Getting Started Guide TRS Version 11

Transcription

1 Getting Started Guide TRS Version 11 The purpose of this document is to provide enough start-up information to allow you to enter customers, set up inventory, and ring up a basic POS sale. It will also point you in the direction of the next steps in setting up your TRS system. It includes information on setting some of the more important options, as well as some useful hints/tips. Various documents will be referenced, such as the Hardware and Software Installation Guides, Knowledge Base articles and the TRS User s Guide. If do not have printed copies of the guides, you can find the documents on the TRS Installation CD or on the Support/Documents page on the JMM website. Knowledge Base articles can be found on the Support/Knowledge Base page on the JMM website.

2 Copyright 2011 JMM Software, Inc. All rights reserved. Printed in the U.S.A. Any production or transfer of all or part of this document without written permission from JMM Software is strictly prohibited. The hardware and software described in this manual are subject to change. Although we make every endeavor to ensure accuracy, JMM assumes no responsibility for any information that may be obsolete or erroneous, or for how this manual is used. Mail JMM Software, Inc. 316 El Portal Way San Jose, CA Telephone Phone: (408) Fax: (703) Website JMM Software, Inc. Getting Started Guide for TRS11 Page 2

3 Where do I Start? Install the Hardware (Computer, Scanner, Cash Drawer, etc.) Network the TRS Computers (optional) Install TRS Software from the TRS Installation CD Have Data Converted (optional) Getting Started Guide Use Attend JMM s Training Classes Enter Data Continue Refer to the Installation Manual(s) included with your TRS purchase for instructions on installing the hardware. All hardware purchased from JMM must be installed and tested within two weeks of arrival. If something is found to be defective, a replacement will be shipped immediately (with an RMA issued for the return). After the two-week window, the hardware cannot be returned and will have to be repaired or replaced via the manufacturer s warranty. If you need assistance with this step, contact JMM s Technical Support. A support representative will assist you in this step and make sure it is all working properly. For hardware purchased from another source (not JMM), contact them for assistance. JMM recommends a wired network (not wireless) for TRS. If you need assistance with this step, contact your computer provider or support technician. For further details refer to the Wired Networking for TRS article in the Installation section of the Knowledge Base. Refer to the Software Installation Manual(s) included with your TRS purchase for instructions on installing the program. If you need assistance with this step, contact JMM s Technical Support. A support representative will assist you. Contact JMM s Technical Support to arrange the conversion of data from your old system (if applicable) to TRS. Important: Do not add any data or do any setup in TRS prior to data conversion. this guide to gather your information and get started entering customers, inventory and POS transactions into TRS. If you purchased training, check the schedule at and the instructor (at training@jmmsoftware.com) to sign up for classes. If you wish to purchase training, contact JMM or the instructor. entering data needed to run TRS. JMM Software, Inc. Getting Started Guide for TRS11 Page 3

4 Part 1: Beginning Steps to Get Going Bypass Security Use Continuous Login Many functions of TRS are already set as protected and require a security code to access them (you can change this later). TRS comes set up with a default administrative-level user and password: admin That security code will access any function in TRS. However, instead of having to enter a security code repeatedly when you are initially setting up your system, it is easier to temporarily bypass security by using the continuous login feature. Go to Security>Continuous Login from the TRS menu. Using this method, once you put in the password, it will stay in effect until you go to Security>Log Out or exit TRS. Continuous login with the admin security code should only be used when initially setting up your system and until you finalize your security settings. Important: Using continuous login with the admin security code is not recommended to run TRS on a daily basis. Configuration Wizard The Configuration Wizard is used to enter the initial setup information. If you installed TRS from the installation CD, you were prompted to continue through the Configuration Wizard. If you did not use the wizard, you should do so now. From the TRS menu, go to Edit>Configuration Wizard. When the initial screen displays, click the Click Here to Begin button. This process allows you to specify: The module tabs to display on your screen Your state sales tax(es) Other initial setup options When you have finished making the selections, click the Finish button. Minimal Steps to Get Up and Running Point of Sale You can get started using TRS quickly and easily by using the minimal steps outlined in this guide. In this portion of the guide you will be led through minimal steps to enter: Customers Inventory Point of Sale transactions In Part 2 you will be introduced to the next steps to refine and expand your TRS system. JMM Software, Inc. Getting Started Guide for TRS11 Page 4

5 Customers The Very Basics Chapter 3 of the User s Guide contains the details about the Customers module. Although there are lists that can be set up (listed in Part 2 of this guide) that will save you keystrokes when entering new customers, none of them are strictly required. The customers screen is displayed above. To add a new customer, click the enter the last name and phone number. Click the button to save the record. button. At the very least, Refer to the Set Up Lists section of this guide for a list of things you should set up at some point to refine your customer entry process. Inventory The Very Basics Chapter 11 of the User s Guide contains the details about Inventory. There are several set-up steps that must be done before beginning to enter inventory items into TRS. At a minimum you should: Set up Departments (Edit Lists>Department Names) Enter a Vendor list (Edit Lists>Vendors) Set up the Auto Barcode Generator parameters (POS>Options>Inventory tab) The following discussions provide some basic information about these tasks. For more information refer to the User s Guide. JMM Software, Inc. Getting Started Guide for TRS11 Page 5

6 Set Up Departments It is important to decide on and set up your department structure before you enter your inventory and begin entering sales transactions in POS. Each item in your store s inventory will be assigned to a department. You will also need departments for non-inventory items such as classes, repair parts, repair labor, postage and/or shipping and handling. Once you have your department names/numbers planned out, use Edit Lists>Departments to set them up. Departments are used to capture and categorize sales and cost totals for the Profit by Department report, and optionally, to export those totals to QuickBooks. In addition, they allow you to easily search inventory items by department and run reports, set up sale specials, or perform other tasks on a range of products, such as changing prices. The format for department numbers is like an outline where each major category can have subcategories to break down the data into more detail. There can be up to 99 sub-categories in each major category. For example, departments are sub-categories of department 100, and departments are sub-categories of department When you print a Profit by Department report, the sales details will be subtotaled by major category. You should set up a department (category) for each type of inventory you carry (such as notions, fabric, patterns, books, and threads). Each of these departments could be major or you could define some of them as major ones with the others as sub-categories (see the examples of partial department lists below). Sample Department List 1 Sample Department List Notions 1500 Notions 101 Scissors 1505 General Notions 102 Needles 1510 Rulers 103 Books 1515 Patterns 200 Thread 1600 Thread 201 Sewing Thread 1605 Mettler Thread 202 Embroidery Thread 1610 YLI Thread 203 Quilting Thread 1615 Superior Thread 300 Fabric 1700 Fabric 301 Moda 1725 $10 per yard fabric 302 Kona 1750 $11 per yard fabric 303 Maywood 1775 $9 per yard fabric 390 Kits 2000 Kits 400 Classes 3000 Classes 500 Shipping & Handling 4000 Miscellaneous 1000 Promotions & Coupons 4010 Shipping & Handling 4020 Promotions & Coupons JMM Software, Inc. Getting Started Guide for TRS11 Page 6

7 Even though departments can be changed and added later if you need to refine your list, it is advisable to set up the list as completely as possible at the beginning. Set Up Vendors Each vendor you purchase from must be set up in TRS before you begin entering inventory. At the very least, enter the vendor names. Later, when you are entering your inventory, you will select the vendor for each product. Go to Edit Lists>Vendors (Sources) to input your vendors. The Electronic Order Sending section (for ordering from Bernina, Brewer, Pfaff, Viking and other vendors) is discussed in the Sending Orders Electronically section of Chapter 14 of the TRS User s Guide. There is also a Knowledge Base article on the JMM website explaining how to create a file to upload orders to the Brewer/Bernina B2B website that uses the Electronic Sending data. Automatic Barcode Generator Most products come with their barcode printed on the packaging, but occasionally you will need to create a barcode. TRS can automatically generate barcodes based on a couple parameters you define in the POS>Options>Inventory tab (displayed below). JMM Software, Inc. Getting Started Guide for TRS11 Page 7

8 Use the Prefix field to enter something that will make your generated barcodes unique, to avoid any possible conflict with pre-printed vendor barcodes. One suggestion is to use your store s zip code. Use the # of additional digits field to add to the prefix to create the barcode. In the screen above that number of digits is 6, thus, allowing you to generate 999,999 barcodes. Leave the Last # Used field blank (or set it to 0) it will automatically update. The next barcode number generated will increase by one, with that new number updated into this field. POS Product Inventory and Vendor Inventory TRS has two different data types pertaining to inventory: POS Product Inventory (what you carry in your store) and the Vendor Products Inventory (what you can order for your store). The POS Product database stores all of the important information about the products that you have in your store inventory, such as the description, retail price, actual paid cost, and quantity on hand. The Vendor Products database stores information about ordering products, such as the vendor s part number, order quantity minimums and wholesale cost. When you enter an item into POS Products using the Add New Product button, TRS automatically sets up the Vendor Product information. You can also download whole lists of products available from your suppliers into Vendor Products. The advantage of downloading/importing lists of products into Vendor Products is that you do not have to type in as much information about each product; you can search for the item and add it with all the details provided by the vendor into your POS Product inventory list. It is also possible to obtain lists of specific products you have ordered from some vendors. Those lists can be used to automatically set up new products in your store inventory. Each of these options will be explained below. Inventory Data Entry Options There are a few different ways (methods) to enter the inventory items you carry in your store. Following are instructions for three different methods. Import Vendor Product Lists and add selected items to your store inventory. Enter items directly into your POS Products file. Use the Orders Module to enter new products, as well as add to the inventory count of items already set up. You can mix and match these methods to suit your needs. Import Vendor Product Lists A few vendor product files are available to download from JMM Software (from the JMMSoftware.com website in the Customers Only area). To access this portion of the website, you will need your store s user name (the JMM Customer Number found on the Important Information about Your TRS Software sheet included with the software) and password (initially set to your store s zip code). We have found most vendors will provide you with an Excel spreadsheet of their items list (catalog) or the items you have ordered from them. The essential fields to request from your vendor are: Part # Description Wholesale Cost UPC/Barcode JMM Software, Inc. Getting Started Guide for TRS11 Page 8

9 Other fields to request include: Price Quantity Per Part Number Minimum Order Quantity Using the free vendor conversion tool, provided by JMM Software, you can create a special file and import these Excel spreadsheets into the vendor product file or directly into the POS inventory file. The Vendor Conversion program is included with TRS and can be found in the TRS program group on the Start menu. Once the correctly formatted data file is created (in the.dbf file format), you can import that data into the Vendor Products and/or the POS Products file. The import feature is found by selecting Inventory>Import Vendor Products from the TRS menu. The Import Options displays as follows. Fill in the necessary fields on the Import Options screen. Refer to Chapter 12 in the TRS User s Guide for more information. Once you have selected the file and vendor, you can usually accept the default entries for the download. If you are importing a general list of products you could order from a vendor (a catalog), JMM recommends that you Do not add them into your POS Products database. If you are importing a list of products that you have actually purchased (not just a product catalog list) and the list contains the barcodes, you can add them to both the POS Products and Vendor Product lists. You will still need to access each item individually and enter the quantity on hand and select a department. Once the product list is imported into TRS Vendor Products, you will then select the items you carry in your store and have the system add them to your POS Products Inventory. JMM Software, Inc. Getting Started Guide for TRS11 Page 9

10 Adding Items from Vendor Products to POS Products Once you ve imported the desired vendor products, you can indicate those items you have on-hand and add them into the POS Product Inventory. Begin by selecting Inventory>Edit Vendor Products. Use Quick Search to find the product or part number to add to inventory and use the Edit button to make any changes to the fields on this screen. It is very important to make sure there is a Part# (use the barcode if you do not have the vendor s part number) and a wholesale cost entered on this screen. Click the Add/Edit in POS Products button. The Edit Products screen will display the selected item. Adjust the Current Inventory and any other fields as necessary. A full discussion of these fields can be found in the Adding New Products section of Chapter 11 of the TRS User s Guide. Entering Items Directly into POS Products For those items that weren t imported as vendor products, go directly to POS Products Inventory (Inventory>Edit POS Products) and enter them manually. Detailed information about POS Products can be found in Chapter 11 of the TRS User s Guide. The POS Products screen is displayed above. To add a new item, click the Add New Product button. Enter the product details. It is very important to enter the vendor details (vendor, vendor part number and cost) as well as the inventory details. The New Product screen (shown next) presents the basic fields you need to enter a new item. JMM Software, Inc. Getting Started Guide for TRS11 Page 10

11 Once you have entered an item, you can use the Copy Item to New Item button to enter similar items. The New Product screen will be displayed pre-filled with many of the fields from the previous item, saving you time and keystrokes. Add Beginning Inventory Using the Orders Module You can use the Orders module in TRS to set up and enter your inventory items. Begin by creating purchase orders that correspond to your product invoices. Using those invoices, create a manual order by clicking the button and selecting the vendor from the drop-down menu. Enter each item on the order by adding a blank row and entering the barcode, part number, cost and quantity ordered. JMM Software, Inc. Getting Started Guide for TRS11 Page 11

12 Important: You must enter a part number for a Vendor Product to be created when you Check In/Receive Stock. If you don t know the barcode or the product does not come barcoded, leave that field blank on the order grid. You can enter the barcode (or generate one automatically) when you check in the order. However, be sure to include the vendor part number, the wholesale cost you were charged for each item, and the amount ordered, as well as the product description (as you d like it printed on your customer s receipts). Once you have the items entered on the order, click the Check In/Receive Stock button to update your inventory with the items in this order. If a product does not exist in your inventory you will be prompted whether to create it. Answer yes and follow the prompts to assign a barcode (scan or autogenerate one) and add it to POS Products. Tips for Entering Fabric Inventory There are several different ways to handle fabric inventory: A unique barcode for each bolt (must use this method for online stores) the advantage of this method is your fabric inventory will be tracked with actual cost per yard. A barcode for each price point the advantage of this method is the simplicity of only creating a few items in inventory (such as $10 per yard fabric, $11 per yard fabric, and so on). A barcode for each fabric collection the advantage of this method is easily tracking older out-ofdate collections (by date entered) so you can, perhaps, put them on sale to move them and make room for newer products. If the fabrics in the collection have different prices, you can leave the price zero and you will be prompted to enter it at the time of the sale. You can decide to use any one of these individually, or mix and match. For instance, you may want to barcode fabric that can be reordered with a unique barcode per bolt and barcode those that typically cannot be reordered using the price point or collection method. Tips for Existing Stores TIP TIP Because setting up your entire inventory can be a process completed over a period of time, it is recommended that you set up generic items so you can begin using POS to track your sales immediately. Start by setting up an item for each of your departments; use the department number for the Item ID for easy of entry. Click the Don t Track Inventory checkbox for these items. This keeps the system from accumulating a negative quantity on hand and/or from alerting you that the item is out of stock. Very often stores with existing inventory (especially fabric and scrapbook stores) find the idea of entering all those items overwhelmingly daunting! Those customers often approach inventory by letting the existing inventory flow through a generic item. You would set up one item (or even several items) for existing inventory (i.e., fabric or paper) and then set up the new items individually as they are received. Serialized Inventory NOTE If your store doesn t carry serialized or big ticket items, skip to the next section labeled, Point of Sale Transactions The Very Basics. TRS tracks serialized inventory by both POS Product Inventory and Serialized Inventory, so the typical inventory information (such as description, barcode, vendor and re-order details) is tracked, as well as the JMM Software, Inc. Getting Started Guide for TRS11 Page 12

13 serial numbers (and any special details such as notes and costs). When a serialized item is sold, it is recorded in the Sales tab before creating a POS sale ticket and the serial number is transferred to that record. When that sale is paid through the Point of Sale tab, the inventory item will be reduced. Before you can set up and use serialized inventory, you must set up the lists of makes and models for the serialized items you sell. You will also need to set up an inventory item for each make/model you carry and enter the barcodes in the models list for cross-reference. Following are the steps to accomplish this and a more in-depth description of the process. Set up an inventory item in Inventory>Edit POS Products for each make/model you carry. Do not enter the amount on hand. Set up the makes and models in Edit Lists>Makes and Edit Lists>Models (include the barcode set up in the previous step). Enter the serial numbers for each machine in Serialized Inventory. The associated inventory item s amount on hand will be updated accordingly. Set Up POS Products for Each Serialized Item Enter each serialized machine or big-ticket item (by make/model) into POS Products. Refer to the previous Inventory Data Entry Options topic. Set up the items as you would any other item; however, do not enter anything in the Current Inventory field for amount-on-hand. This will come later. To make the next step easy, perform a search by department to obtain a found set (search results) of your serialized items. To print this list, click Inventory Report then Standard in the For Found Set portion of the Edit POS Products screen. Print the list to have an easy reference of the barcodes for the next step in this process. Set Up Makes and Models In order to integrate the POS Inventory, Serialized Inventory and Sales properly, you must set up the lists for each make and each model of machine (or other serialized items) you carry in inventory. First, set up the makes in Edit Lists>Makes. This is a simple list of the manufacturers whose products you carry. Once you have set up the makes, enter the models you carry in Edit Lists>Models. To set up models you will also need the department number(s) and the barcodes (Item ID) for each model. The barcode field must have an entry in the Models List Editor for these products to be recognized as serialized inventory. TRS will cross-reference the inventory item based on this barcode with the serial-numbered item and decrease both inventories when a sale is made. Use the Standard Inventory Report from the previous step for a list of barcodes for these items. NOTE You MUST enter the barcodes exactly as you did in Inventory>Edit POS Products including any capitalization. If they do not match exactly, TRS will not deduct your serialized sales from inventory. The following diagram shows these screens and how they work together. JMM Software, Inc. Getting Started Guide for TRS11 Page 13

14 Enter Serial Numbers On the Serialized Inventory screen, select the Make and then the Model from the drop-down menus for the machine(s) whose serial numbers must be entered. Then, click the Add New Serial #(s) button. Enter each of the serial numbers pressing Enter after each one (illustrated on the following diagram). When you have entered all of the serial numbers for the selected make and model, click the Save and Exit button. Answer the prompts as appropriate. Serialized Inventory Sales Once the inventory/serialized inventory is entered, you can select serial numbers from a list you display on the Sales screen. When you are entering a sale, select the correct Make and Model from the drop-down lists first. Then, instead of typing in a serial number for that item, click the Select From List button to select a serial number from your inventory (as shown in the following diagram). JMM Software, Inc. Getting Started Guide for TRS11 Page 14

15 When you save the sale, the serial number will be removed from your serialized inventory and stored with this record. Entering Serialized Inventory Purchases When you purchase (increase) serialized inventory by either checking in items in the Orders module or by adjusting items in Edit POS Products or by the Enter Re-ordered Items function, you will be prompted to enter the appropriate number of corresponding serial numbers. If you increase the inventory by entering serial numbers in Serialized Inventory, the corresponding POS item will be increased accordingly. JMM Software, Inc. Getting Started Guide for TRS11 Page 15

16 Point Of Sale Transactions The Very Basics Chapter 10 of the User s Guide contains the details about the Point of Sale module. You can begin to ring up sales as soon as you have some customers and some inventory items in the system. (Remember, your state sales tax was set up by the Configuration Wizard and each inventory item has appropriate taxes associated with it.) To start a new sale, indicate who the sale is for: Make the ticket for an anonymous customer by clicking the New Anon. Sale button Search for an existing customer using the E-Z Customer Search on the Point of Sale tab On the Customers tab, search for the customer using the E-Z Customer Search button or set up a new customer and click the New POS Sale button Scan a customer loyalty key tag on either the Customers tab or the Point of Sale tab Enter some items on the sale ticket. You can: Scan or type in the barcode Add an item by searching by description Choose an item from Quick Pick To finish the sale, click the Total button and indicate the tender taken by clicking the appropriate button (Cash, Check, Charge, or Debit). JMM Software, Inc. Getting Started Guide for TRS11 Page 16

17 Part 2 Continuing to Set Up TRS System Options Many important settings can be entered in POS Options. From the TRS menu, go to POS>Options. These settings customize and define the various options available in TRS. These options are divided into tabs as follows: Hardware defines printer, cash drawer, and pole display options. Taxes defines tax rates and applications. Department Options apply department codes to repairs, classes, and so forth. Printing define numerous options for receipt and label printing. Inventory define parameters for generating bar codes, set defaults for new inventory items, and options for ordering. Customer Rewards define specifics of accumulating volumes, dollars, and reward goals. Accumulations define the types of transactions that may be accumulated for customer rewards. Discounts define options for discounts. Miscellaneous Options define numerous options such as clerk login parameters, using POS categories, calculating commissions, and more. The explanation of these options can be found in the TRS User s Guide, in Chapter 2. Set Up Lists Lists contain the values that will display in the drop-down field entries (and other pre-defined field options) throughout TRS. Each program module has certain set-up steps that should be completed before using that module. Many of these initial steps involve setting up the data in Edit Lists. Set up these values from the Edit Lists menu in TRS. Select the list to modify and the values currently set up in that list display. (If you are setting a list up for the first time, there may be no entries displayed.) Using the List Editors The list editor screens all work basically the same way, however, some are very simple (just item and list order), while others are more complex. Two sample screens are discussed here. JMM Software, Inc. Getting Started Guide for TRS11 Page 17

18 A simple list editor is displayed below. To add a new entry to a simple list, click Add Blank Row. A new row will appear; type in the new value to add to the list and press Enter. To modify a particular entry, select it with the mouse so it is highlighted, type in the new value, and press Enter. To delete an entry from the list, highlight it and click Delete Selected Row. Select Yes when it prompts whether to delete it. To change the order in which the entries display in the editor screen, click on a column heading to alphabetize or sort it. (This does not change the display order in drop-down menus, only in the list editor.) Optionally, you can specify the order the entries display on the module tab use the LISTORDER field. To set the list order, enter numbers into this field beside the options you want to display at the top of the selection list. The ones left blank will display in alphabetic (or numeric) order. You can print the list by clicking Report (Print). The more complex screens require more entries illustrated with the following screen the Vendor List Editor. JMM Software, Inc. Getting Started Guide for TRS11 Page 18

19 These screens use the standard navigation bar to add, edit, delete, save and cancel entries, as well as scroll through records. To add a new entry, click the button. A blank record displays. Fill in each field as needed. The List Order field works the same on these screens as it does on the simple list editors. When you have made the necessary entries, click the list by clicking the Report (Print) button. button to save the record. You can print the Lists Needed For Each Module The following table summarizes which modules or functions of TRS use these user-defined entries. As you implement each module, you can use this table to determine which lists must be set up first. Tab Customers Sales Repairs Leads Classes Sections Accounts/Layaways POS Serialized Inventory POS Inventory POS Vendor Products Orders User-Defined Lists Customer Classifications Cities Custom Taxes Zip Codes Makes Models Sale Types Methods of Payment Stores (optional) Technicians Repair Accessories Repair Service Requests Repair Work Performed Methods of Payment Stores (optional) Make Model Demo Lengths Lead Statuses No drop-downs Instructors Methods of Payment No drop-downs POS Categories (optional) Tender Types (optional) Makes Models Vendors Department Names Vendors Vendors Store (optional) JMM Software, Inc. Getting Started Guide for TRS11 Page 19

20 Tab Easy Service Rentals User-Defined Lists Service Type Service Options/Notes Service Items to Return Service Tech Notes Store (optional) Make Model Rental Accessories Rental Notes Rental Periods Rental Rates Store (optional) There are some lists on the Edit Lists menu that only apply to the modules that are not used by your business (such as Repairs, Sales, Serialized Inventory, etc.). If you have turned off those modules using the Configuration Wizard, the corresponding list editor options will not display on the Edit Lists menu. Other Useful Settings Footers To customize the messages at the bottom of print-outs such as POS receipts, sales invoices, repair claim checks, etc., set up footers. From the TRS menu, select File. The options for editing several footers will display. These are messages that print at the bottom of receipts and forms. You might use these to explain your return policies, class cancellation policies, etc. You only need to edit those that apply to your store, so you can skip the sale, repair, and quote footers if they aren t relevant. The receipt or form on which each of the footers will print is listed in the following table. Footer Sale Repair Quote Class Special Order Layaway/Account POS Easy Service Rentals Prints On Invoices from the Sales tab Claim checks and invoices from the Repairs tab Quotes from the Leads tab Supply lists and class confirmations from the Classes/Sections tabs Special Order confirmations from the Orders tab Account printouts from the Accounts/Layaways tab Receipts and invoices from the Point of Sale tab Claim checks and invoices from the Easy Service tab Return slips and invoices from the Rentals tab From the File menu, select the footer you wish to set up. Enter the desired verbiage in the text editor that displays (shown below). JMM Software, Inc. Getting Started Guide for TRS11 Page 20

21 You can enter as many lines of text as you need. You can also restrict the text entry to 40 columns (check the Limit width to 40 columns checkbox at the bottom of the screen) so it will fit on a receipt instead of a full sized sheet of paper. Quick Picks Use the Quick Pick feature on the Point of Sale tab. Instead of scanning a barcode to sell an item, the Quick Pick feature lets you select an item from a group of buttons on a special window. You can set up items that are difficult to barcode so they can then easily be added to the sale ticket. Quick Picks take the place of a barcode cheat sheet you might keep by your register. To use this feature, click the Quick Pick button instead of scanning an item on a POS ticket, then find the item and click its button to add it to the sale. For more information about setting up and using Quick Pick, refer to Chapter 10 of the TRS User s Guide. Backing Up Your Data It is extremely important that you make frequent backups of your data. And, now during startup is a great time to get in the habit! Losing all this important data and having to start over would not be pleasant or productive. Backing up is fast and easy. Go to the Total Retail Solution program group (Start/All Programs/Total Retail Solution 11) and select Backup Data Sender. Refer to Chapter 19 of the TRS User s Guide for step-by-step instructions. TIP A procedure that we recommend for storing your backups off site: Perform the backup to a USB flash drive. Each time you backup (daily), take the flash drive home and copy it to a directory you have set up to store backups on your home computer. At the end of each month copy that month s backup to a CD for storage. After creating the CD you can delete the files from your USB flash drive and your home computer and start over. The advantage of this method is it creates daily backups in case of data loss on your hard drive or an error that you find several weeks after-the-fact. It takes the data off site in case of a catastrophe at your store. And, by keeping your backups on CD, you can go back to any period of data in the event of an audit. JMM Software, Inc. Getting Started Guide for TRS11 Page 21

22 Next Steps Consult the User s Guide for more in-depth information. Like us on Facebook for periodic announcements, offers and business tips. Join the TRS online Yahoo User Group (for details go to Explore the online Knowledge Base at Sign up for online training classes. JMM Software, Inc. Getting Started Guide for TRS11 Page 22