EZSpirits POS Handbook

Transcription

1 EZSpirits POS Handbook 1 P a g e

2 Table of Contents What this handbook is Support Contacts What should I do when I am having an issue?... 6 Self Help EZSpirits Support... 6 Quick Tour... 7 Logon Screen... 7 Main Menu... 8 Register... 8 Inventory... 8 Price/Sales Editor... 8 Print Shop... 8 Reports... 8 Special... 8 Time Clock... 8 Exit... 8 Wholesale... 8 My Store... 8 Station Setup... 9 Manager... 9 Orders... 9 Utilities... 9 Xread... 9 Logon... 9 Register UPC Entry box Quick Screen and Special Information P a g e

3 Register Lock Order Total Order Detail Command Buttons REGISTER LOCKUP Ringing multiple items Retail Account Setup Explanation of fields Setting markups per category Adding an account Wholesales Accounts Field Explanation Setting markups per category How to Loading your price file(s) Running End of month Updating costs and prices Seasonal Beer items Using the sales editor Adding items to your inventory Manual Method Entering the data Enter the Costs Entering the UPC Manual Sale Prices PC Charge Changing Credit Card Processor in EZSpirits P a g e

4 What this handbook is. This handbook is provided to help your EZSpirits experience be a more pleasant one. It is NOT meant to be a comprehensive manual and will not teach, train or remind you how to do everything EZSpirits can do. 4 P a g e

5 Support Contacts. Software Support Name Phone Jack Matchette Wally Harris or Hardware Support ( ) - PC Charge Support General Support PC Charge Serial Number You will need to know your serial number before you call. Be sure to write the serial number in the space above. Username Password 5 P a g e

6 What should I do when I am having an issue? Below are some simple steps to help you resolve any issue you might have while using EZSpirits. Self Help. The steps below are some simple things you can try before calling the support line. 1. Try again. It never hurts to try the process again. Exit completely out of EZSpirits, log back in then try again. 2. Index your database files. From the main menu click on UTILITIES. Then click on INDEX FILES. Then click on FULL. All other machine must be completely out of EZSpirits to do this. When you index the files on one machine you have indexed the files for the whole store, you do NOT need to index files on more than one machine. On a side note you should index files once a week as a maintenance precaution. 3. Recreate Register file. From the main menu click on UTILITIES. Then click on RECREATE REGISTER. This process IS machine specific and may need to be done on all machines. If you are only having trouble with one machine, then only run it on that machine. The other machines DO NOT need to be out of EZSpirits to run this. You should also run this process each time you upgrade EZSpirits. 4. If the issue you are having is happening before you start EZSpirits then you are most likely having trouble with the computer itself, please call your hardware support. Feel free to call us first but please understand if the computer is having trouble we will refer you to your hardware support. 5. Check the internet. If you are having trouble sending or receiving orders or price files, your internet connection may be down. Please open up your internet browser and verify that the internet is working, if not call your internet provider for support. EZSpirits Support If you have tried all of the above and still need help or none of the above applies to your issue or question then call the support number for assistance. Please be ready to explain the issue and the steps you took to recreate the issue. The more information you can give us the quicker we can provide a solution. 6 P a g e

7 Quick Tour Logon Screen After starting EZSpirits the first screen you will see is the logon screen. From here you key in your username and your password to gain access to the system. There are a couple of other things you can see from the log in screen. You can see the software License agreement; you can see the number of days you have left on your current lease. You can also see some information about the system you are on, as well as the software version. 7 P a g e

8 Main Menu Register Click here to access the retail register. Inventory Click here to access your inventory, UPC, item history data and more. Price/Sales Editor Click here to access all of your sale prices and dates. Print Shop Click here to print shelf tags. Reports Click here to access various reports. Special Click here to access special features like; Deleting items Changing item numbers Updating sale made in standalone mode Process offline Credit Cards Transferring beer form cases to 6 packs Time Clock Click here to Clock in and out. Exit Click here to exit the EZSpirits system/ Wholesale Click here to access wholesale (restaurant and bar) accounts. My Store Click here to access the following data; Category 8 P a g e

9 Retail Customer Accounts (VIP) Employee File Wholesale Accounts Vendors Station Setup Click here to access setting specific to each individual machine. Such as credit cards settings, customer display setting and lease renewal. Manager Click here to access manager functions; Closing the previous day Printing Exception reports Setting up login accounts and security Closing the month. Closing the year. Managing and printing time cards. Orders Click here to access your product orders. You can; Make orders Receive orders Edit orders Transmit orders Review Received orders E-Receive orders (not available for all vendors) Utilities Click here to access the system utilities including; Indexing your data files Recreating register files Exporting and importing inventory files Xread Click here to print an xread report to close the day or a shift. Logon Click here to allow a different user to log on. 9 P a g e

10 Register UPC Entry box This is where you will key or scan in UPC code for the products you will be selling. You can also key in the amount of cash tendered. Be sure to include the decimal. You must have a yellow data entry box with a pulsating cursor in the upper left corner for the register to work. Paper must be in the receipt printer for the register to work. The upper line tells you born on date for age 21, which user is logged on, date and time. Quick Screen and Special Information The quick screen buttons will open 5 user defined screens containing whatever products you choose. They are designed for use with a touch screen but do not require one. Register Lock Click here to lock the register to keep others from using it. Unlock it by keying in your password. Order Total The total of the items you ring up will show here. 10 P a g e

11 Order Detail All of the items you ring up will be listed here. The price and discount columns will only show per item figures, totals will be shown directly below. Command Buttons Price Check Click on Price Check and scan the item. It will tell you the Retail price with and without tax and the quantity on hand. Press ESC to clear the screen. Misc Sales Misc. Sales is only used if a product cannot be scanned or found with the finder. It will let you sell the product but does not take it out of inventory. When a product is scanned and the UPC is not on file, the receipt printer will print a slip for you the fill in the product, size and price. This slip needs to be saved for the manager. A yellow box will appear on the screen when a UPC is not on file that says UPC NOT FOUND. Press ESC to clear the screen Keg Deposit Click here to receive a PAID IN ; it can be for keg deposits or any other non-sale you receive cash for. KEG DEPOSIT and KEG RETURN will be covered by your manager if used. Keg Return Click here to do a PAID OUT it can be used for keg deposit returns or any other paid out item. KEG DEPOSIT and KEG RETURN will be covered by your manager if used. Find Items FIND ITEMS is a key that lets you look at the entire inventory for a product. It can be used if a UPC is not on file, but you have the product, or to see if you carry a product a customer asks for. If you find a product in the inventory and want to ring it up, use the Enter key and it will ask How Many? It is biased to 1, so hit enter and 1 unit will appear on your register. If you want more than 1 change the How Many number. You must now press ESC to go back to the register. There is also a quick finder that can be used. Type the letter F on the keyboard, and it will appear in the upper left, yellow box. Then type with no space the product you are looking for and press ENTER. A list will appear, highlight the item you want to ring up and hit Enter. Tell it how many, it is biased to 1. The item will now be on the screen. With both the FIND ITEMS key and the quick finder, the inventory is corrected for the sale. Print Receipt PRINT RECEIPT will print a receipt for the current sale and can be used until the next sale is completed. A right click on PRINT RECEIPT will ask you for a date. You can go back and print receipts for any previous day. Hit Enter for the date you want and scroll down until you find the sale you want. As you 11 P a g e

12 scroll the screen will change for each sale made. When you find the sale you want, hit ENTER, and you will get a receipt for the sale on the screen. Open Drawer OPEN DRAWER opens the cash drawer. This function can be disabled if you are leaving the register by clicking on the padlock. You must then enter your password to unlock the register. Void Order Click here to void the current order and clear the register. Finish Order FINISH ORDER is used to complete orders other than cash. If the customer gives you cash, simply enter the amount they give you using the decimal point (the amount you enter will appear in the upper left yellow box) hit enter, and a screen will appear and show you Change Due. The cash drawer will open for you to make change, and the register will not function until the drawer is closed. For all other types of sales you should click on FINISH ORDER. A bar will appear with several choices. CHECK will ask if you want to see a list of bad check customers, and then ask for the check number and amount. When you give the information and hit ENTER the drawer will open. MULTI will allow you to use several methods of payment for the same sale and will be covered by your manager. CREDIT or DEBIT are used for credit cards. Swipe the card and everything else is automatic. Debit cards ask for Pin Numbers. GIFT CARDS will be covered by your manager. Discounts DISCOUNTS will allow you to discount items that are in black on the screen. Items in red are not discountable. There is a maximum discount that you cannot exceed. Maximum discounts are set by the owner. You will be given a choice of Line, All, Category, None and Cancel. Make your choice and, the Disc. Box on the order will be dark blue. Dark blue means that field is ready for data entry. Hit Enter on the key board and a Discount box will pop up. A numeric amount with no decimal point will give you a discount percent. If you key in a numeric amount with a decimal, it will give you that dollar amount. After entering the discount, press Escape, and the screen will go back to normal. Edit Order EDIT ORDER allows you to do three functions. Pressing the EDIT ORDER key will put you in the quantity field on the order (dark blue), you can change quantity. Enter or Tab will take you to Price, and you can edit price. You can move over one more field to Disc and give a discount just as you did with the Discount Key. The screen will go back to normal when you press ESC. 12 P a g e

13 Age Check AGE CHECK when pressed will allow you to scan a Kansas driver s license just as you would a credit card. The screen will tell you with a green background that the Kansas driver is legal. A red screen will alert you to an under aged customer. Clear the screen by hitting ESC. Suspend SUSPEND ORDER allows you to make sales if a customer needs to delay the transaction but intends to come back. The receipt printer will print a receipt, and you can scan the receipt when the customer returns. This allows you to continue to wait on customers without voiding the order. SUSPEND does not affect inventory. Hold Order HOLD ORDER will let you ring up an order, put the order under the customer s name and save it for a later return. Mostly used for large orders, parties and weddings. Get Order Click here to recall an order on hold. Customer Accounts Click here to active one of your customer accounts. You must set accounts up in MY STORE. CUSTOMER ACCOUNTS will be covered by your manager. Bartender Click here to access drink recipes. You can add and edit recipes and then print them on your receipt print for your customers. Exit Click here to exit the retail register. REGISTER LOCKUP Try pressing SHIFT AND F12 at the same time. If that does not work try: CTRL AND F12 at the same time. DO NOT PRESS CTL-ALT-DEL unless you have talked to your manager or tech support. Ringing multiple items Ringing up multiple items of the same product or returns is done by entering the number of bottles, then * (asterisk) and then scan the item. Example: 2*scan or -2*scan. The asterisk breaks the number string so the product can be identified. 13 P a g e

14 Retail Account Setup You may want to setup preferred customers so they receive special pricing. EZSpirits allows you create accounts for those customers. Explanation of fields Most of the top portion of the screen deals with personal information and needs no explanation. Tax Exempt Sets this account as tax free Reset on Year End If checked the month to date and year to date figures will be reset when you run end of year, otherwise they will run until you reset them. Default Markup Enter the starting markup or discount you want this customer to have. You can fine tune your markups per category later if needed. Markup/Gross Profit Select M or G from the drop down list. Cost/Retail Select C or R from the drop down list. Cost means the customers pricing will be calculated up from cost using the default markup. Retail means the customer pricing will be discounted from the regular retail price using the default markup. If you select Retail the Markup/Gross profit setting makes no difference. Billing Type This option sets what cost will be used to calculate prices. If you set the account as retail rather than cost, this option has no effect. Bottle only means bottle cost will be used no matter how many bottles 14 P a g e

15 they buy. Case/bottle means bottle cost will be used until they buy enough bottles to equal a full case, then case cost will be used. Rewards Account If set an account as a rewards account, that customer does not get their preferred pricing until they purchase enough to meet the reward target. Monthly Reset Check this option if you want the reward target to watch the month to date sales and to reset at the end of each month. Reward Target The amount this account must purchase before their preferred pricing takes effect. Setting markups per category If you want to have different markups for different categories you can edit the individual markups in the grid at the bottom of the page. Adding an account 1. Click on Add 2. Key in the personal information or if you have a 3 track card reader click READ DL and swipe the customer s driver s license. EZSpirits will use the customers dl number as the account number and fill out all the personal information for you, except the phone number. 3. Enter the account details based on the type of account you want referencing the explanations above. 4. Click Save 15 P a g e

16 Wholesales Accounts Field Explanation Active Club Checking this makes sales to this account appear on the ABC monthly report. Club Number The account or ID number. License # The customers liquor license number. Expiration The expiration date of the customer s liquor license. Name The name of the account Contact The name of the contact for the account. Address, City, State, Zip and Phone Self explained. Note Any special information you need to remember about this account. 16 P a g e

17 Default Markup The default markup used to calculate prices for this account. You can fine tune your markups per category later if needed. Allow Sales Should this customer be allowed to take advantage of sales prices? None means this account gets no sale pricing. Monthly means this account gets to use any sale that runs the entire month. All means this account gets all sales no matter their duration. Billing Type Sets which cost prices are calculated from. Bottle only means bottle cost will be used no matter how many bottles they buy. Case/bottle means bottle cost will be used until they buy enough bottles to equal a full case, then case cost will be used. Always Case means case cost is used no matter how many bottles they buy. WARNING Using Always Case can allow you to sell for less than you paid, use caution. Setting markups per category If you want to have different markups for different categories you can edit the individual markups in the grid at the bottom of the page. 17 P a g e

18 How to Loading your price file(s) In order to load your price files you need to have your vendor account setup and a high speed internet connection. 1. From the main menu click on Price File. 2. Click on Load Price File. 3. Select the appropriate vendor. 4. Click on Download Price File. 5. You will see a message in the upper right hand corner Connected to server. 6. Respond to the question This file contains sale information for Month of Year, Do you want to process it. 7. Progress bars will move during the 7 steps of loading the price file. 8. Click OK. Price file load complete. 9. Repeat for other vendors. Running End of month Before running end of month you should have downloaded and processed the price files from Standard and Glazer. Some steps to running end of month vary from store to store, these will be pointed out with a blue star Please make note of your process for future reference. 1. From the main menu click on the Manager Button. 2. Click on Close Month Button. 3. Click on the GO Button. 4. Respond to the warning that you should only run End of Month once. 5. Respond to the question, Do you want to print an item movement report 6. If you chose YES, respond to the question, Should the report include Zero movement items 7. Respond to the question to print or preview the report. 8. Verify that the report did print or select print again if you want to try printing again. 9. Select the month you wish to close by clicking it. Then Press Enter, or Double Click the month. 10. Respond to the message asking you to verify your choice. 11. End of month will run. The progress bar will move and the numbers will change. 12. Click OK, end of month is complete. 18 P a g e

19 Updating costs and prices Before running end of month you should have downloaded and processed the price files from Standard and Glazer. 1. Click on Price File 2. Click on View Price Update 3. Click on Update 4. The progress bar will move 5. Click OK on Update Complete Seasonal Beer items Seasonal beers can be a real headache, they have different items numbers, but all share the same UPC code. Until now you had no real way of dealing with them. You want to receive and track them by the correct item number, but EZSpirits won t let you put duplicate UPC codes in the system. Add the items to your inventory as you normally would with this one exception. When you go to add or insert the UPC code put sign in front of the UPC. This tells EZSpirits to expect other records with the same barcode. In the retail register with you scan an seasonal item here is what you will see. A message box showing all the seasonal beers with the scanned UPC and a cancel button. Your clerk should click or touch the button that represents the package they are selling. 19 P a g e

20 Using the sales editor From the main menu click on Sales Editor The green block allows you to filter the data that is displayed From the sales dropdown you can choose all items, all sales or a specific sales group. From the group options you can choose beer, cordials, liquor, wine or all items. The yellow block allows you to change the ending sales dates The purple block allows you to change the starting sales dates If you run items on sale or EveryDay Low Price you find yourself needing to change the dates those items start or expire. To change the ending date on some sales. 1. Set any filters you want. 2. Enter the new date into the date field in the yellow box. 3. Click the Change Visible Sale to> button in the yellow box. 4. Finished. To change the starting date on some sales. 1. Set any filters you want. 2. Enter the new date into the date field in the purple box. 3. Click the Change Visible Sale to> button in the purple box. 4. Finished. 20 P a g e

21 Adding items to your inventory There are a number of ways to add items to your inventory file. You can add them manually or via the price book from the inventory screen. You can add them while you are receiving an order. This how-to will outline adding them from the inventory file both manually. From the main screen Click on the Inventory Button. The only difference between the manual method and price book method is how you start the process. Before you try to add an item you should have the following information about the product ready. 21 P a g e

22 Item number, Description, Case quantity, Case & Bottle cost, size, category and UPC code. Manual Method Click on Add and the system will ask for the item number. If it is an item you know is in the electronic price book can either enter the item number or leave it blank and press {enter}. If you enter the item number skip ahead to entering the data. If you just pressed enter the system will ask you to enter the product description. Having a good knowledge of how the vendors name their products is very helpful for this step. You can also start at this point by click on the Pricebook button. If you leave this empty and press enter or if the description you entered is not found the price book finder will open up. Items in red are already in your inventory file. This Finder screen will list all of the items that come from vendors who supply a price file. You can search by item number or product description. The drop down list in the middle allows you to filter the list to one vendor. The show all button returns all item back into the list. Exit closes the screen. Once you have located the item you wish to add to your inventory file press ESCape on your keyboard. This will return you to the inventory screen. Item number, brand, size, case qty, vendor, Case, bottle and average cost should be will be filled out for you. 22 P a g e

23 Entering the data. Press enter until you get down to the category field. If you know the category number you can key it in, if you do not leave it blank and press enter, a list of categories will drop down and you can select a category from there. This same procedure can be used on the vendor, size and location fields. After you select a category press enter until you get down to the location field. Enter the location code for this product. Location codes are simply a way of identifying different physical areas of the store. The benefit of location codes is that they enable you to print inventory check sheets and shelf tags by location. IF this item was not in the price file you need to enter the costs otherwise proceed to entering the UPC. Enter the Costs. Press enter until you get to the case cost field. Enter that amount and press enter. If the bottle cost is the case cost divided by the case quantity leave the bottle cost empty and press enter. The system will do the math for you. If the bottle cost has an upcharge you will need to enter the actual bottle cost and press enter. After you enter the bottle cost verify that the system put a value in the average cost field (located below the bottle cost) Average cost is a very important value in EZSpirits. It is then actual average cost per bottle. Entering the UPC. At this point all the information needed is in the inventory file and you need to attach a UPC code to the record. To save the information you just entered, press Page Down on your keyboard. You will see this screen. 23 P a g e

24 Scan the UPC from the product here. You can key the upc code in by hand but be sure you understand how your scanner are setup and which numbers on the bar code you should key in. It s always best to use the scanner although. After you scan the item the system will populate the UPC grids. Every field should be filled out. UPC, Product and Size are obvious. Reg Price is your everyday price and it is calculated from your cost and your category markup. GP is your gross profit. AD is allow discounts on this item. AU is allow this items retail to be controlled by the price file procedures. (More on the in the price file section) Units is how many of the case are being sold when you sell the item. (This will always be 1 except for some multi pack items) Tax is which tax rate will be applied to this item. Discount is only used for the auto discount system. Markup shows your markup on this item. Type is how the cost should be calculated, from Case or bottle cost. Tag is how many tags should be created when you make a tag for this item. This item is now ready to be sold. 24 P a g e

25 Manual Sale Prices To put a sale price on a item enter a sale price and starting and an ending date in the sale grid on the UPC & Price data screen in the inventory file. All sales are date driven, which means they ring at the sale price during the date range you specify. You can setup 1 to 3 different sale prices and date ranges. 25 P a g e

26 PC Charge EZSpirits integrates with PC Charge by VeriFone for credit card processing. When EZSpirits is first installed in your store HMS will assist you by installing and configuring PC Charge. If you change your credit card processor at a future date the salesman from the new credit card company is responsible to reconfigure PC Charge. PC Charge is not owned or controlled by HMS, we can offer you limited help, however you may have to get support from VeriFone. VeriFone may charge you for support. Below are instructions to change the credit card information in EZSpirits. Changing Credit Card Processor in EZSpirits If you have not changed the setup in PC Charge you should STOP NOW. PC Charge must be changed and successfully tested before you change anything in EZSpirits. 1. Click on Manager. 2. From the manager menu click Program Setup. 3. From the Program screen click General Options. 4. In the General Option Screen you will need to change the 4 letter processor code, get that from PC Charge under Setup, Credit Card Company. (If your processor code is only 3 characters long include a space to make it 4) 5. Change the merchant number use the same numbers you put in PCCharge for the merchant number, if PC Charge requires the TID enter that here too. This number should be the same number showing at the bottom of the PC Charge screen. 6. Click on save and exit EZSpirits on all systems. 7. Restart EZSpirits and run a test transaction. 8. Done! 26 P a g e