TRIADR. Manager s POS Strategy Guide

Transcription

1 TRIADR H a r d L I N E s & L U M B E R Manager s POS Strategy Guide

2 Foreword This manual contains reference information about Triad s hardgoods retail software products. The software described in this manual, as well as the manual itself, are furnished under the terms and conditions of a license agreement. The software consists of software options which are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Triad. From time to time, Triad makes changes to its software products. Therefore, information in this manual is subject to change and the illustrations and screens which appear in the manual may differ somewhat from the version of the software provided to you. Created by Learning Products Development Copyright 1994, 1995 by Triad Systems Corporation. All rights reserved. Printed in the United States of America. Hardlines and Lumber Division 3055 Triad Drive Livermore, CA Publication No Revision No. 4966

3 Contents Using This Strategy Guide Overview The Purpose of This Strategy Guide Who Should Use This Strategy Guide How This Strategy Guide is Organized Conventions Used in This Strategy Guide Using the Training Mode Entering the Training Mode Exiting the Training Mode Where to Get Help POS Packages and Transactions Overview Introduction Software Packages POS Transactions Sale Credit Memo Estimate Bid Order Open Quote Quote Special Order ROA Voiding Information What You Should Do Now Setting Up POS Overview Introduction Entering Your Store Record How Security Works Setting Up Security Looking at Function MUR Looking at Function MSE Looking at Function MTR Recording Sales By Salesperson The Two Ways to Record Sales Who Receives Credit For the Sale? Displaying Invoicing Constants. 3-8 Looking at Screen Looking at Screen Looking at Screen Setting Up Terminal Constants Setting Up Paid Out Reasons i

4 Contents What You Should Do Now Promotions Overview QuickView and QuickRecall Overview Introduction Setting Up QuickView Determining Short Descriptions Setting Up Terminal QuickView Defaults Setting Up QuickRecall Setting Up QuickRecall Constants What You Should Do Now Setting Up Bar Codes Overview Introduction Setting Up For Bar Code Scanning Setting Up Display Constants Setting Up POS Terminals Loading Bar Codes Loading Bar Codes With Function MUPC Checking Bar Codes With Report RAP What You Should Do Now Introduction Entering Items For Promotion Entering Promotion Items With Function MIP Entering Promotion Items With Report RPD Entering Items Electronically Checking the Promotion File Contents Checking the Contents With Function MIP Checking the Contents With Report RPM Checking the Contents With Report RIS Activating Promotion Prices Tracking Promotion Sales Taking Items Off Promotion Using Function IMU For Promotions What You Should Do Now Gathering POS Information Overview Introduction ii

5 Contents Checking Daily Sales Checking Monthly Sales Checking Pending Transactions.7-4 Checking Pending Items Checking the End-of-Day Reports Report RPE Price Exception Report Report RDI Daily Inventory Update Report Report RDS End of Day Sales Totals Report Report RDJ Daily Journal Report Report RCK Check Register Report What You Should Do Now iii

6 Contents iv

7 1 Using This Strategy Guide Overview This chapter presents the following information. Who should use this guide page 1-2 How this guide is organized page 1-2 Conventions used in this guide page 1-3 Using the Training Mode page 1-3 The purpose of this guide page 1-2 Where to get help page 1-6 Overview1-1

8 1 The Purpose of This Strategy Guide The purpose of the strategy guide is to provide information about getting started with the point-of-sale (POS) and promotion applications of your Triad system. The strategy guide is designed to be used in conjunction with the Manager s POS Workbook. The strategy guide does not contain all the information about each function and report and therefore does not replace the other manuals you received. When you have completed this strategy guide and the workbook, you will have the basic information you need to use your Triad POS and promotion applications. The strategy guide is purposely short on detail to get you up and running faster. Who Should Use This Strategy Guide This guide should be read by anyone with decision-making authority and involved with setting up security, POS, and promotions. How This Strategy Guide is Organized This guide includes the following chapters: 1 Using This Strategy Guide describes the strategy guide, its structure, and the conventions that help you find the information you need. 2 POS Packages and Transactions looks at the different software packages available and POS transaction types. 3 Setting Up POS presents information about how to set up security, store and terminal constants, and paid out reasons. 4 QuickView and QuickRecall presents information about how to set up QuickView short descriptions and terminal defaults, and QuickRecall constants. 5 Setting Up Bar Codes presents information about how to set up store and terminal constants, and how to load bar codes. 6 Promotions presents information about how to enter, check, activate, and track promotion prices. 7 Gathering POS Information presents information about how to check daily and monthly sales, check pending items and transactions, and check end-of-day reports. 1-2 The Purpose of This Strategy Guide

9 Conventions Used in This Strategy Guide The following style conventions have been designed to help you use the strategy guide and the inventory and purchasing applications more effectively. 1 Convention Entries Keys Messages Exercises Footer Description Actual entries you type at the terminal keyboard appear in boldface type. For example, type POS. The keys you press to perform a function at the terminal appear in boldface type inside angle brackets. For example, <Enter>. The messages and prompts you receive from the Triad system are presented in special type. For example: PLEASE PRESS INVOICE. You will practice POS procedures using the Training Mode. Each exercise begins with this symbol:. At the bottom of every page is a footer. Use this as a guide when looking up information. Look at the bottom of this page to see an example of a footer. Using the Training Mode You do not need to have access to your Triad system to complete the strategy guide, but it can make the concepts easier to understand. If you are looking at function and report screens while reading the strategy guide, be sure you are in the Training Mode. It is important that you work in the Training Mode when you are using the workbook, or practicing with the guide. If you are not, you risk changing or losing permanent information that may be set up in the Live Mode. Live Mode data is the real information on your Triad system, such as customer names, customer balances, inventory numbers, sales histories, and purchase orders. Conventions Used in This Strategy Guide1-3

10 1 Entering the Training Mode Prior to entering the Training Mode for the first time you must do the following in Live Mode. 1. Set up a user record in Function MUR. 2. Add bit #125 to the user record in Function MSE. Only user records with bit #125 can access the Training Mode. If you need more information about how to use MUR and MSE, refer to your Manager s POS Workbook, Functions Manual, and Security Guide. To enter the Training Mode do the following: 1. At the login prompt, type TRAIN. 2. Press <Enter>. 3. Enter your name and password on the Signon Screen. Your screen will display the message, WOULD YOU LIKE TO INITIALIZE ALL TRAINING FILES? You have two options: Type YES to initialize. or Press <Enter> to ignore. Type YES if you want to initialize the Training Mode training files. Initializing will erase any work that you may have done previously in the Training Mode. It will refresh the information in the Training Mode back to the original data needed to complete the workbook. For example, you would type YES if you have completed the workbook and now one of your co-workers is about to start the workbook exercises. Press <Enter> to ignore if you do not want to initialize the Training Mode. Ignore initialization if you do not want to erase any of the work you may have done in the Training Mode. For example, you would ignore initialization if you were in the middle of a chapter and had to exit the Training Mode to go to the Live Mode. When you enter the Training Mode later you do not want to erase any work you have done so far, so you would ignore initialization. 1-4 Using the Training Mode

11 Your screen will look like this after you typed YES to initialize or after you pressed <Enter> to ignore: 1 On your screen you will see the banner at the top: APPLICATION TRAINING MODE. If you do not see that banner, follow the preceding steps for entering the Training Mode. Exiting the Training Mode To exit the Training Mode and return to the Live Mode, do the following: 1. At the Main Menu, type QUIT. 2. Press <Enter>. 3. At the login prompt, type M. 4. Press <Enter>. Using the Training Mode1-5

12 1 Where to Get Help Use the following chart to help you turn to the right source when you have questions. For questions about Security Point-of-Sale Promotions Troubleshooting Hardware Installation and training Do the following Check the Manager s POS Procedures Manual, Security Guide Manual, Functions Manual, or Reports Manual. Check the Manager s POS Procedures Manual, Functions Manual, or Reports Manual. Check the Pricing and Promotions Manual, Functions Manual, or Reports Manual. Call Hardgoods Central Support at TRIAD. Call your Field Engineer at TRIAD. Call your Marketing Representative at TRIAD. 1-6 Where to Get Help

13 POS Packages and Transactions 2 Overview You will learn about the following in this chapter. POS transactions page 2-5 Voiding information page 2-8 What you should do now page 2-8 Software packages page 2-2 Overview2-1

14 Introduction 2 This chapter presents information about point-of-sale (POS) software packages and POS transaction types. You will complete only one exercise in this chapter. It is the only exercise in this chapter that you cannot complete in the Training Mode. The rest of the information in this chapter is background information that will help you better understand POS. Software Packages There are four POS software packages that are available for your Triad system. These packages are: 1 Point-of-Sale 2 Classic Point-of-Sale 3 Decorating/Specialty POS 4 Lumber/Contractor POS The POS software package you have on your Triad system will determine which transactions you can do at POS. Determining Which POS Package In this exercise you will determine which POS software package is on your Triad system. You need to know this to complete your POS training. This is the only exercise in this chapter that you cannot complete in the Training Mode. 1. At any menu (not in the Training Mode), type MSO and press <Enter>. Screen 1 displays. 2. Press <Enter>. Your cursor is now blinking on the number next to the POS On System field. This is the software package that is on your system. 3. Write the number and name of the POS software package for your system here: 4. Press <End> to return to the Main Menu. Use the table that follows to see which procedures and transaction types are available with your POS package. 2-2 Introduction

15 Procedure 1 POS 2 Classic 3 Decor 4 Lumber Sale X X X X Estimate X X Quote X X X Open Quote X X X 2 Bid X X Order X X X Special Order X X X ROA X X X X Credit Memo X X X X Offline POS X X X X Tallys X Voids X X X X Insert a Line X X X X Paid Outs X X X X Multiple Customer Lookup X X X Multiview X X X No Sale Key X X X X Override Tax X X X X QuickRecall *purchase option *X *X *X *X QuickView X X X Exchange X X X X Saving a Sale as an Order Selling Items in Multiples Generate POs from Special Orders GPO X X X X X X X X X X X Price Matrix X X X Job Accounts X X Software Packages2-3

16 Procedure 1 POS 2 Classic 3 Decor 4 Lumber Quantity Break X X Kits X X 2 Backorders X X GP % Display X Copy/Reprice X X 2-4 Software Packages

17 Later, when practicing POS procedures you can use this table to determine what is available on your system and what you need to practice. POS Transactions There are nine basic types of POS transactions that you can complete on your Triad system. They are: Sale Credit Memo Estimate Bid Order Open Quote Quote Special Order ROA 2 The transactions and their life cycles are explained in the following sections. Understanding a transaction s life cycle is useful when you need to void, cancel, or delete the transaction. Sale A sale is the basic retail transaction. A customer selects merchandise from your store, pays for it or charges it, and takes immediate delivery. You cannot recall and void a sale once it has been completed and totaled. If you need to undo a completed sale, ring in the sale again as a credit memo. This reverses the transaction and properly updates the customer and inventory information. Credit Memo Use a credit memo whenever you need to give a credit or refund to a customer. You cannot recall a credit memo to void it once it has been completed and totaled. If you need to undo a completed credit memo, ring in the credit memo again as a sale. This reverses the transaction and properly updates the customer and inventory information. POS Transactions2-5

18 Estimate 2 You create an estimate when a customer asks you for a list of prices for merchandise or materials. An estimate is stored on your Triad system in the Open Order File. You can recall and maintain it (add or change items) at any time. You attach an expiration date to an estimate when it is created. After the expiration date passes, the estimate is expired. You can change the expiration date on an estimate, even after it has expired. Use Report ROO (Open Order File Report) to purge expired estimates from your system. If you want to delete an estimate that has not yet expired, recall the estimate, and press <Delete> twice. This will change the status of the estimate to deleted. Use Report ROO with Option X to purge deleted estimates from your system. You can prevent an estimate from being deleted or purged (even if it has expired) by setting the Delete Protect field on the transaction to yes. Bid If a customer accepts an estimate, you change the estimate to a bid. A bid is an estimate that has been accepted and both you and the customer agree on the quantities and prices. You attach an expiration date to a bid when it is created. After the expiration date passes, the bid is expired. You can change the expiration date on a bid, even after it has expired. Use Report ROO with Option X to purge expired bids from your system. If you want to delete a bid that has not yet expired, recall the bid and press <Delete> twice. This will change the status of the bid to deleted. Use Report ROO with Option X to purge deleted bids from your system. You can prevent a bid from being deleted or purged (even if it has expired) by setting the Delete Protect field on the transaction to yes. Order You can create an order from some or all of the items on a bid, or you can create an order from scratch. An order is a list of items saved by the system that a customer has agreed to purchase. With an order, you have flexibility as to when to ship the merchandise and when to invoice the order and charge the customer. You can take deposits on orders. To delete an order, recall the order and press <Delete> twice. Use Report ROO with Option X to purge deleted orders from your system. 2-6 POS Transactions

19 Prior to deleting the order, you need to refund any outstanding deposits, and delete any purchase orders which were generated by Function GPO from the order. Open Quote An open quote is a custom price list. You can give a certain customer or an account a special price on a particular list of items for a specific period of time. An open quote is stored in your system. Open quotes are allowed only for designated accounts (set by the *Open Quote field in Function MCR), and only one at a time per account. 2 When a customer purchases an item, the system automatically checks to see if the account has an open quote. If the item is on the open quote, your Triad system automatically sells it at the open quote price. The open quote prices are effective on all transactions for the customer. You attach an expiration date to an open quote when it is created. Once the expiration date passes, the open quote expires. You can change the expiration date on an open quote, even after it has expired. Use Report ROO with Option X to purge expired open quotes from your system. If you want to delete an open quote that has not yet expired, recall the open quote, and press <Delete> twice. This will change the status of the open quote to deleted. Use Report ROO with Option X to purge deleted open quotes from your system. You can prevent an open quote from being deleted or purged (even if it has expired) by setting the Delete Protect field on the transaction to yes. Quote A quote is the same as an estimate, except it is not stored in your system. Because quotes are not stored, there is no procedure for deleting them after you create them. If you made a mistake on the quote, just re-enter it. Special Order A special order is just like an order. If you want, you can use special orders for merchandise that you do not usually stock. You can take deposits on special orders. To delete a special order, recall the special order and press <Delete> twice. Use Report ROO with Option X to purge deleted special orders from your system. POS Transactions2-7

20 Prior to deleting the special order, you need to refund any outstanding deposits, and delete any purchase orders which were generated by Function GPO from the special order. 2 ROA An ROA is a receipt on account. Use ROA when a customer makes a payment against his accounts receivable balance. You cannot recall an ROA to void it once it has been completed and totaled. You cannot undo an ROA at POS. You need to recall it through the Main Menu Function ROA, display and delete it. Voiding Information When completing a transaction at POS, you may make a mistake or the customer might change his mind. You then need to void an item or the entire transaction. There are two void situations: Voiding an item when you need to void selected items in the transaction you are currently working on. Voiding a transaction when you need to void the entire transaction before you finish it. Each item on a transaction has a line number. You void an item by pressing the <Void> key, then by typing the line number of the item. You void an entire transaction by pressing the <Void> key twice if the cursor is at the SKU field, or by pressing the <Void> key once if the transaction has been totaled. What You Should Do Now Now that you have completed this chapter, you are familiar with the basic transaction types and their POS life cycles. The next step is to continue with this guide. Complete the next chapter, Setting Up. 2-8 Voiding Information

21 Setting Up POS Overview You will learn about the following procedures in this chapter. 3 Entering your store record page 3-2 How security works page 3-3 Setting up security page 3-4 Recording sales by salesperson page 3-7 Displaying invoicing constants page 3-8 Setting up terminal constants page 3-11 Setting up paid out reasons page 3-12 What you should do now page 3-13 Overview3-1

22 Introduction This chapter presents information about the setup procedures you must do before starting point-of-sale (POS) on your Triad system. You will learn about the following: Entering store constant information in Function MSR. Entering system user records in Function MUR. 3 Entering user security information in Function MSE. Entering salesperson information in Function MSL. Entering POS invoicing information in Function MIV. Entering terminal constant information in Function MTR. Entering paid out reasons in Function PDO. Entering Your Store Record Use Function MSR to enter and maintain basic store information such as: name address phone number bank account information wholesaler affiliates Function MSR is not available in the Training Mode. This is the Modify Store Record (MSR) Screen. 3-2 Introduction

23 Information from Function MSR is printed at POS on invoices and receipts, and as the endorsements on checks and bankcard slips. It is important that you enter this information correctly and check its accuracy before starting POS. This function may have been set up for you already by your Triad Representative, in which case you should check its accuracy and make any needed changes. Enter or verify your name, address, and phone number information. The information in the Short Store Name field can be the same as your store name (if it fits in the space allowed) or a shortened version. The name entered here is printed on the invoices and receipts at POS. Enter or verify your bank and warehouse information. The bank information will print on the back of checks or bankcard slips if you decide to endorse them at POS. 3 Fill in the 1st and 2nd Affiliate fields if any of your vendors uses encoded pricing. When you use the price change applications, you will be prompted to indicate if the information you are entering is encoded. You can ignore the questions about A/P, P/R, and G/L until you set up the accounting applications. If you have questions about Function MSR, refer to your Functions Manual, and Manager s POS Procedures Manual, the tabbed section, Getting Started. How Security Works Your Triad system has various levels of security control. You can have a system that is very open, in which anyone can have access to all functions on all terminals. Or you can have a system that is very controlled, in which each person has access only to specific functions at specific terminals. Or you can set up a level of security somewhere between these two. You must decide which level is best for your business. Keep in mind that you can always modify the security level you decide to implement at any time. There are three components to the security system that you will set up. The components and their functions are: each employee set up in Function MUR the capabilities assigned to each employee set up in Function MSE each terminal and its abilities set up in Function MTR The security system is based on having your employees sign on when they begin work at a terminal, and sign off when they have finished. Each employee has a user record and capabilities assigned to their user record that determine what they can do when signed on. How Security Works3-3

24 Each terminal also has its own capabilities assigned to it. If no one signs on to a terminal, then the default user assigned to the terminal determines what can be done at that terminal. Setting Up Security In order to set up security, you need to do the following: 3 1. Set up user records in Function MUR. 2. Assign security access to users in Function MSE. 3. Enter the default user for each terminal in Function MTR. Before entering security information for your Triad system, read the section, Introduction, in your Security Guide. This section further explains how security works on your Triad system. Looking at Function MUR Use Function MUR to add user records to your Triad system. You should enter a user record for each person that uses the system. You can also set up other user records to use as defaults. For example, set up a user Counter to assign as a default user to your terminals at the front counter, or a user Office to assign as a default user to terminals in the back office. This is the Modify User Record (MUR) Screen. Your entry in the User field is what your employee will type when he or she signs on to a terminal, and enters at the Clerk field in POS. Usually, the User field should be a name or initials, rather than numbers. It is easier to identify a user with their name or initials when reviewing your end-of-day reports. 3-4 Setting Up Security

25 In Function MUR, you can assign a password to each user, and you have the option of having the clerk enter the password at POS. The password will only display when you first enter the user information in Function MUR. Once you press <Add>, the password is cleared from the screen. Keep in mind that there is no report that prints passwords, so you need to keep your own secure record of them. If you have questions about Function MUR, refer to your Security Guide, the tabbed section, Setting Up System Security. Looking at Function MSE Use Function MSE to assign the level of accessibility that each user has to the various applications. For example, you can set up a user to have access to POS, but not have access to the general ledger application. 3 This is the Modify Security File (MSE) Screen. Access to the applications are controlled by numbered security bits. Each bit gives access to a certain capability in the system; for example, the ability to run Report RIS, or the ability to view or change information in Function IMU. Only the first ten bit numbers show on the screen when you display a user record in Function MSE. Continue to press <Display> to show all the bits associated with the user record. In Function MSE, you also indicate which terminal the user and the security bits are assigned to. In this way, you can either set up the user to have different access capabilities at different terminals, or not have access at all to specific terminals. There are predefined security levels already set up as users in your Triad system. They are: Setting Up Security3-5

26 System includes every security bit and therefore complete access to all the applications General a subset of the System level user, with access to fewer applications Limited a subset of the General level user, with access to even fewer applications. You can display the bit numbers for these users in Function MSE, or review them in your Security Guide. 3 It is important that you do not change the bits assigned to these default users in Function MSE. You can use these predefined levels when assigning user access in Function MSE. For example, you can add System capabilities to a user record and subtract the functions that you do not want this user to access. Or, you can add General level capabilities to a user and add other capabilities that are not in the General level but that you want the user to have. If you have questions about Function MSE, refer to your Security Guide, the tabbed section, Setting Up System Security. Looking at Function MTR Use Function MTR to assign the default user for each terminal. If no other user signs on to the terminal, the default user is considered signed on. Which applications are available on the terminal are determined by what security bits you assigned to the default user in Function MSE. This is the Modify Terminal Record (MTR) Screen. The Default User and Current Signed On User fields give you information about how security is set up for this terminal. 3-6 Setting Up Security

27 If you have questions about Function MTR, refer to your Security Guide, the tabbed section, Setting Up System Security. Recording Sales By Salesperson You can take user records one step further if you want by using Function MSL to record sales by salesperson. This is optional and if you decide not to set it up now, you can always set them up later. This is the Salesperson File Maintenance (MSL) Screen. 3 The Two Ways to Record Sales There are two ways you can use your Triad system to record sales: You can credit the salesperson who is assigned to the customer account (regardless of which POS clerk rings up the sale). You can credit a POS clerk with the sales he or she rings up. If you want all the sales for a customer account to be recorded against a particular salesperson number, do the following: 1. Set up the salesperson record in Function MSL. 2. Enter the salesperson number from Function MSL in the Salesperson field in Function MCR. Recording Sales By Salesperson3-7

28 If you want all the sales that a POS clerk rings up to be recorded against the POS clerk s salesperson record, do the following: 1. Set up a salesperson record in Function MSL for the POS clerk. 2. Enter the salesperson number from Function MSL in the Default Salesperson field in the clerk s Function MUR record. Who Receives Credit For the Sale? 3 When a sale is rung up at POS, your Triad system will use the following logic to determine which salesperson number receives credit for the sale. First, check Function MCR. If the Salesperson field is filled in, credit that salesperson number. If the Salesperson field is blank in Function MCR, check the Function MUR record for the POS clerk. If the Default Salesperson field is filled in, credit that salesperson number. If the salesperson fields in Functions MCR and MUR are blank, then check Function MCT. If the Salesperson field is filled in, credit that salesperson number. If the salesperson fields in Functions MCR, MUR, and MCT are blank, then no salesperson number is credited. If you have questions about Functions MSL, MCR, and MUR, and salesperson records, refer to your Functions Manual, and Accounts Receivable Manual, the tabbed section, Setting Up. Displaying Invoicing Constants Use Function MIV to make decisions about how POS will operate in your business. The decisions you make in Function MIV apply to all of your POS terminals. You will set up three screens. If you purchased the Millwork application, there is a fourth screen. You can ignore that screen for now. Looking At Screen 1 of Function MIV Use screen 1 of Function MIV to determine what information prints on invoices and receipts at POS. 3-8 Displaying Invoicing Constants

29 This is the first screen of the Modify Invoice Constants (MIV) Screen. 3 You need to review each field on this screen to determine what message will print on invoices and receipts, what other information prints on invoices, and what information prints on receipts. There are two lines for entering a message. This message can print on invoices and receipts. You determine if it prints by answering the field With Message Line?, under the Print Invoices column, and the field Print Message Lines?, under the Receipt Printer Decisions section. The message, Thank You For Shopping At [your store name] will automatically print at the top of each receipt. If you choose to print the message line, it would appear after the Thank You message. The field Terms Discount Readable determines how the discount amount will print for customer invoices. For example, a customer has terms of 2% 10th/Net 30 and purchases $ The terms discount amount of 3.10 can be printed in a readable format at the bottom of the invoice as 310. Or it can be printed backwards (unreadable) as 013. Looking at Screen 2 of Function MIV Use screen 2 of Function MIV to make various POS decisions such as which credit cards you accept, or whether to endorse checks and bankcards. Ignore the Transfer Decisions section of the screen until you are ready to implement the inter-store transfer application. Displaying Invoicing Constants3-9

30 This is the second screen of the Modify Invoice Constants (MIV) Screen. 3 You need to consider each field and answer it based on your business and how you want POS to operate. The Return to Clerk field determines if your POS clerks will be required to enter their user name at the beginning of each transaction, or just when they first sign on to a terminal. Looking at Screen 3 of Function MIV Use screen 3 of Function MIV to determine what can be discounted at POS and make decisions about the extended alternate form type. This is the third screen of the Modify Invoice Constants (MIV) Screen. You need to carefully consider each field in the Apply Discounts column. These fields help you control your gross profit by not allowing additional discounts if the customer is already receiving a terms or trade discount based on the customer record in Function MCR Displaying Invoicing Constants

31 For example, a customer is set up to receive a terms discount of 2% if he pays his balance by the 10th of the month. You probably do not want your POS clerk to be able to use the <Discount> key at POS and lower the price on an item that is on promotion. This could seriously lower your gross margin. The item is on promotion, and the clerk then discounts it, and then the customer gets an extra 2% if he pays by the 10th. If you are using an invoice form that is by-11, you need to answer the fields in the Extended Alternate Form Decisions section of the screen. If not, ignore this section. If you have questions about Function MIV, refer to your Functions Manual, and Manager s POS Procedures Manual, the tabbed section, Getting Started. 3 Setting Up Terminal Constants Use Function MTR to make decisions about how each terminal will operate at POS. Each terminal has its own record and you can customize how you want each to operate. For example, you have a terminal at your contractor-only desk where you write a lot of orders. At that terminal only, you want to start every sale from the Big Header Screen (so you can enter delivery information) and you want the terminal to display a running GP% so you can monitor profit margins. This is the Modify Terminal Record (MTR) Screen. Setting Up Terminal Constants3-11

32 There are sections of fields in Function MTR that apply to: POS defaults POS devices terminal defaults POS displays QuickView and invoices 3 You need to consider each of these fields for each of your terminals and fill them in based on your business and how you want that particular terminal to operate. For more information about Function MIV, refer to your Functions Manual, and Manager s POS Procedures Manual, the tabbed section, Getting Started. Setting Up Paid Out Reasons Use Function PDO to enter and maintain paid out reasons. When you take money out of the drawer for a reason unrelated to a sale, you enter the amount and assign a reason code to it. Paid out amounts per reason code are then totaled on your end-of-day Report RDS. This is the Paid Out Maintenance (PDO) Screen. Your Triad system comes with nine reasons already entered for you. Use as many reasons as you need for your business. You can edit the descriptions to fit your business needs. For example, you can include your general ledger account number as part of the description. For more information about Function PDO, refer to your Functions Manual, and Manager s POS Procedures Manual, the tabbed section, Getting Started Setting Up Paid Out Reasons

33 What You Should Do Now Now that you have completed this chapter, you are ready to complete the POS setup procedures described in this chapter. Make sure you and the person responsible for setting up POS on your Triad system complete the Manager s POS Workbook, Chapter 2, Setting Up POS. 3 What You Should Do Now3-13

34 3 3-14

35 QuickView and QuickRecall Overview You will learn about the following procedures in this chapter. 4 Setting up QuickView page 4-2 Setting up QuickRecall page 4-4 What you should do now page 4-6 Overview4-1

36 Introduction This chapter presents information about the setup procedures you must do before you can use QuickView and QuickRecall at point-of-sale (POS). You will learn the following about QuickView: Entering short descriptions using Function MSD and Function SDUTL. Entering terminal defaults using Function MTR. You will learn the following about QuickRecall: Entering constants in Function MQK. Entering customer defaults in Function MCR. 4 Setting Up QuickView You can use QuickView at POS to look for items when you do not have the item number available. QuickView is not available with the 1-Point of Sale software package. With QuickView, you can search for items by: fineline description class description SKU number manufacturer part number item short description This is the QuickView POS Screen. 4-2 Introduction

37 Determining Short Descriptions Item short descriptions are the most popular and effective way to use QuickView. Short descriptions can be the first 15 characters of the item description as found in Function IMU, or any other description you want to use (up to 15 characters). Short descriptions should follow a pattern so they are easy for your employees to use. The first word of the short description should be the first category that comes to mind when you see the item. The second word is a tie-breaker. For example, you may have many short descriptions that have BATTERY as the first word. Rather than searching through all the short descriptions with a first word BATTERY, you would look up the item by entering BATTERY and a second word for the size. Short descriptions can be entered in Functions MSD and SDUTL. Before adding short descriptions to your inventory items, read your Manager s POS Procedures Manual, the section, Additional Features. It offers some additional guidelines that you can use to create useful short descriptions. 4 Setting Up Terminal QuickView Defaults Use Function MTR to set defaults that determine how QuickView operates at each POS terminal. Because Function MTR is terminal specific, you can set up QuickView defaults differently for each terminal. This is the Modify Terminal Record (MTR) Screen. The three fields for QuickView terminal defaults are: Display Running GP% determines if the GP% displays for each item in the QuickView window. Setting Up QuickView4-3

38 QuickView Sequence determines the order in which items are displayed on the screen. QuickView Format determines how much information displays for each item. The sequence and format can be changed when using QuickView in POS. Set the defaults in Function MTR as you think they will apply most of the time you use QuickView. For more information about Function MTR and setting up QuickView, refer to your Functions Manual, and Manager s POS Procedures Manual, the tabbed section, Additional Features. 4 Setting Up QuickRecall You can use QuickRecall at POS to store and later retrieve sale and credit invoices. QuickRecall is a purchase option available for all POS software packages. With an invoice stored by QuickRecall, you can: reprint the invoice at POS display the invoice at POS combine invoices to make new transactions If you did not purchase QuickRecall, you can use the limited version of QuickRecall that is included with your Triad system to reprint invoices from the same day. This is useful in case you have a printer problem and need to print another copy of an invoice. This is the QuickRecall POS Screen. 4-4 Setting Up QuickRecall

39 Setting Up QuickRecall Constants Use Function MQK to enter the constants that govern how QuickRecall will operate in your business. Your entries on this screen will govern the length of time your Triad system will store transactions. This is the Modify QuickRecall Constants (MQK) Screen. 4 Use this screen to define how long, in terms of days, weeks, or months, transactions will be stored for cash customers, charge customers, and special SKUs. Your Triad Representative should help you with your storage decisions based on the size of your Triad system and how much room you have to store transactions. Your Triad system automatically checks QuickRecall stored transactions every night and purges any that should no longer be kept. There is a built-in seven-day grace period for all transactions before they purge. For example, if a transaction should be stored for a week based on the Function MQK constants, the transaction will actually be stored for two weeks before it is automatically purged. The constants you enter on this screen will apply to all stored transactions, unless you override these constants for specific customers in Function MCR. The Function MCR field, Purge Arc Inv, can be used to override the defaults set in Function MQK. For more information about Function MQK, refer to your Functions Manual, and Manager s POS Procedures Manual, the tabbed section, Additional Features. Setting Up QuickRecall4-5

40 What You Should Do Now Now that you have completed this chapter, you are ready to complete the POS setup procedures for QuickView and QuickRecall described in this chapter. Make sure you and the person responsible for setting up QuickView and QuickRecall on your Triad System complete the Manager s POS Workbook, Chapter 3, QuickView and QuickRecall What You Should Do Now

41 Setting Up Bar Codes Overview You will learn about the following procedures in this chapter. Setting up for bar code scanning page Loading bar codes page 5-3 What you should do now page 5-5 Overview5-1

42 Introduction This chapter presents information about the procedures for setting up bar codes on your Triad system. Bar code scanners provide you with a fast, efficient way to enter item information at point-of-sale (POS). Many of your inventory items are already bar code labeled by the vendor or manufacturer. Only complete this chapter if you are planning to use bar code scanning at POS. If you will not be scanning, skip this chapter and go on to the next chapter of the guide, Promotions. You will learn about the following: Setting up terminals for scanning in Functions MIV and MTR. Loading bar codes with Function MUPC. Checking your work with Report RAP. 5 Setting Up For Bar Code Scanning Use Function MIV to indicate what information displays after you scan an item at POS. Use Function MTR to indicate which of your POS terminals has scanning capabilities. Setting Up Display Constants There is one field in Function MIV that affects bar code scanning. Your response in Function MIV is a store-wide decision. It will apply to all your terminals in the store that are set up for bar code scanning. The field Display After Barcode Scan is found on the second screen of Function MIV. Answer this field with a Y if you want the POS clerk to see information about the item display on the screen after it is scanned. Usually, you will set this field to Y so the clerk can see if the item scanned correctly and matches the description on the screen. For more information about Function MIV and bar code scanning, refer to your Functions Manual, and Bar Code Procedures Guide, the tabbed section, Setting Up. Setting Up POS Terminals Only one field in Function MTR affects bar code scanning. Your response in Function MTR is terminal specific. 5-2 Introduction

43 The field, Bar Code Scan Allwd, is found in the POS Devices column. You have three options with this field: N no scanner is in use at this terminal C scanner is in use at this terminal, and if a bar code is scanned and not found in the Bar Code File, add the bar code to the file. Y scanner is in use at this terminal, and if a bar code is scanned and not found in the Bar Code File, do not add the bar code to the file. For more information about Function MTR and bar code scanning, refer to your Functions Manual, and Bar Code Procedures Guide, the tabbed section, Setting Up. Loading Bar Codes You can load bar codes in three ways: using a ScanStart tape dynamically, at POS manually, through Function MUPC 5 Using a ScanStart tape is the quickest way to load a large number of bar codes on your Triad system. Check with your Triad Representative to see if a tape is available for any of your vendors. To dynamically load a bar code at POS, you scan the item and then type in the SKU number. The system then captures and saves the bar code and links it to the SKU number. To do this, you must have the Function MTR Bar Code Scan Allwd field set to C. In Function MUPC, you manually enter the bar code and link it to an item SKU number. Loading Bar Codes With Function MUPC Use Function MUPC to manually load bar codes and link them to the item SKU number. Loading Bar Codes5-3

44 This is the Modify Universal Product Code (MUPC) Screen. There are two approaches to loading items in Function MUPC the group method and the single method. 5 Use the group method in Function MUPC if the items you are loading are related in some way, such as: the same department the same class the same vendor primary or manufacturer a sequential group of SKUs Just fill in the information at the top of the screen that applies to the group of items and press <Next Item>. The SKU and its description will display. You then type in the bar code that corresponds to each SKU. Or press <Query> and scan the item to enter the bar code. Use the single method in Function MUPC if you are loading bar codes for items that are not related in any way. You would ignore the information at the top of the screen, and just fill in the bar code and item SKU. Or press <Query> and scan the item to enter the bar code. For more information about Function MUPC and loading bar codes, refer to your Functions Manual, and Bar Code Procedures Guide, the tabbed section, Setting Up. Checking Bar Codes With Report RAP Use Report RAP as an edit list to check that each UPC has been crossreferenced to the correct SKU number. 5-4 Loading Bar Codes

45 This is the Alternate Part Number Report (RAP) Screen. Run this report when you manually load items in Function MUPC, or when you use a ScanStart tape. If you dynamically load (capture) bar codes at POS, run this report daily to verify that the data is correct. The report can be set up to run automatically as part of your end-of-day reports. If after reviewing the report you find any errors, correct them in Function MUPC. If you delete a bar code, be sure that only the bar code and item SKU that you want to delete are displayed on the screen. When you press <Delete>, all bar codes that are displayed on the screen are deleted. 5 For more information about Report RAP, refer to your Reports Manual, and Bar Code Procedures Guide, the tabbed section, Setting Up. What You Should Do Now Now that you have completed this chapter, you are ready to complete the bar code setup and loading procedures described in this chapter. Make sure you and the person responsible for bar code information on your Triad system complete the Manager s POS Workbook, Chapter 4, Setting Up Bar Codes. What You Should Do Now5-5

46 5 5-6 What You Should Do Now

47 Promotions Overview You will learn about the following procedures in this chapter. Entering items for promotion page 6-2 Checking the Promotion File contents page 6-5 Activating promotion prices page 6-6 Tracking promotion sales page 6-7 Taking items off promotion page Using Function IMU for promotions page 6-9 What you should do now page 6-9 Overview6-1

48 Introduction This chapter presents information about the procedures for entering and activating promotions on your Triad system. You will learn about the following: Entering items for promotion using Function MIP and Report RPD. Checking what is in the Promotion File using Function MIP and Report RPM. Activating promotion prices with Report RUP. Tracking promotion information with Reports RPM and RIS. Taking items off promotion with Function RUP. Using Function IMU for promotions. Entering Items For Promotion When you enter items for promotion they do not immediately become active (the promotion price is not charged at POS). They are stored in the Promotion File until you choose to activate them. 6 You can enter items into the Promotion File in three ways: Add the items individually through Function MIP. Add a range of items through Report RPD. Add items electronically through Function BTC. Entering Promotion Items With Function MIP Use Function MIP to individually enter items into the Promotion File. 6-2 Introduction

49 This is the Modify Item Promotion (MIP) Screen. When entering the first item for a promotion in MIP, you fill in these fields: SKU the item number Promotion Type a name by which you track of the promotion Start Date the first day the item is on promotion End Date the last day the item is on promotion Promotion Price or % Off Retail the promotion price of the item, or the percent off the retail price 6 For subsequent items for the same promotion, you only need to type the SKU number, press <Tab>, and enter the promotion price or percent off retail. After you enter item information and press <Add>, the other fields on the screen are filled in for you: Description Department, Class, and Vendor Retail price Promotion Price or % Off Retail Gross Profit This information is pulled from the item record in Function IMU. For more information about Function MIP, refer to your Functions Manual, and Pricing and Promotions manual, the tabbed section, Putting Items On Promotion. Entering Items For Promotion6-3

50 Entering Promotion Items With Report RPD Use Report RPD to add items to the Promotion File. You can use Report RPD when the promotion price for all the items is a percent off retail and the items are in a range. A range is when you can group items by: the same vendor the same department, class, or fineline consecutive SKU numbers This is the Modify Promotion Data (RPD) Screen. 6 You will use update type A to add items to the Promotion File. Then, like Function MIP, enter the following: Promo Type a name to keep track of the promotion by Start Date the first day the item is on promotion End Date the last day the item is on promotion % Off Retail the percent off retail to be used to calculate the promotion price From and To the range of items to be included in the promotion Your Triad system now takes the information you entered and adds a promotion record to the Promotion File for every item in the From and To range. A report will print to show you what was added to the Promotion File. You should review the report to be sure you want to include all the items at the promotion prices shown. Make note of any changes that you want to make on this report. Then enter the changes in Function MIP. For more information about Report RPD, refer to your Reports Manual, and Pricing and Promotions manual, the tabbed section, Putting Items On Promotion. 6-4 Entering Items For Promotion