Getting Started with the EMS Electronic Point of Sale System

Transcription

1 Getting Started with the EMS Electronic Point of Sale System 1

2 Contents Software Registration... 6 The Till... 7 The Main till Screen... 7 The Product Access buttons... 8 Ink Jet Printers... 8 Toner Printers Ink Cartridges The Quick Access Code Show All Items for Group Toner Cartridges All Items Misc Items & Dump Miscellaneous Item Selection Selecting User Definable Miscellaneous items Dumping an Item Choosing non dumped Products Amending the Transaction Changing the quantity Giving a discount Amending a price Deleting a Sales Line The Customer Screen Customer Notes Merging Customers at the till Loyalty Scheme Adjusting Loyalty Points Wholesale Customers Completing the transaction Collection Completion screen The Payment Screen Vouchers Redeeming Loyalty Points Adjusting Loyalty Points The Collection List Failing a Cartridge Amending a transaction on the Collection List Changing the Line Status Converting a Collection Transaction to a sale The Other Functions Void Transaction Lay Away Lay Away Order Refunds Quotations No Sale X/Z Read Petty Cash

3 Transaction Enquiry Add to Collection List Repair Set Default Printer Log Off Non Till Functions Stock Input Cash Posting The Back Office Setting up the System Changing the System Parameters The System Parameters (alphabetical order) Changing the Access Levels Changing the Staff Details Setting up the User Definable Categories Setting up the body of the for Invoices. Credit Notes, Statements and Quotations Transferring Products to a different category Exporting and Importing Products Exporting Products Importing Products Exporting and Importing Customers Exporting Customers Importing Customers Utilities Remove All Null Characters Adjust Card Owner Loyalty points Creating/Amending the Product File Creating a New Product Bar Codes Merging two products Creating/Amending Sets of Products Updating Product Prices Linking Cartridges to Printers The Linking Process Creating/Amending customer details Wholesale Customers Consolidated Accounts Creating Customer specific prices Creating a Loyalty Scheme The Sales Ledger Posting Cash Effect Cash Posting Has on the Daily Sales Analysis (DSA) Posting Journals Effect Journal Posting Has on the Daily Sales Analysis (DSA) Month End Printing/ ing Statements Purging the Ledger Age of Debt Remittance Advices

4 Ad-hoc remittance printing or ing Automatic Remittance Printing/ ing Sales Ledger reports Stock Taking Stock Take Listing Stock Take Entry Stock Variance Report Stock Adjustments Purchasing Supplier Databases Creating a Purchase Order Pack Sizes Unit Price Supplier Pricing View Sending the Purchase Order to the Supplier Receiving the Goods Quotations Show Customer Show Notes Add Products Reset Quote Print/ Save Quote Recalling a Quotation Converting a Quote to a Customer Pricing Scheme Reprinting and ing Invoices ing Invoices Reprinting Invoices, Delivery Notes & Goods received Notes Reports/Enquiry Stock reports Sales Reports Price List Purchase Report Product Enquiry Mail Shots Create Mailing List View/Amend Mailing List Group Procedures Centrally maintained product files(s) The controlling branch Satellite Branches Stock Holding Transfer Miscellaneous System Configuration File Business to Business in the store Adding a customer to the system Adding Printers to the Quotation Converting the Quotation to a Customer Special Price Scheme Existing Customers Making sure that your database is up to date

5 Ensuring that you have control over the download data Downloading data from Cartridge World Sending the stores product file to the Web Server Print Services Setup Setting up customer contracts Setting up a third party contract Running the Monthly Procedures Processing the contracts each month Processing Paid on invoice contracts Alternative procedure from the till The DSA

6 Software Registration This software has been enhanced to incorporate an online security registration facility which safeguards against unauthorised use. When the software is loaded both the till and back office programs access an EMS license file on the EMS FTP server. This file will indicate whether the store is authorized to run the software, and if not it will terminate the load procedure. If the store system is unable to make contact with the server for any reason the system will continue to run for up to 20 days after which time the software will no longer run and assistance from the support desk must be sought. For those stores who have no internet connection a fixed period license can be setup simply by entering a password provided by support. Please Note: This procedure does NOT transfer any of your data to EMS or any other third party. 6

7 The Till Before we can access the functionality of the EMS Till we must log onto the system. This is done by entering a code into the screen below. The code can be entered via the standard keyboard or by swiping a magnetic card through the systems MCR (Magnetic Card Reader) or by entering a code through the log on keyboard. The Log on Screen Once we have successfully logged onto the system, our access level is registered and the functionality pertinent to our access level will be available. The Main till Screen The main till screen will allow us to access the appropriate functionality as well as seeing the progress of, and amending the current transaction. The screen is split into three sections. The Top section allows access to the product file (The Product Access buttons). The Left Section gives access to the tills functionality. The buttons in the left section will change depending on which functionality is currently being accessed. The third section provides details of the products selected for the current transaction. At the bottom of the main screen there is a button for accessing the on-screen keyboard (which can only be activated where appropriate) and a button to access an on-screen calculator. 7

8 The Main Screen The Product Access buttons The product access buttons are the coloured buttons along the top of the screen Ink Jet Printers Ink Cartridges can be found by first identifying the printer into which they fit. In this example we will assume that the customer wishes to buy cartridges for the HP 6110 multi function printer. First identify the Manufacturer of the printer, in this case HP 8

9 The Manufacturer Screen A list of all the Ink printers (known to the system) will be displayed. The Printer list Scroll through the list of printers until the correct one is found. Alternatively using the on-screen keyboard enter a string of characters sufficient to find the printer. 9

10 Narrowing down the search Select the appropriate printer from the list. Printers matching the string search 10

11 Items that fit the selected printer Toner Printers Toner Printers are accessed in the same way as the Ink Printers, and has all the same functionality. Ink Cartridges Ink Cartridges can be found by first selecting the manufacturer of the OEM cartridge, after which that manufacturers cartridges will be displayed onto the screen along with their prices for OEM, Compatible, Refill, Prefill and CW Prefill. 11

12 The Manufacturer Screen The items displayed are in the order of most sold, which means that the most popular cartridges will be on the first page displayed. Any item which does not have any of the above mentioned prices will not appear in the list. If the ShowStockIndicators parameter is set to YES the colour coding under the price buttons will show: - Green Yellow Red Stock is available No Stock and we don t stock the item No Stock but we do normally stock the item. The Item Select Screen The Quick Access Code 12

13 The quick access code is a three numeric digit code that can be attached to any ink or toner product (see the Product Profile in the Back Office section of this manual). Many manufacturers print a code on their packaging and this can be utilized to find a product that might not be readily available on the first screen. Its original concept came from the HP range of ink cartridges 56, 57, 58 etc (later to be extended to three digits). By entering the code via the numeric keys at the bottom of the screen (marked 0 through 9) the item in question can be isolated. (Remember three digits MUST be entered, so an HP 56 would be entered as 056). HP56 isolated Show All Items for Group Another useful facility is the Show All Items for Group button which will appear when a selected item belongs to a group (see the Product Profile in the Back Office section of this manual). In essence, because an HP 56 in the example above can be associated with a 57, 58 and 59 the Show All Items for Group button has appeared and clicking it will result in all four cartridges being displayed for selection. A Group of Items 13

14 Toner Cartridges Toner cartridges are accessed in the same way as the Ink Cartridges, and have all the same functionality. All Items All Items will display every item that has a selling price, irrespective of whether it an Ink, Toner, printer, Fax etc. Products are generally accessed via a string search using the on-screen keyboard. String Searching 14

15 The result of a string search (all with Yellow in the Description) 15

16 Misc Items & Dump Miscellaneous Items allow access to all items that are not Ink or Toner. If a product cannot be found on the product file it can be sold as a Dump item. Miscellaneous Item Selection Choose a category to select all the items available for that category. Miscellaneous Item Selection buttons For example if we click the Printers button, all the saleable printers will be displayed. Printers Selected 16

17 Selecting User Definable Miscellaneous items clicking the Misc Items button will display the eight user definable category buttons, and clicking one of these will display the items for that category, setup by the user. The user definable categories are configured by a back office function (see later in this manual). Dumping an Item Clicking the Dump button will allow an item which is not on the product file to be sold. A price and a description can be entered and the appropriate category can be selected to complete the operation. Dumping an item 17

18 Choosing non dumped Products Once the products are displayed on the selection screen they can be selected for sale by clicking the button on which the price is displayed (which then turns green). Clicking the Accept Sale Items button in the bottom left hand corner of the screen will transfer the selected items to the main selling screen. Selected items on the main screen Amending the Transaction Items that have been placed onto the selling screen can be manipulated as required. Click on the Select button next to the item that is to be amended and either change the quantity, give a discount, change the selling price or delete the item by clicking the appropriate button in the top left hand side if the screen. The quantity can also be increased simply by clicking on the quantity of the appropriate item. If an item has been dumped it will default to OEM. Clicking on the black box containing the product type (O=OEM C=Compatible R=Refill/Reman P=Prefill/Preman CW=Cartridge World Prefill) will toggle through these types. Changing the quantity 18

19 The quantity of an item can be amended either by clicking the Quantity button and entering the desired quantity into the on-screen keyboard, or by touching the quantity against the selected item, in which case the quantity will increase by one each time it is touched. The Numeric on-screen keyboard for quantity Giving a discount Line Discount By clicking the Discount button and the Line Discount button the selected line can be discounted by the entered discount percentage. The Numeric on-screen keyboard for Line Discount 19

20 Sale Discount By clicking the Discount button and the Sale Discount button all the sales lines can be discounted by the entered discount percentage. The Numeric on-screen keyboard for Sale Discount Changing the Sales Total If the Total sales value is amended the appropriate discount will be applied to each sales line on a pro-rata basis. Amending a price A price can be amended for a selected sale line by clicking the New Price button and entering the new price into the on-screen keyboard. 20

21 Deleting a Sales Line Clicking the Delete button will display the prompt below, allowing the user to change their mind. Deleting an item The Customer Screen Clicking the customer button will display the customer screen from where a customer can easily be created or an existing customer can be identified. In the top box Address Search enter the customers house number followed by a comma followed by their post code and click the enter key on the keyboard. This can also be done by first clicking the on-screen keyboard button in the bottom right hand corner of the screen. The Customer screen 21

22 Entering House No and Post Code If no customer exists matching the entered details the full postal address will be displayed onto the form (providing that this functionality has been purchased), and the user can then enter the customer s name, telephone number etc. The Postal Address displayed 22

23 If we are creating an Account Holder click the button marked Counter until it changes to Account Holder, Enter any Credit Limit and Trading Days as well as entering the business name. Converting to an Account Holder To complete the customer creation click the How button and choose from the list of marketing questions and then click the Save Customer Details button. The Marketing Questions 23

24 If a customer exists at the entered house number and post code we will get a list as below. Simply select the appropriate customer from the list or click the New Customer button if the customer is not on the list. Displaying Existing customers Existing customers can also be found by entering their Business name, Last name, telephone number or mobile telephone number in the appropriate box on the customer screen. Existing customers can also be selected by entering information into any of the green coloured boxes on the main customer screen. For example suppose that we wish to find a business with the name EMSSoft we can enter EMSSoft into the Business Name box and press the enter key. 24

25 Searching for a business Two found with the entered name Customer Notes For each customer a set of notes can be maintained. These will be either normal notes (which will change the colour of the Customer Notes button to Yellow or special Notes which will change the colour of the Customer Notes button to Red ). Once a customer is selected the appropriate colour will indicate which type of notes has been recorded. 25

26 If both normal and special notes have been recorded the button will be coloured red. Merging Customers at the till It is sometimes necessary to merge two customer records together. This is usually when a customer record has been accidently duplicated. Using the above methods for customer selection, display the list which contains the customers that are to be merged. Two customers have the business name EMSSoft 26

27 By clicking the appropriate Merge Button you will be able to identify which is the Set to Prime account (The one that you wish to keep), and the Set to Merge account (The one which is to be merged with the Set to Prime account. Click once for Set to Prime, twice for Set to Merge and three times if you wish to reset to No Merge Click the Merge Customers button to execute the merge. Note: you can select only one Set to Prime customers but many Set to Merge customers. 27

28 Loyalty Scheme A customer can join an appropriate loyalty scheme by entering the Loyalty Scheme card number and selecting the scheme from the drop down list. This will be further explained later in this manual. The Loyalty card number can also be entered into the Address Search box to identify an existing customer. Adjusting Loyalty Points If a customer is a member of a loyalty scheme there current points/value can be amended by pressing the Adjust Points button. Loyalty Points and values can be amended or points/values can be moved from one product type to another. Amending the points will automatically recalculate the value in accordance with the rules of the appropriate loyalty scheme. Amending the value will recalculate the point allocation. Loyalty point adjustment can also be access from the payment screen. Wholesale Customers See Creating/Amending Customer details in the back office. Returning to the Selling screen 28

29 Once a customer has been identified clicking the Go back button will return to the selling screen. If however the customer is an account holder or a Business, a screen will be displayed on which can be entered an order number and if required a delivery address can be selected. Click the Returning to the Selling screen button to complete the operation. Order No & Delivery Address screen. Completing the transaction To proceed with the payment for the current transaction, click the Complete button. This will take us to either the Collection Completion screen or the Payment screen. Collection Completion screen The collection completion screen will be displayed if the transaction contains any Refill ink cartridges or Remanufactured Toner cartridges. The Collection Completion Screen 29

30 The screen will allow us to decide what date/time the customer will return to pick up their items. It will also allow us to enter an order number and any notes that might be relevant. Having filled in the details we can now decide if we are going to take the money in advance ( Complete with Payment or Account ) or we will take the money when the job is complete and the customer returns ( Complete NO Payment ). If the former is selected we will be asked if we wish to print the Refill/Reman documentation and selecting YES will place the transaction in the Job Queue ready for processing. Print Refill/Reman Documentation? The Refill/Reman documentation will print a receipt for the customer and a set of receipts (with the customer s name and address) which accompanies the cartridges into the ink or toner rooms. The Payment Screen Enter the tender amount and click the appropriate tender key. It is possible to multi tender, so for example a transaction can be paid for part in cash, part in Credit Card and Part Cheque. The Payment screen 30

31 Please note the document options down the right hand side of the screen. These allow the user to decide which type of document will be produced. By default non account holders will get a receipt and account holders will get an invoice. If a customer has been designated as requiring an ed invoice the button will be set to YES and the invoice will be stored for later batch ing. If a customer has been identified an invoice can be produced for a non account holder and a receipt can be produced for an account holder. We can also produce both types if we desire. Note that if we do not identify the customer only a receipt can be produced. Vouchers EMS will allow you to print vouchers at the end of a sales receipt. First select the type of voucher that you wish to print by clicking the Voucher Print button and selecting the desired voucher(s) followed by the Voucher Print button again to hide the voucher screen. 31

32 And then complete the transaction in the normal way. When the customer brings in the voucher on a subsequent visit it can be redeemed by clicking the Voucher tender type button on the payment screen. NOTE. THE VOUCHER PROCEDURE DOES NOT REDUCE THE SALE VALUE FOR FRANCHISE FEE OR VAT CALCULATIONS, SO A MANUAL ADJUSTMENT WILL NEED TO BE MADE BEFORE THE DSA IS SENT TO CARTRIDGE WORLD OR VAT RETURNS ARE SUBMITTED. Redeeming Loyalty Points Adjusting Loyalty Points A customers loyalty points can be adjusted by pressing the Adjust Points button on the payment screen. Entering a new value in the either of the Points or Point Value fields or by clicking the Move and To buttons the customers loyalty points can be adjusted. 32

33 The Move and To buttons will allow points to be moved from any or all of the five categories to a single category. The Collection List If a transaction has been stored in the Collection List, either because it contains Ink refills or Toner Remans or because it has been added via the Add to Collection List in the Other Functions section it can be accessed and processed by clicking the Collection List button on the main selling screen. 33

34 The Collection List screen The transactions are displayed in the order that the customer will return to collect them. It is also possible to select a transaction by entering the number that is displayed on the docket or by entering a date of collection. Once a transaction has been selected in the top part of the screen the items for that transaction will be displayed below. Each item can have one of three statuses which can be set by clicking the button to the right of the Loc box. No Action means that it has just been placed onto the collection list without any change. Pending means that the item has been noted by the operator and is awaiting some action before completing. Complete means that it is ready to be processed as a sale. Failing a Cartridge On the left hand side of each item of a selected transaction there is a button which if clicked will allow us to tell the system that a cartridge has failed the refill/reman process and also why it failed. The list of failure reasons will be different depending on whether the item is an Ink cartridge or a Toner cartridge. 34

35 The Fail Reasons screens Amending a transaction on the Collection List A Transaction can be amended by clicking the Amend Selected Collection button. The transaction will be placed onto the sales screen from where items can be added or deleted, quantities or prices can be changed etc. clicking the Complete button will take us to the collection completion screen. Clicking the Complete button again will reprint the Collection receipts and store the amended transaction. 35

36 Changing the Line Status. If an items line status has been changed, but no further action is required, clicking the Update Line status & Complete Position button will store the changed transaction. Converting a Collection Transaction to a sale. If the Convert Selected Collection to Sale button is clicked any item which has a status of Complete will be placed onto the sales screen and can be completed in the normal way. Any item remaining which are not set to Complete will remain on the collection list. The Other Functions The Other Functions are available by clicking the Other Functions button in the bottom left hand side of the screen. The Other Functions Menu Void Transaction Void Transaction will abandon the current transaction and return to the Logon Screen Lay Away 36

37 Lay Away will either store the current transaction for later retrieval or allow a previously layed away transaction to be retrieved. Lay Away Order This is similar to the Lay Away except that a customer must be identified and a docket showing the current transactions items will be printed. This is primarily used to reserve stock for a particular customer. Refunds Refunds will allow the user to reimburse a customer for faulty or incorrect items. The original sale can be identified either by entering the transaction number or searching all the transactions of a particular customer. Once the transaction has been identified the items to be refunded can be selected and the Accept Selected Transaction Lines for Refunding button can be clicked to place those items onto the sales screen. A refund can also be processed manually by clicking the Process Refund Manually button. Selecting Items for Refunding Please note that all refund items are displayed in pink and a stock button is displayed against each item. If the stock button is green the item will be placed back into stock. Clicking the stock button will turn it to red and the stock will not be added back into stock. 37

38 Refund items transferred to sales screen The Stock button A refund can also be combined with an exchange item. By clicking the Exchange button an item can be exchanged for the refunded item. The Exchange button is a toggle, which means that it will alternate between exchange and refund. 38

39 The Exchange button clicked Exchange items added When the refund/exchange items have been added to the sales screen the refund can be completed by clicking the Complete button in the bottom left hand corner of the screen. This will display the payment screen which will either indicate that a refund 39

40 amount is to be given to the customer (Pay to Customer) or the customer owes an addition amount (the exchange value exceeds the refund value). Quotations A quotation will be produced when items have been selected and the Complete button is clicked. If a customer has been identified the quotation will be printed onto an A4 document similar in format to the invoice. If however no customer is identified the quotation will be printed on the till receipt printer. No Sale This procedure will simply open the till drawer, subject to access level restrictions. X/Z Read A typical till X or Z reading will be performed by this procedure. A period reading can also be performed allowing the user to reprint an historic Z Reading. Normally X/Z reads will be printed on the tills receipt printer, but if it is not available it will be printed to the default windows printer. X Reads and Historic Reads can also be viewed on the screen. The X/Z screen The Period screen 40

41 Displaying an X Read Petty Cash Petty cash items such as Window Cleaner, Refreshments etc can be entered via this function. A till receipt will be printed and the details will be shown on the X/Z Reading. Petty Cash 41

42 42

43 Transaction Enquiry This function allows the user to display previous transaction details as well as reprinting the appropriate documentation. If a customer is identified before the Transaction Enquiry is requested, only that customers transactions will be displayed, otherwise all the transactions will be displayed up to a time period specified in a System Parameter. Selecting a Transaction Reprinting a document 43

44 Showing the Payment method Showing Customer Details 44

45 Showing Document Notes Add to Collection List Under normal circumstances only transactions that have Ink Refills or Toner Remans will be added to the collection list. Clicking this button will force any transaction to be added to the list. Repair If a customer brings a Refill/Reman back as not working clicking this button will simply allow us to enter the transaction into the collection list as zero price. Set Default Printer The default A4 printer can be changed by this function. Log Off The currently logged on user can be logged off using this function. 45

46 Non Till Functions Within the Non Till Functions the user can enter stock and post cash to customers accounts. Stock Input To enter stock, simply locate the items as if a sale was being processed and press the Complete button. A stock receipt will be printed and the entered quantities will be added to the stock of the appropriate items. 46

47 All values displayed as the last delivered costs which can be amended as appropriate. Cash Posting Using the Cash Posting procedure the user can post any cash, cheques etc to an account holder s sales ledger account, and if required the amount posted can be allocated to the appropriate transaction(s). This form can also be used to print the selected customers statement. 47

48 The Back Office Before we can access the functionality of the EMS Back Office we must log onto the system. This is done by entering our Staff Password into the screen below. The staff password can also be amended at this stage. The Back Office Log On screen Setting up the System Changing the System Parameters The system parameters can be accessed via Files/Housekeeping from the main screen. By clicking on each parameter a description of what that parameter needs to contain will be displayed at the bottom of the screen. Enter each parameter as required and click the Save button to complete the operation. The System Parameters Form 48

49 The System Parameters (alphabetical order) System Parameters Parameter Name Parameter Value Parameter Comment AccountDelNoteDefault NO Will a Delivery Note be printed as the default for an Account Customer AccountDSAUpdate PAYMENT Does the DSA get updated when the sale is created 'CREATE' or when it is paid 'PAYMENT'? AccountGRNDefault NO Will a Goods Received Note be printed as the default for an Account Customer AccountInvoiceDefault YES Will an invoice be printed as the default for an Account Customer AddLetterToQuote YES Do we want to print a standard letter as part of the quote? ADDRESSONINVOICE YES Do we print the store address at the top of the Invoice (YES or NO) ADDRESSONSTATEMENT YES Do we print the store address at the top of the Statement (YES or NO) AllowAccountCustomers YES Do you want EMS to handle Account Customers? YES or NO AllowBusinessCustomers YES Do you want EMS to handle Account Business? YES or NO AutoLogoffPeriod 2 Number of minutes before the system will automatically log off unattended till BankAccount BankSortCode Your Bank Account number for BACS payments. This will print on the invoice Your Bank Sort code for BACS payments. This will print on the invoice CapitaliseCustomerName NO Do we want the Business, Last and First Names to automatically be in capitals? ClearTransactionWhenLogOff YES When a user logs off at the till, should any transaction which has already be started be cleared CollectionLocation YES Enter the shelf location for completed collections YES/NO CompanyReg Your Company Registration Number ConsolodateStatementRun NO Are the Account and Business 49

50 System Parameters Parameter Name Parameter Value Parameter Comment statements to be printed in a single run? ControllingBranch 1 Which branch in the group controlls the product file? For none groups enter 1 CurrentXZDate 2011/04/26 Current XZ Reading Date CWDSA CWProductChange steve@emsepos.co.uk The recipient of the Daily Sales Analysis steve@emsepos.co.uk The recipient of the Product Changes E.mail DelNoteOnLetterhead NO Will the Delivery Note be printed on an EMS Letterhead? YES/NO EnquiryHistoryWeeks 12 Number of historic weeks to look at for transaction enquiries EuroConvertFactor 0 The local currency Euro conversion factor EuroConvertText Euro Total: What description should print on a receipt and invoice for the Euro Convert factor? FirstLineCustDispPod Welcome To What do we display on the first line of the Customer POD when the till is logged off ForceTenderAmount NO This (if set to YES) will insist on the Payment Tender Amount being entered by the till operator GRNOnLetterhead NO Will the Goods Received Note be printed on an EMS Letterhead? YES/NO HistoricSalesLookupForStockCalc 8 How many weeks sales are to be used when calculating Stock Requirements InvoiceOnLetterhead NO Will the invoice be printed on an EMS Letterhead? YES/NO MinStockHoldingCompat 1 Minimum stock level for a single Compatable product MinStockHoldingCWPrefill 1 Minimum stock level for a single CW Prefill product MinStockHoldingOEM 1 Minimum stock level for a single OEM product MinStockHoldingPrefill 1 Minimum stock level for a single Prefill product MinStockHoldingRefill 1 Minimum stock level for a single Refill product NoSaleReceipt NO Should a receipt be printed if a No 50

51 System Parameters Parameter Name Parameter Value Parameter Comment Sale at the till is selected NumberOfInvoices 1 How Many copies of the invoice do we print NumberOfQuotes 1 The default number of quotation Documents to print NumberOfStatements 1 The default number of Statements per customer to be printed at the end of the month OptimumStockInWeeks 4 The optimum number of weeks stock holding PrefillDocket NO Do we print a collection docket for Prefills? (YES or NO) PricingColumn5Title CW Prefill What title should we give to the Priceing Column 5? PrintBACSList YES Do we print the list of BACS payments on the X/Z read? PrintCardList YES Print Credit/Debit Card List on XZ Report (YES or NO) PrintChequeList YES Print Cheque List on XZ Report (YES or NO) PrintDiscountList YES Do we print a list of discounts given on the X/Z Read? PrintDumpedList YES Do we print a list of DUMPED Items on the X/Z Read? PrintRefundList YES Do we print a list of Refunds on the X/Z Read? PrintRemittanceAdvice NO Do you wish to print a remittance advice when payments are allocated through the Ledger? YES/NO PrintRepairList NO Do we print a list of Repair Items on the X/Z Read? PrintSoldItemsStockList YES Do we print a stock list for all the items sold during this Z read period? PromptForNoCustomer YES Prompt if no customer has been identified (YES or NO) PurchaseDeliveryAddressLine1 106 Constance Avenue The first line of the Purchase Delivery Address PurchaseDeliveryAddressLine2 Trentham The second line of the Purchase Delivery Address PurchaseDeliveryAddressLine3 Stoke on Trent The third line of the Purchase Delivery Address PurchaseDeliveryAddressLine4 ST4 8XJ The fourth line of the Purchase 51

52 System Parameters Parameter Name Parameter Value Parameter Comment PurchaseDeliveryAddressLine5 ReceiptFoot1 Thank You For your Custom Delivery Address The fifth line of the Purchase Delivery Address Receipt Footer Line 1 ReceiptFoot2 Please Call Again Receipt Footer Line 2 ReceiptFoot3 Receipt Footer Line 3 ReceiptFoot4 Receipt Footer Line 4 ReceiptFoot5 Receipt Footer Line 5 ReceiptHead1 EMSSoft Branch Name and Address Line 1 ReceiptHead2 106 Constance Avenue Branch Name and Address Line 2 ReceiptHead3 Trentham Branch Name and Address Line 3 ReceiptHead4 Stoke on Trent Branch Name and Address Line 4 ReceiptHead5 ST4 8XJ Branch Name and Address Line 5 ReceiptHead Branch Name and Address Line 6 ReceiptProductionLevel 5.00 Transaction value below which no receipt will be printed ( 99.99). 0=ignore this parameter RefillCompleteNotification YES RefillDocketLocation RECEIPT Where do we print the Shop copy of the Refill Docket? RECEIPT or A4 RemoveBannerFrom Invoice NO When we an invoice do we wish to remove the Cartridge World banner? SecondLineCustDispPod Cartridge World What do we display on the second line of the Customer POD when the till is logged off SetPurchaseOrderToSent NO Do we assume that a purchase order has been sent to the supplier when it is created? ShowALLOnCollectList YES Will all items (OEM/Compat/Refill/Prefill etc) be printed on the Collection Dockets? YES/NO ShowCustVATCode NO Will the Customers VAT Code be shown on the Receipt and Invoice? YES/NO ShowPaidItemsOnStatement YES Should items that have been paid be shown on the Statement? ShowStockIndicators YES StatementOnLetterhead NO Will the Statement be printed on an EMS Letterhead? YES/NO StockCycleCount 1 52

53 System Parameters Parameter Name Parameter Value Parameter Comment StockCycleCountFrequency 1 How often (in months) will a Cyclical Stock take be performed StockRandomProductCount 20 The number of records to be selected on a Random Stock Count StoreAddr1 106 Constance Avenue The first line of the store address that will print on the Invoice/Del Note and Goods Received Note StoreAddr2 Trentham The second line of the store address that will print on the Invoice/Del Note and Goods Received Note StoreAddr3 Stoke on Trent The third line of the store address that will print on the Invoice/Del Note and Goods Received Note StoreAddr4 ST4 8XJ The fourth line of the store address that will print on the Invoice/Del Note and Goods Received Note StoreAddr5 The fith line of the store address that will print on the Invoice/Del Note and Goods Received Note StoredExcels C:\EMSExcels The location of the Stored Excel Work Books Store The E.Mail of the store that will print on the Invoice/Del Note and Goods Received Note StoreFax The fax number of the store that will print on the Invoice/Del Note and Goods Received Note StoreName EMSSoft The name of the store that will print on the Invoice/Del Note and Goods Received Note StoreTelephone The telephone number of the store that will print on the Invoice/Del Note and Goods Received Note TemplateLocation C:\EMSTemplates The location of the Excel Templates TerminateFromLogon YES Can the operator close down EMS from a button on the login screen (YES or NO) TrainingText *** Training *** What description should print on a receipt to indicate a training transaction? TransactionLogOff YES Log off after each transaction (YES 53

54 System Parameters Parameter Name Parameter Value Parameter Comment or NO) VATNumber VAT Number WholesaleCustomerDefaultPrice ADC Changing the Access Levels The Access Levels can be accessed via Files/Housekeeping/Access Levels. The form will give a list of the functionality within the EMS System. Each function will have a minimum access level required before it will run (values 1 to 9). Select the appropriate level from the drop down box against each function. The Access Levels Form Changing the Staff Details The Staff Details can be accessed via Files/Housekeeping/Staff. There are up to 40 staff members allowed within the EMS system. Each staff record can be set to Live, Training or Not in Use and the appropriate access level can be set. The Staff Details Form 54

55 Setting up the User Definable Categories The user definable categories can be accessed via Files/Housekeeping/Category/Category Maintenance. Each of the listed categories can have there name changed as well as the way it is analyzed in the system. Setting up the body of the for Invoices. Credit Notes, Statements and Quotations When ing Invoices, Credit Notes, Statements or Quotations the system enters standard text into the body of the . If however this text is not suitable for your needs you can setup your own standard text. 55

56 The user definable text can be accessed via Files/Housekeeping/System File Updates/ Body Text. Check the appropriate check box (Statement, Invoice, Credit Note or Quotation and enter the details into the appropriately coloured text box. Transferring Products to a different category By selecting the program at Files/Housekeeping/Category/Product Category Transfer, products can be transferred to a different category. This can be for a whole category or for individual products within a category. In the example the Hardware category is being transferred to the Misc 3 category, with the exception of the third item which has been left in the Hardware category. 56

57 Exporting and Importing Products Exporting Products By selecting the program at Files/Housekeeping/Import/Export/Export Products, Products can be exported to either and Excel workbook or a comma separated file. These files can then be modified and imported back into the database. Importing Products Once the products have been exported they can be modified before being imported back into the database. As well as making simple modifications to the fields of individual products, products can be deleted (by setting the text colour of the product to delete to red) and new products can be created by entering new details on an empty row of the Excel spreadsheet. PLEASE NOTE: Column A of the spreadsheet must NOT be amended in any way. Exporting and Importing Customers Exporting Customers Customers can be exported into either Excel or CSV (comma separated) formats and can be filtered by customer type. To select Customer Export File/Housekeeping/Import/Export/Customers/Export Customers. Press the Export 57

58 button to initiate the export. Once complete the appropriate file will be stored in the C:\EMSExcels folder. Importing Customers Once the customers have been exported they can be modified before being imported back into the database. As well as making simple modifications to the fields of individual customers, new customers can be created by entering new details onto a row of the Excel spreadsheet. To select Customer Import File/Housekeeping/Import/Export/Customers/Import Customers 58

59 PLEASE NOTE: Column A of the spreadsheet must NOT be amended in any way. Utilities EMS provides various utility programs to ensure the smooth running of the system. These can be accessed via the File/Housekeeping/Utilities menu of the back office. Remove All Null Characters This will rectify any error 9 (invalid use of null) that may from time to time occur. Should this type of error be encountered, please report it to the support desk. Adjust Card Owner Loyalty points For those stores running the EMS Loyalty Scheme you may from time to time adjust the loyalty points allocated to certain customers. This utility will allow you to select a customer and adjust the value of the points allocated. The point count will automatically be adjusted when the Save button is pressed. Creating/Amending the Product File The Product Maintenance can be accessed via Administration/Products/Product Maintenance. Each product sold by the store will need to be stored in the systems database before it can be accessed by the EMS till. Existing products are accessed in a similar manner to that of the till (see The Product Access buttons in the till section of this manual). Whether access is via the Printer or Cartridge or indeed via the miscellaneous button the result will be to list a selection of items. The first Product Maintenance Form 59

60 The selected products Form Creating a New Product To create a new product we simply click the New Product button to obtain a partly filled in form. The Product Profile Form 60

61 Product Details The following detailed should be entered onto the blank form: - Product Code - This be a unique code Receipt Description - This is an optional description which, if present will be printed on any Sales Receipt or invoice. Product Description - This will be printed on any Sales receipt or Invoice if there is no Receipt Description entered. VAT Rate - Choose the Rate of VAT drop a Drop Down list. CW Category - The category to which the new product belongs. This Will automatically be filled in via the product selection Path. Manufacturer - The manufacturer of the OEM product. This only applies to Ink and Toner products. CW Code - The product code that Cartridge World uses when Ordering this product. Common Code - This is a code that is more often used for this product. For example an HP C6656A would be more commonly Known as an HP56. Fast Access Code - The Fast Access Code is a three numeric digit code Which is usually printed on the OEM cartridge box. For example an HP56 would have a Fast access Code Of 056 (Must be three digits). Group Code - The Group Code is an alpha numeric code which groups Products together. For example HP56, HP57 & HP58. When deciding on the format of a group code it is best To have a recognized system. Perhaps using some Reference to the black cartridge might be appropriate. In the example above why not use the group code 61

62 HP65 in all three cartridges? Purchase Unit - This is the units that you will normally purchase The product in. This is normally 1. Purchase Text - The text for the chosen unit. E.g. Ea for 1. Purchase Price - The price of the product (ex VAT) Minimum Stock - The buying formula will need to know what Stock quantity it must not go below. Maximum Stock - The buying formula needs to know what stock Quantity it must not exceed. To Stock - Set this flag if you wish to continue purchasing This item, otherwise the buying formula will Ignore this product. GC - The GC stands for Group Control. This will only Be displayed if the branch is not the controlling branch. There are a set of GC indicators for both The cost prices and selling prices. Setting the GC flag Will allow the controlling branch to maintain the pricing structure. Sell Unit - As the Purchase unit but on the sale side. Sell Text - As the Purchase text but on the sale side. Sell Price - The price that you wish to sell the item for Inc VAT. Gross Profit - The difference between the purchase price and Selling price(ex VAT) Profit % POR - This is a calculated Profit on Return %. Swap Out Value - This is a monetary figure which can be deducted From the sale of a Prefill if it is being sold as A Swapped Out Refill. Empty Weight - This is the weight (in Gm) of a cartridge when Empty. Full Weight - This is the weight (in Gm) of a cartridge when Full. Notes - Notes can be entered in the untitled large white Box. Bar Codes Each product can have as many bar codes as is necessary. Clicking the Bar Code button will give access to the bar code screen. The Bar Codes Form 62

63 The bar code screen allows the code to be entered into the first column and the type of product (OEM, Compat,Refill/Reman,Prefill/Preman or CW Prefill) to be entered via a dropdown menu in the second column. These can be as many barcodes as is required so if for example you purchase OEM s from different countries which different bar codes you can enter all the barcodes as OEM s. Merging two products Sometimes it is necessary to merge two products into one. When this happens all sales and purchases for the product that is being merged should also be merged into the receiving product. The Product Merge can be accessed via Administration/Products/Product Merge and will display the standard product search form. 63

64 Once the products for a particular category and/or manufacturer have been selected they will be displayed onto a form in two duplicate columns. 64

65 Select from both lists by clicking on the appropriate product (the search boxes at the top of the screen will allow the list to be narrowed down) and click the merge button. The product on the right (secondary product) will be merged into the one on the left (Prime Product) and all sales and purchases will also be merged. The secondary product will then be deleted. PLEASE NOTE: This operation is irreversible so please be sure that you have selected the correct products. To be doubly sure it is a good idea to take a backup of the database before proceeding. Creating/Amending Sets of Products The SET Maintenance can be accessed via Administration/Products/SET Maintenance. Each set sold by the store will need to be stored in the systems database before it can be accessed by the EMS till. A set is a group of products normally sold together. By creating a set a single product can be sold at the till with its component items being controlled from a stock point of view. Sets are only applicable to ink and toner cartridges. The first set maintenance form 65

66 Once the main set profile form has been displayed either for an existing set or a new set a selling price must be entered to determine what type of products will be attached to the set. This selling price can be OEM, Compatible, Prefill or CW Prefill. Pressing the Add selected Items button will allow the user to select the appropriate products in the normal way. Once the items have been placed onto the set profile form the quantities of each product can be modified if required and the action set selling price can be adjusted. Updating Product Prices Although it is possible to amend the cost and retail prices of individual products via the Product Maintenance procedure as above, perhaps a more convenient method is to run the Price Control module. This can be accessed via Administration/Products 66

67 /Price Control. Select the Range of products, either by selecting a manufacturer or category. The Price Change Forms Enter the required prices, the yellow line is for the cost prices and the white line is for the selling prices. Click the Save button to make the changes. Like for individual products the GC (Group Control) flags can be set or unset here. Linking Cartridges to Printers EMS allows cartridges (both Ink and toner) to be located by first identifying the printer into which the cartridge fits. This linking of printer to cartridges can be performed through the Manufacturer/Printer maintenance which can be found in the 67

68 Administration section of the back office program. As well as providing the means of linking printers to cartridges this program allows manufacturers and printers to be created/amended/deleted. The Manufacturer/Printer maintenance form The Linking Process In order to link a cartridge to a printer we must first identify the type of printer from the drop down list at the top of the form. This can be Ink, Toner, Ribbon or Heat. We must then identify the manufacturer and printer. Both the manufacturer and printer can be created if necessary. Lastly we must identify the cartridges and link them to the selected manufacturer/printer before saving the details. In this example we will attach the appropriate cartridges to a HP OfficeJet 6110 Choose Ink, HP and OfficeJet

69 Select the cartridges in the normal way 69

70 And attach them to the Manufacturer/Printer combination. Creating/Amending customer details The Customer Maintenance can be accessed via Administration/Customers /Customer Maintenance. The procedure for the creation and amendment of customer details is very similar to that of the till, however for Account holders and Business customers in the Back Office it is possible to create separate delivery address and as well as a separate statement address. First identify the customer in the normal way and then click the Create New Delivery or Statement Address button to get a blank customer form. Enter the appropriate details and click the Save button to store the details into the database. Once a customer has been identified and if there are already delivery or statement addresses they will be displayed in the list at the bottom of the form. Double clicking on any of the displayed addressed will allow them to be amended. 70

71 Wholesale Customers If a customer is designated as being a wholesale customer the system will use the cost price not the retail price. The function of a wholesale customer is to primarily transfer stock between branches in a group. The Customer Forms Consolidated Accounts Consolidated accounts comprise of one account which receives a consolidated invoice at the end of the month and one or more accounts which receive the goods. NB This procedure will require the Account Consolidation module to be installed. 71

72 In the dropdown menu on the customer maintenance screen choose the type of account (Not Consolidated, Consolidated Prime or Consolidated Goods). By default Consolidated Goods accounts will only receive delivery notes and goods received notes. Consolidated accounts comprise: - 1 Master Account (Consolidated Prime) many Secondary Accounts. (Consolidated Goods) Sales Transactions posted to the Secondary Accounts will produce a Delivery Note but no invoice. The sale will be listed for later Consolidated Invoice production. Sales posted directly to the Master Account will produce an invoice but will not be listed for later Consolidated Invoice production. When posting Payments to the Master Account Ledger: - Payments posted to a consolidated invoice (invoice number starting with 6) will update the DSA. Payments posted to a none consolidated invoice (invoice number starting with 5) will not update the DSA. If you wish the none consolidated invoice to update the DSA you must first change the Consolidation type in the customer record to Not Consolidated. Remember to change it back afterwards. 72

73 Creating Customer specific prices Any customer can have their own specific prices when special deals are negotiated. First identify the customer in the normal way and then click the Customer Pricing button at the bottom of the form. You will now be able to attach all the shops products to the customer and either apply a discount percentage or apply prices to each product on an individual basis. Product can also be attached manually if only a few special prices are to be applied. N.B. Any new products which are created in the Product maintenance program will need to be added manually if they are to be included in any of the pricing schemes. Firstly if any pricing schemes have already been created they will be displayed, and double clicking on them will load the scheme and allow amendments to be made. If however a new scheme is to be created click the New Scheme button and fill in the form as follows: - The Customer Prices Forms 73

74 Give the Scheme a Name Decide if the initial pricing method is by percent or value. Un-click any categories that are not to be applied to the new scheme. If a percentage scheme has been chosen enter the percentages against the appropriate categories and product types. Either click the Add All Product or Add Selected Products buttons to load the required products. If a percentage scheme has been specified all products added to the scheme will automatically calculate the new customer prices. If however a value scheme has been selected the appropriate values will need to be added to the products. Any item can be amended before the scheme is saved even if it was originally a percentage it can be changed. Click the Save Scheme button to create or update a scheme. The Customer Prices Form (Filled In) 74

75 Creating a Loyalty Scheme EMS now has a built in Loyalty Scheme. The system is capable of maintaining many schemes, both for corporate or special organizations and for the public. Consider the following scenario You approach a school in your area with a view to converting them to a customer. Given that schools are always strapped for cash and are always looking for ways of raising money to fund things like IT, you suggest that a special school loyalty scheme be setup. This scheme would accumulate loyalty points for any pupil, parent and staff member visiting your store, and at the same time points would be accumulated on behalf of the school. Individual card owners (the pupils etc) could then redeem their points as a discount of their current purchase and the school could redeem their own points in the same way. To create a loyalty scheme first access the procedure via the Administration/Loyalty Scheme menu and fill in the form below. The Loyalty Scheme Form 75

76 The scheme must have a name and can be either a public scheme or owned by a school or other organization (corporate bodies, charities etc). For non public schemes a point value and points per pound ( ) should be entered. All schemes should have a point value and points per pound ( ) for the owner of the Loyalty Card. If you decide to use this facility you should have loyalty cards produces with a barcode in the format of CLS999999, where CLS are the first three characters and stand for Customer Loyalty Scheme and in the card number. Please note: Under the current scheme the points when redeemed by the customer will be taken as a discount off the appropriate sale item(s) in the current transaction. Points accumulated for say Refills can currently only be redeemed against the purchase of refilled items. The Sales Ledger For account holding customers their sales transaction can be stored in the EMS Open Item Sales Ledger system. Sales and refund transactions are automatically posted to the Sales Ledger as a bye product of the selling procedure, making the Sales Ledger very simple to maintain. These sales transactions can be paid for via a simple cash posting procedure, while corrections can be made through a journal posting procedure. The Sales Ledger monthly procedures allow for the printing/ ing of customer statements and the printing of an Age of Debt reports as well as detailed transaction listings. 76

77 Posting Cash The Cash Posting procedure can be accessed via Account/Cash Allocation. First identify the customer by either typing their business name or by clicking the Show All A/C Customers button and double clicking on the required customer to reveal their outstanding transactions. Tick the Alloc check box against all the transaction that are to be paid, enter the payment value in the appropriate tender box and click the Allocate button to post the cash to the Sales Ledger. The Cash Posting Form Effect Cash Posting Has on the Daily Sales Analysis (DSA) If the system parameter AccountDSAUpdate has been set to PAYMENT any cash posted and allocated to either a sale or credit note will affect the DSA by adding or subtracting the sales quantities and values stored in the sales lines of the appropriate sales or credit note. If however the cash is a part payment, then for the first cash posting the whole of the sale/credit note will be allocated to the DSA, whilst subsequent postings will not affect the DSA at all. Posting Journals The Journal Posting procedure can be accessed via Accounts/Journal Posting. First identify the customer by either typing their business name or by clicking the Show All A/C Customers button and double clicking on the required customer to reveal their outstanding transactions. 77

78 Enter the Journal date, Amount (Debit or Credit) and any memo text and click the Accept button. Repeat this operation if there are multiple journals for the selected customer. Any finally click the Post New Journals button to post to the Sales Ledger. Effect Journal Posting Has on the Daily Sales Analysis (DSA) Because a Journal is intended to be strictly a Sales Ledger transaction the user must be aware of the effect of allocating a journal to a sale or credit not in the Cash Allocation program. Any journal allocated to either a sale or credit note will like the cash allocation cause the DSA to be updated with the quantities and values of the sale or credit note lines. Because this is not a cash transaction no money will be posted to the Z Read resulting in a discrepancy in the money total and DSA total. The Journal Posting Forms 78

79 Month End Printing/ ing Statements Customer statements can be printed or ed at the end of the month for all or individual customers. Please note that to statements you must be running Microsoft Outlook. Purging the Ledger The Sales Ledger is run as Open Item which means that items that have been paid and have appeared on a statement can be removed. This is achieved by Purging the ledger immediately after the statement run. Age of Debt At any time a listing, showing the customer outstanding balances, aged from current month to over 90 days can be produced. Remittance Advices When a payment is made to an account via the Cash Allocation function a remittance advice can be printed or ed to the customer. Please note that to remittance advices you must be running Microsoft Outlook. Ad-hoc remittance printing or ing A remittance advice can be printed or ed to the customer (providing the address has been entered in the customer record) by selecting Accounts, Reports and then Payment Remittance (Print or ) from the back office menu. By entering a date range and/or a selection of specific customers the appropriate payment(s) can be identified. 79

80 If the remittance advice is to be ed the wording in the body of the can be amended if required. 80

81 Automatic Remittance Printing/ ing By setting the system parameter PrintRemittanceAdvice to YES a remittance advice can be printed for all account payments. If a remittance is to be automatically ed the Remittance flag must be set to Yes in the customer record. And like the automatic ing of invoices the remittance will go into a queue for batch ing. To select the remittances for ing select Accounts followed by Payment receipts from the Back office menu. 81

82 Sales Ledger reports In addition to the reports in the month end procedures EMS can product Transaction Lists, Payment Reports and On-Stop reports. Stock Taking The EMS system will control the stock levels for each product within a store. This is achieved by recording and monitoring the stock in and stock out procedures within the system. Before this can take place it is necessary to tell the system what the starting stock levels are for each product. Stock Take Listing There are three methods to achieve this, namely Manual, Cyclical and Random. The manual procedure allows the user to decide which part of the stock list is to be counted. The cyclical will ensure that the whole stock range is counted over a period and is controlled by a set of System Parameters and the random will as its name suggests randomly pick a number of items for stock checking. All three methods will produce a report of the same format. Only those items which have been designated Stockable by setting the To Stock flag in the product maintenance form or have a stock value greater than zero will appear on the report. The Stock Taking Reports procedures can be accessed via Stock/Stock Take/Manual Stock List or Stock/Stock Take/Cyclical Stock List or Stock/Stock Take/Random Stock List. 82

83 As well as producing a stock listing onto which the physical stock can be written the system will store the information in the database and will re present this information when the counted stock is entered into the system. The Stock Take Report Stock Take Entry The Stock Take Entry procedure can be accessed via Stock/Stock Take/Stock Take Entry. This procedure will display a form in the same order as the report (see above) onto which the new stock figures can be entered. Clicking the Update Stock button will replace the stock figures which the ones just entered. 83

84 The Stock Take Entry Form Stock Variance Report A Stock variance report can also be produced which will identify those products where the original stock quantity was different from the quantity just entered. This report can be found at Stock/Stock Take/Stock Variance Report. Stock Adjustments Product can have their stock holding on an ad hoc basis changed by accessing the Stock Adjustment procedure. This can be found at Stock/Stock Adjust. The Stock Adjust Form Using the standard product search and entering an adjustment quantity (not a replacement quantity) and choosing a reason from the drop down box a products stock quantity can be entered very easily. 84

85 Purchasing The EMS System provides a comprehensive and easy to use stock ordering system. Purchase orders can be created manually or automatically using a built in buying formula. Supplier Databases EMS provides a set of procedures whereby participating suppliers can provide their product database for reference purposes during purchase ordering. These databases are obtained automatically by EMS at a fixed period (say every hour) and will show the suppliers current stock holding, pack size, price and next delivery date. NOTE: This facility should only be used if the user has a Broadband connection. Creating a Purchase Order The purchase order is created by accessing the Create Purchase Orders procedure which is located at Purchasing/Purchase Ordering/Create Purchase Orders. The Purchase Order Form Each purchase order can either be created manually by selecting the required categories and/or manufacturers then clicking the Add Product(s) button and selecting the desired products, or by selecting the required categories and/or manufacturers then clicking the Calculate Order Requirement button. Items that have been ordered before will show the last supplier and their cost price whilst items not purchased will need to be attached to a supplier and given the cost price and pack size. The supplier can be selected from a list by clicking the Select a Supplier button or by double clicking on an item in the supplier database area of the form. 85

86 More than one supplier can appear at any one time and when the Convert to Order(s) button the appropriate number of purchase orders will be created. The Order Form (Filled In) Pack Sizes If a pack size grater than one is specified it will be highlighted in pink and the required quantity must be entered as a number of packs. For example a quantity of 2 and a pack size of 10 will order 20 single items. Unit Price The unit price is the cost of the pack, not a single item. Supplier Pricing View Pressing the Supplier Pricing View button will expand the supplier database details to at least three suppliers. The horizontal scroll bar will allow us to view an other supplier details that may not be visible. Pressing this button again will revert back to a single supplier view. 86

87 Sending the Purchase Order to the Supplier By selecting the Purchase Order Print & Send which is located at Purchasing/Purchase Ordering/Purchase Order Print & Send we can print or a Purchase Order to a supplier. The Created Order Form Receiving the Goods Goods for orders created through the EMS system can be entered very simply by accessing the Goods Received procedure which can be found at Purchasing/Goods Received. 87

88 The Goods Received Form If all the items have been received for an order simply click the Book into Stock button to book the entire order into stock. Alternatively if some of the items on an order have not yet been received adjust the quantities as appropriate and then click the Book into Stock button. Clicking the Delete box before clicking the Book into Stock button which remove the stock balance. Any price that requires changing can be done prior to booking the items into stock. Retail prices can also be changed by altering the Mark Up%. Quotations The quotation system built into the back office program allows the user to create a quotation either from scratch or from a pre defined template. The selling price and quantity for each item added to the quote can be amended and the profit (on return) will be calculated accordingly. At the top of the screen the number of items, Total value, total cost and total profit is displayed. Amending the total sale value will adjust each item on a pro-rata basis and the profit will be recalculated. Note The Cost and profit details (both in total and at line level is initially hidden but can be displayed by pressing the unmarked button below the Total Sales Value included VAT text). 88

89 Show Customer By pressing the Show Customer button, existing customers can be identified or new potential customers created in the normal way. Once the Show Customer button is pressed the screen below will be displayed and the button will be re-titled as Hide Customer. Please Note: Details entered onto this screen will not be stored in the database until the entire quote is saved. Show Notes The Show Notes button simply allows up to 8000 characters of information to be stored against the quote. Again this button acts as a toggle (between Show Notes and Hide Notes ). 89

90 Add Products Products can be added to the quote using the standard product accessing procedures (see Creating/Amending products). Clicking the Send to Quote button will transfer the selected product to the quotation. 90

91 91

92 Reset Quote If amendments have been made to the quotation by way of price changes, clicking the Reset Quote button will change the values of each item line back to its original retail price. Print/ Clicking these buttons will either print a hard copy of the quote or the quote to the customer or prospective customer. Note the button will be disabled if no address has been entered in the customer screen. Both the Print and button when pressed will first save the quotation in the database. Please note that to quotations you must be running Microsoft Outlook. Save Quote As its name suggests clicking this button will save the details of the quote in the database. Recalling a Quotation Once saved, a quotation can be recalled at any time by clicking the Recall Quote button, and selecting from a list. 92

93 The screen above shows the quotes created by the system. Quotations in yellow are templates which can be used to form the basis for a customer quote, whilst the ones in white are quotations created for individual customers. The customer quotations are displayed in reverse chronological order. Single clicking on a quotation will display the item lines in the bottom part of the screen, whilst double clicking will load the quotation into the quote form. 93

94 Converting a Quote to a Customer Pricing Scheme Once the customer has accepted the quote it is possible to convert it to a Customer Pricing Scheme this is particularly important if the quotation contains some special prices. If the customer already has an active pricing scheme the quotation will be merged and will override any old pricing in favour of the current quoted prices. Reprinting and ing Invoices ing Invoices By setting the Invoice flag in the customer maintenance screen to YES it is possible to store invoices so that they can be ed later. Select Sales/Documents/ Invoices from the main menu to display the ing screen as below. 94

95 The ing Invoice Form By pressing the Send button all stored invoices will be ed to the appropriate customers. Please note that to invoices you must be running Microsoft Outlook. Selecting a document and pressing the Delete button will turn the line red and will in effect stop the document from being ed. Pressing the delete button again will reinstate the document for ing. Reprinting Invoices, Delivery Notes & Goods received Notes The above documents can be reprinted from the back office. In addition invoices can also be ed. Select Sales/Documents/Reprint Sales Documents from the main menu to display the following screen. The first Document Reprinting Form 95

96 Click the Show Customer button to select a customer. Press the button again to hide the customer details. If no customer is selected the number of transactions displayed will default to the weeks specified in the EnquiryHistoryWeeks parameter. Selecting a Customer Click on the Locate Transactions button to display the transactions. Displaying the transactions Tick the documents that you wish to print/ , select the appropriate transaction from the list and press the Create Document(s) button to action your request. 96

97 Reports/Enquiry EMS provides a comprehensive set of reports which can be displayed, printed and exported into other formats such as Excel, Rich Text or Comma separated. These reports can be accessed via Reports from the main menu. Stock reports Stock Valuation Stock Profit Low Stock High Stock Stock Audit Sales Reports Sales Analysis Sales Profit Post Code Sales Top Customers Customer s product Usage Sales by Customer Type/Category Sales by Market Code Dumped Items Price List Purchase Report Product Enquiry Mail Shots EMS has a unique set of procedures which allow mail shots to be generated which target customers who it is known will have a specific need. Create Mailing List The Create mailing List will allow the user to ask specific questions of the database. Questions such as: - Tell me all the new customers for last month Which customer has not visited my store for six months? Who has purchased Ink OEM s but not had them refilled? Who has purchased HP 56 cartridges? Etc etc etc 97

98 To achieve this, a simple form is filled in. The sample below shows a form asking: Who has purchase OEM ink cartridges during January 2007 through June 2007 and not had them refilled? The Mailing List Form And the resultant report is produced. The report will show all the customers that match the specific criterion, and perhaps more importantly will store the customers names and addresses in a special file from which a mail merge (using Microsoft s Word program) can take place. The Mailing List Report Once the report has been produced (it is not necessary to print the report to proceed with the next part of the procedure) the next program can be run. 98

99 View/Amend Mailing List This procedure will allow us to tidy up the customers addresses; after all they are going to be used to send letters to your customers and any discrepancies should be rectified. The View/Amend mailing Customers Form Any changes made can be saved to the underlining database and a Microsoft Excel spreadsheet can be produced from which the mail merge can take place. The Excel file will be stored in the folder C:\EMSExcels and will be named Mailing.xls. Group Procedures Stores who are part of a group are able to have their product file(s) centrally maintained by a designated primary store as well as receiving details of the current stock holding for all of the other stores in the group. Centrally maintained product files(s) Each store in the group will have a unique Branch Number as specified in the BranchNumber System Parameter. The branch which is tasked with the maintenance of the groups product file will be identified by the ControllingBranch System Parameter. Thus a store with a Branch Number and Controlling Branch Number of 1 will be the controlling branch, whereas a store with a Branch Number of 2 and a Controlling Branch of 1 will not be able to make product file changes. The controlling branch The controlling branch will have access to all the product file maintenance programs and will use these to maintain a group product file. Each modification will be date 99

100 stamped and thus the controlling branch will have the flexibility of deciding what product details are to be sent to the other branches. Using the Branch Preparation in the Group Branch Control menu of the back office program the primary store can create a file of amendments. This file will be called EMSGroupUpdate.mdb and will be stores in the folder C:\EMSUpload on the back office computer. This file will be transferred to the other branches either manually via an attachment or automatically via the Stock Holding Transfer procedure. Satellite Branches The satellite branches will process the file sent from the controlling branch by accessing the Branch Update in the Group Branch Control menu of the back office program. 100

101 Stock Holding Transfer Using the Group Branch Transfer program stores in a group can transfer their stock details to each of the other stores in the group. This is performed as the last procedure at the end of the day and requires that the EMS back office computer (where the database is running) remains on and has access to the internet via a Broadband connection. Miscellaneous System Configuration File The systems configuration file (CWTRetail.ini) is located at C:\Program Files\CWTRetail on both the till and back office computers and contains details which both the till and back office programs need to operate. Below is a typical CWTRetail.INI file: - [CONNECTIONS] SERVERNAME = BACKOFFICE-PC UID=CWT Password= DATABASENAME=CWRetailSQL [UPLOADDOWNLOAD] UPLOAD = C:\EMSUpload\ DOWNLOAD= C:\EMSDownload\EMSGroupUpdate.MDB GROUPDOWNLOAD= C:\EMSDownload\ 101

102 GROUPUPLOAD= C:\EMSUpload\ CWDOWNLOAD= C:\EMSDownload\ [STORE] STORETYPE = GROUP [TILL] TILLNAME= TILLNUMBER=001 TILLREPORTLOCATION=C:\Program Files\CWTRetail\ [BACKOFFICE] BACKOFFICEREPORTLOCATION=C:\Program Files\CWTBackOffice\ [XZREAD] XZDESTINATION=RECEIPT ;XZDESTINATION=A4 [POSDEVICES] PRINTER = NO PRINTERTYPE = CBMPOSPrinter.CBM1000II ;PRINTERTYPE = TM-T88IIIP ;PRINTERTYPE = TM-T88III ;PRINTERTYPE = SRP-500 ;PRINTERTYPE = TSP100 DRAWER = NO DRAWERTYPE = CBMCashDrawer.CBM1000II.1 ;DRAWERTYPE = Standard ;DRAWERTYPE = StandardP DISPLAY = NO ;DISPLAYTYPE = CD7220 [POSTCODE] POSTCODEINSTALLED = YES POSTCODECOMPANY = QAS ;POSTCODECOMPANY = AFD ;POSTCODECOMPANY = PCS SERVERFILE=C:\QAddress\pafdata\QASTRT.ALL TILLFILE= \\Till\PAFData\QASTRT.ALL PAFData is a share for C:\QAddress\PAFData on the till [TEMPLATES] STOREDOWNLOADTEMPLATE = C:\EMSTemplates\CWTStoreDownload.mty GROUPDOWNLOADTEMPLATE = C:\EMSTemplates\ [BACKUP] DATABASELOCATION = C:\Program Files\Microsoft SQL Server\MSSQL\Data\ 102

103 BACKUPLOCATION = \\Till\Tilldata\ Tilldata is a share name setup for the C:\Program Files\Microsoft SQL Server\MSSQL\Data folder on the Till computer. [AUDIT] AUDITTill001 = \\Till\EMSAudit001\EMSAuditFile001.doc AUDITTill002 = AUDITTill003 = AUDITTill004 = AUDITTill005 = EMSAudit001 is a share name setup for the C:\EMSAudit folder on the Till computer. The desktop icons which are used to launch the till and back office programs must have the following parameter placed at the end of the target line: _ C:\Program Files\CWTRetail.INI This parameter must be preceded by a space. 103

104 Business to Business in the store EMSSoft, in collaboration with Cartridge World and Kingsley Internet Solutions Ltd has developed a package which is integrated into the EMS System and allows B2B customers to create order via the web. These orders are automatically passed onto EMS and processed as if they were entered through the till. The package known as Print Link will automatically run on the back office computer and will look for new orders every thirty seconds. Received orders will automatically update the EMS Database (Sales and Ledger details) and will produce the appropriate documentation (Invoices, delivery notes, goods received notes). Adding a customer to the system Each participating customer must first be added to the system and given a user name and password. This is achieved by creating a quotation in the EMS back office program. Note: The customer MUST have an address as this will be their user name. Adding Items to the quotation Items are added to the quotation in the normal way (see Elms Getting Started manual). 104

105 Adding Printers to the Quotation The customer will select the items that they wish to order by reference to the printer in which they fit, and so we will need to identify the customer s printers. The customer will be able to assign internal names to each printer (Toms printer, mail Room etc). Printers can be added and removed from the list as necessary. Click the Show Add Printers 105

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107 Converting the Quotation to a Customer Special Price Scheme Once a quotation has been created and accepted by the customer it must be converted into a Customer Special Price Scheme Click the Quotation to Price Scheme button. Give the scheme a name and save the pricing scheme. The scheme will now be saved in the EMS database and will automatically be sent to the Web ordering Database which will send the customer an giving them their user name and a system generated password. 107

108 Existing Customers If you wish to add an existing customer to the Print Link system they must have a quotation created for them. If the customer has a Price Scheme already setup for them it can automatically be converted into a quotation. Press the price Scheme to Quote button and select the appropriate price scheme by double clicking on it. 108

109 Once the items have been loaded into the quotation, the customer s printers MUST be added and the Quote to Pricing Scheme button must be pressed to send the information to the Print Link Web system. Making sure that your database is up to date Cartridge World is maintaining a master product file and printer/cartridge linking file. This information can be downloaded into the EMS database thus minimising the need for a store to add new products or maintain the printer/cartridge linking tables. 109

110 Ensuring that you have control over the download data The store will be able to decide what data they wish to receive from Cartridge World. This is achieved by running the Field Selector program in the EMS back office program. This can be found from the main menu Cartridge World/Central File Download/Field Selector The store must un-tick all the fields that they don t wish Cartridge World to maintain. 110

111 Downloading data from Cartridge World To download the data select Cartridge World/Central File Download/Download File from server In the example above the last file number created by Cartridge World was number 5 and the store has two files to update. Clicking the Proceed to Update button will retrieve and update the last two files. 111

112 It may be necessary on occasions to update the entire data from Cartridge World. To do this, simply click the Update the entire database button. Sending the stores product file to the Web Server The web server holds three levels of product/prices, namely: - Franchise Support This product file is maintained by Franchise Support along with the standard selling prices. And is transmitted to the Print Link web system as an when any modifications are made. This information can also be downloaded by the stores when new products can be added and authorised amendments can be made. The Franchise support database also maintains the links between the printer and the cartridges. This link information can also be downloaded to the stores. Store This product file is maintained by the store and will override the Franchise support details when a customer places an order. Special Customer prices This file contains specially negotiated prices for an individual customer. These details will override the Franchise Support and store details when a customer places an order. Sending the file By selecting Cartridge World/B2B Product Upload from the Back Office main menu you can prepare the stores product file and transmit it to the Print Link web system. 112

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114 Print Services Setup Before Print Services can be used within EMS the various contracts will need to be setup for the participating customers and the third party companies. Setting up customer contracts. Each customer who is participating in the Print Services system will first need to have the appropriate details added to their customer record. Once a customer has been selected in the back office customer maintenance screen, their Print Services details will need to be added. This will include: - Type of Print Service contract Monthly Fee Historic fees already collected (if contract setup late) Start Date of contract Duration of contract (in months) Contracted Black & Colour cartridges & Contracted reams of paper Already used Black & Colour cartridges and paper (if contract setup late) PS Invoice Indicator. Set to Yes if an invoice is to be prepared automatically during the monthly run (usually indicates that the payment has been collected via Go Cardless. No will indicate that an invoice will not be created during a monthly run, but will be created manually via the tills Collection List (see later) 114

115 Setting up a third party contract A third party company and their contracts can be setup via the Print Service Partner maintenance program in the back office administration area. The third party can be setup in the same manner as that of the Supplier maintenance and then any contracts can be added to them. 115

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117 Running the Monthly Procedures Once all the data has been setup, each contract can be processed and the database updated with the appropriate documentation produced. Setting the Period For each month the period must be set. This is done from the first item in the Print Services menu of the back office program. 117

118 Processing the contracts each month From the Print Services menu in the back office program choose the appropriate Print Service type. This will display the contracts for the selected type (samples below). Depending on the type selected there will be details appropriate for that type which will need to be entered. Tick the Process box for all contracts where either the monies have been received by reference to your bank account or the customer pays on an invoice (see invoice indicator above). Where appropriate enter the date for the invoice and either click the Produce Invoices button or the Apply button to process the details. N.B. If the contract requires an invoice to be produced the standard rules will apply with regards to whether the document is printed or ed. 118

119 Processing Paid on invoice contracts If the customer prefers to pay on an invoice the Invoice indicator in the customer record will be set to No, indicating that an invoice will not be produced as part of 119

120 the monthly print Service run. These contracts need to have the invoiced processed manually as follows. At The Till press the Collection List button. Press the Convert Selected Collection to Sale button to convert to a sale. 120

121 Complete the sale in the normal way. If the sale is a normal counter customer (not an account holder) the Print Service details will be updated. However if the customer is an Account holder the print service details will only be updated if the system parameter AccountDSAUpdate is set to CREATE, otherwise if it is set to PAYMENT the details will be updated when the payment is posted. 121

122 Alternative procedure from the till From version an alternative procedure has been introduced from the till program. Firstly identify the Print Service customer. By pressing the Misc Items & Dump button followed by the Misc Items button you can get access to all the Print Service payment records. By selecting one of these and amending the price to that of the customers monthly fee you will be able to process a Print Service transaction manually. 122

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124 The DSA Print Services requires a different DSA spreadsheet to be produced, which will require a system parameter change. In the Back Office choose File/Support and enter the password safetowropes. Locate the parameter PrintServices and change it to YES. Select the Daily Sales Analysis in the normal way via the Cartridge World menu in the back office program and process as normal. 124