit liability 2070 Store credit redemption 2070 Store credit forfeit 8510 Setup / System / Accounting Interface Setup / System / Currency Codes Setup / System / Gift Certificate Codes Setup / System / Pay Codes Define for these Pay Code types: Cash EBT Checks Loyalty Points Credit card SVC GC SC Setup / System / Stored Value Card Codes Correction* Invoice variance* A/P account number Gain / loss Gift certificate liability 2090 Gift certificate redemption 2090 Gift certificate forfeit 8510 Pay Codes Cash 1010 EBT Checks 1010 Loyalty Points 2100 Credit card 1040 SVC GC 2090 SC 2070 Drawer Over / Short Amounts SVC liability SVC cash back Setup / System / Tax Authorities Tax Local 2310 Setup / Inventory / Control Setup / Inventory / Account codes Account code ID retail Each item is assigned one account code which directs which accounts will be used for recording activities for the item. Transfer Out misc charge Transfer In misc charge Quick transfer misc charge B/S Inventory 1410 Receivings accrual 2010 Transfer clearing 1450 RTV accrual 2020 Sales 4010 Cost-of-goods sold 5010 Customer returns 4140 Cost-of-goods returned 5010 Adjustments 5030 Cost correction 5010 Physical count 5030 Misc item expense 5010 RTV adjustments 5080 Appendix 1: Account Numbers A1-3 07/17/09

422 Menu Selection Requested Account Numbers Setup / Customers / Control Writeoff (bad debt expense) 8030 Setup / Customers / Finance Charge Codes Finance charge Setup / Customers / Terms Codes Sales discounts given 4120 Setup / Purchasing / Control Purchasing miscellaneous chgs Setup / Purchasing / Terms Codes Purchase discounts taken* 5020 Setup / Point of Sale / Control Sales Miscellaneous charges Misc 5 = 4120 Setup / Point of Sale / Stores Store number Order deposits received 2080 Order deposits forfeited 8510 Default pay-in 2080 Default pay-out 9900 Layaway deposit received 2080 Layaway deposit forfeited 8510 Customers / Customers Accounts receivable* (record on separate (A/R charge customers only) customer wksht) * Does not request a Profit Center Method In addition to the above listed accounts, profit center method is requested in the following menu selections Menu Selection Setup / Inventory / Control B/S Inventory prf ctr method Setup / Inventory / Control Transfer clearing pft ctr method Profit Center Method The following menu selections request the entry of an account number to identify the profit center Menu Selection Setup / Inventory / Locations Setup / Inventory / Categories Setup / Inventory / Sub-Categories Setup / Point of Sale / Stores Profit Center Appendix 1: Account Numbers A1-4 07/17/09

423 Starter Data Defaults AREA DEFAULTS SYSTEM Accounts See above Calendars Calendars to Currency Codes Home currency U.S. Dollars Gift Certificate Codes CG10, GC25, GC50, GCUNLMT Label Jobs Menu Codes Sys Admin, Manager, Supervisor, POS Clerk, Back Office Pay Codes Default all Pay Code associations to all Stores AR Accounts Receivable AMX Credit American Express Credit Card CASH Cash CHECK Check GC Gift Certificate LOYALTY Loyalty Program MC CREDIT MasterCard Credit Card STORE CRED Store Credit VSA CREDIT Visa Credit Card Security Codes Sys Admin, Manager, Supervisor, POS Clerk, Back Office Ship-via Codes C = Customer Pickup, F = Federal Express, M = Mail, O = Other, T = Truck, and U = UPS Tax Authorities Exempt, Local, and Out of State Tax Codes Exempt, Local, and Out of State Users Sys Admin, Manager, Supervisor, POS Clerk, Back Office User Preferences All users: Button Menu Style Workgroup 1 INVENTORY Account Codes Retail Barcode IDs 6-pack, 12 Case, 24 Case, Dozen, Each, Item, Pair, and UPC Categories Goods, Services, Other, Misc. Label Codes Butterfly, Hangtag, Split, and Standard Locations 1 Prompt Codes Over 18 and Over 21 Tare Weight Code Units 6-Pack, 12-Case, 24-Case, Dozen, Each, Pair Appendix 1: Account Numbers A1-5 07/17/09

424 CUSTOMERS Categories Miscellaneous, Other, Retail, Whole Shipping Zones Zone 1 through 8 for both UPS and FEDEX Statement Codes EOM (End of Month), Mid-Month (Mid-Month) Terms Codes N30 (Net 30 Days) and N15 (Net 15) PURCHASING Terms Codes COD (Cash on Delivery), N30 (Net 30 Days), and N15 (Net 15) POINT OF SALE Drawers Drawer 1, 2,3, 4, 5 Form Groups Gift Receipts, Hold, Layaway, Order, Pay In/Out, Pay on Account, Pick, Quote, and Ticket, Void, Void Pay In/Out, Void Pay on Account Security Codes Sys Admin, Manager, Supervisor, POS Clerk, Back Office Stations Stations 1, 2, 3,4,5 Store 1 Touchscreen Code Main User Drawers Manager = All stores/all drawers, Supervisor = All stores/all drawers Reason Codes Returns: DAMAGE-RTN - Damage - return NOT LIKE - Did not like WRNG SIZE Wrong Size CHG MIND - Changed Mind EXCHANGE - Exchanged Price overrides MGR-PRIC - Manager Price Over Ride WRNG PRICE - Wrong Price DAMAGE-PRC - Damaged - Price Void completed tickets WRNG TICKT Wrong Ticket Entry MGR-TICKET Manager Over Ride - Void Tickt Tax overrides WRNG TAX - Incorrect Tax Calculation LOYALTY PROGRAM Basic Loyalty Program: 1 point per $ - Earning value = 1, earn points on sales and over rides, unlimited points per ticket - Redeeming value = 1, same as cash, redeem points on merchandise, minimum 1 point per ticket and allow partial payment - Earning when redeeming = reduce for redemption, point multiplier = 1, zero if fully paid in points - Loyalty Pay Code associated to Store Appendix 1: Account Numbers A1-6 07/17/09

425 LOYALTY PROGRAM GIFT CERTIFICATES STORE CREDITS Basic Loyalty Program: 1 point per $ - Earning value = 1, earn points on sales and over rides, unlimited points per ticket - Redeeming value = 1, same as cash, redeem points on merchandise, minimum 1 point per ticket and allow partial payment - Earning when redeeming = reduce for redemption, point multiplier = 1, zero if fully paid in points - Loyalty Pay Code associated to Store Basic Gift Certificate Program - Valid at all Stores - Always Valid (never expires) - Amounts of $10, $25, $50 and unlimited - GC Pay Code associated to Store Basic Store Credit Set Up - Valid at all Stores - Always Valid (never expires) - SC Pay Code associated to Store CUSTOMERS ITEMS Customers Cash and Template Item Inventory Barcodes Item Prices Item Template Appendix 1: Account Numbers A1-7 07/17/09

426 Appendix 1: Account Numbers A1-8 07/17/09

427 APPENDIX 2: CONSTRUCTING COLUMN CONSTRAINTS A constraint is a rule or condition entered into the Data Dictionary to impose a limit on the scope or the range of values that a column (field) can have. This document serves as a primer for understanding Data Dictionary Constraints and how to write these DD constraints. This is not an exhaustive treatment of all the details of this subject, simply a primer. Typically, someone using this functionality will be competent enough to fill in the missing details. The expressions available in the constraint were modeled after Delphi s own Object Pascal. CounterPoint SQL does not ship with any DD constraints these are for users to enforce site specific data restrictions not covered in our table events and other data validation routines. Constructing Column-Level Data Dictionary Constraints When defining column-level data dictionary constraints, the constraint must evaluate to a Boolean result that indicates the acceptance or failure of the validity check for that column. Constraints that do not evaluate to Boolean result will cause errors when a record is saved. Intermediate results within a constraint expression may evaluate to any type. For instance, an expression that compares two strings must contain the two string expressions, but the comparison operator implies a Boolean result. Avoid basing a constraint on the contents of a different column. Expression Types The expression parser can understand 4 expression result types. Boolean expressions are the simplest and contain only 1 or 0. The constants True and False can be used to indicate a Boolean expression. Integer expressions can hold any Integer in the standard signed 32 bit Integer range ( to ). An example of an Integer expression is 5 > 10 (which of course evaluates to False). Hexadecimal representation for integers is allowed if the number is preceded by a $. Floating point expressions can hold a standard double precision value in the range of 5.0 x 10^ 324 to 1.7 x 10^308 with significant digits. String expressions can hold any amount of alpha-numeric data. String constants must be delimited with SINGLE quotes. Use of double quotes will generate a syntax error at run-time. Simpler expression types can be promoted to act as a more complex expression type, but the reverse is not true. For example, an Integer expression can be used as a string function parameter, but a floating point number can not be used as an Integer parameter this is true even if the a mathematical conversion is possible. In this case, one would have to manually call the Trunc or Round functions on the Float expression to obtain an Integer. Appendix 2: Column Constraints A2-1 07/17/09

428 Database Functions The database functions return values as variants, which can be treated as strings, floating point numbers, Integers, or Boolean values. Any attempt to treat a variant as an incompatible type will result in an error when a constraint is evaluated. For example, 0 can be operated on as a Boolean value, an Integer, a floating point number, or a string, 5.3 can only be operated on as a floating point number or a string, and this string can only be operated on as a string type. function V: Variant Returns the value of the column as a variant (this is the column where the constraint was entered in the data dictionary). A constraint requiring the field PRC_1 to be less than the field REG_PRC may be written in any of the following ways: V < Col( REG_PRC ), if written as a constraint on PRC_1 V > Col( PRC_1 ), if written as a constraint on REG_PRC Col( PRC_1 ) < Col( REG_PRC ), anywhere function Col(ColName: string): Variant Returns the value of the column ColName as a variant. ColName must be a string type expression and should be a valid column name in the current table. All of the Radiant Systems column names are upper case. CounterPoint stores Boolean columns as characters. As a result, comparisons on Boolean columns should use the strings Y and N. For example: Col( USE_AVG_COST ) = Y is a valid Boolean expression to check if a row s USE_AVG_COST column is set to True. Date and Time Functions Date and time functions all return standard Delphi floating point values where the Integer part represents the total number of days since 12/30/1899 (the start of the Georgian calendar),and the fractional part represents the fraction of a 24 hour day that has elapsed since midnight. function Now: Float Returns the current date and time as a Float function Date: Float Returns the current date as a Float (the time is zero, equivalent to Trunc(Now)) function Time: Float Returns the current time as a Float (the date is zero, equivalent to Frac(Now)) Arithmetic operations on dates and times are perfectly valid. For example, Date 1 results in yesterday s date and Time (1 / 24) subtracts an hour form the current time. Appendix 2: Column Constraints A2-2 07/17/09

429 Integer Ages In some constraints, you will want to return an integer after comparing a date to the current system date. For example, to implement you must be at least 18, you could define a constraint of V Now() > 18 * 365. However, this is not quite correct since it does not consider leap years. To obtain an integer that indicates the number of years between the entered date and the system date, rounded down, use the AgeYears function. AgeYears(V)>=18 Additional functions that return integers for months and days are: AgeMonths AgeDays Arithmetic Operators The following tables show the types of operands and results for arithmetic operations. Binary arithmetic operators Operator Operation Operand type Result type ^ exponent Integer type Float Float type Float + addition Integer type Integer Float type Float - subtraction Integer type Integer Float type Float * multiplication Integer type Integer Float type Float / division Integer type Float Float type Float div Integer division Integer type Integer mod remainder Integer type Integer Unary arithmetic operators Operator Operation Operand types Result type + sign identity Integer type Integer Float type Float - sign negation Integer type Integer Float type Float If one or both operands of a +, -, or * operator are of a Float type, the type of the result is Float. The value of X / Y is always of type Float regardless of the operand types. An error occurs if Y is zero. The value of I div J is the mathematical quotient of I / J, rounded in the direction of zero to an Integer value. An error occurs if J is zero. The mod operator returns the remainder obtained by dividing its two operands, as in I mod J. The sign of the result of mod is the same as the sign of I, and an error occurs if J is zero. Appendix 2: Column Constraints A2-3 07/17/09

430 Relational Operators The types of operands and results for relational operations are shown in the following table: Operator Operation Operand types Result type = equal compatible Boolean <> not equal compatible Boolean < less than compatible Boolean > greater than compatible Boolean <= less than or equal to compatible Boolean >= greater than or equal to compatible Boolean Comparing numeric types When the operands =, <>, <, >, >=, or <= are of numeric type, they must be compatible; however, if one operand is of a Float type, the other can be of Integer type. A numeric column containing a null is compared as though it contained a zero. Comparing strings The relational operators =, <>, <, >>, >=, and <= compare strings according to the ordering of the extended ASCII character set. Any two string values can be compared. For example, C = C, but C < D. An empty string is considered less than any other string. Logical Operators Boolean logical operators The types of operands and results for Boolean operations are shown in the following table: Operator Operation Operand types Result type not negation Boolean type Boolean and logical and Boolean type Boolean or logical or Boolean type Boolean xor logical xor Boolean type Boolean Appendix 2: Column Constraints A2-4 07/17/09

431 Arithmetic Functions Trunc(X: Float):Integer The Trunc function truncates X, a Float value, to an Integer value. Trunc returns an Integer value that is the value of X rounded toward zero. Round(X: Float): Integer The Round function rounds X, a Float value, to an Integer value. Round returns an Integer value that is the value of X rounded to the nearest whole number. If X is exactly halfway between two whole numbers, the result is the number with the greatest absolute magnitude. Abs(X): Float The Abs function returns the absolute value of an Integer or Float type expression, X. Frac(X: Float): Float The Frac function returns the fractional part of the argument X. X is a Float expression. The result is the fractional part of X; that is: Frac(X) = X - Int(X). String operators String types support one operation, +, which results in the concatenation of two strings. The result of the operation S + T, where S and T are string expressions is the concatenation of S and T. String Functions Upper(S: string): string The Upper function returns a string containing the same text as S, but with all 7-bit ASCII characters between 'a' and 'z' converted to uppercase. Lower(S: string): string Lower returns a string with the same text as the string passed in S, but with all letters converted to lowercase. The conversion affects only 7-bit ASCII characters between 'A' and 'Z'. Copy(S: string; Index, Count: Integer): string The Copy function returns a substring of a string expression, S. The result is a string containing Count characters starting at S[Index]. If Index is larger than the length of S, Copy returns an empty string. If Count specifies more characters than are available, then only the characters from S[Index] to the end of S are returned. First character is numbered 1, not 0. Appendix 2: Column Constraints A2-5 07/17/09

432 Pos(Substr: string; S: string): Integer Pos searches for a substring, Substr, in a string, S. Substr and S are string expressions. Pos searches for Substr within S and returns an Integer value that is the index of the first character of Substr within S. Pos ignores case-insensitive matches. If Substr is not found, Pos returns zero. Length(S: string): Integer The Length function returns the number of characters in the string S. Conditional Expressions If(Condition: Boolean, TrueResult, FalseResult): ResultType Condition is a Boolean expression. When the expression is evaluated, it returns TrueResult if Condition is true, otherwise, it returns FalseResult. TrueResult and FalseResult need not be of the same type; the ResultType of the If expression may change depending on Condition. Order of Operation (Operator Precedence) Operators Precedence Categories not first (high) unary operators ^ second exponent operator *, /, div, mod, and, shl, shr, as third multiplying operators +, -, or, xor fourth adding operators =, <>, <, >, <=, >= fifth relational operators Expressions in parentheses are evaluated first, and then the order of operation further determines the evaluation. Evaluation occurs from left to right. Constructing Constraint Errors %f = field name %t = table name (e.g., IM_ITEM ) %d = description of table (e.g., Item table ) %v = field value Example: %f in table %d cannot contain %v Percent in Tax Authorities table cannot contain 1 Appendix 2: Column Constraints A2-6 07/17/09

433 APPENDIX 3: USING PICTURE MASKS Picture masks force users to enter only the certain characters, digits and special characters that you allow them to, and only in those specific positions within a field that you predefine. To define a picture mask, use the following special characters for the definition of required characters, digits, repeats, literals, letter case conversion, and optional entries, along with any other character as a constant: Character Description # Any digit (0-9)? Any letter (a-z or A-Z) & Any letter (a-z or A-Z, automatically convert to uppercase) ~ Any letter (a-z or A-Z, automatically convert to Any character! Any character (letters automatically convert to uppercase) ; Use next character literally, not as a picture mask character * Repeat the following character any number of times. For example, *& means convert any number to characters to uppercase. To specify a specific number of times, follow the * with a number. For example, to specify 5 numbers in a row, you would use *5(#). [abc] {a,b,c} Optional sequence of characters abc that do not need to be entered by the end-user Grouping operator. Set of a, b, or c. The user must choose either a, b, or c. For example, {Red,Green,Blue} means the user must choose either Red, Green, or Blue. Note: The picture mask must be constructed to avoid situations where one element completely contains another element in the group. For example, if you have three valid choices of Auto, Automobile, and Car, do NOT set the picture mask to {Auto,Automobile,Car}. Instead, set it to {Auto[mobile],Car}. If you enter any other character in a picture mask, the character is treated as a constant and during entry in the field, the constant value is automatically filled in. Appendix 3: Using Picture Masks A3-1 07/17/09

434 Simple examples of picture masks: #####[-####] Standard USA 5-digit postal code with optional 4-digit suffix. Alternatively, this picture mask could be specified as *5{#}[-*4#] #&#&#& Standard Canadian postal code (e.g., 1A2B3C) *! Any number or any character with all letters automatically converts to uppercase (e.g., 123abc becomes 123ABC) {Yes,No} Either "Yes", "No", or blank (since the braces indicate optional entry). The user should be able to type either "y" or "n" and the respective value will automatically be entered. &*? Letters, with the first letter capitalized #[#][#] Numeric of 3 digits or less {Red,Gr{ay,een},B{l{ack,ue},rown},White,Yellow} Enter only the colors Red, Gray, Green, Black, Blue, Brown, White, or Yellow. Automatically completes entry as soon as first character following "{" is specified. Appendix 3: Using Picture Masks A3-2 07/17/09

435 APPENDIX 4: CUSTOMER DISPLAY LAYOUTS CounterPoint includes a number of pre-defined customer display layouts that you can use as a starting point for designing your own customer display. This section illustrates the pre-defined layouts and lists the standard panels that each one contains. Monitor.Basic.CustomerDisplay.xml Includes the following panels: Line Item Grid CustDisp-Totals-Brief.html Monitor.Basic+CompanyLogo.CustomerDisplay.xml Includes the following panels: Line Item Grid CustDisp-Totals-Brief.html CustDisp-CompanyLogo.html Monitor.Basic+DateAndTime.CustomerDisplay.xml Includes the following panels: Line Item Grid CustDisp-Totals-Brief.html CustDisp-DateAndTime.html Appendix 4: Customer Display Layouts A4-1 07/17/09

436 Monitor.Basic+Header+Footer.CustomerDisplay.xml Includes the following panels: Line Item Grid CustDisp-Totals-Brief.html CustDisp-Footer.html CustDisp-Header.html Monitor.Basic+Header+Footer+Animation.CustomerDisplay.xml Includes the following panels: Line Item Grid CustDisp-Totals-Full.html CustDisp-Footer.html CustDisp-Header.html CustDisp-Animation.html Monitor.Basic+Header+Footer+HorizontalAd.CustomerDisplay.xml Includes the following panels: Line Item Grid CustDisp-Totals-Full.html CustDisp-Footer.html CustDisp-Header.html CustDisp-AdSpace-Horizontal.html Monitor.Basic+Header+Footer+VerticalAd.CustomerDisplay.xml Includes the following panels: Line Item Grid CustDisp-Totals-Brief.html CustDisp-Footer.html CustDisp-Header.html CustDisp-AdSpace-Vertical.html Appendix 4: Customer Display Layouts A4-2 07/17/09

437 Monitor.Basic+OrderTotals.CustomerDisplay.xml Includes the following panels: Line Item Grid CustDisp-Totals-Orders&Layaways.html Monitor.Basic+OrderTotals+CompanyLogo.CustomerDisplay.xml Includes the following panels: Line Item Grid CustDisp-Totals-Orders&Layaways.html CustDisp-CompanyLogo-Wide.html Monitor.Detailed.CustomerDisplay.xml Includes the following panels: Line Item Grid CustDisp-Totals-Brief.html CustDisp-Footer.html CustDisp-Header.html CustDisp-DateAndTime.html CustDisp-CustomerInfo.html CustDisp-ItemInfo.html Monitor.Detailed+CompanyLogo.CustomerDisplay.xml Includes the following panels: Line Item Grid CustDisp-Totals-Full.html CustDisp-CustomerInfo.html CustDisp-ItemInfo.html CustDisp-CompanyLogo-Wide.html Appendix 4: Customer Display Layouts A4-3 07/17/09

438 Monitor.Detailed+Item&CustImages.CustomerDisplay.xml Includes the following panels: Line Item Grid Item Images Customer Images CustDisp-Totals-Full.html CustDisp-Footer.html CustDisp-Header.html CustDisp-CustomerInfo.html CustDisp-ItemInfo.html Monitor.Detailed+Item&CustImages+CompanyLogo.CustomerDisplay.xml Includes the following panels: Line Item Grid Item Images Customer Images CustDisp-Totals-Full.html CustDisp-CustomerInfo.html CustDisp-ItemInfo.html CustDisp-CompanyLogo-Wide.html Monitor.Radiant1550-5inch-Basic.CustomerDisplay.xml Includes the following panels: Line Item Grid Item Images Customer Images CustDisp-Totals-Small.html Monitor.Radiant1550-5inch-Basic+CustomerLogo.CustomerDisplay.xml Includes the following panels: Line Item Grid Item Images Customer Images CustDisp-Adspace-Small.html CustDisp-Totals-Small.html Appendix 4: Customer Display Layouts A4-4 07/17/09