Counter lntelligence POS Instruction Manual

Transcription

1 Counter lntelligence POS Instruction Manual. May

2 Table of Contents Creating a new database...4 Registration...4 The Sales Screen...5..Communications with Version 4 of CIOFFICE Communications with Version 5 of CIOFFICE... 9 Dial Up Internet Connection Settings... 9 Live Feed The Communicator.Net Credit Card Details Foreign Currency Details Layby Terms and Conditions Payment Selections Cash Drawer Float Screen Font Screen Colours Your Logo on the Sales Screen Logos on A4 Invoices Logos and Footers on Thermal POS Printers System Settings...17 Logging on to Counter Intelligence POS...23 Logging on when POS Analysis is active (aka Bus Tours)...23 Signing in and out (for timekeeping purposes) signing In Signing Out...23 Selling Items Scan, Key In or Search for an item selecting an item from the Sales Unit Pop-up Window Selling multiples of the same Item Deleting an unwanted Item from the Sale Screen Substituting an Item sold as part of a Kitset...28 Returning an Item Returning multiples of the same Item...29 Exchanging an Item...29 Changing the Price of, or giving a Discount on, an item...31 Discounting an entire sale...32 Giving Discounts through Pos Promotions...34 Giving away an item...35 Giving away an item through Pos Promotions...35 Changing an Item s Description...36 Adding extra Description Lines to a Sale Receipt...36 Adding Notes or Prompts to a Sale Receipt...36 Sell a Gift Voucher...37 Issue a Credit Note...37 Making a GST free Sale...38 Voiding the Sale before completing it...38 Voiding a sale after it has been completed Put a sale on hold and recall it later put a sale on hold recall the sale...39 Recording a Sale against a Loyalty/Marketing Customer...39 Recording the Sale to a new Customer Loyalty/Marketing Customer...41 Paying for the Sale Cash payments charging a Surcharge for using a Credit Card EFTPOS and Credit Card payments (Non Integrated) EFTPOS and Credit card payments (Integrated) Cheque payments manual Credit card payments charge a Sale to an existing Credit Account Charging a Sale to a New Credit Account

3 ..Foreign currency payments redeem a Gift Voucher/Credit Note Split tender payments splitting the Bill over a number of people...49 Print an Admission Ticket, Gift Voucher or Credit Note...50 Update the Location of a Layby...51 Return an Item from a layby that has multiple items on it...51 Cancel an uncompleted layby...53 Receive layby Payments...54 Reverse a Layby Payment...54 Receive Payment on a Credit Account...56 EFTPOS Cash Out...57 Expenses paid out (Supervisor function)...57 Exchanging Foreign Currency...57 Entering the Cash Drawer Float (Supervisor Function)...58 Transferring Stock to another Location Receiving Stock from another Store...59 Receiving Stock from a Supplier...59 Checking availability of Stock at other Locations...61 Checking how the day is going (X OFF)...62 Viewing / Reprinting past transactions...63 Viewing Progress for the Day for Pos Analysis Codes (aka Bus Tours)...64 Viewing and Printing a particular Analysis Codes Totals...64 Printing End of Shift Reports...64 Perform End of Day Function (Supervisor Function - Z OFF)...65 Reports available at Z/OFF...66 Log off from Counter Intelligence POS...68 Printing or Viewing Reports or Memos sent from CIOffice...68 Recovering Lost Days Transactions...69 Replacing an Pos database that is not working...69 Integrated Eftpos Considerations...70 Printers (With Special Functions) Supported...71 Hardware Troubleshooting

4 Creating a new database When you first run the Counter Intelligence Pos Icon, you will be prompted to confirm that you want to build a new Counter Intelligence Pos database. Click on the Build button. Registration Your Pos Unit Number needs to be keyed in the first time you start Counter Intelligence Pos. Click on the Save Button. You will then be prompted to confirm that you want to build a new Counter Intelligence Pos Held sales - database. Click on the Build button. 4

5 The Sales Screen 5

6 Setting up your System If this is the initial Set up of your system, Key in 0 at the Salespersons Name prompt and press Enter For subsequent access to these options you will need to sign on with a Salespersons Number that has the authority to perform these functions...communications with Version 4 of CIOFFICE There are 5 types of communication methods available. Remote, where the Pos Unit is on the end of a standard telephone line with a Modem, and the Pos Unit awaits a call from it s Head Office. Network, where the Pos Unit is on a Local or Wide Area network where the Windows Path to the CIOFFICE files is visable. Remote Network, where the Pos Unit is on a Local Area Network, where one of the Pos units is on the end of a standard telephone line with a Modem, and that Pos Unit awaits a call from it s Head Office. FTP Master, where the Pos Unit is initiating an Internet connection to an FTP Server using Windows Internet Connection. FTP Slave, where the Pos Unit is is on a Local Area Network, where one of the Pos units is initiating an Internet connection to an FTP Server using Windows Internet Connection. Select Setup, Communications Pos Unit is in a remote Store connecting by using a telephone line and Modem Click on Remote, then select the Modem from the list displayed. Tip: If you have more than one modem Click on to view more modems. Click OK to save settings, or Cancel to leave as is. Tip: If you only have one telephone line then key in (in 24 hour format) the time for Monitor From and press Enter, and Monitor To and press Enter. The modem will only answer calls during this period, e.g. 23:00 thru to 08:30. Pos Unit is on a Local or Wide Area Network Click on Network, then key into the Path: the full Window s Drive and Path names for the folder your Counter Intelligence Office Database resides in and press Enter. Click OK to save settings, or Cancel to leave as is. Tip: Do not change any other settings in this Window. 6

7 Pos Unit is on a remote Network of Pos Units Click on Network, then key into the Path: the full Window s Drive and Path names for the folder your Counter Intelligence Pos Database resides in, (Note: As each Pos has its own data files this will normally C:\Program Files\Counter Intelligence Pos) and press Enter. Click OK to save settings, or Cancel to leave as is. Tip: Do not change any other settings in this Window. Tip: You must set up a Windows Share to this Folder called CIPOS on all Pos Units on this Network. Use Windows Explorer to locate the Folder that contains your Pos Database (Normally this will be C:\Program Files\Counter Intelligence Pos). Right Click on the Folder, the Select Sharing and Set options as below. i.e. (Click in) Shared As, Key in CIPOS and press Enter, and. (Click in) Full. Click Apply and OK to save. Tip: For Windows XP and W2000, ensure all Users on the Network have full rights to these Shares. TIP: To check all Pos s are available to the Communications operation, move your mouse pointer onto the CIPOS Status Bar, hold down the Ctrl key, and Right Click the Mouse. A screen will display on the left hand side, all Pos Unit activity, and on the right hand side, the TCPIP addresses of all other POS PC s that are currently on line. Warning: You must set the TCPIP address to Type 3- Private Networks, for example , range, range,and range, with a subnet mask of are all fine. If the other PC s address does not appear as below, then you have not set the TCPIP addresses correctly as above. The capital Letters Y mean Zoff data is waiting to be picked up by Head Office. 7

8 Pos Unit is an FTP Master Click on FTP Master, then key in the Name of your FTP Server and press Enter. Key in your FTP Logon (User Name)and press Enter. Key in your FTP Password and press Enter. Key in (in 24 hour format) the time for Monitor From and press Enter, and Monitor To and press Enter. The Pos Unit will only look for Files from Head Office during this time. Tip: If you only have 1 Internet Account, set each Pos Unit to a different time slot. Click OK to save settings, or Cancel to leave as is. Pos Unit is an FTP Slave Click on FTP Slave, then key into the Path: the full Window s Machine and Share names for the folder your FTP Master Pos Unit s Counter Intelligence Pos Database resides in, and press Enter. Click OK to save settings, or Cancel to leave as is. Tip: Do not change any other settings in this Window. Tip: You must set up a Windows Share to this Folder called CIPOS on the FTP Master Pos Unit. Use Windows Explorer to locate the Folder that contains it s Pos Database (Normally this will be C:\Program Files\Counter Intelligence Pos). Right Click on the Folder, the Select Sharing and Set options as below. i.e. (Click in) Shared As, Key in CIPOS and press Enter, and. (Click in) Full. Click Apply and OK to save. 8

9 ..Communications with Version 5 of CIOFFICE There are two methods of Communicating with Version 5 of CIOFFICE, using an FTP Server, and XML Communications files, or Live Feed using.net Communicator. FTP and XML: Select Setup Communications Click on XML to select that option. This warning will be displayed. Click on Yes ONLY if you are installing a POS that will communicate to a Version 5 of Counter Intelligence Office Key in your FTP Server Name, (Most likely the Computer Name of the Server in an inhouse FTP Server) or the URL (or Fixed IP Address) of the site hosting your FTP Server, if you are using an external FTP Server. Key in your FTP Logon, and FTP Password. These will be your POS Windows Login for an inhouse FTP Server, or will be provided by your ISP, if you are using an external FTP Server. Select your Internet Connection, if your environment has more than just a local Network, or ADSL connection. Set the Receive Frequency, for example 15 mins, and the Receive From and To times. These times would normally be early morning, to allow the latest data from the Office to be picked up. A window of 30 minutes should be ample. If you have more than 1 POS in your store, and are using a Dial Up Connection to the Internet, or your office, then you can either have a modem in both POS units, connected using the same phone line, or set up Internet Connection sharing, if only one POS is to have a modem. Dial Up Internet Connection Settings To ensure your FTP Pos Unit releases it s telephone line, if you are using a dial up connection, after calling the FTP Server, ensure you change the Dial Up Adapter Settings to hang up at the first available opportunity. 9

10 Click, Start, Settings, Internet Options, Connections, Default Dial Up Settings, Properties, Configure, and (Click in) Disconnect after 1 minute. (The Minimun allowed) Click, Start, Settings, Internet Options, Connections, Default Dial Up Settings, Advanced, and (Click in) Disconnect if idle to 3 minutes. (The minimum allowed) Live Feed The Communicator.Net The Kudos Communicator.net.exe must be Run once from Program Files\The Communicator, after the CIPOS installation. See Windows, Start. Programs, The Communicator. Note: A Remote POS must be a client of the Organisation s VPN, or be connected to a Modem/Router that has a Fixed IP Address. Select Setup Communications Click on The Communicator to select that option. 10

11 This warning may be displayed, particularly if upgrading from a previous Communications method. Click on Yes ONLY if you are installing a POS that will communicate to a Version 5 of Counter Intelligence Office using Live Feed. There are two Security models available, Windows Integrated Security, or SQL Authentication. Consult your Network Administrator to detirmine what Security Model is used on your SQL Server at the Office. Key a combination of the SQL Server machine name\(and)sql Server Instance name into the SQL Server prompt, and press Enter Note: The SQL Server machine name may be the Server IP Address, your VPN Name, or the Windows machine name, depending on the nature of the environment. SQL Server uses Windows Integrated Security (Click in) Integrated Security. 11

12 SQL Server uses SQL Authentication Security Do NOT click in Integrated Security. Key your SQL Server Logon name into the Logon: prompt and press Enter Key your SQL Server Logon password into the Password: prompt and press Note: See your network Administrator for these details Enter Key the name of your Counter Intelligence Office database into the Database prompt, name and and press Press OK to Save these settings, or Cancel if you want to abandon them at this time. Enter..Credit Card Details These need to be set up only if you want to process Credit Cards manually, because you will not be using an Eftpos terminal. Select Setup, Credit Cards. Key in the card s Prefix and press Enter. Key in a Description of the Card and press Enter, Click in the Type column, then click on and select the type of card it is. Key in your Merchant Limit for this card and press Enter. Key 1 into the Card Number if you want check digit verification performed on the Card number entered, or 0 if you do not. Repeat until all cards you want to be able to manually process are entered. Click OK to save details. A list of the common Cards follows. Card Prefix 36 Diners 37 American Express 38 Diners 9US only) Visa/Mastercard 56 Bankcard/Mastercard 99 In House Charge Cards Tip: The entry of the Description, Type, Limit, and Card Number is optional...foreign Currency Details These need only be set up if you intend to accept foreign currency from your customers and have the system do the conversion calculations for you. Tip: These may be managed from your Counter Intelligence Office and the details sent to your Pos units during the Communications process. Select Setup, Foreign Currency Details 12

13 Key in the Description of the Currency and press Enter. Key in the Exchange Rate and press Enter. Key in the number of decimal Rounding Places you want to use in the exchange calculation and press Enter. Tip: The greater the number the more accurate the calculation. Key in the Currency number that you wish to use as the Change Currency and press Enter. Tip: Only key in a Change Currencey if you do not want to give the change in your Local currency. Repeat until all Foreign Currencies you want to be able to accept, are entered. Click OK to save details. For help in setting up Foreign Currencies see Help, Setup, Foreign Currencies...Layby Terms and Conditions This allows you to personalise the details to printed on Layby receipts so that your Customer can be informed of their obligations in respect of the layby. You can either load our suggested Terms and Conditions and Edit them, or Key in a new set. Select Setup, Layby Terms and Conditions (Click on) Yes if you wish to load and edit the suggested Terms and Conditions, or No to key in your own from scratch. When you have completed entering or editing your script, click OK to save details, or Cancel to discard the changes entered. 13

14 ..Payment Selections This allows you do define what methods of payment you are going to allow, and also lets you sequence them in the selection list, to suit your Store. Select Setup, Payment Selections To move a Used Method to the Unused Method, and vise versa, Double Click on the Method you want to move. To move a Used Method to a different row so that it appears in a different place in the list, highlight it with a single click, then click on the directional arrow on the right to move it in the appropriate direction. i.e. Up or Down the list. Click OK to save details, or Cancel to discard the changes made...cash Drawer Float This allows you to key in the amount of your till float that will be used in the Blind ZOFF reconciliation Select Supervisors Functions, Enter Float Key in the Amount of your float and press Enter. Click OK to save or Cancel to discard the changes made. 14

15 ..Screen Font This allows you to resize the displayed characters and boxes on the screen to make the screen easy to read. You may also choose the Font Type and characteristic. The settings displayed below are the most widely used. Select Setup, Screen Font Click on the Size, Font Style and Font you wish to try. Use the scroll bars to see more selections. Click OK to save details, or Cancel to discard the changes made...screen Colours You can bring vibrant colour to your screen by changing the Default Colour scheme for the Window and Menu colours This is not a function of Counter Intelligence, but is done in your windows setup. You must exit CiPos to do this. After exiting, right click on any clear part of the windows Desktop. You will see a screen similar to this. Click on the Appearance tab. 15

16 Select the Item: you are going to change the colour for by clicking on to view the choices. The two to change are Menu and Window. Click to load your selected type then change the colour accordingly. A good choice is Yellow for the Menu and Green for the Window. Click Apply then Ok to load your new settings. Restart CI POS...Your Logo on the Sales Screen Copy an Image File named "Logo.bmp" into the POS data directory. (This is normally C:\Program Files\Counter Intelligence Pos)..Logos on A4 Invoices Copy an Image File named "InvoiceLogo.bmp" or InvoiceLogo.jpg into the POS data directory. (This is normally C:\Program Files\Counter Intelligence Pos) The dimensions of the image should be 693 pixels wide x 124 pixels high in order to keep the aspect ratio correct. Otherwise the logo will end up looking distorted...logos and Footers on Thermal POS Printers These will be downloaded from Head Office and automatically sent to your printer, provided your printer is left on overnight when the Auto Process is run. The files are called ReceiptHeader.bmp or ReceiptFooter.bmp. 16

17 ..System Settings This is the area where you personalise the POS options to suit how you want to run your system. This must be done prior to the first communication from your Office. Pos Unit Number Trading Name Allow Layby Sales Always Print PLU on Receipt Card summary at Zoff Cash Rounding Display Prices in Individual cents Communication Retries Communication Debug Customer Display Customer Display Com Port EFTPOS Interface Installed Don t Require Credit Card Details to be Entered Don t Require Cheque Details to be Entered Force Saleperson Logon Key in the number assigned to this Pos unit and press Enter Key in your store s trading name and press Enter. Leave blank if you will be using a Logo downloaded from your Office. (Click in) if you want to sell items on layby (Click in) to print the PLU number on the receipt. Highly recommended as it makes processing a return much simpler (Click in) to print a list of all Credit cards used. Seldom used as Credit cards are normally done as EFTPOS Select the method of Cash Rounding you want to use by clicking on to view the choices. Click to load your selected type. (Click in) if you want to sell items in other than 5c increments. Leave as is. This sets the number of times the Pos will wait for communications to be established when a connection is broken. This is for Dealer use only. Leave as is. This allows the Dealer to analyse in some detail what is happenning during communications. This is only needed as a support aid to your dealer in the event of unreliable communications. If you are using a Customer Display select the model you are using by clicking on to view the choices. Click to load your selected type. If you are using a Customer Display select the com port you are using by clicking on to view the choices. Click to load your selected com port. If you are using Integrated EFTPOS select the type of System you are using by clicking on to view the choices. Click to load your selected type. Note: This option will only be available if you are Licensed for it. The Licensing becomes active after a Send all Data from the Computer running your Counter Intelligence Office Software Select how you want to handle the entry of Credit card details by clicking on to view the choices. Click to load your selected type.these details are seldom required as Credit cards are normally done as EFTPOS. (Click in) if you do not want to be prompted to Key in Cheque Details, i.e. Bank, Branch and Account number when you accept cheques for payment. (Click in) so that salespeople are forced to sign in each time a sale is commenced. Very important to do this if you want Detailed salesperson Analysis. 17

18 Tax Rate % Tax Registration Number Held Sales Directory Layby Deposit % Invoice Printer Next Customer Look Up Number Key in your GST rate and press Enter Key in your GST/ABN Number and press Enter If you have more than 1 Pos in this location, and you want to hold and recall a sale from any Pos unit, then enter the folder name where you will store these held sales. e.g. \\Pos 1\C\Held Sales, where Pos 1 is the Computer Name, C is it s share name, and Held Sales is the folder. Key in the % that will be used to caclulate the suggested deposit amount for a Layby, and press Enter If you want to print A4 Invoices for Account Sales select the printer you will use by clicking on to view the choices. Click to load your selected printer. Key in a number to use for the next available Account Look Up Number. Note this does not need to be different for each Pos, as the system will prefix it with the Pos number. Next Layby Sequence Number On Hand Enquiry Stock Code Length Receipt Heading Line 1 Receipt Heading Line 2 Key in a number to use for the next available Layby Number. Note this does not need to be different for each Pos, as the system will prefix it with the Pos number. Leave as is. Allows up to 15 characters to be entered. Key in your store s Address and press Enter. Leave blank if you will be using a Receipt Header Graphic image downloaded from your Office which includes these details Key in your store s Contact Details and press Enter. Leave blank if you will be using a Receipt Header Graphic image downloaded from your Office which includes these details Receipt Heading Line 3 Key in your or web site name and press Enter. Leave blank if you will be using a Receipt Header Graphic image downloaded from your Office which includes these details Receipt Printer Select the printer you will use by clicking on to view the choices. Click to load your selected printer. Tip. Check Help, Help topics, Printers to check your Printer Name set up in Windows is correct for your printer. This is to ensure the Guillotine cuts and the cash drawer opens automatically. Tip. If you want to run Pos without a printer, and be able to view receipts on the screen, add printtoscreen as an extension to the Target in the CIPos Icon. You will then be able to select a printer called Print Tto Screen. Demand Receipt Printer If you seldom print Receipts, but need the ability to print a receipt from time to time, imediately after the sale is completed, then disable the Receipt Printer above and set this option up. Select the printer you will use by clicking on to view the choices. Click to load your selected printer. Tip. Check Help, Help topics, Printers to check your Printer Name set up in Windows is correct for your printer. This is to ensure the Guillotine cuts and the cash drawer opens automatically 18

19 Display Printer Selection (Click in) if you want to be able to select which printer you wish to print your Receipts to each time a sale is made. Demand printer is Label printer Cash Drawer Com Port Receipt Trailer Line 1 Receipt Trailer Line 2 Sale Total Scale SalesPerson Report on Zoff Sales by Product Report on Zoff Print Held sale Dockets Tax Description Print Tax Total on Receipt Decimal Places for Quantities Cheques use EFTPOS validation Foreign Currencies are loaded from Office Print two Dockets Print two Invoices (Click in) if you want to use the Demand Printer to print Admission tickets, Gift Vouchers or credit Notes. Select the Com Port your Cash Drawer will use, by clicking on to view the choices. Click to load your Comm Port. Only use this option if your drawer is not connected via your printer, and has been wired to use a Com Port specifically Key in the first line of a message to your customers that will print at the end of the sales docket and press Enter. Leave blank if you will be using a Receipt Footer graphic image downloaded from your Office which includes these details. Key in the second line of a message to your customers that will print at the end of the sales docket and press Enter. Leave blank if you will be using a Receipt Footer graphic image downloaded from your Office which includes these details. Key in a larger number than 2 and press Enter. This will increase the size of the Sale Subtotal box on your sales screen. (Click in) if you wish to see the sales summary for each salesperson during the day using Xoff, and printed at the end of the day during Zoff (Click in) if you wish to see the sales summary for each Product sold during the day using Xoff, and printed at the end of the day during Zoff (Click in) if you wish to print a receipt when you put a sale on hold. Use this if you have multiple Pos units in your store, or you want tp print and save Quotes. Key in the description of your Tax. e.g.gst, VAT etc. (Click in) if you wish to print the amount of Tax that is included in the sale. This is the usual practice if you charge GST, VAT etc. Key in the number od decimal places you want to use if you are selling products that require them. e.g. Bolts of cloth, timber etc. (Click in) if you are using an On line cheque verification service in association with your EFTPOS service provider (Click in) if you are offering Foreign Currency exchange and you are getting your Exchange Rates downloaded fromyour Office. (Click in) if you always want an extra copy of the receipt for every sale. (Click in) if you always want an extra copy of the A4 Invoice printed when sales are charged to an Account The 19

20 second copy should be signed by the person collecting the goods Print Invoices GST Exclusive Gift Vouchers Serial Numbers Gift Voucher Sequence Number Price 5 is always used if present Price 2-5 to show as discount against Price 1 Price Override to be shown as net Receipt Discount printing (Click in) if you want your A4 invoices to look the same as if they were printed at the office.ii.e. sale lines GST exclusive with a GST total at the foot of the invoice. (Click in) if you are going to key in the Gift Voucher Serial Number so that Voucher Matching and reporting can be done at the Office Key in the Number of the first Gift Voucher available for sale. This can be overridden during the sale. Tip: Use a different sequence number range in each Pos or Store. (Click in) if you are using Price 5 as On special price. If a product contains an entry in Price 5 it will be used as the default selling price, for that item, rather than Price 1 (Retail) (Click in) if you always want the Retail Price to print on the receipt, and show any other selected prices as a discount from the Retail price (Click in) if, when you change the Retail price by keying in a different one, you always want the price entered to print on the receipt, rather than the Retail price less a discount. Select the way you want Discounts to print on the Reciept by clicking on to view the choices. Click to load your selection. Default Charge Account Type Reprint Dockets at Zoff Show Z/OFF Screen Z/OFF to be Blind Retain Float Set the most commonly used Account Type by clicking on to view the choices. Click to load your selection. (Click in) only if you want a complete reprint of the days receipts when you perform your end of day ZOff. (Click in) If you want to enter the number of actual notes and coins in the cash draw, before committing the Z Off. (Click in) If you do not want to display the days totals in the Z/OFF Screen. (Click in) If you use the same float each day. Once the float is entered, it will not need to be re-entered each day. Use Supplier Product Code on Sales Report EFT2000 EFTPOS uses Keyboard Card Reader Default Customer search to Look Up Number Print Stock In labels (Click in) if when printing the Sales by Product for the day you wish to see the Suppliers Product Code rather than your own Product Code. (Click in) if you are using EFT2000 EFTPOS as your provider, and you have keyboards with Card Readers attached, rather than using a Card Reader on the Pin Pad. (Click in) if you are going to use Customer Cards encoded with the Customers Look Up Number. (Click in) if you wish to print Price Labels on this POS Unit 20

21 Don t show Customer Account Balances Print all Subtotals on Receipts Tax Free Sales Auto invoke at Payment time Tax Free Sales Default Analysis Group Tax Free Sales Default Analysis Code Tax Free Sales Don t Require Flight Details Print Z/OFF to Demand Printer Stock Out Sequence Number CC Surcharge % Customer Marketing Message Only Open Cash Drawer for Cash Transactions Price embedded barcode layout (Click in) if you do not want to display Customer Account Balance details when selecting an Account to charge a sale or post a receipt to. (Click in) if you want to print each subtotal on thr Receipt when split tender occurrs (Click in) if you want the GST removed from each sale automatically. Used in Duty Free Store environment. Select the Analysis Group you will use to report on your Tax Free Sales by clicking on to view the choices. Click to load your selected Analysis Group. Key in the Analysis Code in the above Analysis Group you will use to report on your Tax Free Sales, and press Enter Select how you want to handle the entry of Flight details in Tax Free Sales, by clicking on to view the choices. Click to load your selected choice. (Click in) if you want to print the end of day Z/OFF reports to the Demand Printer Key in a starting sequence number and, if you are going to transfer Stock to other Stores. Prefix this with your Pos Unit Number so that it will be unique. e.g. Pos Unit 5 might start with 5001 Key in the percentage that you want to optionaly add to a sale if the Customer chooses to pay by Credit Card Key in the message you want to print at the foot of the Reciept when a sale is attached to a Customer Marketing Code. The following special imbedded words will automatically fill values from the Customers Marketing Details. %NextBreak% - The customers amount to purchase to reach the next break. %Amount% - The amount of the Marketing Break %Discount% - The discount that will accrue when the break is reached. %MARKETING1% thru %MARKETING10% - The 10 Marketing Fields The % signs must be keyed, and the above names keyed exactly as displayed above, (Click in) if you do not want the cash drawer opening unless cash is involved in the transaction. LLPPPPPXVVVVX. Prompt for rewards cards Rewards card prompt Audit trail for voided sales Attached scales Select the model of Scale you wish to use by clicking on to view the choices. Click to load your selected Scale 21

22 Scale COM Port Select the Com Port your Scales will use, by clicking on to view the choices. Click to load your Com Port. 22

23 Logging on to Counter Intelligence POS Until you log on as a salesperson, no functions will be operative. Even then, depending on Security Settings done the Office, you may not have all functions activated. In the Salesperson Name field, Key in your Salesperson Pin Number and press Enter. Note: the Pin number will be hidden. Once accepted, your name will appear in its place. Tip: Logging off from Counter intelligence POS occurs automatically when a different salesperson logs on. However, if you wish to log off manually press (up arrow) to take you to the Salesperson Name field then press Delete. It is recommended that the System Setting, Force Salesperson Logon, is checked. In this way you will be automatically logged off after each sale. See Setting up the System, System settings, Force Salesperson Logon Logging on when POS Analysis is active (aka Bus Tours) You will be presented with an additional screen, or screens, in which you key in, or select the Analysis Codes appropriate to your Customer. Key in the Analysis Code you want, or press (Down Arrow) to highlight the Analysis Code of your choice, and press Enter. Tip: You can expand the size of the analysis code window, to display more Codes, by clicking on the bottom of the window, and dragging it downwards. Signing in and out (for timekeeping purposes)..signing In Log on (if you are not already). Press the F9-Other (Other functions) key. Press S for Sign On In the Salesperson Name field, key in your Salesperson Pin Number, and press Enter. Press Enter again, if your Pin Number is less than 4 digits. Press Alt and C if you do not wish to Sign On at this time...signing Out Log on (if you are not already). Press the F9-Other (Other functions) key. Press F for Sign Off 23

24 Press Enter, if yours is the Name highlighted, or move to the required salesperson with the (Up Arrow), (Down Arrow), keys and press the Space Bar or (Click in ) to select, and or deselect, the required Salespersons. If you require Shift Totals, due to change of cashier, (Click in ) the Print End of Shift Report. This will print an XOFF for each selected salesperson signing off at this time, and clear their totals for that shift. Tip: If you have not signed off, you will be prompted to when you select the Z OFF Function. (End of Day) 24

25 Selling Items..Scan, Key In or Search for an item Log on (if you are not already) Scan the Barcode of the item(s) using a Barcode Scanner. Alternatively, key in the PLU number of the item and press Enter. Repeat this process, if you have more than one different item in the sale. Tip: If you do not know the PLU number you can also key in either the Stock Item Code and press Enter, or the Suppliers Stock Item Code, proceeded by a comma, and press Enter. In both cases you will be presented with a selection screen to confirm your choice of Stock item. Tip: If you do not know any of the codes associated with the item, you can Search for it by pressing the F12 key, then key in anything you think may be associated with the item and press Enter. In this example Court resulted in the following shoes being listed. 25

26 Use your Cursor control keys, (Up Arrow), (Down Arrow), Page Up or Page Down, or your scroll bars and mouse to locate the item you want to sell. Press Enter, or click on the highlighted line, to load it into the Sales Screen...Selecting an item from the Sales Unit Pop-up Window Press the (Down Arrow), to move to the desired choice, then press Enter to select it, or press (Alt C), or Click on Cancel to cancel the sale of this item at this time...selling multiples of the same Item.Small quantities: Press the + key to increase the quantity by 1 for each key depression. (Or scan the first item repeatedly) Tip: You can decrease the quantity entered by pressing the - key..large quantities: Press the (Up Arrow), and key in the quantity and press Enter 26

27 ..Deleting an unwanted Item from the Sale Screen Move to the unwanted item by pressing the Page Down key. If you get further down the screen than you meant to move back up by pressing the Page Up key. Once the item is highlighted, press the Delete key to remove it. 27

28 ..Substituting an Item sold as part of a Kitset Press the PgDn key to highlight the component in the kitset that you want to delete and replace. Press the Delete key to delete the component highlighted. Press the Shift and Insert keys together, and the following screen will be displayed. Scan in, or key in the PLU Number, or Product Code followed by Enter, of the Item you are including in the kitset, to replace the item you have just deleted. Returning an Item Log on (if you are not already), then Scan, Key In or Search for the item being returned. Press the - key to change the quantity to a return. 28

29 Notice how F8-Payment turns to F8-Refund awaiting a refund if no further Items are sold...returning multiples of the same Item.Small quantities: Press the - key to increase the quantity returned by 1 for each key depression. (Or scan the first item repeatedly) Tip: You can decrease the quantity entered by pressing the + key..large quantities: Press the (Up Arrow), and key in the quantity and Press Enter.Changing the Price of an item Exchanging an Item Log on (if you are not already), then Scan, Key In or Search for the item being returned. Press the - key to change the quantity to a return. Scan, Key In or Search for the relacement item. 29

30 If the Sale total is $0.00, then press F8-Payment and press s (for Cash) and press Enter If there is money to pay or refund then see Paying For, or Refunding a Sale. 30

31 Changing the Price of, or giving a Discount on, an item By Price Override: Press (Down Arrow) at the PLU prompt to move down to the price field, or the Total Amount field. Key in the new price, or Total Amount for that line, and press Enter If a screen like this pops up, you have tried to reduce the price more than you are entitled to. You can get a Salesperson with the appropriate authority to Log in here, or press the Esc key to return to the PLU Prompt. Select the Reason for changing the Price. Click on, or by pressing the (Left arrow) and (Right Arrow), keys to view the choices, and click, or press Enter, to select the one you want. 31

32 By Discount: Press F2-Discount Give a percentage Discount: In the Discount % field key in a percentage discount and press Enter. Give an amount of money as a Discount: Press Enter to move to the Discount Amount field and key in the amount of the Discount and press Enter. Enter the Discounted Sale Total value. Press Enter to move to the New Sale Total field and key in the new Sale Total Amount and press Enter. Select the Reason for giving the Discount. Click on, or by pressing the (Left arrow) and (Right Arrow), keys to view the choices, and click, or press Enter, to select the one you want. Click on OK or press (Alt O) to accept the discount and return to the sales screen, or Cancel or press (Alt C) to cancel the Discount and return to Sales Screen. If a screen like this pops up, you have asked for more discount than you are entitled to give. You can get a Salesperson with the appropriate authority to Log in here, or press the Esc key to return to the Sales Screen Discounting an entire sale 32

33 Press F2-Discount Give a percentage Discount: In the Discount % field key in a percentage discount and press Enter. Give an amount of money as a Discount: Press Enter to move to the Discount Amount field and key in the amount of the Discount and press Enter. Select the Reason for giving the Discount. Click on, or by pressing the (Left arrow) and (Right Arrow), keys to view the choices, and click, or press Enter, to select the one you want. (Click in) the Across All Lines box, or press the Space Bar. 33

34 Click on OK or press (Alt O) to accept the discount and return to the sales screen, or Cancel or press (Alt C) to cancel the Discount and return to Sales Screen. If a screen like this pops up, you have aked for more discount than you are entitled to give. You can get a Salesperson with the appropriate authority to Log in here, or press the Esc key to return to the Sales Screen Giving Discounts through Pos Promotions When you press F8-Payment any promotional Discounts due will automatically be displayed, and deducted from the amount due. Press Enter, or Click on OK to confirm, then continue with selecting the method of payment, or press the ESC key to return to the sales screen to add more items to the sale. 34

35 Giving away an item Log on (if you are not already), then Scan, Key In or Search for the item being sold for free. Note: This assumes the giveaway is not part of a Pos Promotion Giveaway already set up by Head Office. Press (Down Arrow) at the PLU prompt to move down to the price field. Key zero as the new price and press Enter If the Sale total is $0.00, then press F8-Payment and press S (for Cash) and press Enter If there is money to pay or refund then see Paying For, or Refunding a Sale. Giving away an item through Pos Promotions When you press F8-Payment the details of any promotional Giveaway items will automatically be displayed. Click on OK or press (Alt O) to accept the Giveaway item, or key in an alternative PLU number and press Enter if the displayed item is not available, or press (Alt C) or click Cancel to return to the sales screen, to add other items to the sale. 35

36 Changing an Item s Description After entering the item, press the (Down Arrow) three times to get into the Product Description Box. You may type directly over the Description, or press (Right Arrow) the type additional description as above, and press Enter. Adding extra Description Lines to a Sale Receipt At the PLU prompt, press * (Asterisk). Type in the descriptive information, and press Enter Adding Notes or Prompts to a Sale Receipt At the PLU prompt, press the # key followed by the prompt or note number and press Enter. Tip: These notes and prompts must be set up by Head Office. See Counter Intelligence Office Instruction Manual, Sales Notes/Prompts. 36

37 Sell a Gift Voucher Log on (if you are not already), then Press F9, then select Sell Gift Voucher,or press G. Press Enter to select displayed Voucher. To view other Vouchers press Pg Dn (Page Down), or Click on to view the choices, and click on the one you want, then press Enter after selecting it. Key in the Voucher Amount and press Enter. Confirm, or Key in the Serial Number and press Enter, if this option appears. Press Enter, Click on OK or press (Alt O) to complete the Gift Voucher sale, or Cancel or press (Alt C) to cancel the sale. Issue a Credit Note This will typically be required because an item has been returned. The Sale Total will be Negative, and the F8 Payment Button, will be displaying F8 Refund. Press F8, for Refund, Click on, or arrow down to, Credit Note, or press (Alt N), then press Enter. 37

38 If your system is configured to record Gift Voucher Serial Numbers key in the Serial Number and press Enter. Click on OK or press (Alt O) to complete the issue og the Credit Note, or Cancel or press (Alt C) to cancel the issue. Making a GST free Sale After entering all your items, but prior to processing the Payment, press the F9 Press V for Overseas Postage. (Other) key. Key in the amount of the Postage or Courier Charges required to send this parcel overseas (including the Decimal Point if the amount is not round dollars) and then press Enter. Press Enter, or Alt and O to move to the Payments Screen. You do not need to press the F8 (Payment) key, as you must now complete the Sale. Voiding the Sale before completing it Press the ESC key at any time whilst on this screen to Void the sale. 38

39 Press Enter to confirm the Voiding of the sale, or ALT and N to return to complete the sale. Voiding a sale after it has been completed. This function is no longer available Put a sale on hold and recall it later..put a sale on hold After completing the sale lines, but before selecting a Payment method, press F3 Press Enter or press ALT and O to put the sale on hold, No other details need be entered. Press ESC or ALT and C to cancel, and return to continue on with the Sale. Tip: If you wish to recall the held sale by using the Customers name or phone number etc. then move to the appropriate field with the (Down Arrow) and type in the details. See Recalling a sale as to how this is a useful feature for recalling sales at busy times, or in Department stores, where the sale may be Stored and recalled at different POS Units...Recall the sale Log on (if you are not already), then Press F3, Either, Key in the Job Number, or Name, or Phone etc. that you want to recall and Press Enter, or ALT and S, or, Press Tab, which moves you to the List Box above where you can search, by pressing (Down Arrow). Recall the sale by pressing Enter or ALT and L, or press ALT and C to leave the sale on hold at this time. Recording a Sale against a Loyalty/Marketing Customer Logon, (if you have not already). 39

40 Either before, or after completing the sale lines, but before selecting a Payment method, press F5 Tip: If the Customer has Special Pricing set up by your Office, then you must do this before commencing to key in, or scan the items. Press Tab, or (Down Arrow), to move to an apprpopriate box and key in your Customers details, and Press ALT and S, to conveniently locate his File. In the above example we have keyed a Name, but an entry in any box will search by what is keyed in. If no match is not found, you will be returned to that field, otherwise, a list of Customers that contain what was keyed in will be displayed. Press Tab, or (Down Arrow), to move to the Customer you want and press Enter to select it. The Customers Details will be displayed. Press Enter or ALT and O to acknowledge that the details are all correct, or press (Up Arrow) to move through the fields and key in any changes you wish to make. If there is no match, you have a new Customer to load. 40

41 Recording the Sale to a new Customer Loyalty/Marketing Customer When your Search does not return a Record for this Customer, you can create one. Press (Up Arrow) until you are at the Code: box. Key in a Code to identify this Customer and press ALT and A, to add this Customer Code to the File. Press Tab to activate the Customer Marketing Details area, then press (Down Arrow), to move through each prompt, keying in the details you wish to record for this Customer. At the Group prompt, select the Group you want to attach this Customer to,by clicking on to view the choices. Click to load your selected type. You will not be able to key data into some fields, as these are updated only by the System, or Head Office. Press ALT and O to save the details, and proceed with the sale. 41

42 Paying for the Sale..Cash payments Press the F8 (Payment) key. If cash is not the first Payment Option in the list, Press the S key, or press (Down Arrow), to move down to Cash.. If the customer tenders the exact change for their purchase, press Enter, or Alt and O, otherwise key in the amount tendered (including the Decimal Point if the amount is not round dollars) and then press Enter, or Alt and O..Charging a Surcharge for using a Credit Card Press the F8 (Payment) key. Press F9 (CC Surcharge) key. If EFTPOS is not the first Payment Option in the list, Press the E key, or press (Down Arrow), to move down to EFTPOS. Tip:If this is to be applied in a split payment situation, ensure your Credit card component is processed last...eftpos and Credit Card payments (Non Integrated) Press the F8 (Payment) key. If EFTPOS is not the first Payment Option in the list, Press the E key, or press (Down Arrow), to move down to EFTPOS. 42

43 Press Enter, or Alt and O or Alt and C to cancel and choose another payment method 43

44 ..EFTPOS and Credit card payments (Integrated) Press the F8 (Payment) key. If EFTPOS is not the first Payment Option in the list, Press the E key, or press (Down Arrow), to move down to EFTPOS. Press Enter, or Alt and O. Follow the prompts on the Screen provided by your EFTPOS provider, or or Alt and C to cancel and choose another payment method...cheque payments Press the F8 (Payment) key. Press the H key, or press (Down Arrow), to move down to Cheques. Press Enter, or Alt and O If you have selected the option in Set Up - System Settings, to also enter the Cheque Details, so that you may print out a lodgement strip during the ZOFF at the end of the day, then the following screen will appear. Customers Cheque will look like this Cheque Bank/Branch Account In the Branch Number field key in the Bank and Branch number (e.g ) and press Enter. In the Account Number field key in the Account number (e.g ) and press Enter. In the Cheque Number field key in the Cheque number (e.g ) and press Enter. Press Enter, or Alt and O or Alt and C to cancel and choose another payment method 44

45 ..Manual Credit card payments This is a seldom used method, as most Credit Cards are processed through the EFTPOS system. This would only be used it you do not have an EFTPOS machine, and process your Credit Cards using a ZIP Zap machine. Press the F8 (Payment) key. Press the appropriate key, e.g. V key for Visa Cards, or press (Down Arrow), to move down to the appropriate Credit Card Name. Press Enter, or Alt and O If you have selected the option in Set Up - System Settings, to also enter the Credit Card Details, so that you may print a list of cards used during the ZOFF at the end of the day, then this screen will appear Tip: You must set up the details of each type of card you are going to accept, in Set Up Credit card Details, otherwise this message will appear each time a Card is entered, and you will not be able to finalise the sale Swipe or key in the credit card number, for example, and press Enter Key the name on the credit card, for example, Joe Bloggs and press Enter Key in the card expiry date, for example, 02/04 and press Enter. Press Enter, or Alt and O to finalise the sale, or Alt and C to cancel and choose another payment method. 45

46 ..Charge a Sale to an existing Credit Account Press the F8 (Payment) key. Press the A (Account) key and press Enter The Customer Search screen will appear. Press Tab, or (Down Arrow), to move to an apprpopriate box and key in your Customers details, and Press ALT and S, to conveniently locate his File. In the above example we have keyed a Name, but an entry in any box will search by what is keyed in. If no match is not found, you will be returned to that field, otherwise, a list of Customers that contain what was keyed in will be displayed. Press Tab, or (Down Arrow), to move to the Customer you want and press Enter to select it. The Customers Details will be displayed. 46

47 Key in the Customers Order number and press (Down Arrow). If you want to change any of the Customers Address or contact details at this time press (Down Arrow) to move through the fields and key in any changes you wish to make. Press ALT and O to save the details, and complete the sale. Tip: If your Customer has a Price Number, other than Retail, as his default Price, you will be prompted to repeat the above process, once the correct prices have been substituted for the Retail prices. If there was no match when you attempted to locate the Customer, you have a new Customer to load...charging a Sale to a New Credit Account When your Search does not return a Record for this Customer, you can create one. Press (Up Arrow) until you are at the Code: box. Key in a Code to identify this Customer and press ALT and A to add this Customer Code to the File. Key in the Customers Order number and press (Down Arrow), Press the Space Bar to add this Customer to your Customer Loyalty program, and/or press (Down Arrow), to move through each prompt, keying in the details you wish to record for this Customer. At the Group prompt, select the Group 47

48 you want to attach this Customer to,by clicking on to view the choices. Click to load your selected type. At the Account Type prompt, select the Account Type you want to attach this Customer to,by clicking on to view the choices. Click to load your selected type Press ALT and O to save the details, and proceed with the sale...foreign currency payments Press the F8 (Payment) key. Press the appropriate key, e.g. U key for US Dollars, or press (Down Arrow), to move down to the appropriate Currency Name. Counter Intelligence POS automatically calculates and displays the amount owing in the foreign currency. If the customer tenders this amount press Enter, or Alt and O, otherwise key the amount tendered (including the Decimal Point if the amount is not round dollars) and then press Enter, or Alt and O Note: Change amounts are always given in your local currency unless set up to give alternative currency as change by your Head Office....Redeem a Gift Voucher/Credit Note Press F8. Press I. The available Gift Vouchers will be displayed. Press the (Down Arrow) to select an alternative Gift Voucher type. Key in the Voucher Amount and press Enter. Key in the Serial Number and press Enter, if this option appears. If the Voucher is deemed not to be valid, the voucher has not been issued or has already been redeemed, a message will be displayed. Click the appropriate response. Note: If you Select Yes these details are passed to the Gift Voucher Matching Screen at the Office, and will be highlighted with an appropriate warning. 48

49 If your response is No, then clear the Serial Number from the box, and either click Cancel or key in the correct Serial Number and press Enter. Press Enter, Click on OK or Alt and O to complete the Gift Voucher redemption, or Cancel or Alt and C to cancel...split tender payments Press the F8 (Payment) key. Press the appropriate key, e.g. S key for Cash, or press (Down Arrow), to move down to the appropriate Payment Name. Key in the amount tendered (including the Decimal Point if the amount is not round dollars) and then press (Down Arrow),.until you reach the next desired payment method. Key in the next amount tendered (including the Decimal Point if the amount is not round dollars) and then press (Down Arrow), until the Left to Settle is $0.00. Press Enter, or Alt and O to complete the Sale, or Alt and C to to return to the Sales screen...splitting the Bill over a number of people This is a feature used in Bars and Resturants, where a bill is to be split up amongst the group. Press the Shift and F8 (Payment) keys simultaneously. The Shared Payment Window will appear. Key in the number od Guests that the bill is to be spread over and press Enter. Key in the number of people that this payment is to cover and press Enter. Press the appropriate key, e.g. S key for Cash, or press (Down Arrow), to move down to the appropriate Payment Name. Key in the amount tendered (including the Decimal Point if the amount is not round dollars) Press Enter, or Alt and O to complete the payment, or Alt and C to to return to the Sales screen. Continue this until the bill is paid in full. 49

50 ..Place Goods on layby Press the F4 Layby key. The minimum Deposit Amount displays automatically. Press Enter to choose that amount or key in a new amount (including the Decimal Point if the amount is not round dollars) and then press and press Enter The default Deposit Method is Cash. Press Enter to choose that method or, select a different method from the drop-down list, by pressing (Down Arrow), to select the Deposit Method you want, then press Enter. Key in the Customer Name and press F12 (Search). If this Customer has had a previous Layby, the Customer Details will be loaded in automatically. If no matching details are found, this is a new layby Customer. Press Alt and C to to return to the Layby screen. Press Enter to accept the Customer Name, key in the Customer Phone number and press Enter and key in the Customer Address lines followed by Enter. Press Enter or Alt and O to complete the Layby, or Alt and C. to Cancel it, and return to the Sales screen. You will get one further opportunity to review the Name and Address Details Press Enter or Alt and Y to confirm the Layby details are correct, or or Alt and Y to return to the Layby Details to make corrections. Tip: The Bin Location field can be left blank at this stage, and once the goods are placed in their correct location, this field may have the Location keyed in by Pressing the F4 Layby key prior to the commencement of a sale. This is a valuable aid in locating laybys quickly, for stores that have a lot of laybys, as it means you do not have to keep them in any sort of sequence, but place them where space permits. Print an Admission Ticket, Gift Voucher or Credit Note After the sale has been completed, Press the F10 Receipt key. Note: For this option to work, you must tick the System Option, Demand printer is to be label printer, and the appropriate Label format included in the POS Communication set up at the Office. Key in the number of Tickets, Vouchers etc. that you require and press Enter 50

51 Update the Location of a Layby Key in your Salepersons Code, and press Enter Press the F4 (Layby) key. Ignore the fact that the screen is the same as for Layby Payments Key in either the Layby number, (Just the main part of the number. e.g ), or the Customers Name into the Layby Number field, and press Enter. Tip: Put an + (Plus) between the first and second names to get an exact match. Press Enter to select the details. If you ony keyed part of the name, or your Customer has more than 1 layby, you may need to press (Down Arrow), to locate your Customer. Press Enter to Payment Amount. Key into the Bin Location field, the label of the Bin or Rack where you placed the Layby and press Enter. Press Enter or Alt and O to save the Location, or Alt and C. to Cancel it, and return to the Sales screen. Return an Item from a layby that has multiple items on it Key in your Salepersons Code, and press Enter. Press the F9 (Other Functions) key. Press the Y key. Key in either the Layby number, (Just the main part of the number. e.g ), or the Customers Name into the Layby Number field, and press Enter. Tip: Put an + (Plus) between the first and second names to get an exact match. Press Enter to select the details. If you ony keyed part of the name, or your Customer has more than 1 layby, you may need to press (Down Arrow), to locate your Customer. 51

52 Press (Down Arrow), to locate the PLU Number of the item being returned. Press Enter to confirm the selection of the PLU, then key in the quantity to be returned and press Enter. Press Enter or Alt and O to confirm the return, or Alt and C. to Cancel it, and return to the Sales screen. 52

53 Cancel an uncompleted layby Key in your Salepersons Code, and press Enter. Press the F9 (Other Functions) key. Press the U key. Key in either the Layby number, (Just the main part of the number. e.g ), or the Customers Name into the Layby Number field, and press Enter. Tip: Put an + (Plus) between the first and second names to get an exact match. Press Enter to select the details. If you ony keyed part of the name, or your Customer has more than 1 layby, you may need to press (Down Arrow), to locate your Customer. Key in the amount, if any, you are going to retain for Admin costs recovery (including the Decimal Point if the amount is not round dollars) and press Enter. Press Enter or Alt and O to confirm the cancellation of the Layby, or Alt and C. to Cancel it, and return to the Sales screen. The Payments screen will then display the Amount of the Refund to give the Customer. If cash is not the first Payment Option in the list, Press the S key, or press (Down Arrow), to move down to Cash.. Press Enter, or Alt and O, to complete the cancellation, or Alt and C to Cancel the transaction and return to the Sales Screen to delete the line completely. 53

54 Receive layby Payments Key in your Salepersons Code, and press Enter. Press the F9 (Other Functions) key. Press the L key. Key in either the Layby number, (Just the main part of the number. e.g ), or the Customers Name into the Layby Number field, and press Enter. Tip: Put an + (Plus) between the first and second names to get an exact match. Press Enter to select the details. If you ony keyed part of the name, or your Customer has more than 1 layby, you may need to press (Down Arrow), to locate your Customer. Key in the amount of the payment (including the Decimal Point if the amount is not round dollars) and press Enter. Press Enter or Alt and O to confirm the payment, or Alt and C. to Cancel it, and return to the Sales screen. The Payments screen will then be displayed. Refer to the Paying for the Sale section for details. Reverse a Layby Payment Key in your Salepersons Code, and press Enter. Press the F9 (Other Functions) key. Press the R key. Key in either the Layby number, (Just the main part of the number. e.g ), or the Customers Name into the Layby Number field, and press Enter. Tip: Put an + (Plus) between the first and second names to get an exact match. Press Enter to select the details. If you ony keyed part of the name, or your Customer has more than 1 layby, you may need to press (Down Arrow), to locate your Customer. 54

55 Key in the amount of the payment you are reversing (including the Decimal Point if the amount is not round dollars) and press Enter. Press Enter or Alt and O to confirm the reversal, or Alt and C. to Cancel it, and return to the Sales screen. The Payments screen will then be displayed. Refer to the Paying for the Sale section for details. 55

56 Receive Payment on a Credit Account Key in your Salepersons Code, and press Enter. Press the F9 (Other Functions) key. Press the A key. The Customer Search screen will appear. Press Tab, or (Down Arrow), to move to an apprpopriate box and key in your Customers details, and Press ALT and S, to conveniently locate his File. In the above example we have keyed a Name, but an entry in any box will search by what is keyed in. If no match is not found, you will be returned to that field, otherwise, a list of Customers that contain what was keyed in will be displayed. Key in the amount of the payment (including the Decimal Point if the amount is not round dollars) and press Enter. The Payments screen will then be displayed. Refer to the Paying for the Sale section for details. If you want to change any of the Customers Address or contact details at this time press (Down Arrow) to move through the fields and key in any changes you wish to make. Press ALT and O to save the details, or Alt and C. to Cancel it, and return to the Sales screen. Complete the method of payment. Refer to the Paying for the Sale section for details. 56

57 EFTPOS Cash Out Key in your Salepersons Code, and press Enter. Press the F9 (Other Functions) key. Press the E key. (Cash Eftpos) Key in the amount of the payment (including the Decimal Point if the amount is not round dollars) and press Enter. Press ALT and O to save the details, or Alt and C. to Cancel it, and return to the Sales screen. Expenses paid out (Supervisor function) Key in your Salepersons Code, and select Supervisor Functions by pressing Alt and U. Press E (Expense Payouts). Press (Down Arrow) to highlight the appropriate Expense Payout reason and press Enter. Key in the amount of the payment (including the Decimal Point if the amount is not round dollars) and press Enter. Press ALT and O to save the details, or Alt and C to Cancel it, and return to the Sales screen. Tip: Expense Payout Reasons must first be defined at Head Office Exchanging Foreign Currency Key in your Salepersons Code, and press Enter. Press the F9 (Other Functions) key. Press the X key. (Exchange Foreign Currency) Press (Down Arrow) to highlight the appropriate Currency and press Enter. Key in the amount of the currency to be exchanged (including the Decimal Point if the amount is not round dollars) and press Enter. Press ALT and O to save the details, or Alt and C to Cancel it, and return to the Sales screen. Tip: Foreign Currency Types must first be defined at Head Office, or in Set Up Foreign Currency Details, if Head Office is not going to maintain them, and the rates may be changed at any time. 57

58 Entering the Cash Drawer Float (Supervisor Function) If you intend to key in the details of the Cash Drawer at the end of the day, then you need to key in your float, to enable the correct Unders/Overs to be calculated. This is cleared at Z OFF, so it needs to be keyed in each day. Key in your Salepersons Code, and select Supervisor Functions by pressing Alt and U. Key in the total of the amount of the notes and coins that make up the float, (including the Decimal Point if the amount is not round dollars) and press Enter. Press ALT and O to save the details, or Alt and C to Cancel it, and return to the Sales screen. Transferring Stock to another Location. Key in your Salepersons Code, and press Enter. Press the F9 (Other Functions) key. Press the T key. (Stock Out) The next Reference will be automatically displayed. If it does not, then see Setting up your System, System Settings. Key in, or select the Code of the Branch you are transferring to, or press Alt and (Down Arrow) to see the choices. Use (down arrow) to move to the required Branch, and press Enter to load it. Key in the PLU number of the item and press Enter. Alternatively you may Scan the Barcode Label, or press the F12 key to Search by Product Code, or Description. Key in the Quantity being transferred and press Enter. Repeat the last two steps until all stock to go to this Location is entered. Tip: If you make an error and want to delete a previously entered line, Press the ESC key to close the current line, then Click in the Left Most Column, on the line you wish to delete, and press the Delete key. Press Alt and P, to Save the Transfer and have two copies of the Transfer Docket printed. You may then enter the next Stock Transfer, or Press Alt and C, to return to the Sales Screen. Tip: Send one copy of the Transfer Docket with the Stock, and retain the other copy for your records. 58

59 Receiving Stock from another Store. Key in your Salepersons Code, and press Enter. Press the F9 (Other Functions) key. Press the I key. (Stock In) Press Enter. Key in the Reference and press Enter. Tip: The Reference is printed on the Transfer Docket which should have accompanied the Stock. Key in From POS and press Enter. Tip: The POS number the transfer has come from is also printed on the Transfer Docket which should have accompanied the Stock. If the Stock transferred to you matches what the Transfer Docket shows, press the Space Bar which will put the in, the Transfer Complete column. Press Enter to complete the Transfer. If the stock received does not match the accompanying Transfer Docket, then press Enter to move to the PLU Number column. Key in the PLU number of the item and press Enter. Alternatively you may Scan the Barcode Label. Key in the Quantity received and press Enter. Repeat the last two steps until all stock received for this transfer is entered. Press Alt and C, to return to the Sales Screen. Receiving Stock from a Supplier Key in your Salepersons Code, and press Enter. Press the F9 (Other Functions) key. Press the I key. (Stock In) Press (Down Arrow) and press Enter on New Stock. There are two possible scenarios 1.A Delivery of a previously entered Purchase Order that you confirm has been delivered as Ordered, and you do not require Price Labels, as these may have been preprinted by your Head Office. 59

60 Key into the Delivery Number box, the Delivery Docket Docket/Packing Slip/Invoice number and press Enter. Key in your Companies Purchase Order Number and press Enter. Press the Space Bar to, or (Click In) the Complete box. Click Print, or press Alt and P, to save the Delivery and have two copies of the Delivery confirmation printed. Click Save, or press Alt and S, to save the Delivery without printing the Delivery confirmation. Click Close, or press Alt and C, to return to the Sales Screen. 2.Any other Delivery. Key into the Delivery Number box, the Delivery Docket Docket/Packing Slip/Invoice number and press Enter. Key in your Companies Purchase Order Number, if relevant, and press Enter. Press Enter until the Print Labels prompt is highlighted. If Labels are required for this delivery press the Space Bar to the box. Press Enter to move down to the Code column. Key in, either the Stock Item Code, (.)PLU Number, (,)Suppliers Code or (/)Barcode of the item you want to deliver and press Enter. If you only entered part of the Code to locate the Item, press (Down Arrow) to move to the correct Stock Item then press Enter to load it. Key in the quantity being delivered and press Enter. If this is a Colour/Size item the grid will appear and you can key in the quantities for each size. Move around the grid with the Enter or arrow keys. Tip: Leave the grid by pressing the Shift and Enter keys together. Key the Unit Price, if it is available. If it is not, then the price will be inserted during Posting at the Head Office. Press (Down Arrow) to key in the next Stock Item. Press Alt and P, to save the Delivery and have two copies of the Delivery confirmation printed. Press Alt and S, to save the Delivery without printing the Delivery confirmation. Press Alt and C, to return to the Sales Screen. To Print Price labels, see Set Up, Print Price Labels. 60

61 Checking availability of Stock at other Locations Key in your Salepersons Code, and press Enter. Press the F9 (Other Functions) key. Press the O key. (On hand By Branch Enquiry) Key in, either the Stock Item Code, PLU Number, (,Suppliers Code) or scan the Barcode, of the item you want to review the Stock Holding of, and press Enter, if necessary.if you only keyed part of the Code, then select the Code you want from the browse screen using your mouse or (arrow keys) and Double Click on it, or press Alt & U, to load it and display the Details. You can scroll through the various Colours and Sizes, if appropriate, using the Right Hand Scroll Bar or (arrow keys). Tip: If you do not know any of the codes associated with the item, you can Search for it by pressing the F12 key, then key in anything you think may be associated with the item and press Enter. In this example Court resulted in the following shoes being listed. Select the Code you want from the browse screen using your mouse or (arrow keys) and Double Click on it, to load it and display the Details. Tip: You can leave this screen minimised on your Start Bar, for convenience. Click Close (Alt C) to exit. 61

62 Checking how the day is going (X OFF) Key in your Salepersons Code, and select Supervisor Functions, by pressing Alt and U. Press X (X/OFF). Press Enter to view the Items Sold today, thus far. Press Alt and L, to view the performance of each of your Salespersons for today, thus far. Press Alt and C, to return to the Sales Screen. Tip: To view the Sales Reports you must first turn the options on in SetUp System Settings. 62

63 Viewing / Reprinting past transactions Key in your Salepersons Code, and press Enter. Press the F9 (Other Functions) key. Press the V key. (View/Void Reprint Sale) Press the H key. (History) Key in, for the period you are reporting on, the From Date and press Enter and the To Date and press Enter Or Click on the to Select your dates. Press the, or click on the scroll bar to locate the transaction you are looking for. Click Print, or press Alt and P, to print a copy of the transaction. Click Close, or press Alt and C, to return to the Sales Screen. 63

64 Viewing Progress for the Day for Pos Analysis Codes (aka Bus Tours) If this function is active, you will see an additional option when performing an X/OFF Press Alt and A, to view the totals of each of your POS Analysis Codes for today, thus far. Viewing and Printing a particular Analysis Codes Totals Key in your Salepersons Code, and press Enter. Press the F9 (Other Functions) key. Press (Down Arrow) to move to Analysis CodeTotals. Key in the Analysis Code you want, or press (Down Arrow) to highlight the Analysis Code of your choice, and press Enter. Press Alt and P, to print the Analysis totals to your printer. Press Alt and C, to return to the Sales Screen. Printing End of Shift Reports If you operate in the environment, where one salesperson only, uses a POS for a given time, then signs off and takes the Cash Drawer insert away, you may wish to see the End of Shift Report, which can be printed at Sign Off time. This will contain all the details in an XOFF, for just that salesperson. If the option Print ZOFF to Demand printer is set on, this report will also print on the Demand printer. 64

65 Perform End of Day Function (Supervisor Function - Z OFF) You must be signed in and have Supervisor Authority to perform this function. Select Supervisor Functions ( Alt and U ). Select Z/OFF. Or Press Z. If you have the BLIND ZOFF option set on you will have the option to key in the contents of the cash Drawer. Key in the number of each of the notes and coins you have in the draw and press Enter after each one. Click OK to complete the Z OFF or Cancel if you do not wish to Z OFF at this time. 65

66 Reports available at Z/OFF The days totals (Z/OFF Report) will be printed on the receipt printer, followd by 2 Copies of the Cheque Listing, and subject to the appropriate System Settings you may also have a Salesperson Report and a Sales by Product Report. Audit Trial for Pos 1 Performed: May 14, 2002 at 15:20 Sales $3, Sales Journal Analysis less Discounts $ Line # less Returns $ Credit Sales Account * $2, (Add lines 1,& 6,and deduct 7&8) Net Sales $2, Credit CC Commission Collected 3.17 Plus CC Surcharge (Add lines 2 & 5) plus Sales Tax $ Credit GST Collected/Tax Control * $ plus GST $ (Add lines 3&4) Credit Debtors/Layby Control $ $2, (Add lines 9,10,12,14 plus GST Exempt CC Surcharge.90 5 and deduct 11 &13) plus GST Exempt Sales $ less GST Exempt Discounts $ Credit Unredeemed Vouchers (Line 15) $ less GST Exempt Returns $ Credit Postage (Line 16) $ Gross Sales $2, Total Credit Postings $4, plus Paid on AC/HP $ plus Paid on Layby $ less Layby Reversals $ plus Layby Returns $ less Layby Product Refunds $ plus Layby Refunds $ plus Vouchers Sold $ plus Postage $ To be Accounted For $4, ======= Cash $1, Debit Bank Account * $2, Cheques $17.00 (Add lines 17, 18 & 25) Debit Debtors/Layby Control $ Banking Total $1, (Add lines 22 & 24) Debit Credit Card Control $1, EFTPOS $ (Add lines 19,20 & 21) Visa $24.90 Debit Unreedeemed Vouchers(Line 23) $ MasterCard $59.55 Debit General Expenses (Line 26) $ Total Visa M/Card EFTPOS $ Total Debit Postings $4, Amex $ Diners $ * Subject to Discrepancies (Unders/Overs) Other Cards $1, Charged on AC/HP $ Vouchers Redeemed $ Laybys $ US Dollars 410 $ Expense Payout Newspaper $ Total $4, ====== 66

67 ..Printing Price Labels This option allows you to print price Labels, either automatically after entering a delivery from a Supplier, or by manually selecting an item and the quantity of labels you want, providing you have a printer capeable of printing labels and a label layout has been downloaded from the Office. Note: Graphic Images will not print on Labels printed at Pos, however barcodes will.. Select Setup, Print Price Labels Select the printer to print the labels on Provided a delivery has been entered and Print Labels checked, this is the screen you will see. Click Print or (Alt and P) to print your labels, or click Close or (Alt and C ) to return to the Sales Screen. To print Labels manually, (Click in) Stock In Labels to remove the check, if there is one. Key in the Stock Item Code, or part of it and press Enter. If you keyed in only part of the Stock Item Code use your arrow keys or mouse to find the correct Item. Click on it, or press Alt and U to select it. Key in the quantity, and press Enter. Click Print or (Alt and P) to print your labels. Repeat the above steps for each Stock Item you want tp print labels for. Click Close or (Alt and C ) to return to the Sales Screen. If your Stock Item is a Colour Size item, then after selecting your Style Code you will be presented with a Grid in which to key your quantities. 67

68 Move around the Grid using your arrow or keys. Key in the quantity of the Size/Colour combination and press Enter. Press Alt and P to print your labels. Repeat the above steps for each Stock Item you want tp print labels for. Press Alt and C to return to the Sales Screen. Log off from Counter Intelligence POS Logging off from Counter Intelligence POS occurs automatically when a sale is completed, providing the Setting Force Salesperson Logon is set on. See Set Up System Settings. However, if you wish to log off manually click in the Salesperson Name field of the main window and press Delete. Printing or Viewing Reports or Memos sent from CIOffice These are saved into the User Files folder inside your Counter Intelligence Pos Folder, which normally resides indide the Program Files folder on your local Drive C. Use My Computer, or Windows Explorer to locate the files. Double Click on them to View, and or, to Print them. 68

69 Recovering Lost Days Transactions When a ZOFF is done, a copy of both the Current Data File, excluding the days transactions, and a separate file with the days transactions packed ready to be sent to your Head Office, are saved in the backup Folder within your Counter Intelligence Pos data folder. Each days transactions are uniquely identified as follows. CL_TX_Pos Number_YearMonthDayHourMinuteSecond.zip To restore a range of days, or a given day, copy the appropriate files and paste them into the Counter Intelligence Pos data folder. Tip: This should only be done if requested by your Head Office. Replacing an Pos database that is not working The Backup file that is placed in the Backup Folder as shown below, may be unzipped back into the Counter Intelligence Pos data folder to replace a damaged and unusable one. Double Click on it to unzip it. 69

70 Tip: Make sure you set the destination folder (Extract to: to the correct folder. Normally this is C:\Program Files\Counter Intelligence Pos Click Extract to replace your damaged file with the Backup taken after the last ZOFF done. Tip: This should only be done if requested by your Head Office. Tip: If you still cannot open the file, the probable cause is an incomplete or corrupt transmission file from Head Office. To delete this file, open Explorer, and find the folder C:\Program Files\Counter Intelligence Pos Click on the CMTX file, and press Delete Tip: This should only be done if requested by your Head Office. Integrated Eftpos Considerations Ths following Integrated Eftpos Software and Hardware are supported. Australia Pceftpos Software from Ingenico. See The hardware that is compatible with this Software is as follows: Px318 Pin Pad and P66 Modem. Note: This modem cannot be used for CI Communications. The Banks that can Process transactions from Pceftpos and Counter Intelligence are: ANZ, Bankwest, St George EFTLINK Software from UMD. See The hardware, available from CBA, that is compatible, is the Comm 2000 unit, and modem. The CBA in the only bank that can process transactions from EFTLINK and Counter Intelligence. New Zealand Pceftpos Software from Eftpos NZ Ltd Px318 Pin Pad and This is only available with the ANZ as the transaction processor EFT2000 Software from Advantage 70