®
Retail Pro 8 User’s Guide
Retail Pro International, LLC 400 Plaza Dr., Suite 200 Folsom, CA 95630 USA USA 1-800-738-2457 International +1-858-550-3355 www.retailpro.com
Retail Pro® 8 User’s Guide
About this Guide This document introduces features and functions of Retail Pro® 8.6. If you believe the information presented here is incomplete or inaccurate, we encourage you to contact us at
[email protected]. The software described herein is furnished under a license agreement. Retail Pro International, LLC 400 Plaza Dr., Suite 200 Folsom, CA 95630 USA USA 1-800-738-2457 International +1-858-550-3355 www.retailpro.com
Copyright Copyright © 2010 Intuit, Inc.® All rights reserved. Redistributed by Retail Pro International, LLC under license. Retail Pro International, LLC 400 Plaza Dr., Suite 200 Folsom, CA 95630 USA USA 1-800-738-2457 International +1-858-550-3355 www.retailpro.com Trademarks Retail Pro and the Retail Pro logo are registered trademarks and/or registered service marks in the United States and other countries. Oracle and Oracle 9i are registered trademarks and/or registered service marks of Oracle Corporation. All rights reserved. Other parties’ trademarks or service marks are the property of their respective owners and should be treated as such.
Document Revision History Date
Description
04/21/2009
Original document released
07/02/2009
Updated company name and address information.
© 2010 Retail Pro International, LLC All rights reserved. ii
Retail Pro® 8 User’s Guide
Table of Contents Chapter 1. Introduction....................................................................................................................................4 Installing Retail Pro®...............................................................................................................................5 Licensed Inventories and Seats ................................................................................................................6 Retail Pro® Stations ..................................................................................................................................7 Purpose of the User’s Guide...................................................................................................................10 Start Retail Pro® .....................................................................................................................................11 Retail Pro® Home Screen .......................................................................................................................13 Top Menu ...............................................................................................................................................14 Practice Retail Pro® ................................................................................................................................15 Getting Help ...........................................................................................................................................15 User Information ....................................................................................................................................16 Data Protection.......................................................................................................................................16 Exiting Retail Pro® .................................................................................................................................16 Database File 2Gb Limit ........................................................................................................................17 Chapter 2. Basics ...........................................................................................................................................18 Introduction ...................................................................................................................................................18 Security & Preferences...........................................................................................................................18 Security ..................................................................................................................................................18 Log In/Out..............................................................................................................................................19 Action Buttons........................................................................................................................................20 Screen Views..........................................................................................................................................22 Using Filtered View ...............................................................................................................................27 Navigation ..............................................................................................................................................32 Working with Records and Documents.........................................................................................................35 Add a New Record .................................................................................................................................36 Find an Existing Data Record ................................................................................................................36 Edit an Existing Data Record .................................................................................................................37 Employee Store Assignments and Editing/Reversing of Prior Days’ Documents .................................38 Copying an Existing Record...................................................................................................................39 Data Entry in Specific Field Types ........................................................................................................39 Saving Records.......................................................................................................................................48 Canceling Documents.............................................................................................................................48 Holding Documents................................................................................................................................49 Copying Documents ...............................................................................................................................50 Using Scanners & Barcodes ...................................................................................................................50 Listing Items on Documents...................................................................................................................53 Checking Item Availability ....................................................................................................................57 Committed Information..........................................................................................................................60 Inventory Quantities ...............................................................................................................................65 Store Pair Quantities...............................................................................................................................66 Editing Items on Documents ..................................................................................................................68 Deleting Listed Items .............................................................................................................................70 Consolidating Items................................................................................................................................71 Using Case Quantities ............................................................................................................................72 UPCs ......................................................................................................................................................74
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Retail Pro® 8 User’s Guide ALUs ......................................................................................................................................................75 Serial Numbers.......................................................................................................................................76 Lot Numbers...........................................................................................................................................76 Price Levels ............................................................................................................................................77 Price-Based Stores..................................................................................................................................78 Taxes ......................................................................................................................................................79 Check In/Out ..........................................................................................................................................91 Cashier Drawers .....................................................................................................................................92 Sales Commissions and SPIFs ...............................................................................................................92 Finding a History Document ..................................................................................................................95 Editing or Reversing History Documents...............................................................................................96 Document Integrity ..............................................................................................................................100 Printing Preferences .............................................................................................................................101 Printing Records...................................................................................................................................102 Printing Tags ........................................................................................................................................105 Using Report Groups............................................................................................................................106 Printing Labels .....................................................................................................................................107 Previewer..............................................................................................................................................108 Review Reports ....................................................................................................................................112 Accounting ...........................................................................................................................................112 EDI .......................................................................................................................................................112 Working with Images ...........................................................................................................................113 Working with Active Links..................................................................................................................115 Abandoned Property Law.....................................................................................................................116 Offline Mode ........................................................................................................................................117 Movement Control System Integration ................................................................................................118 Chapter 3. Departments and Vendors..........................................................................................................119 About Departments ..............................................................................................................................119 Defining Departments ..........................................................................................................................119 Department Codes ................................................................................................................................120 Department Fields ................................................................................................................................122 Department Menu Buttons ...................................................................................................................123 Working with Departments ..................................................................................................................124 Create a New Department ....................................................................................................................125 About Vendors .....................................................................................................................................128 Vendor Fields .......................................................................................................................................129 Vendor Menu Buttons ..........................................................................................................................132 Working with Vendors .........................................................................................................................133 Create a New Vendor ...........................................................................................................................133 Payment Terms.....................................................................................................................................135 Vendor History.....................................................................................................................................136 Receiving History.................................................................................................................................137 PO History............................................................................................................................................139 Chapter 4. Inventory....................................................................................................................................141 Introduction .................................................................................................................................................141 About Inventory ...................................................................................................................................141 Inventory Security ................................................................................................................................141
© 2010 Retail Pro International, LLC All rights reserved. iv
Retail Pro® 8 User’s Guide Accessing Inventory.............................................................................................................................143 Inventory Views ...................................................................................................................................144 Items ............................................................................................................................................................148 About Items ..........................................................................................................................................148 Jackpot Items........................................................................................................................................149 About Styles .........................................................................................................................................151 Inventory Fields....................................................................................................................................152 Inventory Buttons.................................................................................................................................160 Item View.............................................................................................................................................163 Add a New Item ...................................................................................................................................164 Add a New Item While Creating a Document......................................................................................164 Copy and Paste an Item in Inventory ...................................................................................................165 Deleting an Item ...................................................................................................................................167 Styles ...........................................................................................................................................................168 Style View............................................................................................................................................168 Style Grid .............................................................................................................................................170 Grid Location .......................................................................................................................................173 Using Grid Scales.................................................................................................................................174 Working with Items: Style View..........................................................................................................175 Add a New Style ..................................................................................................................................176 Edit Styles ............................................................................................................................................178 Delete a Style Item ...............................................................................................................................179 Price/Cost ....................................................................................................................................................180 Price/Cost Relationship ........................................................................................................................180 Active Price Level................................................................................................................................181 Prices List Field....................................................................................................................................182 Quantity Pricing ...................................................................................................................................183 Promotional Pricing..............................................................................................................................183 Pricing Method.....................................................................................................................................187 Rounding Prices ...................................................................................................................................187 Adjusting Prices ...................................................................................................................................188 Adjusting Prices ...................................................................................................................................189 Activating Pricing Methods in Inventory .............................................................................................190 Price Manager ......................................................................................................................................191 Trade Discounts....................................................................................................................................191 Stock Audit..................................................................................................................................................192 Auditing Inventory ...............................................................................................................................192 Multi-Vendor Items .....................................................................................................................................194 Multiple Vendors and Multiple UPCs..................................................................................................194 Multiple UPCs......................................................................................................................................195 Serial/Lot Number Tracking........................................................................................................................197 Serial Number Tracking .......................................................................................................................197 Lot Number Tracking...........................................................................................................................212 Packages and Kits........................................................................................................................................220 About Packages & Kits ........................................................................................................................220 Chapter 5. Merchandise Utilities .................................................................................................................231 Introduction .................................................................................................................................................231
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Retail Pro® 8 User’s Guide About Retail Pro Auto Utilities ............................................................................................................231 Auto Utility Security ............................................................................................................................231 Price Manager..............................................................................................................................................232 About Price Manager ...........................................................................................................................232 Price Manager Security ........................................................................................................................233 Launching Price Manager ....................................................................................................................234 Markdowns...........................................................................................................................................234 Markdown Fields..................................................................................................................................235 Markdown Buttons...............................................................................................................................236 Preparing Inventory for Markdowns ....................................................................................................237 Creating and Entering Markdown Prices..............................................................................................239 Updating Markdowns ...........................................................................................................................242 Printing Markdown Tags......................................................................................................................246 Restoring Former Prices.......................................................................................................................247 Markdown Files....................................................................................................................................248 Displaying Markdown Files .................................................................................................................249 Planned Pricing............................................................................................................................................250 About Planned Pricing..........................................................................................................................250 Defining Planned Pricing Instructions..................................................................................................251 Processing Planned Pricing Instructions...............................................................................................252 Price Manager Preferences...................................................................................................................253 Clean House ................................................................................................................................................254 About Clean House ..............................................................................................................................254 Clean House Security ...........................................................................................................................254 Accessing Clean House ........................................................................................................................254 Clean House Fields...............................................................................................................................255 Clean House Buttons ............................................................................................................................256 Marking, Reviewing, and Deleting Items.............................................................................................257 Recalculate Sold, Received, On Order ........................................................................................................259 About Recalculate Sold, Received, On Order ......................................................................................259 Running Recalc SRO Manually ...........................................................................................................259 Running Recalc SRO Via the Scheduler ..............................................................................................260 Parameters ............................................................................................................................................260 Viewing the SRO Information .............................................................................................................261 Auto Min/Max.............................................................................................................................................263 About Auto Min/Max...........................................................................................................................263 Auto Min/Max Fields ...........................................................................................................................264 Auto Min/Max Buttons ........................................................................................................................265 Auto Min/Max Filters...........................................................................................................................266 Auto Min/Max Formulas......................................................................................................................269 Analyzing Sales History.......................................................................................................................273 Auto-Generating Min/Max Levels .......................................................................................................275 Review and Update Proposed Min/Max Levels ...................................................................................276 Physical Inventory.......................................................................................................................................278 About Physical Inventory.....................................................................................................................278 Chapter 6. Purchase Orders .........................................................................................................................279 Introduction .................................................................................................................................................279
© 2010 Retail Pro International, LLC All rights reserved. vi
Retail Pro® 8 User’s Guide About Purchase Orders.........................................................................................................................279 PO Security ..........................................................................................................................................280 Accessing Purchase Orders ..................................................................................................................281 Completing a Basic PO ........................................................................................................................281 PO Fields..............................................................................................................................................282 Purchase Order Buttons........................................................................................................................287 PO Instructions.....................................................................................................................................289 Listing PO Items...................................................................................................................................290 Price & Cost on POs.............................................................................................................................294 Allocating Merchandise on POs...........................................................................................................295 Allocation Patterns ...............................................................................................................................298 Size Patterns .........................................................................................................................................302 Proposing POs at Remote Stations .......................................................................................................306 Printing POs .........................................................................................................................................311 PO Fill Status .......................................................................................................................................313 Deleting and Archiving POs.................................................................................................................314 Purging Archived POs..........................................................................................................................315 Generating a TO from a PO .................................................................................................................316 EDI .......................................................................................................................................................318 Reviewing Reports from POs...............................................................................................................318 Displaying Foreign Order Cost ............................................................................................................318 About Auto POs ...................................................................................................................................319 Generating Auto POs ...........................................................................................................................320 Define Options and Filters for Auto POs .............................................................................................320 Run the Analysis ..................................................................................................................................327 Generate POs........................................................................................................................................329 Auto PO Numbering.............................................................................................................................329 Chapter 7. Receiving ...................................................................................................................................330 About Vouchers....................................................................................................................................330 Voucher Security..................................................................................................................................331 Accessing Vouchers .............................................................................................................................332 Finding a Voucher................................................................................................................................333 Voucher Fields .....................................................................................................................................333 Voucher Buttons...................................................................................................................................339 Creating a Voucher...............................................................................................................................342 Copying a Voucher...............................................................................................................................344 Recording a Comment..........................................................................................................................344 Effects of Updating a Voucher .............................................................................................................345 Listing Items on Vouchers ...................................................................................................................346 Editing Voucher Items..........................................................................................................................349 Spreading Freight, Tax, and Global Discounts.....................................................................................351 Handling Prices and Costs....................................................................................................................352 Updating Inventory Prices When Receiving ........................................................................................353 Updating Inventory Costs When Receiving .........................................................................................354 Maintaining Former Vouchers .............................................................................................................355 Editing a Voucher.................................................................................................................................355 About Vendor Invoices ........................................................................................................................356
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Retail Pro® 8 User’s Guide Creating Vendor Invoice Records ........................................................................................................356 Assigning a Vendor Invoice to Vouchers.............................................................................................358 Reviewing and/or Approving Vouchers ...............................................................................................361 Showing/Hiding an Invoice’s Vouchers...............................................................................................361 About Pending Vouchers......................................................................................................................362 Effects of Updating a Pending Voucher ...............................................................................................362 Auto-Updating Vouchers .....................................................................................................................363 Manually Updating Pending Vouchers ................................................................................................363 About Distributing Received Merchandise ..........................................................................................367 Generating a TO From a Voucher ........................................................................................................367 About Advance Shipping Notices ........................................................................................................369 ASN Vouchers and Batch Receiving ...................................................................................................369 Chapter 8. Transfers ....................................................................................................................................372 About Transfers....................................................................................................................................372 Transfer Configuration Preferences .....................................................................................................376 Transfers Security ................................................................................................................................376 Accessing Transfers .............................................................................................................................377 Transfer Document Fields ....................................................................................................................378 Transfer Documents Buttons................................................................................................................382 Transfer Slips ..............................................................................................................................................387 About Transfer Slips ............................................................................................................................387 Creating a Transfer Slip - Basic Steps..................................................................................................387 Recording Comments on Slips .............................................................................................................389 Effects of Updating a Slip ....................................................................................................................389 Transfer Slip History Files ...................................................................................................................390 About Out Slips....................................................................................................................................391 List Items on an Out Slip......................................................................................................................392 Generate Out Slips from a TO:.............................................................................................................392 About In Slips.......................................................................................................................................393 Creating an In Slip at a Remote............................................................................................................393 Defining Default Days in Transit Values .............................................................................................395 Viewing In-Transit Quantities..............................................................................................................397 Transfer Verification ...................................................................................................................................398 About Transfer Verification .................................................................................................................398 Slip Diagnosis ......................................................................................................................................400 Update and File Slips ...........................................................................................................................402 Resolution of Mismatched Slip Pairs ...................................................................................................404 Mismatch Resolution Processing Rules ...............................................................................................410 Purging Verified Slips ..........................................................................................................................412 About Maintaining Former Slips..........................................................................................................412 Transfer Orders............................................................................................................................................413 About Transfer Orders..........................................................................................................................413 Manually Creating a TO - Basic Steps .................................................................................................414 Allocating TO Items to Destination Stores...........................................................................................416 Monitoring TO Fill Status ....................................................................................................................418 Maintaining TOs ..................................................................................................................................419 Generating a TO from a PO or Voucher...............................................................................................420
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Retail Pro® 8 User’s Guide Generating Out Slips from a TO ..........................................................................................................421 Auto Transfers.............................................................................................................................................424 About Auto Transfers...........................................................................................................................424 Launching Auto Transfers....................................................................................................................424 Generating Auto Transfers ...................................................................................................................425 Generate TOs/Slips ..............................................................................................................................435 Inter-Company Transfers.............................................................................................................................436 Enabling Inter-Company Transfers ......................................................................................................436 Sending Inter-Company Transfers .......................................................................................................437 Receiving Inter-Company Transfers ....................................................................................................438 Chapter 9. Customers ..................................................................................................................................439 About Customers..................................................................................................................................439 Customer Security ................................................................................................................................439 Accessing Customers ...........................................................................................................................440 Working with Customers.............................................................................................................................441 Customer Fields....................................................................................................................................441 Customer Menu Buttons.......................................................................................................................445 Adding a Customer...............................................................................................................................446 Customer Pricing..................................................................................................................................448 Customer Discounts .............................................................................................................................449 Use Customer Tax Areas......................................................................................................................450 Assign a Shipping Priority to a Customer ............................................................................................450 Sharing Customer Records...................................................................................................................451 Deactivate a Customer Record .............................................................................................................452 Delete a Customer Record....................................................................................................................452 Maintain In-Store Charge Accounts.....................................................................................................453 Adding a Customer to a Document ......................................................................................................454 Finding and Then Writing a Customer on a Document........................................................................455 Adding a New Customer at POS ..........................................................................................................456 Dedicated SO Customers......................................................................................................................456 Customer History .................................................................................................................................457 Storing Credit Card Numbers...............................................................................................................462 Reading Driver's Licenses ....................................................................................................................463 Database File 2Gb Limit ......................................................................................................................464 Chapter 10. Recording Sales and Returns ...................................................................................................465 About Receipts .....................................................................................................................................465 Receipt Security ...................................................................................................................................466 Security Preferences at POS.................................................................................................................469 Accessing Receipts...............................................................................................................................469 Working with Receipts ................................................................................................................................470 Views....................................................................................................................................................470 Completing a Basic Receipt .................................................................................................................472 Canceling, & Discarding Receipts .......................................................................................................473 Receipt Fields.......................................................................................................................................474 Listing Items on Receipts .....................................................................................................................489 Edit Receipt Items ................................................................................................................................493 Giving Item Discounts on Receipts......................................................................................................496
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Retail Pro® 8 User’s Guide Receipt Prices.......................................................................................................................................499 Completing a Sale ................................................................................................................................502 General Tender Procedures ..................................................................................................................503 Effects of Updating a Receipt ..............................................................................................................509 Printing Receipts ..................................................................................................................................510 Accepting Payment/Giving Change ............................................................................................................512 About Specific Tender Types...............................................................................................................512 Tendering by Check .............................................................................................................................512 About EFT Tenders..............................................................................................................................515 Tendering by Credit Card.....................................................................................................................516 Tendering by Debit Card......................................................................................................................519 Tendering by Gift Card ........................................................................................................................521 Tendering by Gift Certificate ...............................................................................................................526 Tendering by Store Credit ....................................................................................................................527 Tendering by Charge Account .............................................................................................................528 Tendering by Foreign Currency ...........................................................................................................530 Tendering by Payments ........................................................................................................................532 Returns and Exchanges................................................................................................................................533 About Returns and Exchanges..............................................................................................................533 Generating/Referencing Sales Orders..........................................................................................................535 Generate an SO from a Receipt in Progress .........................................................................................535 Filling Sales Orders..............................................................................................................................536 Working with Sales Orders from a Receipt..........................................................................................539 Cash Drops ..................................................................................................................................................540 Cash Drops ...........................................................................................................................................540 Maintaining Receipts...................................................................................................................................542 About Maintaining Receipts.................................................................................................................542 Finding a Former Receipt.....................................................................................................................543 POS Resiliency............................................................................................................................................544 About POS Resiliency..........................................................................................................................544 Configuring Your EFT Settings ...........................................................................................................545 Setting Floor Limits .............................................................................................................................547 Switching to Offline Mode...................................................................................................................549 Recovery Log .......................................................................................................................................550 POS Resiliency Security ......................................................................................................................551 Chapter 11. End of Day ...............................................................................................................................552 About End of Day Procedures and X/Z-Out Reports ...........................................................................552 X/Z-Out Security..................................................................................................................................554 X/Z-Out Reports..........................................................................................................................................555 Basic Steps to Run an X/Z-Out Report ................................................................................................555 Define Report Settings .........................................................................................................................556 The Non-Currency Lists.......................................................................................................................557 Saved Report Settings ..........................................................................................................................558 How Various Receipt Actions Are Handled on X/Z-Outs ...................................................................559 A Sample Midday (X-Out) Report .......................................................................................................560 End of Day Reports (Z-Outs) ...............................................................................................................562 The Media Totals Window...................................................................................................................563
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Retail Pro® 8 User’s Guide The Media Count Windows .................................................................................................................565 The Z-Out Report .................................................................................................................................569 Former Z-Out Reports ..........................................................................................................................569 The Report Window .............................................................................................................................570 Print a Report .......................................................................................................................................571 Export a Report ....................................................................................................................................572 About Report Options ..........................................................................................................................573 Appearance Options .............................................................................................................................573 Output Options .....................................................................................................................................574 Run Statistics........................................................................................................................................576 Define Dimensions and Results............................................................................................................577 Pivot the Statistical Analysis ................................................................................................................579 Statistics Output Options......................................................................................................................580 Average/Total Analysis........................................................................................................................581 EFT Settlement............................................................................................................................................585 About Settling EFT Transactions .........................................................................................................585 Batch Files and Transaction Records ...................................................................................................585 The Settling Process .............................................................................................................................586 Editing Gift Card Authorization Numbers ...........................................................................................587 EFT Batch Reports ...............................................................................................................................587 Backing Up Retail Pro Data .................................................................................................................590 Backup/Recovery ........................................................................................................................................591 Backup Frequency and Rotating Backups............................................................................................591 Chapter 12. Sales Orders .............................................................................................................................592 About Sales Orders...............................................................................................................................592 Sales Order Security.............................................................................................................................593 Sales Orders Types...............................................................................................................................594 Accessing Sales Orders ........................................................................................................................595 Working with Sales Orders .........................................................................................................................596 SO Fields..............................................................................................................................................596 Sales Order Buttons..............................................................................................................................603 Starting a Sales Order...........................................................................................................................607 Completing a Non-Registry SO............................................................................................................608 Creating a Registry SO.........................................................................................................................609 Copying SOs ........................................................................................................................................609 Creating SOs from Receipts .................................................................................................................610 Adding a Customer to an SO................................................................................................................611 Dedicated SO Customer .......................................................................................................................612 Customer Discounts .............................................................................................................................612 Listing Items on SOs ............................................................................................................................613 Giving Item Discounts..........................................................................................................................615 Editing SO Items ..................................................................................................................................618 Global Discounts on SOs .....................................................................................................................619 Defining and Applying SO Terms........................................................................................................620 Applying SO Terms .............................................................................................................................621 About Customer Orders and Special Orders ........................................................................................622 About Layaways...................................................................................................................................623
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Retail Pro® 8 User’s Guide Registry SOs.........................................................................................................................................623 Maintaining SOs...................................................................................................................................623 Deleting, Archiving, and Purging an SO..............................................................................................624 Sales Order Deposits ...................................................................................................................................627 About SO Deposits...............................................................................................................................627 Receiving a Deposit .............................................................................................................................627 Reversing a Deposit .............................................................................................................................630 Refunding a Deposit.............................................................................................................................630 Displaying Deposits on an SO..............................................................................................................631 Filling an SO ........................................................................................................................................632 Recording a Sale from an SO ...............................................................................................................634 Tendering a Sale by SO Deposits.........................................................................................................635 Miscellaneous..............................................................................................................................................637 Adding Items from an SO to a Receipt ................................................................................................637 Handling Shipping Charges and Fees...................................................................................................638 Partial Shipments..................................................................................................................................639 Recording a Return...............................................................................................................................639 Creating Purchase Orders From an SO.................................................................................................640 Viewing Dedicated POs from the SO...................................................................................................642 Printing SOs and Deposit Receipts.......................................................................................................643 Chapter 13. Adjustments .............................................................................................................................645 About Adjustment Memos ...................................................................................................................645 Tracking Adjustments ..........................................................................................................................645 Memo Types.........................................................................................................................................646 Adjustment Memo Security..................................................................................................................646 Working with Adjustment Memos ..............................................................................................................648 Accessing Memos ................................................................................................................................648 Memo Fields.........................................................................................................................................648 Adjustment Memo Buttons ..................................................................................................................652 Actions that Generate Memos ..............................................................................................................654 Creating a New Memo (Manually).......................................................................................................655 Copying a Memo..................................................................................................................................657 Reversing a Memo ...............................................................................................................................658 Chapter 14. Reports .....................................................................................................................................659 About General Reports.........................................................................................................................659 Report Types ........................................................................................................................................661 Report Categories.................................................................................................................................662 Configuring Default Options................................................................................................................666 Default Fonts ........................................................................................................................................667 Field Lengths and Labels .....................................................................................................................668 Custom Names .....................................................................................................................................670 Run a Report ........................................................................................................................................672 Report Options .....................................................................................................................................675 Runtime Options ..................................................................................................................................675 Report Access Levels ...........................................................................................................................678 Report Filters........................................................................................................................................679 Modify/Create a Filter ..........................................................................................................................679
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Retail Pro® 8 User’s Guide Report Filter Elements..........................................................................................................................680 Report Filter Criteria ............................................................................................................................681 About Editing or Creating Report Designs...........................................................................................685 Edit a Report ........................................................................................................................................686 Reset Report to Default Settings ..........................................................................................................687 Create a New Report ............................................................................................................................688 Report Groups ......................................................................................................................................697 Scheduling Report Groups ...................................................................................................................699 Report Library ......................................................................................................................................700 About Sales Charts ...............................................................................................................................703 Appendix A: Interface Menu.......................................................................................................................704 Appendix B: Preferences.............................................................................................................................722 Appendix C: Glossary .................................................................................................................................836 Appendix D: Keyboard Shortcuts................................................................................................................850 Index............................................................................................................................................................852
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Retail Pro® 8 User’s Guide
Chapter 1. Introduction Welcome to Retail Pro®! Retail Pro® is an advanced inventory control, point of sale, and merchandising system designed for use in retail stores. The system includes coordinated transaction, merchandising, and analytic features that allow retailers to maintain complete control over their entire retail operation. The core of the Retail Pro® system is the Inventory module. The inventory module is a sophisticated perpetual inventory system kept continuously updated as transactional documents are made and recorded during normal retail activities. At a glance, a user can view current quantities on hand, on order, and in transit for individual stores or for the company as a whole. The inventory module also maintains all item-related data such as costs, prices, margins, sizes, attributes, dates, and department and vendor information. Tightly integrated with the inventory module are the four other primary Retail Pro® areas wherein the various activities that affect inventory are carried out. These four areas are Point of Sale (POS), Purchasing, Transfers, and Adjustments. There are two types of documents that can be created in each of these areas, except the Adjustments area, which contains only transactional documents. Transactional documents record actual changes to the inventory and provide a permanent record of those changes in monthly history files. There is a separate monthly history file for each of the transactional document types. These history files can never be deleted. For this reason, these transactional documents are sometimes referred to as history documents. Each of the Retail Pro® transactional documents is explained on the next page. Order documents are temporary documents used to plan or order future retail activities. The information recorded on an order document, such as items, prices, and vendor or customer information, can be easily transferred to a transactional document when the time comes to record the actual activity. Once a transactional document is created, the related order document can safely be deleted. The transactional documents used in Retail Pro® and the related order documents are as follows: Receiving vouchers add to inventory the merchandise received from vendors. Return vouchers are used to subtract from inventory merchandise that is returned to vendors. A planned purchase of merchandise from a vendor is recorded on a purchase order (PO). Transfer slips record the transfer of merchandise between two inventories (store to store, warehouse to store, etc.). A slip subtracts the quantity transferred from the sending inventory and adds it to the receiving inventory. The order document used to plan a transfer of merchandise is the transfer order (TO). Sales receipts subtract merchandise from inventory when customers make purchases. A return receipt is used to add items back to inventory when returned by a customer. Future sales to customers, such as for layaways and mail orders, are planned on a sales order (SO). Adjustment memos can either add or subtract merchandise from inventory. Memos are used when none of the other transactional documents are appropriate. For example, adjustment memos would be used to subtract shrinkage quantities from inventory or to add “extra” units discovered during a physical inventory. Adjustment memos are also used to record adjustments to inventory costs and prices. There are no order documents related to adjustment memos. © 2010 Retail Pro International, LLC All rights reserved. 4
Retail Pro® 8 User’s Guide
In addition to the core inventory and point-of-sale functionality, Retail Pro® also includes components that aid in increasing store traffic, building customer loyalty, and accurately analyzing and reporting retail activities. The Customers area not only maintains customer addresses and phone numbers, but also offers features like customer filtering for lists and mailings, customer-based pricing, store-credit tracking, and instant retrieval of customer sales history. The Reports area provides the ability to look at accumulated data broken down in any way that best serves a retailer’s needs. Dozens of pre-designed and specialty reports are provided in several categories, plus custom reports can be easily designed using the Report Wizard feature and the extensive filtering capabilities of the system. Additional features in the Retail Pro® system provide electronic purchasing capabilities (EDI/ASN), employee and commission tracking, gift registries, multi-store management tools, an e-mail server application, international features, and integration with your electronic commerce offerings. Ancillary tools provide extensive data diagnosis and repair, security control, document design, and advanced analytical capabilities.
Installing Retail Pro® Retail Pro® is sold and usually installed by a certified Retail Pro Business Partner who has the skills and experience to make the installation go quickly and smoothly. When you insert the CD to install Retail Pro®, a setup wizard guides you step-by-step through the entire installation process. You can choose from three types of installation setups: Typical: Typical setup is the correct choice for most users. It installs Retail Pro® with all optional components. Custom: Custom setup allows you to specify which components to install. Demo: Demo setup is for installing Retail Pro® on a temporary basis. With this installation type inventory quantities are periodically reset to default settings but all functionality is included. Note: Installing Practice Data When installing Retail Pro®, you have the option of installing practice data. This practice data can be used by retailers and their employees for training purposes to ensure that no harm comes to the store’s real data.
Copyright © 2009 Retail Pro. All rights reserved. 5
Retail Pro® 8 User’s Guide Simplified Configuration Many default configuration settings can be preset before conducting an on-site installation, saving time and ensuring consistency between workstations. For example, default security and group files can be created and imported during installation. This saves you the trouble of setting up your own security groups and assigning rights to them (you still have to define individual users and assign them to the groups). Other features to simplify the configuration process include: Automatically copying your users if upgrading from 7-Series. Defining settings for one workstation and copy them to others using Model Workstation. Defining default workstation printer configurations. (For more information on installation and configuration, refer to Technical Supplement C1. Installing 8-Series Retail Pro®.)
Licensed Inventories and Seats Retail Pro® is licensed as Inventories and Seats. For licensing, an Inventory is defined as any physical location of a group of merchandise that is managed by Retail Pro®. Typically, an Inventory might represent one store's physical location or building. However, it may be beneficial to manage more than one Inventory at the same physical location, such as for a store and backroom housed in the same building. As far as Retail Pro® is concerned, these Inventories are just different physical locations of merchandise, whether those locations are in another room, building, city or country. The Inventory module within the Retail Pro® system, however, manages information for as many Inventories, or locations of merchandise, as are licensed, with a system limitation of 240 locations. To differentiate between an Inventory license and the Inventory module, and since one Inventory license will usually represent one store location, this User's Guide uses the term location or store when referring to an Inventory license. The first location or store that is set up in Retail Pro® is defined as 001. The second location is defined as 000 and the third is defined as 002. (This is due to earlier versions of Retail Pro® where the first two Inventories were sold together as a package.) Additional stores are numbered incrementally up to 239. (If needed, aliases can be created for these system-defined numbers by using Store Codes.) Seats are simply defined as any workstation accessing any installation of Retail Pro®. Up to 99 workstations, or seats, may be networked to the same installation of Retail Pro®, which we call a station.
Copyright © 2009 Retail Pro. All rights reserved. 6
Retail Pro® 8 User’s Guide
Retail Pro® Stations Stations are most often what we refer to when discussing the Retail Pro® system. A station, defined as any installation of Retail Pro®, can be configured as one of the following, depending on what functionality is required by that station: Main, POS, Backroom, Info or Corporate. In configuring stations for your Retail Pro® system, specific naming conventions are used to identify what type of station it is. Along with these naming conventions are some system limitations on the number of each type of station allowed in the total system configuration. Types of stations: Main station: the Main station is the only station that directly interacts with the Retail Pro® core database. There is only one Main station for each Retail Pro® system and it serves as the hub of operation for all other stations (though more than one Main station can be accessed by a Corporate station – see below). The Main station is the only station that can define or modify inventory items, and it also carries out many activities for other types of stations, as described throughout this User's Guide. A Main station is defined as 0000 or MAIN. Up to 99 workstations can be networked to access the same Main station. POS station: POS (Point-of-Sale) stations are primarily used to record the sale of merchandise in stores. These stations can also be used to create sales orders, enter customer information, and look up item prices or availability. POS stations can also receive and transfer merchandise, but only for their own store or location. Due to their nature, POS stations are assigned to a specific location and are defined as ###(A-Z) where ### is the location or store number (for example, 001A is a POS station for location 001). Up to 26 POS stations can be configured for each location, and up to 99 workstations can be networked to each POS station. Backroom station: Sometimes called a Warehouse station, a Backroom station can typically receive, tag, and transfer merchandise, but it can also record sales. These stations are very flexible in that they can carry out these activities for any location, making them ideal for distribution, mail order, or sales fulfillment operations. Backroom stations are defined as 000(A-Z). Therefore, up to 26 Backroom stations can be configured for your system, with up to 99 workstations networked for access to each Backroom station. Note: POS station for Inventory 000 is actually a Backroom station ® Because of the numbering system that Retail Pro uses to identify a station type, POS stations for Inventory 000 would be numbered 000(A-Z) and would therefore be identified by Retail Pro® as backroom stations for the entire system. If a POS station is needed for Inventory 000, you can limit the functionality of the backroom station to act like a POS station by configuring security and preferences for the station and workstation(s).
Info station: This station receives data from the Main station, providing the ability to view, print or manage the exporting of data and reports. Info stations cannot create or modify Retail Pro® data files or documents except to propose purchase orders (POs). These stations are typically used for access to data or reports by managers and during sales presentations, at trade shows, or at a second office.
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Retail Pro® 8 User’s Guide Info stations are defined as INF(A-Z) for a total of up to 26 Info stations per system, with up to 99 workstations networked to each Info station. Corporate Station: This specialized station interacts with multiple Main stations, allowing it access to data from each of their respective systems. As such, the Corporate station can provide a greater level of data consolidation and inventory management for corporations with subsidiaries or franchises. Up to 99 workstations can also be networked for access to a Corporate station. Remote stations: Because the Main station acts as the hub between the other stations for data activity, we sometimes refer to stations as simply the Main and Remotes, where a Remote will most often be a POS station but could also be a Backroom or Info station. Many Retail Pro® system configurations consist of a central Main station that communicates with one or more Remote stations through the polling of data files (refer to Chapter 15. Polling). Each station runs its own installation of Retail Pro® software and maintains its own set of data files for the retail activities that are carried out there. The Remote station periodically polls with the Main station to send its data up to the Main station and receive updated data from the Main station. When the Main station receives data from Remote stations, it processes the data, updates the system's core database as appropriate, and polls updated data back down to the Remote stations. Depending on a retailer's needs, a single-store operation might be set up with one Main station accessed by multiple workstations through a network if needed, perhaps one for ringing up sales, one in the receiving area, and one in the office used for purchasing and reporting. A larger, multi-store operation might typically have one Main station at a central office, a POS station in each store, a Backroom station at the warehouse or distribution center, and possibly Info or Corporate stations as well. Each of these stations could have multiple workstations networked to it.
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Retail Pro® 8 User’s Guide Types of Stations:
CORPORATE STATION
OTHER MAIN STATIONS
WORKSTATIONS (up to 99)
MAIN STATION
Retail Pro Database
WORKSTATIONS (up to 99)
Locations or Stores
(Inventory licenses – up to 240)
Multiple Locations
BACKROOM STATIONS up to 26 per System
Single Location
POS STATIONS up to 26 per Location
WORKSTATIONS (up to 99 per Station)
Multiple Locations
INFO STATIONS up to 26 per System
WORKSTATIONS (up to 99 per Station)
WORKSTATIONS (up to 99 per Station)
For licensing, each workstation = 1 seat
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Retail Pro® 8 User’s Guide
Purpose of the User’s Guide This user's guide provides information on how to use the Retail Pro® system in the most efficient manner. The system was designed to benefit each unique retailer by including many usercustomizable features. Users have the option to customize everything from the alignment of the side menus to the number of inventory rows they have available. Due to the system's great versatility, some of the instructions and graphics in this guide may differ slightly from what you see on your screen. This should not be cause for concern; in most cases, the steps to perform a task will remain the same. However, if there does seem to be a discrepancy, it is important to note any preference, RPRO DB setting, or security setting that may be relevant to the area in which you are working. User's Guide Conventions: The following is a list of how information is displayed throughout this manual. The type of information designated
Examples
Keyboard keys
, , ,
Two-key combinations
,
Menu or dialog selections
INVENTORY, SAVE, NEW
Field names
Vend Code, Mk Up%, Last
Cross reference
(Refer to Chapter 4. Inventory.)
Menu paths
OPTIONS h SYSTEM PREFERENCES h STORES
Information to be entered in a field
001
Procedural instructions
1., 2., 3., etc.
Select a check box option
5
File path\name
\RETAIL\RPRO.EXE
Important procedural information, alternative methods
Note:
Program tips (shortcuts, etc.) for advanced users
Pro Tip:
Possible adverse effects of performing an action
Warning:
Preference settings that affect the current activity
Preference:
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Retail Pro® 8 User’s Guide
Start Retail Pro® he procedure below assumes your system has been configured to require user names and passwords. 1. Use standard Microsoft Windows® procedures to launch Retail Pro® (from the Start menu or Desktop). The Retail Pro® splash screen is displayed as necessary files are loaded. 2. Enter the appropriate information in the following logon fields. User Name: Enter the user name assigned to you. (For more information, refer to Technical Supplement F1. Security Administrator.) Password: Enter your password. Date: The date displayed here will be recorded on all receipts and other documents made. By default, the date displayed will be the current date. This date can be changed by typing in a new date or choosing and selecting a date from the drop-down calendar. (For more information on choosing dates, refer to Chapter 2. Retail Pro® Basics.) Language: If language files are installed, displays the language in which your Retail Pro® installation is configured. The language, once selected, will remain the displayed language until changed. Also, all Tools will be launched in the selected language. (Contact your dealer for more information on language support.) 3. After entering the appropriate information, press or select login. If you no longer want to login, select cancel or press to exit the logon screen, and close Retail Pro®.
Authorization Date Message When the message below is displayed, click Yes to apply the current date to all workstations for license authorization purposes.
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Retail Pro® 8 User’s Guide
Pro Tip: Faster Startup If you do not require the use of languages in Retail Pro® other than the native English, you can disable loading of translation files during startup. You can also disable the display of the splash screen during startup. This can result in Retail Pro® starting significantly faster in some cases (other program features and network configuration may also affect startup time). See the preference note below for more information.
Preferences: Startup Options SYSTEM PREFERENCES h SYSTEM: Clear the checkboxes for 5 USE RPRO TRANSLATION FILES and/or DISPLAY SPLASH SCREEN ON STARTUP to disable these features. Disabling these features may speed program startup time. Disabling translation files means that only the program's native English language will be available.
Note: Touchscreen Touch KEYBOARD to access a touchscreen keyboard to enter your user name and password. Note: Shortcut Keys Each of the fields in the Retail Pro® Logon screen has a shortcut assigned to it. To use a shortcut to access a field, enter . For example, the shortcut key for the Login button is . Note: Logging In to a Tool When you log in to a Tool from Retail Pro®, you do not have to log in again. You will be automatically logged in with the same user name and workstation number. Note: Printing Employee Labels ® You can design and print employee labels with names and bar codes within Retail Pro by selecting EMPLOYEE LABELS from the TOOLS menu. The employee label can then be scanned to enter an employee ® name into any Name or Associate field in Retail Pro , such as the Log In field (if security settings allow change of name field). To use this feature you must define your employees in Security Administrator. A default employee labels document design can be used or you can design your own using Document Designer. (Refer to Tool Supplement TS2. Document Designer for more information.)
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Retail Pro® 8 User’s Guide
Retail Pro® Home Screen Retail Pro 8 Button
Top Menu
Browser Toolbar
Home Page
Side Menu
Status Bar
top menu
The horizontal menu at the top of each screen. The menu options correspond to the main areas of the program. ®
Retail Pro button
Select this button to back out of your current window. From the Home Screen, select this button to access a side menu called the System Menu which includes options to access Help, display system information or exit the program.
browser toolbar
If you have access to the internet, this toolbar allows internet navigation using the standard browser controls of BACK, FORWARD, STOP, REFRESH, HOME and PRINT. HOME displays the home page defined in your Workstation Preferences (see #4 Home Page). The E-MANUALS button will display the E-Manuals screen which navigates to documentation in Adobe Acrobat© pdf format.
home page
Displays the HTML file specified in workstation preferences (OPTIONS h W/S PREFERENCES h SYSTEM h HOME PAGE URL). Internet Explorer 5 or later required.
side menu
The vertical menu that can be positioned to the right or left side of the screen. This menu is customizable and will change depending on which area is selected at the Top Menu. (See Appendix A. Interface Design for details on designing side menus.)
status bar
Displays the current user, data path, sales path, and workstation.
Preferences: Menu/Toolbar Display OPTIONS h W/S PREFERENCES h APPEARANCE h DISPLAY: Choose to display icons and text, just text, or just icons for the top and side menus.
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Retail Pro® 8 User’s Guide
Top Menu The Top Menu is the toolbar located at the top of the Retail Pro® screen (as shown previously). Each toolbar button on the Top Menu provides access to a different area of Retail Pro®. The Side Menu lists the functions available in the selected area and will change accordingly when a different area is selected on the Top Menu. Top Menu Items: Button
Description POS The POS area of Retail Pro® contains functions for managing point-of-sale documents (Receipts and SOs), customer information, employee hours, and cash drawers. Merchandise The Merchandise area provides access to inventory, department and vendor information, which is used to organize and record merchandise. This area also provides functionality to permanently delete inventory items and mark down prices and costs.
Purchasing The Purchasing area records and tracks purchasing and receiving of merchandise (such as POs and vouchers). Also contains electronic purchasing functionality.
Transfers The Transfers area tracks merchandise transferred between stores.
Adjustments The Adjustments area allows adjustments to be made to inventory quantity, cost or price.
Analysis The Analysis area generates powerful reports and charts to view sales and merchandise data in a variety of ways.
Options The Options area includes functions for system log in/out, configuring and ® customizing Retail Pro (Preferences), viewing user information, and running Practice Retail Pro®.
Tools The Tools area provides access to each of the tools modules available with ® your Retail Pro installation, such as Security Administrator, Scheduler, Document Designer, and RPRO DB. The Tools menu can be customized to reflect a retailer's needs.
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Retail Pro® 8 User’s Guide
Practice Retail Pro® Practice Retail Pro® is a separate instance of Retail Pro® that you can use to train personnel and experiment with new features without endangering your real data. It may also be helpful to use Practice Retail Pro® to familiarize yourself with the navigation and data entry techniques discussed in Chapter 2. Retail Pro® Basics. A set of demonstration data files can be installed to use in this area. To access Practice Retail Pro®: From Retail Pro®'s Home Screen, select options from the Top Menu and PRACTICE RPRO from the Side Menu. While you are in Practice Retail Pro®, a flashing message of "PRACTICE MODE" will display in the title bar and the status bar will be highlighted yellow. Select REAL RPRO from the Side Menu when you want to return to normal Retail Pro®.
Getting Help Select the Help button () anywhere in the program. A context-sensitive help screen is displayed for the activity or module in which you are currently working. The Help button is located on the Side Menu or on displayed dialogs throughout the program. At the Home Screen, it is necessary to select the Retail Pro® button first to access the System Menu and then help is available on the Side Menu (System Menu). Navigate through the help topics in the navigation pane on the left of the help window, as necessary, to find the topic you need. Use any of the three help tabbed pages to locate topics: •
presents help topics in a library fashion, with each "book" of the library covering a major program area or function. Click on a book to select a topic contained therein.
CONTENTS
provides a search index that searches for word(s) contained in the title of a help topic. Simply enter a word for the feature you are working with to locate that topic. SEARCH provides a search index that searches for word(s) contained in the title or body of a help topic. You must first setup the Find database; follow the onscreen prompts. Once you have located a topic, click it or select display () to view the topic. INDEX
Select PRINT () to print the topic displayed. Select BACK () to move to the previously displayed topic. Select >> () to move forward one topic in the predefined browse sequence. Select Vendors from the home screen. Result: The list of vendors is displayed. 2. Click the New button. Result: A new vendor record opens, ready for editing. 3. Enter a Vendor Code. 4. Enter information in the other fields, as needed. 5. Click the Save button.
Find a Vendor See Find an Existing Data Record in Chapter 2. Basics
Edit a Vendor Record See Edit an Existing Data Record section in Chapter 2. Basics
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Copy and Paste a Vendor Record A fast way to create a new vendor record is to copy an existing record that offers the closest match. See Copy an Existing Record section in Chapter 2. Basics
Delete a Vendor Record Select the vendor record that you want to delete and choose DELETE () from the top menu. If delete confirmation is active in system preferences, you are asked to confirm the deletion. If not active, the selected vendor is deleted immediately. (See Step 3 of Create a Vendor, above, for information on setting the delete confirmation preference.) Note: Delete a Vendor Record Deleting a vendor record does not affect inventory and history documents. The vendor code remains in place in both of those areas and reports can still be generated for the deleted vendor. Deleting a vendor record does affect your ability to include the Vend Code on reports since that name is stored only in the vendor file. However, if you set up your system to automatically record vendor names in Desc 2 field when defining items in inventory, then you could still print vendor names on reports by including Desc 2 in report layouts. SYSTEM PREFERENCES h MERCHANDISE h VENDORS: Record vendor name in Desc 2 field of inventory: 5 Select to enable this option.
Printing a Vendor Record See Printing Records section in Chapter 2. Basics
Print a Vendor Label See Printing Labels section in Chapter 2. Basics
Preferences: Print W/S PREFERENCES h PRINTING h AREA h Vendor Tags. Define printing instructions. You can also choose whether to allow changes to printer type, design, number of copies, or previewing at the time of printing. Only those that are selected can be changed.
Vendor List Distributed reports include report designs for printing various vendor lists. (Refer to Chapter 14. General Reports for complete information.)
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Retail Pro® 8 User’s Guide
Payment Terms In the Terms field of the Vendor module, you can set up default terms for a vendor. The default terms that you specify will be suggested on POs and vouchers addressed to that vendor. The only exception to this is if a voucher references a PO with different terms than the vendor file states. In such a case, the PO’s terms will override the default terms. To define terms: 1. Choose the vendor for which you want to define terms. 2. Select the
button or press from the Terms field.
Result: The Terms dialog is displayed.
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Retail Pro® 8 User’s Guide 3. Press and to move from term to term. Choose one of the following terms: Terms
Description
Additional Information to Define
% Days
Example: 3% 10, Net 30 specifies a 3% discount if paid within 10 days of the vendor's invoice date or the full amount due in 30 days.
A % and a number of days for up to 3 payment options. To specify Net, press in the blank field.
COD
Cash on Delivery.
-
Cr Acct
Use credit existing on the account to pay for the current order. Rarely used as a default term.
-
Replace
Make an even exchange of merchandise. For example, if the wrong merchandise was received and you are trading it for the correct merchandise. Rarely used as a default term.
-
Prepaid
Pay for merchandise in advance.
-
Due
Payment due in full on a specified day.
The actual due date, entered on the PO or voucher.
Payments
Example: 30% 30 days, 30% 60 days, Net 90 days distributes the total due across three future payments.
A % and a number of days for up to 3 payments. For the last payment, press in the % field to signify Net.
EOM
Example: 3% 15 EOM, Net 30 specifies a 3% discount if paid within 15 days of the end of the month or the full amount due within 30 days, also from the end of the month.
A % and a number of days for 1 or 2 payment options. To specify Net, press in a blank field.
4. Enter any additional information needed for terms such as: % Days, Payments, and EOM. Press to enter the lower portion of the Terms dialog and move from field to field. 5. Select OK to save the terms and exit the Terms dialog. Choose CANCEL () to exit the Terms dialog without saving changes.
Vendor History Vendor history allows you to access former vouchers and purchase orders related to the selected vendor. Vendor history is available from both List View and Form View. To access vendor history: 1. Select a vendor whose history you would like to view. 2. Select history from the side menu. 3. Select RECEIVING HISTORY or PO HISTORY.
Preferences: Vendor History SYSTEM PREFERENCES h MERCHANDISE h VENDOR h Number of prior months to include in period totals: Specify a number of months. When you view vendor history, receiving, or purchasing, only the months included in the period chosen here will be displayed.
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Retail Pro® 8 User’s Guide
Receiving History Receiving History gives you access to former vouchers involving the selected vendor. This option also provides access to the voucher module but does not allow any direct editing of fields while still in the vendor module.
Voucher Totals: The Vouchers Totals pane is always displayed in Form View and contains totals for all of the vouchers made for the selected vendor in the designated period. The fields shown on the next page are all available in the Voucher Totals pane. (For more information on designing the Voucher Totals pane, refer to Appendix A. Interface Design.)
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Retail Pro® 8 User’s Guide Fields
Usage
Avg Cost/ Voucher
The total cost of all of the items on vouchers from this vendor divided by the total number of vouchers listed for this vendor.
Company
The selected vendor's company name.
Discount $
The total discount dollars given by this vendor on all of the vouchers listed.
History Date Range
The date range from which receiving history has been drawn, as defined in preferences.
Purchase Cost $
The total cost of the items purchased from this vendor.
Return Cost $
The total cost of the items returned to this vendor.
Return Voucher Count
The total number of return vouchers made for this vendor.
Total Voucher Count
The total number of return and receive vouchers made for this vendor.
Units Purchased
The total number of units purchased from this vendor.
Units Returned
The total number of units returned to this vendor.
Vend Code
The unique alpha-numeric code for the selected vendor.
Voucher Count
The total number of receive vouchers made for this vendor.
Voucher List: The Voucher List pane contains a list of all of the vouchers made for the selected vendor. Each of the fields available in this pane are the same fields that are available for vouchers in the voucher module. (For more information on these fields and how to design this pane, refer to Chapter 7. Receiving, the Voucher fields section, and Appendix A. Interface Design.) Voucher Item List: The Voucher Item List pane is always displayed in List View and contains a list of all of the items listed on the voucher that is selected in the Voucher List pane. Each of the fields available in this pane are the same fields that are available in the voucher item list field in the voucher module. (For more information on these fields and how to design this pane, refer to Chapter 7. Receiving, the Voucher item list fields section, and Appendix A. Interface Design.) To search vendor history: You can search vendor history (either receiving or PO) for a particular string of characters. Retail Pro searches both document information and information for the individual items listed on documents for a matching string. Display Receiving or PO History for the appropriate vendor. Select FIND from the side menu. Type in a search string and select OK. Retail Pro will highlight the first document or item that contains the string. To find the next document/item containing the string, select FIND NEXT from the side menu. Note that Retail Pro will highlight the appropriate document/item even if the string is found in a field that is not currently displayed on screen.
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Retail Pro® 8 User’s Guide To reverse a voucher: The vouchers listed in the Voucher List pane can be reversed. 1. Select the voucher you would like to reverse. 2. Select reverse from the top menu. 3. Select the appropriate associate and enter any needed comments in the Reversing Document dialog that is displayed. Select OK. A new voucher is created that reverses the effects of the original voucher. The original voucher’s status becomes “Reversed.” (For more information, refer to Chapter 7. Receiving.) To copy a voucher: The vouchers listed in the Voucher List pane can be copied into a new voucher. 1. Select the voucher you would like to copy. 2. Select copy from the top menu. This will copy the selected voucher and open a new voucher in the voucher module with full editing capability. Follow standard voucher procedures to finish the voucher. (For more information on vouchers, refer to Chapter 7. Receiving.)
PO History PO History gives you access to purchase orders involving the selected vendor. These fields are all read-only fields and cannot be edited.
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Retail Pro® 8 User’s Guide PO Totals: The PO Totals pane is always displayed in Form View and contains totals for all of the purchase orders made for the selected vendor in the designated period. The fields shown below are all available in the PO Totals pane. (For more information on designing the PO Totals pane, refer to Appendix A. Interface Design.) Fields
Usage
Avg $/ Purchase Order
The total cost of all of the items on POs from this vendor divided by the total number of POs for this vendor.
Company
The selected vendor's company name.
Discount $
The total discount dollars given by this vendor on all of the purchase orders listed.
History Date Range
The date range from which PO History has been drawn, as defined in preferences.
$ On Order
The total dollar amount of the items on order from the chosen vendor.
Units Ordered
The total number of units on order from the chosen vendor.
Units Received
The total number of units received from the chosen vendor.
Vend Code
The unique alpha-numeric code for the selected vendor.
PO List: The PO List pane contains a list of all of the purchase orders made for the selected vendor. Each of the fields available in this pane are the same as those that are available for POs in the PO module. (For more information on these fields and how to design this pane, refer to Chapter 6. Purchasing, the PO field section, and Appendix A. Interface Design.) PO Item List: The PO Item List pane is always displayed in List View and contains a list of all of the items listed on the purchase order that is selected in the PO List pane. Each of the fields available in this pane are the same fields that are available in the PO item list field in the PO module. (For more information on these fields and how to design this pane, refer to Chapter 6. Purchasing, the PO item field section, and Appendix A. Interface Design.) To search PO History: Follow the instructions for searching customer history in the Receiving History section.
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Retail Pro® 8 User’s Guide
Chapter 4. Inventory Introduction About Inventory Retail Pro's Inventory module is designed to help you track, find, add, edit, and group your merchandise in a convenient and efficient manner. The inventory file can contain up to 999,999 lines or rows of merchandise with each of those rows representing a unique item. Instead of adding items one by one, retailers frequently group their merchandise into families of related items, referred to as styles. Due to the fact that items may be handled individually or as groups, Retail Pro's inventory module contains both an Item View and a Style View. Item View displays a record of each individual item while Style View displays a record of each style. Item View and Style View can be shown in both List View and Form View. Also, using the rounding and adjusting Pricing Methods, retailers are able to automatically round prices according to their rounding and adjusting instructions.
Inventory Security You can control employee access to the following Inventory features. Reference: See Technical Supplement F1: Security Administrator for more information. Permission
Description
Access
Allows group members to access the Inventory area.
Add/Copy
Allows group members to create new items by clicking the New or Copy buttons.
Edit
Allows group members to edit inventory items.
Access Continuous Edit Mode
Allows group members to access continuous edit mode.
Delete Item
Allows group members to delete items from inventory. Note: Clean House is the recommended method for removing items from inventory.
Edit Quantity
Allows group members to edit item quantities.
Edit Prices
Allows group members to edit price fields.
Edit Costs
Allows group members to edit cost fields.
See Cost Fields
Allows group members to see cost-related fields.
See Other Stores
Allows group members to see inventory information for other stores.
See Alternate Price Levels
Allows group members to see alternate price levels for items.
Assign Kit Item Type
Allows group members to edit the Kit Item Type field for items.
Access Scale Editor
Allows group members to access the Scales button for working with scales.
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Retail Pro® 8 User’s Guide Permission
Description
Allow Add/Edit/Delete of Serial Numbers
Allows group members to add, edit, and delete serial numbers for items.
Package and Kit Access
Allows group members to access the Package and Kits area.
Add Items
Allows group members to create new package and kit items.
Delete Items
Allows group members to delete package and kit items.
Break Kit
Allows group members to break kits.
Assemble Kit
Allows group members to assemble kit items.
Access Choose Items
Allows group members to access the Choose Items button.
Clean House Access
Allows group members to access the Clean House area.
Note: Updating Inventory at a Remote The inventory quantities at a Remote station (POS and Backroom stations) are updated when the station sells, receives, or transfers merchandise. However, those changes are both local and temporary. Those inventory changes are not polled to the Main station. Instead, the Main station’s inventory is updated by receipts, vouchers and transfer slips polled from the Remote stations. The updated inventory information at the Main is then sent back to the Remote, overwriting the Remote's inventory file.
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Retail Pro® 8 User’s Guide
Accessing Inventory To access the inventory module: 1. Select MERCHANDISE > INVENTORY from the Retail Pro Home Screen. While in the inventory module, the status bar located at the bottom of each inventory screen gives important information about the current status of your inventory:
Current User
Price Level
Store #
Tax Area
Style Items (# of items in selected Style)
Pricing Method
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Workstation # Edit Mode
Retail Pro® 8 User’s Guide
Inventory Views There are four ways to view inventory in the inventory module: Item View/List View; Item View/Form View; Style View/List View; and Style View/Form View. Each of these views is discussed below.
Item View/List View To select this view, choose Item View from the side menu and List from the top menu. This view contains a list of all of the items included in your inventory. Each item has its own individual line.
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Retail Pro® 8 User’s Guide
Item View/Form View To select this view, choose ITEM VIEW from the side menu and FORM from the top menu. This view enables you to take a detailed look at one item at a time
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Retail Pro® 8 User’s Guide Style View: The Style View is made up of two panes. The top pane displays either a listing of the styles in inventory or a detailed Form View of a single style. The bottom pane displays specific item information for the style in either list or grid format. The data displayed in the bottom pane depends on the style selected in the top pane (these panes will be discussed in further detail later in this chapter). However, the view in one pane is not dependent on the view in the other. The top pane can be in either List View or Form View and the bottom pane can be in either list or grid format at any time. Style View/Form View To select this view, choose STYLE VIEW from the side menu and FORM from the top menu. This view enables you to take a detailed look at one style in the upper pane. The lower pane displays the style items in either grid or list format. To display the grid format, as shown, select GRID on the side menu.
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Retail Pro® 8 User’s Guide Style View/List ViewTo select this view, choose STYLE VIEW from the side menu and LIST from the top menu. The top pane contains a list of all of the styles included in your inventory. Each style has its own individual line. The lower pane displays the items of the style selected in the top pane in either grid or list format. To display the list format, as shown, select ITEM LIST from the side menu.
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Retail Pro® 8 User’s Guide
Items About Items Although many data fields are available in inventory, the essential fields that serve to define each item are: DCS
The full department code: Department (D), Class (C), Subclass (S). The DCS field is the only field required to create an item.
Vend Code
The user-defined code assigned to the vendor of the item.
Desc 1
A description field usually used as the style description.
Attr
A field used to describe an item, typically color or a second size.
Size
The size of an item. Note: Desc 1 / Desc 2 TOOLS h RPRO DB h INVENTORY: Normally, Desc 1 is used as the item identifier. For special
situations, you can instead set up your system to use both Desc 1 and Desc 2 or just Desc 2. This documentation assumes that you are using Desc 1.
In addition, the price, cost, and margin of the item are usually defined.
Item Definition Each item must be unique (i.e., there must not be two or more items in inventory with the same combination of DCS, Vend Code, Desc 1, Size, and Attr). It is not sufficient to record some unique data in Desc 2 or to vary the information in the items’ Misc inventory fields. Retail Pro will not allow you to create two or more inventory rows with the same DCS, Vend Code, Desc 1, Size, and Attr. Such conflicts would not just be redundant; they could also cause serious problems when working in grid display.
Smart Abbreviations: In order to be able to locate merchandise in inventory or to filter items for reports by color or size, establish standard abbreviations for sizes and attributes and be consistent in their usage. For example, you could use either wht or whit for white, but should not use both. Wht and whit will be treated as two different attributes on reports. However, the system is not case sensitive so WHIT, whit, and Whit will all be treated as the same attribute.
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Jackpot Items Some retailers set aside a few items (or rows) in inventory as jackpot items. Typically, jackpot items are used for miscellaneous fees, special order items, or other non-inventory uses that don't affect a standard inventory item. Jackpot items can be used to record sales during a system start-up, before items have been defined and tagged with their specific item or UPC numbers. In this case a jackpot item is defined for each department and when selling an item from that department the associate edits the description, price, tax code, etc. at the time the sale is made. In this way, immediate reporting of sales by department is possible even before your inventory is fully defined or tagged. When used for listing non-inventory items on Special Order SOs, a jackpot item can be defined with a special order department code. The vendor code, item description, price, and other information from these jackpot items are designed to be edited on the SO when ordering special order items. If the item description is changed on the SO, it will be permanently recorded in your sales history, but will have no effect on inventory. Two inventory fields and a preference setting define the way a jackpot item is handled. When the Non-Inventory field is selected for a jackpot item: When a receipt or SO listing the jackpot item is updated, the on-hand quantities for the item in inventory will NOT be updated The item can only be listed on receipts, SOs, and cost/price memos; you cannot list the item on any other document Contingent on the preference setting shown below, a new unique item system ID (SID) may be generated each time the jackpot item is listed as a line item on a receipt (i.e. if listed twice on a receipt, two new SIDs could optionally be generated). This is a useful setting if you want each item sold using the jackpot item to be broken out separately on reports (depending on how you choose to filter reports). When the Committed field is selected for a jackpot item: The item is included in committed calculations and the display of the committed window is available for the item If not selected, the item is not included in committed calculations and the display of the Committed window is not available for the item Preferences: Generate New System ID For Non-Inventory Items
SYSTEM PREFERENCES h POINT OF SALE h RECEIPTS h OPTIONS h Generate new system ID for items with the non-inventory flag: 5 Select to generate a new unique system ID (SID) for each instance that the non-inventory item is listed on a receipt. Default is not selected. Preferences: Default Store for Viewing Inventory W/S PREFERENCES h DOCUMENTS h OPTIONS h STORE DEFAULTS h Allow this workstation to define its own default stores: Inventory. (Main and backroom stations only) Select the default store to display in the inventory module at this workstation. Note that this setting only affects what store is displayed by default when you manually enter the inventory module from the main screen of Retail Pro. When you Click Choose or Choose/Edit items from a document, the inventory displayed is for the store listed on the document, regardless of this setting. If using price-based stores, the appropriate price level will automatically be displayed for the default store in inventory.
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Retail Pro® 8 User’s Guide
Sample inventory list with jackpot items defined
Sample receipt item list, with edited jackpot items listed
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Retail Pro® 8 User’s Guide
About Styles The members of a style typically vary in size, color, or some other attribute. In Retail Pro, each size and color combination within a style is a separate item defined on its own row in the inventory file. For example, if you stock a sweater style in four sizes and two colors, you would have one style made up of eight different items occupying eight inventory rows. All members of a style can be seen as a group in Style View. Data can be summarized by style on reports, and many program actions can be conveniently applied to all the members of a style at once. As you define each new item or style, Retail Pro will check to see if your entry matches a style that already exists in inventory. If it does, a dialog box that informs you the style already exists will appear and give options to join this item to the style or cancel. If the new item is actually part of an existing style, add it to that style using grid display. Note that it is possible for a style to be made up of only one item if the item is unique in DCS, Vend Code, and Desc 1. This one item, which constitutes an entire style, will be listed in the top pane of the style list in Style View.
Style Definition Each style is defined by its DCS, Vend Code, and style description. These fields must be identical for all members of the same style and must be unique for each style. Items within a style can have different Desc 2, ALU, UPC, prices, costs, etc. Members of the same style may be scattered throughout the inventory file due to the fact that new items can be added to a style at any time. When one item in a style is selected in the Item View / List View, that item and each of the other items in that style will be displayed in blue text. The Desc 1 field is typically used to record the vendor's style number (or some other unique identifier) plus a brief description that makes the style easily recognizable. Note: Style Descriptions Normally, Desc 1 is used as the style description. For special situations, you can instead set up your system to use both Desc 1 and Desc 2 or just Desc 2. This documentation assumes that you define styles by Desc 1. You set how you define styles in RPRO DB. (Refer to Tool Supplement #10. RPRO DB for further information. )
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Retail Pro® 8 User’s Guide
Inventory Fields This section is a table with the name and use of each field in the inventory module. Note: RPRO DB and Preferences Depending upon RPRO DB and/or preference settings, some of these fields may function differently. If there are instructions to enter workstation preferences, system preferences, or RPRO DB in the Usage column, please refer to Appendix B. Preferences and/or Tool Supplement TS10. RPRO DB for more information on those modules. Note: Field Label Symbols Symbol
Description
*
Fields with this symbol can be used to sort inventory in List View.
[]
Fields shown in brackets are automatically populated with information by the system. In most cases, these fields cannot be directly edited by the user.
Note: Index Fields It is possible to include any of the following fields in your inventory custom indexes: DCS, Vend Code, Desc 1, Desc 2, Attr, and Size. Choosing the fields included in your inventory indexes is done in RPRO DB on the Inventory tabbed page. Note: List View and Form View If a field is included in only one of these views, it will be so noted in the Usage column. Field
Usage
ALU*
Alternative Lookup: A user-defined field that can be used to lookup items. This field can contain text descriptions, catalog numbers, etc. SYSTEM PREFERENCES h MERCHANDISE h Allow duplicate ALUs: 5 Select the check box to enable this feature. If this preference is not selected, duplicates will not be allowed. When listing merchandise items on documents there are two ways to have your system search for items by their ALU: • W/S PREFERENCES h DOCUMENTS h OPTIONS h Lookup mode when using choose/edit items from documents: Select ALU from the drop-down list. • SYSTEM PREFERENCES h GENERAL DOCUMENTS h Lookup mode for listing items on documents: Select ALU.
Attr*
Attribute: A field used to describe an item, typically color or a second size. TOOLS h RPRO DB h FIELDS: Set the number of characters (4-8) that will be allowed
in the Attribute field. Aux 1-8
Auxiliary Fields: Eight additional text fields in which you can enter supplementary inventory information. The fields are given names and predefined entries in system preferences. SYSTEM PREFERENCES h MERCHANDISE h AUX FIELDS h Field Names: Enter identifying field names for each of the 8 user-defined auxiliary inventory fields. Also, predefine your list of text field entries for each of the 8 auxiliary inventory fields.
[Case Qty]
Case Quantity: The number of cases on hand. This number is calculated by dividing the total quantity of an item by the number of units per case specified for it.
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Retail Pro® 8 User’s Guide Field Class
Usage Class: The second tier in the full department code, typically used for more precise classifications. TOOLS h RPRO DB h FIELDS: Set the number of characters (1-3) that will be allowed
for the Class field. [Cmp On Ordr]
Company On Order: The quantity on order for the selected item for all stores combined.
[Cmp Max]
Company Maximum: The maximum desired stock level for the item for all of the subsidiary’s stores combined.
[Cmp Min]
Company Minimum: The minimum desired stock level for the item for all of the subsidiary’s stores combined.
[Cmp Qty]
Company Quantity: The quantity on hand for the selected item for all stores combined.
[Cmp Rcvd]
Company Received: The quantity received for the selected item for all stores combined.
[Cmp Sold]
Company Sold: The quantity sold of the selected item for all stores combined.
Coef
Coefficient: This number is equal to the price divided by the cost of the item. It can be used to calculate price if it is multiplied by cost. Coefficients are typically used by retailers in countries that have VAT. COEF =
price cost
SYSTEM PREFERENCES h MERCHANDISE h PRICING h
Have Mrg%, MkUp%, Coef affect: Choose either cost or price. SYSTEM PREFERENCES h MERCHANDISE h PRICING h Use P$T$ when calculating Coefficients: 5 Select the check box to include tax when calculating coefficients. If this preference is not selected, tax will not be included. Comm Code
Commission Code: The commission code associated with the item. SYSTEM PREFERENCES h EMPLOYEES h COMMISSIONS: Define commission codes and schedules. The default code that will be suggested for all new items can also be defined on this page.
Committed
5 If selected, the item is included in and displayed in the committed window. If not selected, the committed window is not displayed for the item and when documents with the item are listed are updated, committed information is not updated for the item. By default, this field is selected for all inventory items. Common usage is to clear the check box to exclude non-inventory items (jackpot items) from the committed information. See also Non-Inventory flag.
Cost
Item Cost: The cost of the item. SYSTEM PREFERENCES h PURCHASING: Define options for handling cost.
Cost Code
Item cost displayed in code; can be printed on price tags. Code key must be defined in preferences. (Refer to Chapter 2. Retail Pro Basics, Printing Tags for more information.)
DCS*
Department (D), Class (C), Subclass(S): The full department code. To access the department file, select departments on the side menu or press from the department field. The entire DCS must be the same for all members of a style. Changes to any of these fields can be optionally applied to the entire style. TOOLS h RPRO DB h FIELDS: Set the number of characters (1-3) that will be allowed for the Department, Class, and Subclass fields. Combined, this can make the DCS field 3-9 characters long.
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Retail Pro® 8 User’s Guide Field
Usage
[DCS Name]
Full Department Name: The name recorded in the department file for the item’s DCS. This field is not editable.
Dept
Department: The first tier in the full department code, typically used for the broadest classification. TOOLS h RPRO DB h FIELDS: Set the number of characters (1-3) that will be allowed
for the Department field. Desc 1*
Description 1: A description field usually used as the style description. As such, it must be the same for all members of a style. Changes to this field can affect the item or the entire style. TOOLS h RPRO DB h INVENTORY h Define style grids by: Select the description field that will be used for your style description. TOOLS h RPRO DB h FIELDS: Set the number of characters (10-30) that will be
allowed in the Desc 1 field. Desc 2*
Description 2: A description field usually used for recording any additional information to describe this particular item, such as a vendor's catalog number. You can also define a lead time in this field. (See Pro Tip at the end of this section for more information.) SYSTEM PREFERENCES h MERCHANDISE h VENDORS h Record vendor name in Desc 2 field of inventory: 5 Select this option to have the vendor name automatically entered in the Desc 2 field when defining new items. TOOLS h RPRO DB h FIELDS: Set the number of characters (10-30) that will be
allowed in the Desc 2 field. Desc 3-4
Descriptions 3-4: Additional item description fields used for recording any supplementary information to describe this particular item. TOOLS h RPRO DB h FIELDS: Set the number of characters (5-30) that will be allowed
in the Desc 3 or 4 fields. Discont Date
Discontinued Date: The date when the item is to be discontinued and can no longer be listed on POs. Reports can be filtered by this date.
Doc Qty
Document Quantity: Displayed only when accessing inventory by selecting CHOOSE ITEMS or CHOOSE/EDIT ITEMS from a document. The field where the user enters the quantity of an item that is being added to the document item list of a document. Document Case Quantity: Displayed only when accessing inventory by selecting CHOOSE ITEMS or CHOOSE/EDIT ITEMS from a document. From a PO: The field where the user enters the case quantity of an item that is being added to the PO item list. From all other documents: The field that displays the case quantity that is being added to the document item list after the user has entered the unit quantity.
Doc Case Qty
EDI
Electronic Data Interchange: A drop-down list with the choice to flag this item as an EDI item. If EDI is selected from the list, the item will be available to include in EDI documents. (Contact your dealer for more information on using EDI with Retail Pro to place orders and exchange other data with your vendors.)
[FC1 P$]
Foreign Currency 1 Price: The price of the item times the foreign currency (take) rate. SYSTEM PREFERENCES h INTERNATIONAL h CURRENCY: FC1 is the first foreign
currency listed. [FC1 P$T$]
Foreign Currency 1 Price plus Tax: The price of the item plus tax times the foreign currency (take) rate.
[FC1 T$]
Foreign Currency 1 Tax: The item's tax times the foreign currency (take) rate.
First P$ First P$T$
First Price: The first price assigned to the item. Editable. First Price With Tax: The first price, plus tax, assigned to the item.
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Retail Pro® 8 User’s Guide Field
Usage
First Rcvd
First Received Date: The first date this item was received on a voucher. The current date will automatically be recorded here when this item is first received on a voucher. SYSTEM PREFERENCES h MERCHANDISE h Suggest first and last received dates: 5 Select this option to automatically record the current date when defining new items.
Flag
Unorderable Flag: A drop-down list with the option to identify the item as unorderable. Flagged items cannot be listed on POs.
FOC$ FOC$ Type
Foreign Order Cost: The cost of the item expressed in a foreign currency. Foreign Order Cost Type: The type of currency in the FOC$ field. From the exchange rate table defined in preferences.
SYSTEM PREFERENCES h INTERNATIONAL h CURRENCY h EXCHANGE RATES: Define the foreign currency and exchange rates. Frmr P$
Former Price: When marking down items using the Mark Down/Up Utility, the price to be used when restoring prices. When using VAT mode, Frmr P$T$ will be used, rather than Frmr P$. SYSTEM PREFERENCES h MERCHANDISE h UTILITIES h When updating Markdowns keep: Choose either the original price before any markdowns or the price before the most recent markdown.
Frmr P$T$
Former Price with Tax: When marking down items using the Mark Down/Up Utility while using VAT, the price to be used when restoring prices.
Inven P$
Inventory Price: The price of the item in the currently active price level.
Inven P$T$
Inventory Price and Tax: The price of the item with tax in the currently active price level.
[Item #*]
Item Number: The row number from 1 to 999,999 that identifies each item.
Item Image
(Form View only). Can be used to display an image for the item. If defined here, the image can also be displayed on documents. (For more information on working with images, refer to Chapter 2. Retail Pro Basics and Appendix A. Interface Design.)
Item Lot Numbers
Add where: Inventory Form View The Item Lot Numbers field is a mini grid that displays lot number information for an item. You can enter and edit lot numbers in the Item Lot Numbers grid. Even if the grid is not added to your Form View display, it can be displayed by selecting or displaying a lot number item and selecting Lot Numbers from the side menu.
Item Serial Numbers
A mini grid that displays an item’s serial number information. At the Main station, you can enter, edit, and delete serial numbers in the Item Serial Numbers grid. At remote stations, the grid is read-only. If the grid is not added to your Form View display, it can be displayed by selecting or displaying a serial number item and selecting SERIAL NUMBERS on the side menu.
[Item SID]
Item System Identifier: A unique number used to identify items. SYSTEM PREFERENCES h MERCHANDISE h Source for Item SID generation: Choose to have your Item SIDs generated by the system, UPC# field, or ALU field. ALLOW DUPLICATE ALUS must not be checked for ALUs to be available for SID generation.
Kit Item Type
Kit Item Type: Specify whether this item is a member of a package or kit. Options: No Entry, Package Item, Kit Item. If item is designated as a package or kit item, the Package and Kit database is accessible via the PACKAGE & KIT button on the side menu.
[Last Edit]
The last date/time any information for this item was edited.
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Retail Pro® 8 User’s Guide Field
Usage
Last Mkdn
Last Markdown Date: The last date when the item's price was changed using the Mark Down/Up Utility or by processing planned pricing instructions. This field is automatically updated.
Last Rcvd
Last Received Date: The most recent date that the item was received. This field is automatically updated each time the item is received on a voucher. SYSTEM PREFERENCES h MERCHANDISE h Suggest first and last received dates: 5 Select this option to have the current date suggested when defining new items.
Last Rcvd Code
Last received date, displayed in code; the code key must be defined in preferences. (Refer to Chapter 2. Retail Pro Basics, Printing Tags for more information.
Last Sold
Last Sold Date: The last date that the item was sold. This field is automatically updated each time the item is sold.
Lot
The Lot field controls each item’s lot tracking status. To activate lot tracking for an item, set the Lot field to FULL or PARTIAL.
M$T$
Margin $ plus Tax $: The profit amount for this item (including tax). M$T$ = Inven P$T$ - Cost
Margin$
Margin $: The profit amount for this item (excluding tax). Margin $ = Inven P$ - Cost
Max
Maximum: The maximum stock level desired for this item.
Max Discount %
Maximum discount percentage.
Min
Minimum: The minimum stock level desired for this item.
MkUp%
Mark Up %: The profit expressed as a percentage of the cost. MkUp% = price – cost X 100 cost SYSTEM PREFERENCES h MERCHANDISE h PRICING h Have Mrg%, MkUp%, Coef affect: Select price or cost from the drop-down list. SYSTEM PREFERENCES h MERCHANDISE h PRICING h Use P$T$ when calculating Mark Up%: 5 Select the check box to include tax.
[MOD]
Modified Item: If this inventory item is listed on an SO and modified from the way it appears in inventory, there will be a to indicate the difference. The indicator will appear in the SO Item menu field, MOD column.
Mrg%
Margin %: The profit expressed as a percentage of the price. Mrg% =
price – cost price
X 100
SYSTEM PREFERENCES h MERCHANDISE h PRICING h Have Mrg%, MkUp%, Coef affect: Choose either item or cost from the drop-down list. SYSTEM PREFERENCES h MERCHANDISE h PRICING h Use P$T$ when calculating Margin%: 5 Select the check box to include tax.
Non-Inventory
5 If selected, when a transactional document listing a non-inventory item, i.e. jackpot item, is updated the on-hand quantities for the item will not be updated. Typically, jackpot items are used as inventory items to sell undefined items, miscellaneous fees, and special order items. Default: unselected.
Ord C$
Order Cost: The order cost of the item. SYSTEM PREFERENCES h PURCHASING h Use Order Cost on POs and Vouchers: 5 Select the check box to activate this option. SYSTEM PREFERENCES h PURCHASING h Update Order Cost when making Vouchers: 5 Select the check box to activate this option.
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Retail Pro® 8 User’s Guide Field
Usage
[Plan Price]
Planned Pricing Flag: A indicates the item has one or more planned pricing instructions pending. This field is uneditable.
Planned Pricing
Planned Pricing: Enter planned pricing schedules. Set the date, price level, and price that you would like applied to your schedule.
[Prices]
Price List: A list that shows all of the price levels available and the price of the item in each level. This list also contains information on quantity requirements for each price level. (Form View only)
Promo #
Promotion Number: The number identifying the promotion assigned to this item. Changes to this field can affect the item or the entire style.
Qty
Quantity: In Item View, indicates the quantity on hand in inventory. The Qty field is automatically updated each time an item is received, transferred, or sold, and when completing a physical inventory.
[Qty Decimals]
Quantity Decimals: The number of decimal places allowed for the item's quantity. For example, if quantity decimals are allowed, and this field is defined as 1, the quantity could be 3.7; if it is defined as 2, the quantity could be 3.74; and so on. SYSTEM PREFERENCES h MERCHANDISE h Use decimal quantities: 5 Select the check box to activate this option. Also, specify the number of decimal places to use for each of price (zero, one, two, or three) and cost (zero, one, two, three, or four).
Quantities
Quantities Grid: Shows quantities and Min/Max levels for the selected item in each store and for the whole company.
[Rec #]
Record Number: The sequential number of a line item listed in the document item list. E.g., the first line item would be Rec # 1, the second Rec # 2, and so on.
Rel Item
Related Item: Indicates another item that is related to this item.
Sale Disc$
Sale Discount Amount: The amount by which an item’s price is discounted. Based on the price level specified in preferences.
Sale Disc%
Sale Discount Percentage: The percentage by which an item’s price is discounted. Based on the price level specified in preferences. SYSTEM PREFERENCES h MERCHANDISE h PRICING h Printing Disc% and Amount: Specify the price level to be used when calculating discount percentage and amount. Default price level: Active.
Scale
Grid Scale: The attribute/size style scale for this item. SYSTEM PREFERENCES h SCALES: Define scales.
Serial
Serial Item Flag: 5 Select to require a serial-number entry when adding an item to a history document. Based on this flag in inventory, the user is required (depending on preferences) to enter a serial number for an item. After item entry, the Edit Item () dialog is automatically displayed, and the user is not allowed to exit until a value is entered in the Serial # field.
Size*
Size: The size of an item. TOOLS h RPRO DB h FIELDS: Set the number of characters (4-8) that will be allowed
in the Size field. SPIF
Sales Person Incentive Fee: The amount to be credited to the item clerk for each sale of the item. (For sales commissions see the Commission Code field, above.)
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Retail Pro® 8 User’s Guide Field
Usage
Store Pair Quantities
Store Pair Quantities: A table that displays on-hand, in-transit, and total quantities for one or more pairs of inventories. (Refer to Chapter 2. Retail Pro Basics for more information.) SYSTEM PREFERENCES h STORES h STORE PAIRS h Store Pair Quantities: Define the labels for the column headers as well as the store pairs and their labels that are displayed in the Store Pair Quantities table.
[Str On Ordr]
Store On Order: The quantity on order for the selected item for the currently selected store.
[Str Rcvd]
Store Received: The quantity received for the selected item for the currently selected store.
[Str Sold]
Store Sold: The quantity sold of the selected item for the currently selected store.
Style Image
(Form View only). Displays an image for the style the currently selected item belongs to. If defined here, the style image can also be displayed on any document that lists a style member. (For more information on working with images, refer to Chapter 2. Retail Pro Basics and Appendix A. Interface Design.)
Style Qty
Style Quantity (Style View upper pane only): Initially indicates the displayed item's onhand quantity, but editing this field will affect the quantity of ALL items in the style. In this case, a warning dialog is displayed to confirm the user's intent to overwrite the existing quantity for all style items. Note that editing of this field is subject to security settings.
[Style SID*]
Style System Identifier: A unique number used to identify styles. SYSTEM PREFERENCES h MERCHANDISE h Source for Style SID generation: Choose whether to have Style SIDs generated by the system or from the UPC field.
Subclass
Subclass: The third tier in the full department code, typically used for more precise classifications. TOOLS h RPRO DB h FIELDS: Set the number of characters (1-3) that will be allowed
for the Subclass field. [Tags]
Print Tags: If selected ( ), tags can be printed for the item.
Tax
Tax Code Name: A drop-down list containing each of the tax code names defined in preferences.
[Tax $]
Tax Dollar: The tax amount that will be charged for the item based on the item's tax code and the currently active tax area. The active tax area will be the default tax area assigned to the current store, if any. This field is uneditable.
[Tax %]
Tax %: The tax percentage that will be applied to the item based on the item's tax code and the currently active tax area. The active tax area will be the default tax area assigned to the current store, if any. This field is uneditable.
[Tax 2 $]
Tax 2 Dollar: The amount of an alternate or second tax that is applied to the item. This field is uneditable.
[Tax 2 %]
Tax 2 % : The percentage of an alternate or second tax that is applied to the item. This field is uneditable.
Tax Code
Tax Code Name: A drop-down list containing each of the tax code names defined in preferences. SYSTEM PREFERENCES h TAXES h DEFINE TAX CODES: Define tax codes in the table.
[Tax Code 2]
The tax code assigned to this item for an alternative or second tax area.
[Total Tax $]
The total tax for an item (Tax $ + Tax 2 $). This field is uneditable.
SYSTEM PREFERENCES h TAXES h Define Tax Codes: Define
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tax codes in the table.
Retail Pro® 8 User’s Guide Field
Usage
Trade Discount %
Trade Discount %: A discount given by a vendor that will be applied to any new inventory items from that vendor. When trade discounts are activated in system preferences, this field defaults to the percentage entered in the vendor’s file or 0% if no percentage is entered in the vendor file. The Trade Discount % is applied to the Vendor List Cost to calculate the item’s Ord C$. Editable. SYSTEM PREFERENCES h MERCHANDISE h VENDORS h Use Trade Discounts: Select to activate the use of trade discounts.
UDF 1-4
User-defined Field 1-4: These fields are fully customizable. The user can customize the field labels and the options available in the fields. SYSTEM PREFERENCES h MERCHANDISE h USER-DEFINED: Define fields.
Units/Case
Units per Case: The user-defined number of units per case that is used to convert between Case Qty and Qty.
UPC*
Universal Product Code: The item's unique UPC/EAN/ISBN identifier. This field can be up to 18 characters. Entries of less than 13 characters will be converted to a 13-digit form. (Refer to Chapter 2. Retail Pro Basics for more information on UPCs.)
UPC2-7
Alternate Universal Product Codes: For items purchased from more than one vendor, you can assign multiple UPCs. Each UPC can be up to 18 characters. Entries of less than 13 characters will be converted to a 13-digit form.
UDF Date
Inventory user-defined date field: Blank date field in which you can enter an arbitrary inventory date. Give a label to this date field in preferences. SYSTEM PREFERENCES h MERCHANDISE h USER DEFINED h Inventory user-defined field names: Date Field. Enter a label for the user-defined blank date field. Inventory user-defined name field: Blank text field in which you can enter an arbitrary inventory name. Give a label to this text field in preferences. SYSTEM PREFERENCES h MERCHANDISE h USER DEFINED h Inventory user-defined field names: Name Field. Enter a label for the user-defined blank text field.
UDF Name
Vend Code*
Vendor Code: The user-defined code assigned to the vendor of the item. To access the vendor file, Click VENDORS on the side menu or press from the Vend Code field. The code must be the same for all members of a style. Changes to this field can affect the item or the entire style. TOOLS h RPRO h FIELDS: Set the number of characters (3-6) that will be allowed in
the Vend Code field. Vendor List Cost
Vendor List Cost: The listed cost of an item from a vendor, before any trade discount percentage is applied. When a Vendor List Cost is entered, the Trade Discount % is automatically applied to calculate the Ord C$ for the item.
Vendors
Alternate Vendors: A mini-grid listing alternate vendors assigned to an item. Enter vendor codes for up to six alternate vendors, each vendor’s order cost for the item, as well as the UPC or ALU assigned to the item by each vendor.
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Retail Pro® 8 User’s Guide Pro Tip: Lead Time Lead time is the number of days that it typically takes from the time you order merchandise until the merchandise is received. You can predefine a lead time for each item. Lead times for each item are displayed on the Committed screen. After selecting edit on the top menu, enter a lead time code in an item’s Desc 2 field. (The lead time code is LT:NNN where NNN is the number of days. LT can be in upper- or lower-case.) Example: Enter LT:10 for a 10-day lead time. 1. To assign the same lead time code to all members of a style, click UPDATE STYLE on the side menu before saving your changes. If different lead times were recorded for different members of a style, the longest of those lead times will be displayed on the Committed screen for that style. Note: You can also predefine a lead time for each vendor. Item lead times take precedence over vendor lead times. If you define no item lead times, then the vendor’s lead time, if any, will be shown on the Committed screen for that item. (Refer to Chapter 3. Departments & Vendors for more information.)
Inventory Buttons Inventory Button
Description Assign an allocation pattern to allocate merchandise among multiple stores.
Display the Committed window.
Delete the style item. Available in Style View only. Access Departments.
Click to perform an inventory download.
Display the Edit Attr/Size dialog, where you can edit the attributes and sizes of the style item. Available in Style View only. Display the Edit Item dialog, where you can update the style item’s price, cost, markup, etc. Available in Style View only. Display the Filtered View dialog, where you can define criteria for filtering records. Click to display the Attribute/Size grid. Available in Style View only.
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Description Click to access a menu of the following options: Quantity, Margin %, MarkUp %, Coef, Unit Price, Unit Price with Tax, Unit Cost, Unit Margin $, Total Price, Total Cost, and Total Margin. Available in Style View only. Display the Help files.
Access the image pop-up menu.
Show the inventory quantities in all of your stores.
Click to display the item list. Available in Style View only. Access Inventory in Item View.
View Lot Number information for the selected item.
Click to move to the next page.
Click to access a menu of the following buttons: Edit Attr/Price, Edit Style Item, Delete Style Item, Print Tags, Pricing Method, Price Level. Click to work with Package and Kit items.
Click to return to the previous page. Click to change the active price level.
Click to select a pricing method (rounding, adjusting, etc.).
Print tags for the selected items.
Click to assign promotional pricing to an item. Click to work with scales.
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Description Click to change the location whose inventory you are viewing.
Click to view serial number information for items.
Access the Stock Audit tool.
Access Inventory in Style View.
When editing a style item, click to update all the other items in the style.
Access Vendors.
Display a menu where you can Zoom In or Zoom Out on the current view.
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Item View Item View is primarily used to add or edit items that are not members of a style or as a way to display and work with filtered views of many records. Use Style View when creating a new style or adding items to an existing style. 1. Click ITEM VIEW on the side menu. You can work with items in either List View or Form View. Choose the view you prefer on the top menu. Note: Different Locations Only the Main has full editing capability, and some of the procedures in this section may be limited depending on your location. It is possible to view the inventory of other locations by choosing Click location on the side menu and choosing a new location from the drop-down list. Note: Data Entry
Display options or selection lists associated with the selected field when displayed.
is
Scroll through a displayed list of options. Select to choose an option. Cycle through field options without the options list being displayed. Complete your entry and move to the next field. Without making an entry in the field, bypass the field. With multiple field entries, accept the current entry and move the cursor to the next field.
Note: Finding an Item Both Search and Filtered View can be used to locate an item in inventory. To use the Search field, sort the column by which you want to search and begin typing your search criteria. To use Filtered View, click FILTERED VIEW on the side menu and enter search criteria in each of the appropriate fields. Filtered View will show a list of all items matching your search criteria. (For more information on how to use these options, refer to Chapter 2. Retail Pro Basics.) Note: Viewing Inventory Quantities To view inventory quantities, select an item and click INVENTORY QTYS on the side menu. A window will display the On Order, Min, Max, Sold, Received, and On Hand quantities of that item in your stores.
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Add a New Item 1. Click NEW () on the top menu and the system will automatically find and move the cursor to the next blank record. 2. Enter the required DCS. To go to the department file to select a DCS, click DEPARTMENTS on the side menu or press while in the DCS field. 3. Enter information in any of the other fields in which you want to record data for this item. Switch between tabbed pages, as needed. 4. Click SAVE ().
Note: Items Belonging to a Style If you add a group of new items that are all part of a style in Item View, a grid will automatically be created for that style in Style View. Each time a new item is created with the same DCS, Vend Code, and Desc 1 of another item in inventory, the system will give you the option to join that item to the existing style. Note: Tracking Adjustments If you are tracking price, cost, and/or quantity adjustments, you will not be able to manually enter information directly into these fields in inventory. Adjustment memos must be used to establish item prices, costs, and/or quantities. Refer to Chapter 13. Adjustments for more information.
Add a New Item While Creating a Document You can add new inventory items as you are listing items on a purchase order (regular or proposed), voucher, or other document. To add new inventory items to a document: 1. From the document, select CHOOSE/EDIT ITEMS to access the inventory screen. 2. Select NEW () from the top menu. 3. Enter item/style information and a Doc.Qty. 4. Save your changes. 5. Repeat as necessary. 6. Select OK to bring the item(s) back to the document. Note: New Items on Proposed POs New items that you list on proposed POs are not added to your store inventory; however, when you poll the proposed PO to the Main, the new item definitions will also be polled, to await processing. The Main station has the option to accept the new items into inventory, edit their definitions, or delete the items from the PO. If the Main accepts the items, they will be added to the remote’s inventory during the next polling cycle. Preferences: Assign Doc Price and Cost to New Inventory Items SYSTEM PREFERENCES h PURCHASING h PRICE/COST: Select DOC Price and/or DOC Cost to automatically copy the PO P$ and PO C$ fields to Inven P$ and Cost when new items are being ordered on a PO.
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Case Quantities See Using Case Quantities section in Chapter 2. Basics
Editing Items See Edit an Existing Data Record section in Chapter 2. Basics
Note: Update Style When any field that is used to define a style is edited for an item in that style, as long as the edit would not result in matching another existing style, the system will prompt you to confirm the automatic update of that field for the rest of the items in that style. For fields that are not part of the style definition, they can also be automatically updated for the entire style, as long as it results in a unique style, by selecting Update Style on the side menu immediately after the edit is made and before leaving the edited field. The edit will be made throughout the style. An update to multiple items in a style is not permitted if it would result in the items matching another existing style. To merge two styles, each item of one style must be manually edited one by one and confirmed to join the second style.
Copy and Paste an Item in Inventory The copy and paste functions are only available from List View. 1. Highlight the item you want to copy and click COPY () on the top menu. 2. Choose NEW () on the top menu. The cursor moves to the next blank line.
3. Choose PASTE () on the top menu. Result: A Paste Item dialog box displays.
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Edit either the Attr or Size field. There is also an option to keep the new item in the same style grid. This is selected by default. 4. Choose OK once the appropriate edits have been made.
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Deleting an Item This process should be carried out with caution so that items listed on POs, SOs, or TOs and those items that have a non-zero on-hand company quantity are not accidentally deleted. Pro Tip: Keeping Your Inventory Compact As time passes, you should delete old merchandise that you no longer stock. However, this typically creates blank sections scattered throughout the inventory file. The empty rows will unnecessarily slow some inventory searches and analyses, as Retail Pro must read every row, empty or not. It is a good practice to fill in these gaps when adding new items. To locate an empty row, Click new from the first row of inventory and cursor will move to the first available empty record. Pro Tip: Deleting Manually vs. "Cleaning House" Although you can manually delete items from inventory, it is usually better to use Clean House to erase items that are no longer needed. Clean House prevents you from deleting out-of-stock items that are committed on a PO, SO, or TO, or that have a non-zero company on-hand quantity or that are in-transit. When Clean House erases an item from inventory, it also clears the entries for that row from a number of inventory-related files, making the row ready to use for a new item. (Refer to Chapter 5. Merchandise Utilities for more information on Clean House.)
1. Highlight or display the item you want to delete and click DELETE () on the top menu. A Delete Item dialog will display a warning that Clean House is the preferred method to delete items. If the item you are deleting is listed on a PO, SO, or TO and/or if it has a non-zero company on-hand quantity, the dialog will also warn you that the item selected for deletion either has a quantity on hand or is listed on an order document. You cannot delete any item that is a component in a package or kit. To delete such an item, you must first remove it from the package or kit configuration.
2. Click DELETE to delete the item. Click CANCEL if you do not want to delete the item. You will return to the Inventory screen.
Preferences: Confirm SYSTEM PREFERENCES h SYSTEM h Edit and Delete Confirmation: 5 Select to receive a confirmation dialog for the delete action in inventory.
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Styles Style View Style View consists of two panes. The two panes can be used together to easily enter, track, and edit information for an entire style.
Top Pane The top pane displays basic information about the style in either List View or Form View. Choose the view you prefer on the top menu.
Fields such as DCS, Vend Code, and Desc 1, which are the same for the entire style will be shown in the top pane. Data shown in the other fields can vary from item to item. That data is populated in one of two ways: When you enter Style View from Item View the item selected in Item View will populate the additional fields. The data displayed in all other style rows will be taken from the first item listed in List View that belongs to the displayed style.
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Bottom Pane The bottom pane can be viewed as an item list or as a style grid. Each is described in detail below.
Item List To switch to the item list while in grid display, click ITEM LIST () on the side menu. The Item List contains each of the items that are a part of the style that was selected in the top pane. It is not possible to add, copy, paste, edit, or delete items while in Item List.
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Style Grid To switch to grid display while in the item list, Click GRID on the side menu. In this view the bottom pane consists of a style grid. The example style grid is formed by listing various sizes along the vertical axis and attributes (color or a second size) along the horizontal. The user can switch the axis each element is displayed on, and can even display both Size and Attr on the same axis. (Refer to Rearranging Axis later in this section for more information.) Each grid can display up to 30 columns and 30 rows (a total of 900 style items). If you have a style with more than 900 items it is recommended that the style be divided and entered as two separate styles. The point where a row and column intersect is called a cell. Each cell is a unique attribute/size combination that corresponds to one item or row in the inventory Item View. When you initially display a grid in the current session, the cells will display the quantities on hand in the active store. You do not have to create an inventory item for every cell. If you do not need a particular attribute/size combination, leave the cell blank. An inventory item will not be created for that combination. Even a relatively small grid like the sample above contains a great deal of information. That example shows 16 possible size/color combinations (i.e., 16 items) in the style. Each color is in stock in small and extra-large. The store does not carry gray in size medium so that cell is blank. The store does carry blue in size large but is it currently out of stock, which means it has a quantity of zero. Navigate the Grid: , , ,
Move the cursor up, down, left, or right from one grid cell to another consecutively.
Move the cursor to the first displayed cell of a column.
Move the cursor to the last displayed cell of a column.
Move the cursor to the first cell in a row.
Move the cursor to the last cell in a row.
Move the cursor to the upper left cell of the grid.
Move the cursor to the lower right cell of the grid.
Move the cursor to the first displayed cell of a row.
Move the cursor to the last displayed cell of a row.
Delete the item highlighted in the style grid (not recommended—see Clean House documentation in Chapter 5. Merchandise Utilities).
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Changing the cell display in grids: The list to the right shows the eleven key values that can be displayed in a Retail Pro style grid. The grid can only display one key value at a time. When you first display a grid in a new session of Retail Pro, the quantity on hand will be shown in the cells and in the grid totals. You can switch the display to any of the other key values. 2. Select GRID VALUES from the side menu and select one of the values from the list displayed. Alternatively, right-click in the body of the grid and choose a new value from the pop-up menu (as shown to the right). Showing totals on a grid: The style grid contains the totals for all of the sizes in each attribute, all of the attributes in each size, and a grand total for all items in the style. You can choose to show or hide these totals. 1. From the grid, right-click for a pop-up menu with the option to SHOW TOTALS. If there is a 3 next to SHOW TOTALS, totals will be shown. If there is no check mark, the totals will be hidden. Select the option to toggle the totals display. Expand and collapse the grid: The grid can be collapsed to show attribute totals only, size totals only, or just the grand total for the entire style. To collapse the Size axis so that only totals for each of the attributes will show, click the button next to the Size heading. To collapse the Attr axis so that only totals for each of the sizes will show, click the button next to the Attr heading. To collapse both Size and Attr so that only the grand total shows, click the next to both the Size and Attr headings. Both axes can be expanded by choosing the
button
button next to the appropriate headings.
To lock the grid in place so that it can neither be expanded nor collapsed, click LOCKED from the right-click menu that can be accessed from the grid.
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Retail Pro® 8 User’s Guide Rearranging Axis: It is possible to switch the axis that elements are displayed on or to display both elements on the same axis. (The layout will remain as you have it when you exit Retail Pro.) Special cursors have been included to show where the elements are being placed when they are moved. When two elements are added to the same axis and the cursor is moved into position, a red line will appear to signify that the element can be placed there. 1. Click the element you want to move and hold down the mouse button. 2. Drag the cursor to the position you would like to move the element. Note that the cursor takes on a new shape to indicate the move action that will be carried out. The moved element will trade places with the element under the cursor. The moved element will be inserted adjacent to an existing element at the position of the vertical (red) line. The moved element will be inserted between two existing elements, at the point of the vertical (red) line. The moved element will be inserted between two existing elements, at the point of the horizontal (red) line. 3. Release the mouse button once you have moved the cursor to the desired position. The following examples show the four different ways the Size element can be moved. The top row of screen shots show the movement of the size element and the bottom row shows the resulting grid. When dragging the cursor, it should follow the path of the arrow shown in each of the examples in the top row. Movement:
Result:
Follow the same steps for moving Attr or Location.
Pro Tip: Double-Clicking an Element Double-clicking an element has the same effect on the grid as clicking and holding the element and dragging it to be inserted adjacent to an existing element (like the second-from-the-left Movement/Result diagram above). If it already has adjacent placement, then it will return it to regular grid format when you double-click the element (like the right-most Movement/Result diagram above).
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Grid Location In addition to being able to view style grids for your store, it is also possible to view style grids for other stores or for all locations. This feature assumes you share data between stores via polling. 1. Click STYLE VIEW and GRID (this is only necessary if the bottom pane is not already in Grid View) on the side menu. 2. Access the Grid Location drop-down list by entering from List View or Form View. 3. Choose the location or locations you would like to view. Note: The Main The Main will have full editing capability for each store. However, any other location is restricted to viewing or printing the style data.
The grid below is an example of a style grid displaying data for ALL LOCATIONS. When ALL is chosen from the Grid Location drop-down list, Location will be added to one of the grid axes. The grid will then contain three main elements: Size, Attr, and Location.
LOCATIONS
The rules for switching axes, changing cell displays, showing totals, and expanding and collapsing are the same for an ALL LOCATIONS grid as they are for a single-location grid. (See previous topics in this section for further instruction on working with grids.)
A Subtotal line will show subtotals for different areas in the grid depending on your arrangement.
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Using Grid Scales A grid scale is a user-defined array of sizes and attributes that is used as a template when creating new style grids. Each scale can be used for an unlimited number of styles. Of course, you can instead create each grid from scratch in inventory, but using scales makes the process much faster since all the predefined sizes and attributes are written on the new grid for you. If a scale contains any sizes or attributes that you don’t need for a particular style, you do not have to define items for those cells. An inventory row will be assigned only to those cells where you enter a quantity, price, or cost. For some merchandise the attributes vary from style to style, from season to season. In this case you typically won’t know what attributes you need until you are actually ordering the items. Here it is often easier to define scales with sizes only. This gives you the flexibility you need to define specific attributes, such as color for each style, while still avoiding repeated manual entry of your commonly used sizes. If you modify a scale in by adding more sizes or attributes, those sizes and attributes will be automatically added to every style grid that was built using that scale. (This does not automatically add inventory rows for the new cells.) If you modify an individual style grid in the same manner, the original scale will not be affected. Note: Size Patterns You must use scales if you want to use size patterns. Size patterns are a convenient way to handle orders for styles that come pre-packaged by the vendor in a particular size distribution. (Refer to Chapter 6. Purchasing for more information.)
Creating predefined grid scales: 1. From the Retail Pro main menu, select Options h System Preferences h and then Merchandise h Scales from the system preferences page menu. OR Click SCALES on the side menu in inventory. 2. Choose Add, enter a scale name, and click OK. Enter attributes on the Attribute axis (up to 30) and sizes on the Size axis (up to 30). Edit Delete
Select the scale you want to edit from the Name drop-down list and edit as needed. Select the scale you want to delete from the Name drop-down list and choose
Delete. Copy
Select the scale you want to copy from the Name drop-down list, click Copy, and enter a name for the new scale. Edit the new scale as needed.
3. Click OK to save your changes or follow standard preferences procedures to either save and exit or make more preference edits. (Refer to Appendix B. Preferences for more information.)
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Working with Items: Style View All the items belonging to a style can be viewed and edited as a group using Style View. The following information applies to Style View with the bottom pane in Grid format display. 1. Click STYLE VIEW on the side menu. 2. Click GRID on the side menu, if your bottom pane is not already in Grid View. Note: Different Locations Only the Main has full editing capability, and some of the following options in this section may be limited depending on your location. It is possible to view the inventory of other locations by choosing SELECT LOCATION on the side menu and choosing a new location from the drop-down list. Note: Data Entry Display options or selection lists associated with the selected field.
Scroll through a displayed list of options. Select to choose an option.
Cycle through field options.
With a cell selected in a grid, press , then to access the Edit Item dialog. Select again to save edits.
Complete your entry and move to the next field. Without making an entry in the field, bypass the field. With multiple line entries, accept the entry on the current line and move the cursor to the next field.
Note: Finding a Style The Search field can be used to locate a style in inventory. In Style View, Search will only search by the style-defining fields. It will search by DCS, then Vend Code, then the descriptive field by which you have defined your style (Desc 1, Desc 2, or both). Simply begin typing your search criteria starting with DCS. (For more information on how to use these options, refer to Chapter 2. Retail Pro Basics.)
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Add a New Style 1. In Style View, click NEW () on the top menu. A blank record or line is accessed in the upper pane.
2. Enter the required DCS. To go to the department file to select a department code, choose departments on the side menu or press while in the DCS field. 3. Enter information in any of the other fields in which you want to record common data for this style. Styles are normally defined by DCS, Vend Code, and Desc 1. Switch between tabbed pages, as needed. Information entered in the upper pane is applied to all members of the style. Pro Tip: Simplify Your Data Entry When choosing your style descriptions, keep them simple. This will make data entry faster and result in fewer mistakes to correct. Additional data can be recorded in other fields such as the four Misc fields.
4. Choose a predefined scale from the drop-down list in the Scale field or design your own grid. The following is the procedure for designing a grid that does not have a predefined scale or for adding attributes or sizes to an already existing scale: From the grid, click EDIT ATTR/SIZE on the side menu or choose in the grid. The second option is not always available (for example, when the grid is collapsed.) Enter any sizes you would like included in the grid in the Size column. Enter any attributes you would like included in the grid in the Attr column. Up to 30 sizes and 30 attributes can be entered. Click OK when done.
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Retail Pro® 8 User’s Guide When adding sizes or attributes to a predefined scale, the defined elements will be shown in red. Those elements can be edited. However, there is no way to change the order of the original grid; new elements cannot be inserted between two existing ones. They can only be added to the end of the scale.
Note: Right-Click in Grid The option EDIT ATTR/SIZE is also available from the right-click menu that can be accessed from the grid. Note: * If a size or attribute grid header has a * before it such as , it means that the size or attribute header was not part of a predefined scale.
5. Enter starting quantities in the appropriate attribute/size cells. Typically, when defining a new style you would enter 0 in each cell. Cells can be left blank if your store does not stock a particular attribute/size combination in the style. To make changes to a cell while you are still adding items to that grid, move the cursor back to the cell and edit the item. To enter other values in the cells, such as margin, price, or cost (as allowed by security) simply select another value and enter data. Pro Tip: The Style Qty Field The Style Qty field, available in the top pane of Style View, initially displays the on-hand quantity for the currently highlighted/displayed item, but editing this field affects quantities for all items in the style. If you are entering a new style, you can very quickly place a 0 (zero) in all grid cells by entering it in the Style Qty field. Note that the ability to edit the Style Qty field is controlled by Security Administrator. Note: Cell Color When a new item is added to a grid, the cell becomes shaded until that style is saved. When a preexisting grid item is edited, the cell remains unshaded.
6. Click SAVE (). To cancel the creation of a style, click CANCEL () on the top menu. The entire style will be deleted.
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Edit Styles Individual Edits: 1. Click EDIT ( or ) on the top menu. In List View, an I indicates that edit mode is active for that entry. 2. Make necessary edits in the top pane. Fields that can be edited in Style View will affect the entire chosen style. It is also possible to view but not edit fields for individual items (such as Size and Attr). These fields will display the data from the first item listed in inventory that belongs to the selected style. 3. From the grid, you can edit the displayed value in a cell. You can select a different value to display, if necessary. To edit other item information, click EDIT STYLE ITEM on the side menu. This activates an Edit Item dialog with options to edit the inventory fields you have included in the dialog. Selecting close while in the Edit Item dialog will save edits and exit the dialog. (For information on how to customize this dialog, refer to Appendix A. Interface Design.) 4. Click Save ().
Warning: Editing the Style Qty Field in Style View Editing the Style Qty field in Style View will overwrite the current quantities for all items in the style (a confirmation message will be displayed before quantities are overwritten). If you want to edit the quantity for a single item in the style, edit that item’s quantity in the style grid or in Item View instead. Note that the ability to edit the Style Qty field is controlled by Security Administrator.
Note: Right-Click in Grid The options to edit style item is also available from the right-click menu that can be accessed from the grid. Note: Editing Style Definition Fields If you edit the fields that define a style (DCS, Vend Code, Desc 1), you are asked if you want the change to affect the item or the entire style. If you select to change the item only, the item is removed from the style. If you select to change the style, the entire style is changed. You are not allowed to have the change affect the entire style if the change would result in duplicate styles.
Continuous Edits: 1. Press to enter continuous edit mode. 2. Make any edits that you need to make. There is no need to save between edits. If you want to cancel your current edit, click CANCEL () on the top menu. 3. To exit continuous edit mode and save your changes, press again.
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Delete a Style Item This process should be carried out with caution so that items that are already committed on POs, SOs, or TOs are not accidentally deleted. Pro Tip: Deleting Manually vs. "Cleaning House" Although you can manually delete style items from inventory, it is usually better to use Clean House to erase items that are no longer needed. Clean House prevents you from deleting out-of-stock items that are committed on a PO, SO, or TO, or items that have a non-zero company on-hand quantity. When Clean House erases an item from inventory, it also clears the entries for that row from a number of inventory-related files, making the row ready to use for a new item. (Refer to Chapter 5. Merchandise Utilities for more information on Clean House.)
1. Click EDIT () on the top menu. 2. Select the item you want to delete from the style grid. 3. Choose DELETE STYLE ITEM on the side menu or right-click and choose it from the pop-up menu. 4. Confirm deletion of the item by selecting delete on the Delete Item dialog displayed. 5. Click YES if a Confirm Changes dialog is displayed.
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Price/Cost Price/Cost Relationship Margin expresses the relationship between what you paid for an item (cost) and its selling price. It can be expressed as margin percentage (Mrg%), mark up percentage (MkUp%), or coefficient (Coef). Margin % =
price - cost price
Mark Up% =
price - cost cost
Coefficient =
price cost
A change made to price, cost, or margin always causes a compensatory change to one of the other values. If you edit cost or price, the Mrg%, MkUp%, and Coef will change. If you edit the Mrg%, MkUp%, or Coef, the price or cost will change. Note: Changing the Margin Typically Retail Pro is set up so that changing the margin will affect the selling price and leave the cost unchanged. To handle special circumstances, you can instead have a change in margin affect the cost. This setting is typically used when first installing Retail Pro or any other time when you know your item prices and your standard margin but not your costs and you want Retail Pro to calculate the cost for you. SYSTEM PREFERENCES h PRICING h Have Mrg% Mkup% Coef Affect: Select cost to have Retail Pro margin changes affect cost. Note: Cost Greater Than Price Warning Retail Pro will display a warning message if you attempt to record an item cost that is greater than the current price of the item. This applies to all cost fields in inventory and on documents, such as Ord C$, Doc C$, PO C$, Voucher C$, Adj C$, etc. However, this feature does not apply if the current price is $0, as would normally be the case when setting up items initially.
Preferences: New Cost Greater Than Old Cost SYSTEM PREFERENCES h MERCHANDISE h OPTIONS h OPTIONS h Provide a warning when entering a cost in inventory or on documents that is greater than the old cost by nn%: 5 When a user enters a new cost value for an item that is greater than the item’s current cost by a large percentage, it is often a data-entry error. In order to prevent such errors, select to have Retail Pro warn users when they enter a new cost that is greater than the current cost by a user-defined percentage (nn%). Enter the percentage at which you want the warning to be issued. Preferences: Price/Cost Decimals SYSTEM PREFERENCES h MERCHANDISE h Number of decimals to use for price and cost: Choose the number of decimal places displayed in price and cost fields in inventory from the drop-down list for each. Preferences: Specifying a Default Costing Method SYSTEM PREFERENCES h PURCHASING h Price/Cost: Use inventory costing method: . When a voucher item’s Voucher C$ differs from Cost (the inventory cost), Retail Pro follows the inventory costing method that you have specified. Select AVERAGE, OVERWRITE, or LEAVE to specify in advance what method will be used, or select UNDEFINED to allow the associate to choose a method when making the first voucher (the method selected on the previous voucher becomes the default method). If you are tracking cost adjustments, note that adjustment memos are created for cost changes on vouchers only if the inventory costing method is OVERWRITE or LEAVE. If you use Accounting Link, note that this preference applies to the Retail Pro cost only. Accounting Link
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Retail Pro® 8 User’s Guide always averages costs. If you select a different costing method in preferences, this may account for slight differences between item costs in Retail Pro and item costs in your accounting software.
Active Price Level Retail Pro can maintain up to 240 price levels (i.e., 240 complete sets of prices for all items in inventory). Access to selected price levels can be restricted for some functions. One of the price levels defined will be the active price level in inventory at any given time. That price level is used for the current inventory
prices for every item (Inven P$ and Inven P$T$) and will be suggested on documents. The active price level will be noted on the status bar of inventory. Preferences: Multiple Price Levels SYSTEM PREFERENCES h MERCHANDISE h PRICING: Define your price levels.
To change the active price level: 1. Choose Price Level on the side menu. 2. Select the price level you would like to make active from the drop-down list and choose OK.
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Prices List Field Viewing and Editing Price Levels From the Prices list field in the Form View of Style or Item View, you can define, edit, or view the current price level as well as all other price levels for an item or style. When this grid is edited in Style View, the price change will affect the entire style. If you want to then change the price for individual cells follow standard grid editing procedures. To define or change the price of one or more price levels: 1. Select EDIT ( or ) on the top menu. 2. Edit the price level(s) you want to change. 3. Select SAVE () on the top menu.
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Quantity Pricing Quantity pricing enables you to define different prices to be suggested when listing an item in different quantities on receipts and SOs. This method records the price to be used for each quantity range in a different price level and is typically used by businesses that otherwise use just one price level. This pricing method can also be applied to an entire style. Preferences: Quantity Pricing System Preferences h Point of Saleh Price/Discounts h Use quantity pricing: Select quantity pricing.
to use
To define quantity prices: 1. Select TOOLS h RPRO DB h PRICE LEVELS and activate enough price levels to allow one for each quantity price range to be defined. The following instructions assume that the base prices are recorded in price level 001. 2. In the inventory module choose Item View or Style View on the side menu and Form on the top menu. 3. In the Prices field, use price level 002 and above to enter each discount price along with the minimum quantity of items that must be purchased to qualify for that price. The following is an example of quantity pricing: An item that normally sells for $120 is discounted to $110 for purchases of 2 or more and to $100 for purchases of 3 or more, etc. (Your price levels may be named differently than the ones shown here. 4. Repeat these steps for each item for which you want to define quantity pricing. Quantity pricing is recorded on an item-by-item basis. Pricing instructions can be viewed in Style View / Form View.
Promotional Pricing Predefined promotional pricing can be assigned to various items and styles in inventory. When selling such items, the quantity being sold on the receipt for all items assigned to the same promotion will be summed. Retail Pro will then use that sum as the quantity sold when looking up the discounted price of the promotion. If the associate chooses to use promotional pricing on the receipt, the discounted price will be automatically entered for each of those items. Thus you could, for example, include T-shirts and tank tops from many styles in a special “3 for $25.00” sale by assigning the same promotion to each of them. The discount items will be flagged on the receipt as promotional pricing items. The total quantity discount will be listed separately in the discount breakdown on X/Z-Out Reports and can be selectively tracked on sales reports by filtering by discount type. Copyright © 2009 Retail Pro. All rights reserved. 183
Retail Pro® 8 User’s Guide To set up promotional pricing: 1. Click PROMO PRICING on the side menu.
2. Click ADD (). 3. Enter the name of the promotion that you are creating in the Promo Name column. 4. Press to save the name. 5. Navigate to the lower pane using the down-arrow button on the window, or in the usual manner. Enter the discounted unit price in the Price column and the minimum quantity of items assigned to this promotion that must be purchased to qualify in the Quantity column. 6. Press to save the entries. 7. Click CLOSE () to exit the Promotional Pricing window.
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To assign a promotion: 1. Click Edit () on the top menu. 2. Choose the item to which you want to assign a promotion. 3. Navigate to the Promo # field. 4. Enter the promotion number you want to assign to that item. OR (both of which will open the Promotional Pricing window), select a Press or click promotion, and choose Select (). 5. Repeat the previous steps for any other items to which you would like to assign a promotion.
1.1.1.1.1.1
Note: Find a Promotion
To find a promotion, click PROMO PRICING, scroll through the promotion list, and, when you are finished searching the list, click Close (). Note: Edit a Promotion To edit a promotion, click PROMO PRICING, choose the promotion you wish to edit, edit as necessary, and click Close (). Note: Delete a Promotion To delete a promotion, click Promo Pricing, choose the promotion you wish to delete, click Delete (), and then choose Close (). Note: Select Button The Select button will only appear on the Promotional Pricing window when you are following the above steps for assigning a promotion to an item—it will not appear when you simply select promo pricing to create or find a promotion. Note: Quantity of Items in Promotions You do not need to specify a price for a quantity of one item in a promotion—that should already be established for an item in the Inven P$ field. Note: Polling Promo Pricing You can assign promotional pricing to items at the main station and then poll the information to remotes. To do this, in the polling program on the inventory checklists page (STATION h FORM h CHECKLISTS h INVENTORY), choose to poll Promo Pricing as all or all if changed. (Select None if you don’t want to poll promotional pricing instructions.)
To apply promotional pricing at POS: When you are listing items on a receipt or sales order, the system will add up the number of items belonging to each promotion. If the quantity of items belonging to a promotion add up to at least a quantity amount listed in the promotion, the price pertaining to that quantity can be used for all items listed on the document that belong to the promotion. The cashier can choose whether or not to apply the promotional pricing to the items by using the following methods.
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Retail Pro® 8 User’s Guide Method 1: 1. As you are creating a receipt, if any items listed are members of a promotion and has a sufficient quantity to have promotional pricing applied to it, the Apply Promo button in the side menu will be in color, showing that the option is available. If not, the button will be grayed out. 2. Select APPLY PROMO. The applicable item prices and document total change to reflect the promotional pricing. To reverse the promotional pricing, click REVERSE PROMO on the side menu. Receipts: Click TENDER, as usual. SOs: Click SAVE, as usual. Method 2: 1. Receipts: After adding all the items to the receipt, click TENDER, as usual. SOs: After adding all the items to the SO, click SAVE, as usual. 2. The Promotional Pricing Items dialog, shown on the next page, is displayed if any of the items listed are members of a promotion and have sufficient quantity to have promotional pricing applied to them.
3. Receipts: Click Apply on the dialog to apply the pricing to the items on the list and then enter the Tender screen. Click Cancel to exit the dialog and continue to the Tender screen without applying the promotion. SOs: Click Apply to apply the pricing to the items on the list and then the SO will be saved. Click Cancel to exit the dialog and save the SO without applying the promotion.
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Retail Pro® 8 User’s Guide 4. Optional: Receipts: To reverse previously applied promotional pricing, click Back from the Tender screen side menu and click Reverse Promo from the receipt side menu. SOs: To reverse previously applied promotional pricing, click Edit on the top menu and then click Reverse Promo on the side menu. Pro Tip: Updating Pricing After Changing the Quantity Sold If you need to change the quantity being sold after applying promotional pricing, simply return to the receipt item list and change the quantity. When you select Tender again, click Apply if the dialog appears again to apply the new pricing. Note: Item Discounts Versus Promotional Pricing If an item that is eligible for promotional pricing was already discounted, Retail Pro will use the lower of the two discounted prices.
Pricing Method When modifying prices you can have Retail Pro automatically round prices according to your predefined rounding or adjusting instructions. These pricing instructions can be applied when: Changing prices with the Price Manager. (See Chapter 5. Merchandise Utilities.) Assigning prices to new merchandise using a pricing formula. (See Chapter 3. Departments & Vendors.) Editing the Mrg %, MkUp%, or Coef. Manually editing prices (optional).
Rounding Prices Rounding instructions round prices to the nearest multiple of some defined amount. A rounding level of 1.0 could yield prices such as 1.00, 2.00, and 13.00. A rounding level of 100.00 could give 100.00, 300.00, and 2400.00. An offset amount can also be specified. That amount will be added to or subtracted from the rounded price, perhaps to make the actual prices 1.99, 12.79, or 99.95 instead. You can define different rounding instructions for use in different price ranges. There can be only one rounding level in each price range and that level must be selected from the list of allowed values. When using VAT mode, the rounding instructions will be applied to prices with tax.
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Retail Pro® 8 User’s Guide To define rounding instructions: 1. From the main Retail Pro menu, select OPTIONS > SYSTEM PREFERENCES. 2. Select the MERCHANDISE h PRICING h ADVANCED page. 3. Enter your rounding instructions in the Rounding Table. Define the lowest price to be included in the rounding range in the From column. Define the highest price to be included in the rounding range in the To column. Choose a rounding amount from the Round drop-down list. Select an offset (optional). The offset can be a negative or positive number. If it is negative the amount will be subtracted from the rounded number. The following is an example of some rounding instructions and their affect on prices.
Unrounded Price 6.12 6.32 26.12 26.78 126.12 172.78
Rounded Price 6.00 6.50 26.00 27.00 130.00 170.00
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With Offset 5.99 6.49 25.99 26.99 129.95 169.95
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Adjusting Prices Adjusting instructions adjust prices to exactly match the nearest defined adjusting level. All digits in that adjusting level will be included in the adjusted prices. Using adjusting you can have all prices end in amounts such as .49, .79, and .99. Adjusting can also round prices in larger increments, a useful capability for currencies, which produce very large prices. You can define many adjusting levels and any value can be used as an adjusting level. When using VAT mode, the adjusting instructions will be applied to prices with tax.
To define adjusting instructions: 1. From the Retail Pro main menu, click OPTIONS on the top menu and SYSTEM PREFERENCES on the side menu. 2. Select the MERCHANDISE h PRICING h ADVANCED page.
3. Enter your adjusting instructions in the Adjusting Table. Enter up to 20 adjusting levels. Any value can be entered as a level. The following is an example of some adjusting instructions and the affect they would have on your prices. Adjusting Levels .29, .79
Unadjusted Price 27.38 26.60
Adjusted Price 27.29 26.79
00.00
87.38 327.17 827.17 49.99
100.00 300.00 800.00 0.00
100.00
50.00 87.38 327.17 827.17
100.00 100.00 100.00 1100.00
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Activating Pricing Methods in Inventory In order to round/adjust prices in inventory you must define rounding and adjusting instructions in system preferences and activate a pricing method in inventory. 1. In the inventory module, choose PRICING METHOD on the side menu.
2. Choose one of the following options: None
Disable any pricing methods that are currently active.
Rounding
Activate the rounding instructions defined in system preferences.
Adjusting
Activate the adjusting instructions defined in system preferences.
If you want rounding or adjusting to be applied when editing prices manually, select Affect prices on manual entry also.
3. Click OK.
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Price Manager Using Price Manager at the Main station, you can conveniently mark up or mark down the prices (or costs) of selected items or styles. The price changes can take effect immediately or at a future date, and former prices can be restored if needed. You can enter markdown prices manually or use Price Manager to calculate them in a variety of ways from the current price or cost. You can also preplan a series of discounts for selected items, each discount taking effect on the date you specify. Price changes can be polled with other inventory changes to remote stations. (Refer to Chapter 5. Merchandise Utilities for more information on Price Manager.)
Trade Discounts Vendors sometimes offer trade discounts to retailers. For example, discounts might be offered because the retailer regularly purchases a large volume of merchandise from the vendor or is a loyal customer. To utilize trade discounts, you must activate the capability in system preferences and add two fields to your inventory layouts: Trade Discount % and Vendor List Cost. If activated, trade discounts apply to all inventory items and vendors. They cannot be selectively applied to certain items and vendors and not to others. If no trade discount is given by a vendor, then you should leave the Trade Discount % at 0%. The Trade Discount % is applied to the Vendor List Cost to calculate the item’s order cost (Ord C$). For example, if you enter $25 as the Vendor List Cost and 10% as the Trade Discount %, the system automatically enters $22.50 as the Ord C$. You cannot edit the Ord C$ field if trade discounts are activated in system preferences. is the regularly listed cost of the item from the vendor and it must be entered manually in inventory. The Trade Discount % can be entered in the vendor file or in inventory. If the use of trade discounts is activated and a Trade Discount % has been entered in the vendor file, that percentage becomes the default percentage suggested for all new inventory items from the vendor; however, the field can be edited (0% is the default value suggested when no discount is specified in the vendor file). Vendor List Cost
Preferences: Activate Trade Discounts SYSTEM PREFERENCES h MERCHANDISE h VENDORS h USE TRADE DISCOUNT: Select trade discounts.
to activate the use of
Note: Trade Discounts and Order Cost If trade discounts are activated, Ord C$ becomes a read-only field automatically populated with information by the system. In addition, the system preference settings use order cost on pos and vouchers and update order cost when making vouchers are disabled.
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Stock Audit Auditing Inventory Inventory values tend to become distorted over time. The most common sources of these distortions are: Incorrect cost information – Vendor invoices (showing the true cost of items) are often received many days or weeks after the merchandise was physically received. If receiving vouchers are not updated, it can cause misstatements of cost of goods sold and margin. Data input errors – Accurate information depends on accurate data input. If personnel inadvertently type $140.00 for a $14.00 item on a receiving voucher, then inventory valuations will be misstated. Items being sold before they are received – In the rush to get merchandise onto the floor, items are sometimes sold before they are actually received into the system. This can cause the inventory quantity to be temporarily negative and can skew the calculations used to determine inventory cost. Using the Stock Audit Tool, you can perform periodic stock audits to keep your inventory values aligned with the transactional history. This has two main benefits: Helps ensure that financial documents and tax statements are prepared in a timely and accurate manner. Gives managers proof of the integrity of Retail Pro data so that they can confidently make purchasing and other decisions. When the audit is completed, you can close the period. Closing a period freezes all the data so that it can be used to prepare company reports and financial documents. (Refer to Retail Pro Tool Supplement TS26. Stock Audit Tool for more information.)
Stock Ledger The Stock Ledger within the Stock Audit Tool provides an audit trail of all changes to inventory quantity or cost for a particular period. Such a record helps retailers: Track inventory more efficiently. Pinpoint the cause of unexpected changes to quantity or cost. Resolve cost discrepancies among style items. See all changes to quantity or cost for a period and the history documents (receipts, vouchers, slips, memos) responsible for the change. The ledger is read-only; you can add and remove fields from the display, but you cannot edit any of the information in the fields. Retailers who have set up their system for stock audits can access the Stock Ledger from Inventory List View as well as from within the Stock Audit Tool.
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Retail Pro® 8 User’s Guide To view the Stock Ledger: 1. Highlight or display an item, and then select Stock Audit. 2. Click View Ledger on the side menu. This display’s the selected item’s ledger information. Use standard Sort, Search, and Filter techniques to navigate through the item’s document history. Sample Stock Ledger in Cost View Select quantity to view the impact of documents on inventory quantity, or cost to view impact on inventory cost.
Make selections from the dropdown lists to filter the list of items by store, department, vendor code, or description(s).
Select to filter the list of items displayed in the left pane.
Item List Document history
Detailed information about the currently selected item, including quantities and costs.
The status bar displays information about the period, the number of closed periods, and exception reports that were generated.
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Select a report on the side menu to view the report in an Excel spreadsheet.
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Multi-Vendor Items Multiple Vendors and Multiple UPCs Multiple Vendors Merchants may have several vendors for the same item. When reordering the item, the merchant chooses a vendor based upon the order cost, item availability, lead time, or other factors. You can assign up to seven vendors for each inventory item. When an item has multiple vendors, the vendor listed in the item’s Vend Code field becomes the primary vendor. The primary vendor’s order cost is stored in the Ord C$ field. You can also assign up to six alternate vendors for each item in the Vendors field and specify an order cost for each. When items are received, the correct vendor’s order cost is automatically updated by Retail Pro. To assign alternate vendors to an item: 1. Display (in Form View) the item for which you want to assign multiple vendors. 2. Click EDIT () on the top menu. 3. In the Vendors grid, enter the following information for each vendor: The vendor’s code in the Vendor Code column. The vendor’s order cost in the Order Cost column. The vendor’s alternate lookup identifier in the ALU column. The vendor’s UPC in the UPC column.
4. Click SAVE ().
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Note: Vendors Field Available in Form View Only The Vendors field, where alternate vendor information is stored, is only available in Form View. Note: Reports Based on Primary Vendor All merchandise reports, receiving journals, etc., are based on the item’s primary vendor. Note: Filtering Inventory by Vendor, Order Cost When multiple vendors are assigned to an item, and you are filtering by a particular Vend Code, all matching items for that vendor will be displayed, whether the vendor is a primary or alternate vendor for the item. Likewise, when filtering by order cost, all matching items with that order cost for either the primary or an alternate vendor will be displayed.
Multiple UPCs When items are sold by multiple vendors, each vendor could give the item a different UPC; therefore, you can also assign up to seven UPCs for each inventory item. Although multiple UPCs are frequently used in conjunction with multiple vendors, they operate independently. For example, an item can have three vendors and six UPCs.
To assign alternate UPC numbers to an item: 1. Highlight (List View) or display (Form View) the item for which you want to assign multiple UPC numbers. 2. Click EDIT () on the top menu. 3. In the Vendors grid, select a vendor and enter UPCs as necessary. 4. Click SAVE ().
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Note: Sorting by UPC in List View In Inventory List View, you can only sort by the primary UPC. You cannot sort by the UPC2-7 fields. Note: Printing Alternate UPCs on Tags To print alternate UPCs on price tags, you need to add the UPC2-7 fields (as needed) to your tag designs. These fields are not included on the default tag designs. (Refer to TS02. Doc Designer and TS16. Tag Print Tool for more information.) Note: Filtering Inventory by UPC When filtering inventory by UPC, any item with a matching value in the UPC or UPC2-7 fields is displayed. Note: Listing Items with Multiple UPCs on Documents You can list an item with multiple UPCs on a document by entering any of the assigned UPCs. Note: Alternate Vendors and UPCs Stored in the MVCMUPC.DAT File Alternate vendors and UPCs are stored in the mvcmupc.dat file. This file stores the following information for each item with alternate vendors and/or alternate UPCs: Item SID Vendor -- Up to six alternate vendors assigned to the item Order Cost – Up to six alternate order costs, one for each vendor. UPC – Up to six alternate UPCs (Note: Alternate UPCs not linked to particular item-vendor combination) The mvcmupc.dat file can only be edited at the main station. The latest version of the file is distributed to remote stations when polling inventory differences or initializing remotes.
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Serial/Lot Number Tracking Serial Number Tracking Retailers who sell items such as computer hardware, cellular phones, bicycles, and firearms need to track items by serial number. Serial numbers are also important for warranty and liability tracking. Using Retail Pro’s Serial Number Tracking feature, you can: Assign serial numbers to items during receiving or at point of sale. Assign multiple serial numbers to a single item. Specify whether serial number entry is required or optional, on an item-by-item basis. Enter/Sell serial numbers randomly or sequentially. Easily integrate bar code readers for items with serial number bar codes. Note: Serial Numbers and Security Administrator If you have registered Retail Pro with Security Administrator, you can control user access to the following actions related to serial numbers on a user or group basis: Inventory: Add/edit/delete serial numbers System Allow serial number entry for full control items if not available
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Note: Serial Numbers Not Used on Adjustment Memos When listing items on adjustment memos, you are not prompted to enter serial numbers, as you are on the other transactional document types: vouchers, slips, receipts, and sales orders. Note: Quantity Decimals Not Available for Serial Number Items Quantities of serial number items are always displayed in whole numbers. The use of quantity decimals is not allowed for these items. Note: Serial Number Tracking Not Available with Movement Control System Serial Number Tracking is NOT available in the Movement Control System (MCS).
Setting Up Serial Number Tracking Setting up your system to track items by serial numbers is a simple process. Here are the basic steps (more detailed information is in the sections that follow): Basic Steps for Tracking Items by Serial Numbers: 1. Add serial number fields to your screen designs. (See Serial Number Tracking Fields.) 2. Configure Retail Pro System Preferences (only necessary if the default settings don’t match your needs). (See Setting Serial Number Preferences.) 3. Activate FULL or PARTIAL tracking for individual items. (See Activating Serial Number Tracking.) 4. Assign serial numbers to items. This can be done during receiving, or at point of sale as the items are sold. (See Assigning Serial Numbers to Items.) 5. Enter serial numbers as necessary when listing items on documents or editing inventory quantity.
Serial Number Tracking Fields The following fields are used for tracking serial numbers and should be added to your screen designs where necessary: Serial Item Serial Numbers Serial # Each of these fields and the areas where they should be added are explained in the following sections. (Refer to Retail Pro User’s Guide, Appendix A. Interface Design for information on adding fields to screen designs.) Note: Serial Number Fields in Reports You can include the Serial # and Serial fields in Journal reports for transactional documents.
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Serial Add where: Inventory Form View, Inventory List View, and the document item list of vouchers, receipts, slips, and sales orders. The Serial field controls each item’s serial tracking status. To activate serial tracking for an item, set the Serial field to FULL or PARTIAL (the default setting is NO ENTRY). Setting the Serial field to FULL means users will be prompted for and required to enter a serial number whenever the item is listed on a voucher, receipt, slip, (and optionally a sales order). Setting the Serial field to PARTIAL means users will be prompted to enter a serial number only in those program areas selected in Retail Pro System Preferences: receipts, vouchers, slips, and/or sales orders. For example, your business might require entry of serial numbers at point of sale but not when receiving or transferring items. (See Setting Serial Number Preferences section for more information.)
Item Serial Numbers Add where: Inventory Form View The Item Serial Numbers field is a mini grid that displays serial number information for an item. At the Main station, you can enter, edit, and delete serial numbers in the Item Serial Numbers grid. At remote stations, the grid is read-only. Even if the grid is not added to your Form View display, it can be displayed by selecting or displaying a serial number item and selecting SERIAL NUMBERS from the side menu. The area near the top displays the item’s Item # and its total company quantity (the number of serial numbers cannot exceed the total company quantity for the item). The grid below displays the following information about each serial number: Store The store to which the serial number is assigned. Serial # The serial number (alphanumeric, maximum 25 characters). Status The serial number’s status: o
SO = The serial number is listed on an SO.
o
USED = The serial number has been sold on a receipt, but not yet received into inventory.
o
Reserved If marked RESERVED, the serial number has been used on an SO, and is no longer available.
(Refer to later sections of the document for information on adding, editing, and deleting serial numbers in the Item Serial Numbers grid.)
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Serial # Add Where: Document item list of transactional documents and /or sales orders, Edit Item dialog The Serial # field displays the serial number assigned to an item listed on a document.
Typically, you enter serial numbers via the Enter Serial Number dialog (displayed when prompting for serial numbers), and the entry is written to the Serial # field; however, you can enter serial numbers directly in the Serial # field. Use this option when: A serial number has been entered, but you want to edit it. A prompt was not displayed when the item was listed on the document. The item requires a serial number but does not currently have one. The Serial # field can also be added to the Edit Item dialog that is displayed when users select EDIT ITEM or press .
Setting Serial Number Preferences There are two Retail Pro System Preference settings related to serial number tracking. You can change the default settings if they don’t suit your business’s needs. 1. Prompt for serial numbers for items with full control when adding items to SOs When selected, you are prompted for and required to enter a serial number when listing full control items on sales orders. If your business does not require serial numbers on sales orders, you can deselect this preference. You will still be required to enter a serial number when listing full control items on transactional documents. 2. Prompt for serial numbers for items with partial control when adding/editing items in: [area name] This preference setting only applies to partial control items. It enables you to select the program areas where serial number prompts are displayed: receipts, sales orders, vouchers, and/or transfer slips. By default, all program areas are selected. If your business does not require serial numbers in some areas, you can deselect those areas and prompts won’t be displayed.
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Retail Pro® 8 User’s Guide To change serial number tracking preferences: 1. Select OPTIONS from the Retail Pro top menu. 2. Select SYSTEM PREFERENCES from the side menu. 3. Select MERCHANDISE > SERIAL/LOT NUMBERS from the preference tree.
4. In the Serial Number Tracking area, select/deselect the following settings as necessary: For full-control items: Select PROMPT FOR SERIAL NUMBERS FOR ITEMS WITH FULL CONTROL WHEN ADDING ITEMS ON SOS if you want to track serial numbers on sales orders. Deselect the preference if you do not require serial numbers on sales orders. For partial control items: Select each program area where you want to prompt for serial numbers when adding/editing such items (entry is still optional). Deselect each area where you don’t want prompts. 5. Select SAVE from the side menu. Pro Tip: Tracking Serial Numbers Only at Point of Sale If your business requires that serial numbers only be tracked at point of sale (for warranty or other purposes), then you should set the Serial field to PARTIAL for those items and make sure only receipts and/or sales orders are selected as the program areas where serial number prompts are displayed (SYSTEM PREFERENCES h MERCHANDISE h Prompt for serial numbers for items with partial control when adding/editing in: )
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Activating Serial Number Tracking To activate serial number tracking for items, make sure your inventory screen designs include the Serial field. (Refer to the Serial Number Tracking Fields section for more information.) To activate serial number tracking for items: 1. Select MERCHANDISE > INVENTORY from the Retail Pro top menu. 2. Select INVENTORY from the side menu. 3. Highlight or display the item for which you want to activate serial number tracking. 4. Select EDIT (). 5. In the Serial field, select FULL to activate full control or PARTIAL to activate partial control. 6. Select SAVE (). 7. Repeat for each item for which you will use serial number tracking. With serial number tracking activated, you can assign serial numbers to your items. (Refer to the Assigning Serial Numbers in Inventory section.) Note: Full Control vs. Partial Control The main difference between full control and partial control is that a prompt is always displayed and entry of a serial number is required when listing full control items on transactional documents (vouchers, receipts, transfer slips). You can optionally require serial number entry when listing full control items on sales orders. With partial control items, entry of a serial number is always optional, and you can select the specific areas where you want a serial number prompt to be displayed. (Refer to Setting Serial Number Preferences section.) Note: Inventory Strategies for Serial Number Items There are two inventory strategies you can use for your serial number items: •
Define each unit and its serial number as an individual Retail Pro inventory item.
•
Define one inventory item and assign multiple serial numbers (one for each unit).
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Assigning Serial Numbers to Items You can assign serial numbers to items in the following ways: During receiving – Assign serial numbers as you list items on a receiving voucher. At point of sale – Assign serial numbers as you make a sales order or sell items on a receipt. For full control items, a serial number must be assigned to each unit received into inventory. For partial control items, assignment of serial numbers is optional; you can assign a serial numbers to each unit or assign serial numbers only to selected units. When assigning serial numbers to items: If you assign serial numbers during receiving, the serial numbers you enter are available for selection when making other documents (sales orders, receipts, transfer slips, or quantity adjustment memos) at the store to which the serial number was assigned. If you assign a serial number while making a sales order, the serial number is assigned a status of RESERVED and is unavailable for listing on other documents, except for a receipt. If you sell an item and assign it a serial number before the item is received into inventory, the serial number’s status is set to USED, and the number cannot be used again. The following sections explain how to assign serial numbers during receiving and at point of sale. The steps assume you are listing full control items or are listing partial control items and have set System Preferences to display prompts for that program area.
Note: Serial Number File Serial numbers are stored in the SERIALNM.DAT file. This file stores the following information about each serial number: Item SID, Store #, Serial #, Status, and Reserved. Note: Store Assignment Each serial number is assigned a store location. When assigning serial numbers to items during receiving or at point of sale, the serial number is assigned the store location where the receiving voucher, receipt, or SO is being created. When entering serial numbers on documents, only serial numbers assigned to that store are available for selection. When viewing serial numbers at remotes, only serial numbers assigned to the remote’s store are displayed in the Item Serial Numbers grid. Note: Duplicate Serial Numbers You cannot enter a serial number that already exists for the item. If you try to enter a duplicate serial number, the system will warn you and ask you to enter a new one.
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Assigning Serial Numbers during Receiving Retailers typically assign serial numbers as items are received on vouchers. When the voucher is updated, the serial numbers are added to the database. Listing serial numbers on a return voucher removes the serial numbers from the database. To assign serial numbers during receiving: 1. Create a new voucher using normal procedures. 2. List items by entering an item identifier or choosing from inventory. The Enter Serial Number dialog is displayed for those items previously selected for serial number tracking. 3. Enter a serial number in the Serial Number (or Serial #) field, or select a serial number from the drop-down list. 4. Select OK to close the dialog. 5. Complete and update the voucher. 6. (Refer to Entering Serial Numbers for more information on entering serial numbers. Refer to Retail Pro User’s Guide, Chapter 7. Receiving for information on creating and editing vouchers.)
Assigning Serial Numbers at Point of Sale Some retailers assign serial numbers at point of sale. The two most common reasons for doing this are: Items are being sold before they have been received into inventory on a voucher. Serial numbers are only tracked on sales (for warranty purposes, for example). If you assign a serial number on a receipt, the serial number’s Status field is set to USED, preventing it from being used again. If you assign a serial number on a sales order, the serial number’s Reserved field is set to RESERVED preventing it from being assigned elsewhere. To assign serial numbers at point of sale: 1. Start a new receipt or sales order. 2. List serial number items by entering an item identifier or choosing from inventory. The Enter Serial Number dialog is displayed. 3. Enter a serial number in the Serial Number field, or select a serial number from the dropdown list. 4. Select OK to close the dialog. 5. Complete and update the receipt or SO. (Refer to Entering Serial Numbers for more information on entering serial numbers on documents. Refer to Retail Pro User’s Guide Chapter 10. Recording Sales and Returns and Chapter 12. Sales Orders for information on creating receipts and SOs.)
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Entering Serial Numbers on Documents When tracking items by serial number, you enter serial numbers when listing those items on documents or editing their inventory quantity. In this way, each unit can be tracked from the time it arrives at the store until it is sold, transferred, or returned to the vendor. When entering serial numbers, the following rules apply: If the item’s Serial field is set to FULL, you are prompted for and required to enter a serial number when listing the item vouchers, slips, receipts, (and optionally SOs). If the item’s Serial field is set to PARTIAL, you are prompted for a serial number when the document type has been selected in System Preferences, but entry is optional. (Refer to Setting Serial Number Preferences section.) By default, items are listed with a quantity of 1. If you increase the quantity (by editing the item’s Qty field or via the Edit Item dialog), each added quantity is entered on a separate line of the document item list with a quantity of 1. Likewise, if an item is listed with a quantity of –1 and you change it to –5, each additional negative quantity is entered on a separate line of the document item list. If you decrease/increase the quantity to zero, the entered serial numbers are cleared. SO marks the serial number as RESERVED, making it no longer available, except for listing on a receipt. Entering a serial number on a receipt, marks the serial number as USED, making it no longer available.
Note: Methods of Entering Serial Numbers References to entering a serial number refer to manually typing in a value, using a scanner to scan a barcode, or selecting a serial number from a list.
Enter Serial Number Dialog Serial Numbers are typically entered via the Enter Serial Number dialog, although they can also be entered manually in an item’s Serial # field. There are two types of Enter Serial Number dialog that can be displayed. Which one you see depends on whether you are listing the item by entering an item identifier or by choosing from inventory. If you are entering an item identifier you are listing only one item at a time, and the dialog will only allow you to enter a single serial number in the Serial Number field. If you are choosing items from inventory, you can select multiple serial number items, and the Enter Serial Number dialog that is displayed for each item will list each quantity on a separate row. Enter a serial number for each listed item quantity in the Serial # field. The title bar of the dialog will also tell you whether a serial number is optional (partial control items) or required (full control items).
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Retail Pro® 8 User’s Guide Enter Serial Number dialog when entering an item identifier:
This is the Enter Serial Number dialog that is displayed when you list a single serial number item by entering an item identifier such as an Item #, UPC, or ALU. You can type or scan a serial number, or select one from the drop-down list.
This is the Enter Serial Number dialog. You can type or scan a serial number, or select one from the drop-down list.
Enter Serial Number dialog when choosing items from inventory: Entry of a serial number is optional for partial control items. If the Enter Serial Number dialog is displayed, you can select cancel to list the item on the document without a serial number.
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Note: Editing Inventory Quantities If you have your system set to track adjustments to quantities, you are not able to edit the Qty field in inventory. To edit inventory quantities, you must create a voucher or quantity adjustment memo. Even if you do NOT have your system set to track adjustments to quantities, you are not allowed to edit the inventory quantities of full control items. You must use a voucher or adjustment memo. If you do not have your system set to track adjustments to quantities, you can edit the inventory quantities of partial control items. (Refer to Setting Serial Number Preferences section). Note: Printing Serial Numbers on Receipts You can print serial numbers on receipts and sales orders by adding the Serial # field to your document designs. (Refer to TS02 Document Designer for more information.) Note: Serial Numbers on Reversed Receipts When a receipt with a serial number item is reversed, there is no need to reenter the serial number because it is on the original receipt. Note: Multiple References to an SO If a serial number is listed on an SO and then sold on a receipt, that serial number is removed from the serial number database (SERIALNM.DAT). If you make additional receipts referencing the same SO, you are prompted to enter a new serial number each time. Note: Data Entry Mistakes If an employee makes a mistake when entering a serial number, and the incorrect number matches another existing number, the wrong serial number is removed from the serial number database. Consider a full-control item that has a quantity of two and is assigned serial numbers 1234 and 1235. If a customer purchases the unit assigned number 1234 but the cashier types 1235 by mistake, then 1235 is removed the database. Later, if a customer tries to purchase the unit assigned number 1235, that serial number won’t be available. The cashier can use another available serial number (for example, 1234) or enter a completely new serial number. Note: Listing Serial Number Items on POs When listing serial number items on POs, you are not prompted to enter serial numbers.
Editing Item Serial Numbers on Documents You can edit item serial numbers, if necessary, before updating a document by entering or selecting a new Serial #. After updating, the document must be reversed first, and a new document created with the correct serial number.
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Viewing Item Serial Numbers At the Main station, you can view all the serial numbers assigned to an item. At remote stations, you can only view serial numbers assigned to that remote’s store. To view item serial number information: 1. In Inventory, select or display the item whose serial numbers you want to view. 2. Select SERIAL NUMBERS from the side menu. The Item Serial Numbers grid is displayed, showing the serial numbers assigned to the item.
3. Select CLOSE when you are finished.
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Note: Status and Reserved Columns The Status and Reserved columns are typically populated by the system. For example, when a serial number is listed on an SO, the serial number’s Status is set to SO, and it is marked RESERVED (in the Reserved column). However, both Status and Reserved can be edited in the Item Serial Numbers dialog. For example, you can mark a serial number RESERVED if you want to set aside a specific serial number.
Editing Item Serial Numbers in Inventory To edit item serial numbers in inventory: (Main station only) 1. Select MERCHANDISE from the Retail Pro top menu. 2. Select INVENTORY from the side menu. 3. Select or display the item for which you want to edit serial numbers. 4. Select SERIAL NUMBERS from the side menu. The Item Serial Numbers dialog is displayed. 5. Edit the Store, Serial #, Status and/or Reserved columns as necessary, and then press . 6. Select CLOSE to close the dialog.
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Deleting Item Serial Numbers in Inventory You can only delete item serial numbers at the Main station. To delete item serial numbers: (Main station only) 1. Select MERCHANDISE from the Retail Pro top menu. 2. Select INVENTORY from the side menu. 3. Select or display the item whose serial number(s) you want to delete. 4. Select SERIAL NUMBERS from the side menu. The Item Serial Number dialog is displayed. 5. Select the serial number you want to delete, and then select DELETE SERIAL #. Result: A confirmation dialog is displayed.
6. Repeat to delete additional serial numbers as necessary. 7. Select CLOSE.
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Special Situations with Serial Numbers Packages on Receipts or SOs A package is an inventory item that brings two or more component items to a receipt or sales order. (Components can have multiple choices.) A package item may NOT be marked as a serial number item.
Kits on Receipts and SOs A kit groups two or more items that are sold together as a set (no choices of component items), typically at a discount. Like package items, kit items may not be marked as serial number items.
Transfers Each serial number is assigned a store location when it is created. When a serial number item is listed on an out slip, the slip automatically changes the serial number’s store location from the source store to the destination store. (When the slip is created at a remote, the remote’s record is changed immediately; the record is changed at the Main station when the slip is processed in). Slips that include serial number items are not automatically resolved if mismatches exist. You will have to manually resolve mismatches by editing the serial number database file.
Adjustments Serial numbers are not entered on adjustment memos.
Polling of Serial Numbers The SERIALNM.DAT file (where serial number information is stored) is polled from the Main station to remotes if station preferences are set to poll differences. The SERIALNM.DAT file sent from the Main completely overwrites the SERIALNM.DAT file at the remote. The SERIALNM.DAT file is NOT polled from remotes to the Main. Note: Polling Pending Vouchers that Contain Serial Number Items When pending vouchers are processed in at the Main station, serial numbers are immediately added to the SERIALNM.DAT file, rather than waiting until the pending voucher is accepted and updated.
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Lot Number Tracking Overview Lot number tracking is a special type of serial number tracking. However, unlike serial numbers, the lot number may be assigned to multiple items and may appear in several inventory locations at the same time. When tracking items by lot number, you enter lot numbers when listing those items on transactional documents (vouchers, receipts, memos, slips) and optionally on sales orders. In this way, items and their assigned lot numbers can be tracked from their arrival at the store until they are sold, transferred, or returned to the vendor. In Retail Pro®, you can: Assign lot numbers to items during or after receiving. Specify whether lot-number entry is required (full control) or optional (partial control). Specify which documents will display prompts (if lot number entry is optional), and ask the cashier to enter a lot number. Assign multiple lot numbers to a single item.
Note: Items Cannot Be Both Lot # and Serial # Items You can use lot number tracking or serial.
Expiration Dates for Lot Number Items Lot numbers are often used to track perishable items, so you can enter an expiration date for each lot number. If you list an item whose lot number is past its expiration date, Retail Pro® can issue a warning and prevent the sale from being completed. (See Lot Number Preferences) You can optionally allow managers (or other designated employees) to override the preference and sell an item that is past its expiration date. To do this, assign the security permission: Allow the Sale of an Item whose Expiration Date Has Passed. Lot Number File Lot numbers are stored in the Lotnm.dat file, stored in the \Retail\Rpro\ directory.
Lot Number Security Using Security Administrator, you can control employee access to the following lot number features (found in the RPRO v.8 > System area of Security Administrator): Allow Add/Edit of Lot Numbers
Allow Delete of Lot Numbers
Allow Edit of Lot Number Expiration Date
Allow the Sale of an Item whose Expiration Date Has Passed
See Technical Supplement F1: Security Administrator for more information.
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Basic Steps for Lot Number Tracking 1. Add the lot number tracking fields listed below to your List View and Form View screen designs. Field
Description
Lot
Add where: Inventory Form/List View (editable); document item list of transactional documents (read-only). The Lot field specifies which type of tracking is used: Full, Partial (or None). Setting the Lot field to Full means users will be prompted for and required to enter a lot number on transactional documents. Setting the Lot field to Partial means users will be prompted to enter a lot number when listing items on the document types selected in System Preferences (entry of lot numbers for partial control items is optional).
Item Lot Numbers
Add where: Inventory Form View The Item Lot Numbers field is a mini grid that displays lot number information for an item. You can enter and edit lot numbers in the Item Lot Numbers grid. Even if the grid is not added to your Form View display, it can be displayed by selecting or displaying a lot number item and selecting Lot Numbers from the side menu.
Lot #
Add where: Document item list of transactional documents and /or sales orders. The Lot # field can also be added to the Edit Item dialog that is displayed when users select Edit Item or press . The Lot # field displays the lot number assigned to an item listed on a document. Typically, you enter a Lot # via the Enter Lot Number dialog (displayed when prompting for lot numbers); however, you can enter lot numbers directly in the Lot # field in the item list or edit item dialog.
Lot # Created
Add where: Document item list of transactional documents and/or sales orders. The Lot # Created field displays the date the lot number was created.
Lot # Modified
Add where: Document item list of transactional documents and/or sales orders. The Lot # Modified field displays the date the lot number was modified.
Lot # Expired
Add where: Document item list of transactional documents and/or sales orders. The Lot # Expired field displays the expiration date of the lot number. You can have Retail Pro issue a warning when an item whose lot number is past its expiration date is listed on a receipt, and optionally prevent the sale of such items. (See Lot Number Preferences)
2. Navigate to System Preferences > Merchandise > Serial/Lot Numbers and set lot number preferences. (See Lot Number Preferences) 3. Add the Lot Numbers button to your inventory menu layouts. 4. Activate lot number tracking for individual items. (See Activating Lot Number Tracking) 5. Enter lot numbers on documents, as necessary. If lot numbers are entered on bar codes, you can scan those bar codes. (See Entering Lot Numbers)
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Lot Number Preferences In System Preferences, you select which documents you want to display prompts and how you want the system to handle lot numbers that are past their expiration date. To set lot number preferences: 1. Select OPTIONS > SYSTEM PREFERENCES from the top menu of the Home Screen. 2. Select MERCHANDISE > SERIAL/LOT NUMBERS.
3. Define the following: Select Prompt for lot numbers when adding full control items on SOs if you want to display a lot number prompt when you add a full-control item to an SO. Default = selected. In the Prompt for lot numbers when adding/editing partial-control items in area, select the individual documents on which you want to display prompts when a partial control item is listed. Default = All document types selected. Select Alert user when an item's lot number expiration date has passed to display an alert message when you list an item whose Lot # Expired date has passed. Default = selected. Select Block the sale of an item past its expiration date to prevent the selling of items whose Lot # Expired date has passed. The cashier will not be allowed to update/print the receipt if such items are listed. Default = selected. Note: A manager who is assigned the security permission Allow the Sale of an Item that Has Passed its Expiration Date can log in and override this preference setting, if necessary. 3. Click OK on the side menu.
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Activate Lot Number Tracking You can use Full or Partial tracking of lot numbers. The main difference between full control and partial control is that a prompt is always displayed and entry of a lot number is required when listing full control items on vouchers, receipts, transfer slips, and adjustment memos. You can optionally require lot number entry when listing full control items on sales orders. With partial control items, entry of a lot number is always optional, and you can select the specific areas where you want a lot number prompt to be displayed. (See Lot Number Preferences) To activate lot number tracking for items: 1. Highlight or display the item for which you want to activate lot number tracking. 2. Click EDIT () on the top menu. 3. In the Lot field, select FULL to activate full control, or PARTIAL to activate partial control. 4. Click SAVE () on the top menu. 5. Repeat for each item that will be tracked by lot number.
Entering Lot Numbers on Documents Enter lot numbers when listing lot number items on documents. To enter lot numbers on documents: 1.
List the item on a document using standard procedures.
2. Enter or select a lot number (alpha-numeric, maximum 25 characters) to the item: If the item is ...
Then ...
Full control,
The Item Lot Number Required dialog displays. Enter/select a Lot Number, then click OK.
Partial control,
The Enter Item Lot Number dialog displays if the document type is one of those selected in System Preferences, but entry is optional. If prompted, enter or select a Lot Number, then click OK.
3. Complete and update the document.
Other Lot Number Guidelines The following rules apply to the entry of lot numbers: When assigning a lot number to an item via the Lot Number dialog, you can edit the Store (at Main station only), Lot #, Quantity, and Expiration Date. If the item’s Lot field is set to Full, you are prompted for and required to enter a lot number when listing the item on documents. If the item’s Lot field is set to Partial, you are prompted for a lot number when listing the item on document types selected in System Preferences, but entry is optional. Lot numbers are not entered on Purchase Orders, Transfer Orders, or Adjustment Memos. Lot Numbers are typically entered via the Enter Lot Number dialog, although they can also be entered manually in an item’s Lot # field.
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Viewing Lot Numbers To view an item’s lot numbers: 1. Select MERCHANDISE > INVENTORY from the Home Screen. 2. Use Sort, Search, Filtered View or QuickFind to locate and select the lot number item. 3. Click LOT NUMBERS from the side menu. Result: The Item Lot Numbers dialog displays. Lot #
The lot number assigned to the item.
Expired
The lot number's expiration date
Created
The date the lot number was created.
Modified
The date the lot number was last modified
Cmp
The quantity for the company as a whole.
The quantity at the selected store location.
4. Edit the information, if necessary, or click the Retail Pro button in the upper right to exit. Note: You can also view/ed item lot numbers by adding the Item Lot Numbers field to your inventory Form View layouts. The item’s Retail Pro Item #
Click Add Lot# and Delete Lot # buttons to add/delete lot numbers.
The total quantity currently assigned to lot numbers.
The total company quantity on hand.
Assign an expiration date to individual lot numbers.
The company item quantity of that is assigned to individual lot numbers.
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Editing Lot Numbers You can edit lot numbers when listing a lot number item on a document or in the item’s inventory record. To edit lot numbers on documents: 1. List the lot number item on a document using normal procedures. 2. Select the item in the document item list, and enter or select a new lot number in the Lot # field. OR With the item selected in the document item list, click EDIT ITEM (), and enter or select a new Lot #. 3. Complete and update the document.
Editing Lot Numbers in Inventory You can also edit an item’s Lot #s by selecting or displaying the item, and then selecting Lot Numbers from the side menu to display the Item Lot Numbers dialog. When editing a lot number item in inventory that is marked for Full control, you cannot edit the Quantity field. To adjust the inventory quantity of such items, you need to use a voucher or adjustment memo. When editing a lot number item in inventory that is marked for Partial control, you can edit the Quantity field if adjustment memos are not required.
Deleting Lot Numbers To delete a lot number: 1. In Inventory, select or display a lot number item assigned to the number you want to delete. 2. Select LOT NUMBERS from the side menu. 3. Locate the lot number that you want to delete. 4. Click DELETE. A warning dialog displays. Click YES to confirm the deletion or NO to cancel. 5. Click CLOSE.
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Expiration Dates for Lot Numbers You can enter, edit, or delete expiration dates for an item’s lot number(s). To add an expiration date: 1. In Inventory, select or display the lot number item. 2. Select LOT NUMBERS from the side menu. 3. Locate the lot number that needs an expiration date. 4. Click in the Expired field. 5. Press to display a calendar. 6. Select the expiration date using the calendar. 7. Click CLOSE.
To edit an expiration date: 1. In Inventory, select or display the lot number item. 2. Select LOT NUMBERS from the side menu. 3. Locate the lot number whose Expiration Date you want to edit. 4. Click in the Expired field. 5. Press to display a calendar. 6. Select a new expiration date. 7. Click CLOSE.
To delete an expiration date: 1. In Inventory, select or display the lot number item. 2. Select LOT NUMBERS from the side menu. 3. Locate the lot number whose expiration date you want to delete. 4. Clear the contents of the Expired field. 5. Click CLOSE.
Warning or Blocking the Sale of Items whose Expiration Date Has Passed In System Preferences > Merchandise > Serial/Lot Number Tracking, you can select to display a warning to cashiers if they list a lot number item that is past its expiration date. You can additionally select to block the sale of such items. Note: A manager or other authorized employee can override the preference setting if they belong to a group assigned the security permission: Allow the Sale of an Item whose Expiration Date Has Passed. (See Lot Number Preferences section)
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Special Situations with Lot Numbers If you track items by lot numbers, here are some special situations to be aware of: Packages on Receipts and SOs A package item may not be marked as a lot number item. Kits on Receipts and SOs Serial number items cannot be made component items for kits. Likewise, kit items cannot be designated as lot number items. Transfers Each lot number is assigned to the store location when it is created. When a lot number item is listed on an out slip, the slip automatically changes the lot number’s store location from the source store to the destination store. Slips that include lot number items are not automatically resolved if mismatches exist. You will have to manually resolve mismatches by editing the lot number database file. Adjustment Memos You are not required to enter lot numbers on adjustment memos.
Polling of Lot Numbers Lot numbers (Lotnm.dat) are sent as a Differences file from the Main station to Remotes. Even though you are polling Differences, the entire file is sent, overwriting the Lotnm.dat file at the Remote(s). The Lotnm.dat file is not sent from Remotes to the Main station.
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Packages and Kits About Packages & Kits The Packages & Kits feature offers two alternative methods for grouping, discounting, and selling items together as a set. Both packages and kits are defined in inventory as a separate item, called a package item and a kit item respectively, that links the individual items in the group to each other. The items that make up a package or kit are referred to as components. The Package and Kit module is used to configure the components (items) and to define certain other optional features. Packages and kits can be configured at the Main station only. Once configured and polled, both can be listed and sold on receipts and sales orders at any location with on-hand quantities of the component items.
Packages A package is an inventory item that brings two or more components to a receipt or sales order and can proportionally adjust each component price based on the user-defined package price. Each component can optionally include multiple item choices. Packages are ideal for situations where a retailer wishes to offer grouped components at a discount but also wishes to give the customer choices for one or more component items. For example, a men’s suit package might include jacket, slacks, shirt, belt and tie components. The customer could be allowed to make choices from different pre-specified sizes, colors, or styles for any or all of the components of the suit. Packages can also optionally allow substitutions of any item from inventory for any component. A package item is not a true inventory item in the normal sense. Rather, it is a reference item used for the convenient grouping, listing, and discounting of multiple components at the time of sale. The package item has no quantity in inventory and its Qty field is disabled for editing. Defining a package does not affect the individual component items in any way until a sale (or sales order) is made listing the package. In the meantime, the component items remain available to sell individually at their regular prices. When a receipt listing a package is updated, the component items are deducted from inventory in the normal manner.
Package Cost and Pricing A package item has no defined cost of its own. The package cost could be derived from the combined cost of each of the component items if needed for a special report. When a package item is listed on a receipt or sales order, all of the component items are automatically listed as well. The package price specified in inventory is listed on the sales document and individual component prices are automatically discounted proportionally to their normal prices by applying a multiplier so that when the discounted prices are summed they equal the specified package price. The package quantity and price on a sales document are for display purposes only and are not carried to the totals area of the document. The totals information is calculated from the component item quantities and discounted prices. The multiplier used to determine discount item prices is calculated with this formula:
Package P$ /(Item 1 P$ + Item 2 P$ + … + Item x P$) = Proportional Multiplier
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Retail Pro® 8 User’s Guide The multiplier is then applied to each individual component's normal price to arrive at a discounted price for each item. The sum of these discounted prices equals the defined package price.
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Retail Pro® 8 User’s Guide For example, imagine that you have a package made up of two component items. Item 1 has a normal inventory price of $50 and Item 2 has a normal price of $100. You are going to offer the two items in a package, with the package priced at $75 total. Applying the calculations looks like this: Proportional Multiplier = 75 / (50 + 100) = .50 Package Inv Price
x Multiplier
=
Disc
Price Item 1
$ 50
.50
$ 25
Item 2
$ 100
.50
$ 50
Predefined Package Price $ 75
Handling Price Discounts with Component Substitutions in Packages If substitutions are allowed for a component, then any item from inventory can be substituted at point of sale for that component. The substituted item's price can be handled in any one of three ways by selecting the appropriate action from a dialog displayed at point of sale. For purposes of demonstrating the three methods, we'll use the example package described above. At the point of sale, you decide to substitute a different inventory item with a normal price of $100 for Item 1 in the package. The three methods for handling this price difference are: Method 1. List the substitution item at the same discounted price as the item it is replacing. With this method there is no change in discounted item prices or the package price. The substitution item will be recorded as having been discounted by the amount necessary to match the discounted price of the original Item 1. Substitution at same discounted price Inv Price
Disc
Price New Item 1
$ 100
$ 25
Item 2
$ 100
$ 50
Package Price $ 75
Method 2. List the substitution item at its normal inventory price. With this method, the new item is not discounted, the remaining original Item 2 retains its original discounted price, and the package price is adjusted to match the new sums of the discounted item prices. Substitution at normal inventory price Inv Price
Disc
Price New Item 1
$ 100
$ 100
Item 2
$ 100
$ 50
Adjusted Package Price $ 150
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Retail Pro® 8 User’s Guide Method 3. Recalculate the discounted prices for all items, including the new item, proportionally to their inventory prices so that the sums of the new discounted prices equal the package price. This method essentially throws out the original discounted prices of all items and reapplies the discount formula to the new item mix to arrive at new discount prices. Proportional Multiplier calculation: 75 / (100 + 100) = .375 Recalculate discount prices/retain original package price Price New Item 1 Item 2
Inv Price
x Multiplier
=
$ 100
.375
$ 37.50
$ 100
.375
$ 37.50
Package Price
Disc
$
75
Kits Like a package, a kit groups two or more items to be sold together as a set, typically at a discount. Kits, however, differ from packages in several important ways: The kit must be pre-assembled before it can be sold. The kit item defined in inventory is a real, unique inventory item, with its own cost, price and quantity values. Each time a kit is assembled the kit item quantity increases by one. The component items are deducted from inventory when the kit is assembled with adjustment memos and are no longer available for individual sale, unless the kit is broken. (This does not prevent offering additional non-kit quantities of those items for sale individually.) No component item choices or substitution of items is allowed. When a receipt listing a kit item is updated, the specified quantity of the kit item is deducted from inventory in the normal way. The quantity and price of the kit item is carried to the receipt totals. Each of the component items of a kit must exist in inventory individually before the kit can be created. As an example, a retailer might want to offer a patio furniture group including a table, four chairs, four chair pads, and an umbrella. If configured as a kit, this patio set kit is offered only with the predefined components and substitutions are not allowed.
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Kit Cost and Pricing The costs of the individual components in the kit are aggregated, resulting in the kit cost. The adjustment to cost and quantities in inventory resulting from kit assembly (or disassembly), for both components and the kit item, are handled automatically with adjustment memos. One adjustment memo deducts the appropriate quantity from each component item and adds one kit item; a second memo adjusts the kit cost based on the aggregated component costs. If an on-hand quantity of a kit item already exists in inventory at a different cost when new kits are assembled, then the old cost and the new aggregated cost are averaged (weighted) to arrive at the new kit cost. This cost is automatically populated to the Cost field in inventory for the kit item upon kit assembly. The kit price, specified in inventory, is automatically listed on a receipt when the kit is sold, but can be edited at time of sale. To configure a Package or a Kit: 1. Insure you are in inventory Item View. The package or kit item can be defined in either List or Form View. Package and kit items cannot be part of a style. 2. Make sure the Kit Item Type field has been added to your inventory layout and that the PACKAGE & KIT button has been added to the side menu. 3. Click NEW () on the top menu. 4. Complete fields for the new package item or kit item, being sure to enter a descriptive name and a price. Optionally, set up department and/or vendor codes to use for package items, such as pkg or kit, and then enter that code in the DCS and/or Vend Code fields. This might be useful for sorting, filtering, or reporting on package or kit items if the component items come from multiple departments or vendors. 5. In the Kit Item Type field, select Package Item from the drop-down list if creating a package, or Kit Item to create a kit. 6. Click SAVE on the top menu. 7. Highlight the package or kit item and then click PACKAGE & KIT on the side menu. The Package and Kit module window is displayed (a sample of a package being configured is shown below).
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Retail Pro® 8 User’s Guide The upper pane displays inventory information for the selected package or kit. The fields included can be customized, but no editing of these fields is allowed. The lower pane is used to configure the package or kit.
8. Configure the package or kit components, add items, and specify other options, following the guidelines in the following table: Field/Option
Usage
Selecting Items
List items by entering or scanning item identifiers, or click choose/edit items to go to the regular inventory screen to select items.
Components
Specify a component name for each item to be included in the package/kit. For example, in the package shown in the example on the previous page there are five components: Jacket, Shirt, Slacks, Tie, and Belt. Click component list on the side menu to add, edit, and save a list of frequently used component names. As an item is added, in the Component field, click () or component name on the side menu to select a component name from the saved list. Package only: If component choices are being offered to the customer, simply list all the items that make up the choices with the same component name assigned to each. At the time of sale, a dialog will be displayed from which the cashier selects the specific item to be included in the current sale. Note that in the example on the previous page there are four item choices specified for the Tie component and two choices specified for the Belt component. Kit: It is not necessary to specify component names for the items. However, if they are specified, the Component field can be included in receipt and SO designs created in Document Designer to print the names on the receipt.
Items Price Level
Select the price level to be displayed for component items as the package or kit is configured. The price level displayed here does not affect the price level used at the time of sale.
Kit Qty
Specify the quantity of each component item to be included in the package or kit. By default, this is one (1) but is editable. For example, in the Patio Furniture kit described previously, four (4) would be entered for both the chair and chair pad components.
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Usage
5 Allow Substitution
Package: If selected, at the time of sale the associate can allow the substitution of any inventory item for the component. Subject to security rights. Default is not selected. Kit: Disabled. This feature not available for Kits.
5 Print Item
If selected, the component item is printed on the customer receipt or SO. Default is selected. Note: Whether or not the package or kit item is printed on the customer receipt or SO is specified at SYSTEM PREFERENCES h POINT OF SALE h PACKAGES/KITS.
5 Print Price
If selected, the component item price is printed on the customer receipt or SO. Default is selected. Note: Whether or not the package or kit item price is printed on the customer receipt or SO is specified at SYSTEM PREFERENCES h POINT OF SALE h PACKAGES/KITS.
9. Package: Click SAVE AND EXIT on the side menu to save the package configuration. Kit: Continue with Kit Assembly in the next step.
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Retail Pro® 8 User’s Guide 10. Click Assemble Kit on the side menu. The Assemble Kit dialog is displayed, as shown below. Select a location from the drop-down list to assemble kits for another location.
The Assemble Kit dialog displays the number of kits that can be assembled for the currently selected location based on the quantity of component items currently on hand. The item with the lowest on-hand quantity is the limiting component. Kits can be assembled for any location that has sufficient quantities by repeating Steps 10-12 with a new location selected. 11. Specify the number of kits you want to assemble at the selected location and then click OK. 12. An Assembling Kit Info dialog is displayed. Enter an Associate name and comments as required in the dialog displayed. The Comment 1 field is automatically populated with "Kit assembled from inventory" and is not editable. Click OK. The specified number of kits is assembled for the selected location. The necessary quantity and cost memos are automatically created to adjust inventory. 13. Click SAVE AND EXIT on the side menu when all kits needed have been assembled to save the kit configuration and return to the inventory screen.
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Broken Kits A disassembled kit is referred to as a broken kit. It may become necessary at times to break a kit, either at the Main or at the point of sale. At the Main, this might be because a decision has been made to no longer offer the group of items as a kit or to change the items that make up a kit. Kits can also be broken at point of sale so that component items can be sold individually. When a kit is broken, all the component items are returned to inventory. Inventory quantities and costs are automatically adjusted by memos when kits are broken. One memo deducts one kit item and adds the appropriate quantity of component items back to inventory for each kit broken. The kit cost is distributed back to the component items proportionally based on the weighted cost of each item as currently recorded in inventory. A second memo averages the component item costs with any existing quantity-costs already existing in inventory for each item. If the kit is broken at a remote, and some items sold, the adjustment memos are not created until the receipt is polled and updated at the Main. In this case the quantity memo still adds all component items back to inventory and deducts the kit item; then the updated receipt deducts the quantities of the items actually sold.
To break a kit at the Main: 1. Highlight the kit item in inventory Item View, then click Package & Kit on the side menu. 2. In the Package and Kit module, click Break Kit. The Break Kit dialog is displayed. This dialog is very similar to the Assemble Kit dialog shown above, except that the number of kits that can be broken at the selected location is displayed rather than the number of kits that can be assembled. This number is equal to the on-hand quantity of the kit item in inventory at that location.
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Retail Pro® 8 User’s Guide 3. Specify the Location and the number of kits to be broken, and then click OK. 4. A Breaking Kit Info dialog is displayed.
5. Enter an Associate name and comments as required in the dialog displayed. The Comment 1 field is automatically populated with "Kit broken from inventory" and is not editable. Click OK. 6. The specified number of kits is broken at the selected location. The necessary quantity and cost memos are automatically created to adjust inventory. 7. Repeat Steps 2-4 to break kits at additional locations as necessary. (Refer to Chapter 10. Recording Sales & Returns, and Chapter 12. Sales Orders for procedures to break kits at point of sale.)
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Editing Package & Kit Items in Inventory Normal edit functions are available on package and kit items with the following exceptions: Package and kit items cannot be members of a style. Therefore, editing of package or kit items in Style View is not allowed. The edit button on the top menu is grayed out when a package or kit item is selected in Style View. Package items have no on-hand quantity and the Qty field is disabled. Because package items are not "true" inventory items, entry or editing of fields other than description, department, and price is not necessary but may be good for sorting/filtering of inventory (other fields only affect the display of the item, and are not used in any other Retail Pro function). Package and kit items cannot be deleted unless all component items have been removed from the package or kit using the Packages and Kits module. In addition, to delete a kit item the entire quantity of assembled kits at all locations must first be disassembled and the kit item CMP Qty must equal 0. Component items of a package or kit cannot be deleted unless the component item has been removed from the package or kit configuration using the Packages and Kits module. In addition, all assembled kits containing that item must first be disassembled at all locations. Note: Packages and Kits on Reports In the Reports module, a field called Kit Type is available in many report designs and on many predesigned reports. This field identifies package and kit items. On Merchandise reports and selected Summaries, Kit Type can be included in layouts and sorts. When included in a report’s layout, the Kit Type field will display Kit Item for kit items and PKG Component for items that are components of packages. On Journals, the Kit Type field can be included in Item Details and will identify package and kit items as on Merchandise reports and Summaries. On Sales journals, a special report option called Show Kit/Package Information is available. Setting this option to Yes will differentiate between kit items (Kit Item), items that are components of a kit (Kit Component), kits that were broken at point of sale (Broken Kit), package items (PKG Item), and items that are components of a package (PKG Component). For more information on reports, refer to Chapter 14. General Reports.
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Chapter 5. Merchandise Utilities Introduction About Retail Pro Auto Utilities Retail Pro includes a set of auxiliary programs that enable retailers to automate much of the process of adjusting prices, creating purchase orders and transfer orders and setting min/max values for inventory items. This chapter explains how to use each of the auto utilities.
Auto Utility Security You can control employee access to the following auto utilities features Reference: See Technical Supplement F1: Security Administrator for more information. Permission Auto PO
Description
Launch Auto PO
Sample Committed Screen Allows group members to launch the Auto PO utility.
Modify Settings
Allows group members to modify Auto PO settings.
View Cost
Allows group members to view cost information when using Auto PO.
Auto Min/Max Launch Auto Min/Max
Allows group members to launch the Auto Min/Max utility.
Modify Settings
Allows group members to modify Auto Min/Max settings.
Modify Formulas
Allows group members to modify Auto Min/Max formulas.
Modify Filters
Allows group members to modify Auto Min/Max filters.
Can Update
Allows group members to update min/max values in Inventory using the Auto Min/Max utility.
View Cost
Allows group members to view cost information when using the Auto Min/Max utility.
Auto Transfers Launch Auto Transfers
Allows group members to launch the Auto Transfers utility.
Modify Settings
Allows group members to modify Auto Transfers settings.
View Cost
Allows group members to view cost information when using the Auto Transfers utility.
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Price Manager About Price Manager Retailers often need to change merchandise prices (or cost) for things like sales events or to increase sales of slow-moving merchandise. Using Price Manager you can conveniently mark up or mark down the prices (or cost) of selected items or styles. The price changes can take effect immediately or at a future date, and former prices can be restored, if needed. You can enter markdown prices manually or use Price Manager to calculate them in a variety of ways from the current price or cost. You can also preplan a series of price reductions for selected items, each price reduction taking effect on the date you specify. Price changes made with Price Manager are different and separate from things like assigned customer discounts, discounts offered to coupon holders, and discounts on damaged merchandise. Price Manager is used at the Main station. When the price changes take effect at the Main, they are then polled with other inventory changes to remote stations. Two types of price changes are possible with Price Manager: Markdowns and Planned Pricing.
Markdowns Markdowns are single price (or cost) changes made to a particular group of merchandise. The markdowns can be immediate or planned. With planned markdowns, you specify the date the markdown will go into effect and optionally a date when the current (pre-markdown) prices will be restored. When creating markdowns, you can print markdown tags that show both the original price and the markdown price.
Planned Pricing Planned pricing allows retailers to preplan a series of price changes for merchandise. You can enter up to four sets of planned pricing instructions at a time, each one specifying an activation date, a price level, and a new price. Planned pricing instructions are assigned to individual items or styles.
Note: Terminology and Focus For convenience, this documentation refers to both price (or cost) reductions and increases as markdowns. Note: Tolerance with Other Retail Pro Activities You will not be allowed to update immediately if any other user is in Retail Pro. You can implement planned pricing instructions as long as the current workstation is not in Retail Pro. Note: Tracking Price Changes If you set up your system to track price adjustments, adjustment memos will be created to record all changes made to inventory prices by this utility.
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Price Manager Security Security settings and preferences control the availability and function of many of the features in Price Manager. If a feature is not available to you, check the security settings outlined below and/or your preference settings. (Where appropriate, settings specific to a particular feature are discussed in the section pertaining to that feature.) (For more information, refer to Technical Supplement F1. Security Administrator. Security Administrator can be accessed from the Price Manager toolbar at Tools > Sec Admin.) Permission
Description
System Run Program
Allows group members to access and launch the Price Manager utility.
System > Grid/Form Page Designer
Allows group members to access Page Designer to change screen layouts in List View and Form View.
System > Modify List View
Allows group members to modify List View layouts (move columns, resize columns, etc.)
System > Menu Designer
Allows group members to access Menu Designer to add/remove menu buttons.
System > Layout Manager
Allows group members to access Layout Manager to upload/download layouts.
System > Up/Download Master Layouts
Allows group members to upload/download master layouts.
Inventory > Delete Markdown File
Allows group members to delete markdown files.
Inventory > Restore Former Price
Allows group members to restore former prices after a markdown.
Inventory > See Cost Fields
Allows group members to see cost-related fields in Price Manager.
Inventory > Edit MkDn Fields
Allows group members to edit the MkDn P$ and MkDn P$T$ fields.
Inventory > Edit Planned Pricing Information
Allows group members to edit Planned Pricing file information.
Update > Update Now
Allows group members to perform an “Update Now” operation to immediately update prices.
Update > Update Planned
Allows group members to perform an “Update Planned” operation to update prices at a future date.
Update > Update Cost
Allows group members to update cost information (when using Price Manager to change costs).
Update > Create Restore Markdown File
Allows group members to create a restore markdown file.
Options > System Preferences > Access
Allows group members to access System Preferences in Price Manager.
Options > WS Preferences > Access
Allows group members to access Workstation Preferences in Price Manger.
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Launching Price Manager 1. Select MERCHANDISE from the Retail Pro top menu, then select PRICE/COST MGR from the side menu. Depending on security settings, a user name and password may be required to start Price Manager. A log in/out button is also provided on the main screen Options menu and within the document modules to allow users to log in or out, or to allow one user to log in over another, without the first user exiting the program. If launching Price Manager from within Retail Pro, the module will adopt the Retail Pro logged-in user name and workstation number.
Markdowns Using Price Manager’s markdown features, you can: Make immediate or planned price (or cost) markdowns to selected merchandise. Reduce prices for a temporary event, such as a weekend sale, and automatically restore the former prices when the sale is over. Copy prices from one price level to another. Print markdown tags showing both the original price and the markdown price. Display a list of your planned markdowns, and view or edit individual markdowns. When making immediate markdowns, the price changes go into effect at the Main when you update inventory. If you poll to remotes, the markdown prices will be sent during the next scheduled polling. In the case of planned markdowns, each time you start Retail Pro at the Main or enter a major area, the system looks for any unprocessed planned markdowns for that date or earlier. If the system finds any, it asks you to process them. If you answer yes, the price changes are implemented at the Main and will be sent to remote stations during the next polling. In addition to the standard inventory fields, several markdown fields are available in Price Manager. Only the markdown fields can be edited. You can use Price Manager to calculate markdown prices or manually enter a value in any markdown field. Price Manager fills in the other markdown fields based on the entered value. Basic Steps for Markdowns 1. Filter inventory to display the merchandise you want to mark down, and if necessary choose a price level and pricing method. 2. Calculate markdown prices or enter them manually. 3. Review the price changes. 4. Print new price tags. 5. Update inventory immediately or save the changes as a planned markdown.
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Note: Creating Multiple Markdowns Each time you enter Price Manager, a new markdown file is opened, ready for use. If you want to make more than one markdown, for example, applying a 10% markdown to one group of merchandise and a 15% markdown to another, you must create a new file for each additional markdown. To create a new file, first select PLAN MARKDOWN from the side menu. In the Open Markdown dialog, select CREATE NEW and then select OK. A new markdown file is opened, ready for use. Next, follow the steps for creating or entering markdown prices and updating inventory as described in the following sections. Pro Tip: Review Reports in Price Manager You can review saved reports while in Price Manager. For example, you might want to review a report showing your 10 worst selling styles and use that information when deciding which items to mark down. To review an existing report, select REVIEW () from the top menu. A list of your existing reports is displayed. Highlight a report and then select OK to display it in the Previewer. (Refer to Chapter 14. General Reports for more information on running and saving reports.)
Markdown Fields This table lists the name and usage of the markdown fields in Price Manager in alphabetical order. Unless otherwise noted, the fields are available in both List View and Form View. You can freely edit any of the markdown fields (except MkDn T$, which is read-only) in Price Manager just as if you were in continuous edit mode. (Refer to Appendix A. Interface Design for more information on adding fields or customizing page designs.) Note: Security and Preferences Settings Depending upon Security Administrator and/or preference settings, some of these fields will function differently. (Refer to Technical Supplement F1. Security Administrator for more information.) Note: Field Label Symbols
1.1.1.1.1.2
Symbol
Description
[]
Fields shown in brackets are read-only fields, which are automatically populated with data by the system. These fields are not editable on movement documents.
Field
Usage
[Fmr P$]
Former Price: The price that will be used when restoring prices. Depending on your settings in system preferences, Fmr P$ can either be the original price or the most recent markdown price.
[Fmr P$T$]
Former Price with Tax: When using VAT mode, the price that will be used when restoring prices.
[Last MkDn]
Last Markdown: The last date the item’s price was changed by planned pricing or markdown instructions.
MkDn $
Markdown Amount: The amount of the markdown.
MkDn %
Markdown Percentage: The markdown expressed as a percentage of the current price.
MkDn Coef
Markdown Coefficient: The coefficient that is multiplied to the item’s cost to produce a markdown price.
MkDn Margin$
Markdown Margin Amount: The profit for the item at the markdown price.
MkDn Mrg%
Markdown Margin Percentage: The profit expressed as a percentage of the markdown
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Usage price.
MkDn M$T$
Markdown Margin plus Tax: The profit for the item, at the markdown price, tax included.
MkDn Mup%
Markdown Markup Percentage: The profit for the item, at the markdown price, expressed as a percentage of the cost.
MkDn P$
Markdown Price: The markdown price of the item.
MkDn P$T$
Markdown Price with Tax: The markdown price of the item, tax included.
[MkDn T$]
Markdown Tax: The tax amount for the item at the markdown price, based on the currently active tax code and tax area.
Sale Disc$
Sale Discount Amount: The amount by which an item’s original price is discounted. Derived from the MkDn P$ field.
Sale Disc%
Sale Discount Percentage: The percentage by which an item’s original price is discounted. Derived from the MkDn P$ field.
Markdown Buttons Markdown Button
Description Create and enter markdown prices.
Clear the markdown and start over.
Display the Committed window.
Display the Filtered View dialog, where you can define criteria for filtering records. Display the help files.
Access Inventory.
Click to work with items that are listed by item.
Click to access a menu of the following buttons: Price Level, Clear Markdown, Pricing Method, Restore, and Update Style. Create more than one separate markdown file.
Click to change the active price level.
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Retail Pro® 8 User’s Guide Markdown Button
Description Click to select a pricing method (rounding, adjusting, etc.).
Print tags for the selected items.
Manually restore the prices of marked-down items.
Click to work with items that are grouped by style.
Apply markdown prices to inventory.
When editing a style item, click to update all the other items in the style.
Display a menu where you can Zoom In or Zoom Out on the current view.
Preparing Inventory for Markdowns Changing inventory prices should always be done with care. To ensure that the changes you make with Price Manager are implemented properly, do the following before you create markdown prices: Filter inventory. Select a price level. Select a pricing method. Performing these tasks beforehand ensures that only the items and prices you want to change are changed, and that the markdown prices appear exactly as you want.
Filter Inventory Filtering inventory is crucial if you are using Price Manager to calculate your markdown prices in List View because the markdowns will be applied to all inventory items currently displayed. (You don’t have to filter inventory if you are calculating markdown prices in Style View.) Use Filtered View to display only the inventory items that you want to include in the markdown. (Refer to Chapter 2. Retail Pro Basics for more information on using Filtered View.) When you select FILTERED VIEW in Price Manager, you can select to filter by the Marked Down field. Checking this box displays only matching items that have a markdown price. For example, if you checked the Marked Down box and entered no other filter criteria, all of your inventory items that have a MkDn P$ would be displayed. By including a department in the filter and checking the Marked Down box, only items in that department with a value in the MkDn P$ field would be displayed.
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Retail Pro® 8 User’s Guide You also have the option to filter by a number of fields related to Price Manager, including MkDn P$, MkDn %, and MkDn Mrg %. 1. Select filtered view from the side menu. The View dialog is displayed. 2. Make selections in the various fields. Select marked down to display only items that have a value in the MkDn P$ field and that match any entered filter criteria. 3. Select OK when you are finished. The inventory items matching the filter criteria are displayed. If you need to re-filter inventory, select clear filter and input new filter criteria.
Select a Price Level Price Manager uses prices from the currently active price level as the starting point for calculating markdown prices. Therefore, make sure that the appropriate price level is active before defining markdown prices. Later, when updating markdowns, you will be asked to select a price level to which the markdown will be applied. The price level to which the markdown is applied is completely independent of the price level from which markdown prices were calculated. (Refer to Chapter 2. Retail Pro Basics for more information on price levels.) 1. Select PRICE LEVEL from the side menu. The Change Inventory Price Level dialog is displayed. 2. Choose a price level, then select OK.
Select a Pricing Method You can apply a predefined pricing method to your markdown prices. For example, you can round all prices to the nearest dollar or adjust all prices so that they end in .49 or .99. (Refer to Chapter 4. Inventory for more information on rounding and adjusting prices.) 1. Select PRICING METHOD from the side menu. The Change Pricing Method dialog is displayed. 2. Select a pricing method: rounding, adjusting, or none, then select OK. The selected pricing method, as defined in system preferences, will be applied to the markdown prices you create.
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Creating and Entering Markdown Prices You have several options when creating markdown prices in Price Manager. You can: Calculate markdown prices for selected items or styles in List View. When you calculate markdown prices in List View the calculation will be applied to all items currently displayed, so you should filter your inventory first, if necessary. This method is convenient for changing prices of multiple items or styles. Calculate markdown prices for individual styles in Style View. When you calculate markdown prices in Style View, the calculation will be applied to all members of the selected style. This method is convenient for changing the prices of one or more individual styles. Manually enter markdown prices for individual items or styles in List View. When you manually enter markdown prices in List View, the change will only be applied to the individual item(s). You can optionally apply the change to the other members of the style by selecting UPDATE STYLE. This method is convenient for changing the prices of individual items or individual styles. Manually enter markdown prices for individual items in Style View. When you manually enter a markdown price in the cell of a style grid, the price change will only be applied to that individual item. This method is convenient for changing individual items within a style. To change an entire style with this method, you must enter the markdown price in each cell of the style grid. Each time you enter Price Manager, a new markdown screen is displayed. If you want to create more than one separate markdown file, you should select PLAN MARKDOWN and then select CREATE NEW. Each of these options is described in detail on the following pages. Remember that after creating markdown prices, you must update Retail Pro inventory. (See Updating Markdowns, later in this section.)
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Retail Pro® 8 User’s Guide To calculate markdown prices in List View: 1. Filter inventory, and select a price level and pricing method. 2. Select ADJUST PRICES from the side menu. The Adjust Prices dialog is displayed. 3. Enter your instructions for calculating the proposed prices by selecting price or cost and then entering any additional information requested.
Price
As Is
Select to copy prices unchanged to another price level or round/adjust existing prices.
Adding
Enter a percent or amount to be added to the existing price.
Subtracting
Enter a percent or amount to be subtracted from the existing price.
Multiplying
Enter a number to be multiplied times the existing price.
Dividing
Enter a number that the existing price is to be divided by.
Adding
Enter a percent or amount to be added to the item cost.
Coefficient
Enter a number to be multiplied times the item cost.
Cost
4. Select ADJUST. The markdown fields of each displayed item reflect the price change. 5. Carefully review the proposed changes. You can print new price tags at this point, edit the markdown prices, or select CLEAR MARKDOWN to clear the markdown and start over. 6. If you are satisfied with the changes, proceed to updating the change using one of the procedures described later in this section. You have the choice of updating as an immediate markdown or as a planned markdown. Note: Printing Tags that Show Original and Markdown Prices To print price tags showing both the original and markdown prices, you must print the tags before updating. Note: Changing Costs To change costs, you can manually make an entry in one of the markdown fields or use Price Manager to calculate a markdown price. When updating, select NOW and apply the markdown to cost (planned markdowns cannot be applied to cost). Price Manager assigns the amount in the MkDn P$ field to the Cost field.
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Retail Pro® 8 User’s Guide To calculate markdown prices in Style View: 1. Select a price level and pricing method as described in the previous section. 2. Highlight the style you want to mark down in the top pane (first select list, if necessary). 3. Right-click in a cell in the bottom (style grid) pane and select values. Select MARKDOWN PRICE (or MARKDOWN PRICE WITH TAX) from the list of values. 4. Select adjust prices and enter instructions for calculating a markdown price as described previously for calculating markdown prices in List View. 5. Carefully review the proposed changes. You can print new price tags at this point, edit the markdown prices, or select clear markdown to clear the markdown and start over. 6. Select adjust. The markdown price is displayed in the cells of the style grid. Note: The CLEAR MARKDOWN function is not available in Style View. If you want to clear the markdown prices you entered in style view, you must do it manually. 7. If you are satisfied with the changes, proceed to updating using one of the procedures described later in this section. You have the choice of updating as an immediate markdown or as a planned markdown. To manually enter markdown prices in List View: 1. Make an entry in any markdown field except MkDn T$ (which is read-only). 2. Select UPDATE STYLE to apply the markdown price to the other members of the style. 3. Select SAVE (). 4. Print new price tags. 5. If you are satisfied with the changes, proceed to updating using one of the procedures described later in this section. You have the choice of updating as an immediate markdown or as a planned markdown. To manually enter markdown prices in Style View: 1. Select STYLE VIEW from the side menu (select list, if necessary, to display the list of styles in the top pane). 2. Highlight a style in the top pane. 3. To mark down one or more individual items, right-click in the style grid and select values. Select markdown price (or markdown price with tax) from the list of values. 4. Select EDIT () from the top menu, then enter a new markdown price in individual cells of the style grid. 5. Select SAVE (). 6. Print new price tags, if necessary. 7. If you are satisfied with the changes, proceed to updating using one of the procedures described later in this section. You have the choice of updating as an immediate markdown or as a planned markdown. Copyright © 2009 Retail Pro. All rights reserved. 241
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Updating Markdowns After you have created markdown prices, you must update your Retail Pro inventory to implement the markdowns. If you update as an immediate markdown, the MkDn P$ immediately replaces the current Inven P$ at the Main. If you update as a planned markdown, the price changes will take effect at the Main on the specified date. To update immediate markdowns: 1. Select Inventory > Price/Cost Manager. 2. Select UPDATE from the side menu. The Update Markdown menu is displayed.
3. Select NOW. The Update Markdown dialog is displayed.
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Retail Pro® 8 User’s Guide 4. Within the dialog, make the following selections: Select PRICE to change the item price or select COST to change the cost. (Optional) Select EXPORT MARKDOWNS to save information about the merchandise being marked down, including quantities and both pre- and post-markdown prices, as a text file. Select to open the Save As dialog, where you can enter a name for the file and select where you want the file to be saved. The markdown data can then be imported into a spreadsheet or other program. Select a price level to which the markdown will be applied in the Affect price level field. This is independent of the price level from which the markdown was calculated. You can only apply price markdowns to one price level at a time. 5. Select UPDATE. A confirmation dialog tells you how many price changes will be made and asks if you want to continue. Select YES to apply the changes to inventory or NO to cancel the update. If you cancel the update, you can clear the markdown and start over.
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Retail Pro® 8 User’s Guide To update planned markdowns: 1. Select UPDATE from the side menu. The Update Markdown menu is displayed.
2. Select PLANNED. The Update Planned Markdown dialog is displayed.
3. Within the dialog, make the following selections: Select a price level in the Affect price level field. This will be the price level to which the markdown is applied. This will often be the same price level from which the markdown was calculated, but it doesn’t have to be. You can only mark down prices for one price level. Enter the date you want the markdown to take effect in the Activate markdown on field. You can enter a date manually or select () and choose a date. (Optional) Select Restore the current price, then enter a date or select choose a date on which to restore the current (pre-markdown) price. 4. Select SAVE (). The planned markdown will be implemented on the specified date by the display of a confirmation dialog. Click Yes to update the planned markdowns.
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()
and
Retail Pro® 8 User’s Guide
Note: Markdowns and Restorations When a Sale Is Already Underway When planning a price restoration, remember that Retail Pro will store the current price in inventory as the restoration price. Suppose, for example, that you marked down an item from $100 to $80 and also planned its restoration back to the original $100. However, while this sale is in progress, you decide to mark the item down further, to $60. If you plan another price restoration at this point, the system would record the current $80 price rather than the original $100 price as the restoration price, which might not be what you intended.
Warning: Multiple Price Levels and Restoration Prices There is only one Fmr P$ and Fmr P$T$ for each item, no matter how many price levels you use. Therefore, you cannot store a former price for each price level. When restoring prices, make sure that the former price used matches the price level being updated.
Note: Creating Multiple Markdowns Each time you enter Price Manager, a new markdown file is opened, ready for you to immediately begin creating markdown prices. If you update the markdown and then want to create additional markdowns, you should select PLAN MARKDOWN from the side menu to display the Open Markdown dialog. Next, highlight CREATE NEW and select OK. This creates a new markdown file ready for your use.
Copying Prices to Another Price Level Price Manager makes it easy to copy prices from one price level to another. For example, you can copy prices from an existing discount price level to a newly created employee price level, or copy prices from a secure price level where all original prices are stored to one of the other price levels you have defined. To copy prices to another price level: 1. Filter inventory, and select a price level and pricing method as described previously. Make sure the selected price level contains the prices you want to copy. 2. Select ADJUST PRICES from the side menu. The Adjust Prices dialog is displayed. 3. Select PRICE in the Adjust price from field, then select AS IS in the Adjust price by field. 4. Select ADJUST. Price Manager copies price information to the markdown fields. 5. Select update, and then select now to update as an immediate markdown or planned to update as a planned markdown. Depending on your choice, either the Update Markdown or Update Planned Markdown dialog is displayed. 6. Select the target price level in the Affect price level field. 7. Select OK (immediate markdowns) or save (planned markdowns). Price Manager copies prices to the price level you selected.
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Printing Markdown Tags Using Price Manager, you can print new price tags for the marked-down merchandise. You have three options:
Print the tags before updating Retail Pro inventory. If you want to print tags via Price Manager* that show both the pre-markdown and markdown prices, you must choose this option. This option restricts you to printing the tags at the Main station (the only station that uses Price Manager). The tags would then have to be sent to other stores/stations that require them. In addition, you must include both MkDn P$ and Inven P$ in a price tag design. (Refer to Tool Supplement TS2. Document Designer for more information on designing price tags.) To print tags showing a discount amount or percentage, as well as codes representing item cost and last received information, refer to Chapter 2. Retail Pro Basics. * To print tags via Inventory that show both the pre-markdown and markdown prices, see the instructions further in this document.
Print the tags after updating Retail Pro inventory. The tags are printed at the Main and include only the markdown price. The tags can then be sent to other stations that require them. This method can only be used with immediate markdowns. After a planned markdown file has been updated and put into effect, it cannot be redisplayed for printing tags.
Print the tags from outside Price Manager. Planned markdown files can be polled along with other inventory information to each remote station, and any station can view the planned price changes and print tags with the new prices in advance. However, the tags will include only the markdown price, not the pre-markdown price. (Refer to Chapter 2. Basics for information on printing tags from outside Price Manager.)
Preferences: Printing PRICE MANAGER W/S PREFERENCES h PRINTING h Area: Planned Markdowns. Designate the default print design and printing options. Select to allow changes to printer, design, number of copies, or to allow previewing at time of printing.
To print markdown tags before updating inventory: 1. Create markdown prices as described previously but do not update. 2. Follow the directions in the Printing Tags section of Chapter 2. Basics. To print markdown tags after updating inventory: 1. Make sure that only items included in the markdown are displayed. You may have to re-filter inventory. 2. Follow the directions in the Printing Tags section of Chapter 2. Basics. Copyright © 2009 Retail Pro. All rights reserved. 246
Retail Pro® 8 User’s Guide To print tags via Price Manager that show both the pre-markdown and post-markdown prices: 1. In Doc Designer, define a tag that includes the INVEN P$ and MKDN P$ fields. 2. Create markdown prices as described previously but do not update. 3. Follow the directions in the Printing Tags section of Chapter 2. Basics. 4. The Main station then needs to send the tags to the appropriate stores. 3. To print tags via Inventory that show both the pre-markdown and post-markdown prices: 1. In Doc Designer, define a tag that includes the INVEN P$ field, as well as the PRICE LEVEL for which markdown prices are updated. 2. Create markdown prices as described previously but do not update. 3. Follow the directions in the Printing Tags section of Chapter 2. Basics.
Restoring Former Prices When creating planned markdowns, you can set a date when former prices will be automatically restored. You also can manually restore prices of marked-down items. When manually restoring prices, Price Manager first takes the price stored in the Fmr P$ field (or Fmr P$T$ when using VAT mode) and copies it to the MkDn P$ field (or MkDn P$T$). To apply the former prices to inventory, you must then update as either an immediate or planned markdown. If necessary, you can select EDIT and change the MkDn P$ field (or MkDn P$T$) before updating. When you update, the MkDn P$ (or MkDn P$T$) is copied to the Inven P$ field (or Inven P$T$) for all items currently displayed. Therefore, before restoring prices manually, make sure that you have filtered inventory appropriately. The first time an item is marked down Retail Pro records its pre-markdown price as the Fmr P$. The effect of subsequent markdowns depends on your setting in system preferences. Note: Former costs cannot be restored!
Preferences: Selecting a Price to Use as the Former Price PRICE MANAGER SYSTEM PREFERENCES h PRICING h MARKDOWNS h When updating markdowns keep: Select to keep Last Markdown (default) or Original Price as the former price. Last Markdown: At each markdown, the current pre-markdown price is recorded as Fmr P$ or Fmr P$T$. If you select RESTORE, inventory prices are restored to this, the most recent pre-markdown price. Original Price: The original Fmr P$ and Fmr P$T$ are left unchanged. If you select RESTORE, inventory prices are always restored to the item’s original price.
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Retail Pro® 8 User’s Guide To restore prices: 1. Filter inventory to display the items whose prices you want to restore. 2. Select RESTORE. Each displayed item’s Fmr P$ (or Fmr P$T$) is copied to the MkDn P$ field (or MkDn P$T$). 3. Review the proposed changes. If necessary, select EDIT () and edit the MkDn P$ field (or MkDn P$T$). 4. Select UPDATE and follow the procedures for updating as an immediate or planned markdown.
Warning: Multiple Price Levels and Restoration Prices There is only one Fmr P$ and Fmr P$T$ for each item, no matter how many price levels you use. Therefore, you cannot store a former price for each price level. When restoring prices, make sure that the former price used matches the price level being updated.
Pro Tip: Create a Separate Price Level for Original Prices For maximum flexibility when restoring prices, create a separate secure price level in inventory for your original prices. This price level won’t be used at POS; it will only be used to store original prices. Then in system preferences select LAST MARKDOWN as the price to keep when updating markdowns. You can now make markdowns knowing that you can restore prices to either the last markdown price or the original price, if necessary. To restore prices to their most recent pre-markdown price (the last markdown) simply select RESTORE. To restore prices to their original price, use Price Manager to copy prices from the “original price” price level to the price level with which you are currently working.
Markdown Files Each planned markdown and planned restoration is stored as a separate file in Price Manager. Assigned file names are displayed in the format, m/dd/yyyy-###-nn, where: m/dd/yyyy is
the date the planned markdown or planned restoration will take effect (e.g. 2/8/2009 for February 8, 2009, or 2/13/2009 for February 13, 2009). ### nn
is the price level to be affected.
is a system-assigned number from 01 to 99.
This file-naming convention allows you to plan up to 99 markdowns to go into effect on any given day for each price level. For example, the first two markdown files planned for activation on February 13, 2009, both for price level 002, would be named: 2/13/2009-002-01 2/13/2009-002-02 The files are also stored in RPRO\MKDN in a slightly different format, Mymmddnn.###, where: M
is identifies this file as not yet processed. When processed, the M is changed to D.
ymmdd nn
is the date (e.g. 10213 for February 13, 2009).
is a system-assigned sequential number from 01 to 99.
###
is the price level to be affected.
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Retail Pro® 8 User’s Guide For example, the first two markdown files planned for activation on February 13, 2009, both for price level 002, would be named: rpro\mkdn\m1021309.002 and rpro\mkdn\m1021309.002.
Displaying Markdown Files To display a planned markdown or planned restoration file: 1. Select PLAN MARKDOWN from the side menu. The Open Markdown dialog is displayed, showing each planned markdown or planned restoration file. By default, the files are displayed as icons. Select details to view more detailed information about the file, including the activation date, the affected price level, and a count of the markdowns for each date.
2. Highlight the markdown you want to view and select OK. Inventory is displayed in List View. Items affected by the markdown will have values entered in the markdown fields. To delete a planned markdown or planned restoration file: 1. Select MARKDOWN from the side menu. The Open Markdown dialog is displayed. 2. Highlight the markdown you want to delete and select DELETE (). Preferences: Purging Instructions PRICE MANAGER SYSTEM PREFERENCES h PRICING h MARKDOWNS h Days to keep processed planned markdown files: Specify the number of days each markdown file will be kept past its activation date before it becomes eligible for purging. Default = 90.
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Planned Pricing About Planned Pricing In addition to immediate and planned markdowns, there is another option for changing prices in Price Manager: planned pricing. Whereas markdowns always involve a single price change (with an optional restoration of prices), planned pricing instructions can be used to schedule and carry out one or more future price changes for designated items in inventory. They are a convenient way to preplan progressive price markdowns for styles as they are received into inventory. For example, you can define instructions to lower the price of an item by $5 after 30 days, by $10 after 45 days, and so on. You can predefine up to four instructions for each inventory item, each instruction specifying a price, an activation date, and a price level. These price changes are planned at the Main, activated there on the specified dates, and applied to the target price level. The price changes are then sent to remote stations during normal polling. By default, the instructions take effect at the Main at midnight. This means that if your polling takes place earlier than midnight, the remote stations would not receive the planned pricing instructions as scheduled. You can go to preferences and change the time that the next day’s planned pricing instructions will be included for processing (and thus for polling, too) to a time earlier than your scheduled polling takes place. Planned pricing instructions are entered in Form View. You first must activate planned pricing capability in system preferences, and the Planned Pricing field must be included in your Form View layout. An additional field, Plan Price, is also available in both Price Manager and Inventory, and displays a checkmark whenever one or more planned pricing instructions are pending. (Refer to Appendix A. Interface Design for more information on customizing layouts.) Preferences: Activating Planned Pricing PRICE MANAGER SYSTEM PREFERENCES h PRICING h Planned Pricing: capability.
= Activate planned pricing
Preferences: Process Next Day’s Price Instructions PRICE MANAGER SYSTEM PREFERENCES h PRICING h Planned Pricing: Specify the time after which Retail Pro should include the next day’s pricing instructions in the processing. This setting is important if you are polling to remote stations. If the time you specify is before your regular polling takes place, then remote stations will receive the new price changes during that night’s polling. However, if the time you specify is after your regular polling takes place, then remote stations won’t receive the new price changes until the following night’s polling takes place. Default = 11:59:59 p.m.
Basic Steps for Planned Pricing 1. Display an item in Form View. 2. Enter in the Planned Pricing field up to four sets of planned pricing instructions, each one specifying an activation date, price level, and a new price. (See the detailed instructions that follow.) 3. Save your changes. Retail Pro will automatically put the planned pricing instructions into effect on the specified dates, at which time you can print new price tags.
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Retail Pro® 8 User’s Guide Sample Planned Pricing field:
Define up to four planned pricing instructions for each item. 1.1.1.2
Enter the date each planned pricing instruction takes effect.
Select a price level to be affected.
Enter a price that will take effect at the selected price level on the specified date.
Defining Planned Pricing Instructions To define planned pricing instructions: 1. Display an inventory item in Form View and locate the Planned Pricing field. 2. In the Planned Pricing field: Enter the date on which you want the price change to take effect in the Date column. You can enter a date manually or select () and choose a date from the pop-up calendar. Select a price level to which the price change will be applied in the Price Level column. Enter a new price for the item in the Price column. 3. Repeat Steps 1 and 2 to enter a maximum of four pricing instructions. 4. Select SAVE () when you are finished. The price changes will go into effect at the selected price level on the date you specified. If the Plan Price field is included in your layout, it will display a checkmark to indicate the item has planned pricing instructions pending.
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Processing Planned Pricing Instructions Each time you enter any of the primary Retail Pro areas (POS, Merchandise, Purchasing, Transfers, Adjustments, or Options) at the Main station, Retail Pro checks for planned pricing instructions that have not yet been processed or that have been defined since last processing. If the system finds any, it will prompt you to process them. Processing implements all price changes planned for today or earlier dates, updating the target prices in inventory. In multi-store installations, each time you begin polling at the Main station the system checks for any processed pricing instructions for that day or any earlier dates. This can affect when remote stations receive pricing instructions. For example, consider a retailer who regularly polls at 11 p.m. and has defined planned pricing instructions to go into effect on Saturday morning for a weekend sale. Those instructions would not have taken effect at the Main when polling takes place at 11 p.m. on Friday. The instructions would take effect at the Main at midnight, and then the prices would be polled to remotes on Saturday evening, turning the two-day sale into a oneday sale. You can make sure that planned pricing instructions are instituted as planned by going to system preferences and changing the time when price instructions are included for processing to a time before your regularly scheduled polling takes place. To process planned pricing instructions: 1. Select any major program area from the Retail Pro top menu. Retail Pro will display a confirmation dialog if any unprocessed planned pricing instructions exist. 2. Select YES to process the instructions.
Preferences: Last Processed h PRICING h Last Processed: The date when planned pricing instructions were last processed. This date is automatically updated by processing. You will be prompted to process any pending planned pricing instructions when entering any main area if the date recorded in this field differs from today’s date. PRICE MANAGER MAIN PREFERENCES
Pro Tip: Delete Completed Planned Pricing Instructions After a planned pricing instruction has been implemented, you can reuse that slot for new instructions simply by entering new information in the fields.
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Price Manager Preferences System Preferences Preference Planned Pricing
Options user-defined
Functions Step 1 Select Planned pricing to activate planned pricing capability. Step 2 Enter a time that you want planned pricing instructions to be included for processing in the Institute next day’s price instructions after field. If you poll to remote stations and want those stations to receive planned pricing instructions in the most timely manner, the time should be before your regularly scheduled polling takes place.
Workstation Preferences Preference
Options
Functions
Printing
user-defined
Step 1 Choose an Area within Price Manager. The settings made in Steps 2 and 3 will be applied to the selected area. Settings can be defined differently for each area of Price Manager. Step 2 Select SET SPECIAL PRINTER, if necessary, to set up a non-Windows printer that does not appear on the printer list. Step 3 Specify printer settings for the chosen Area. Active: 5 Select to make this printer the active printer for the selected area. Printer: A list of the all installed printers on this system. Design: From a drop-down list, select the document design file to be used for the selected area when printing. Copies: Enter the number of copies to print each time printing is performed in this area. Preview: 5 Select to automatically display a preview of what will be printed before actually printing it.
Allow change at time of printing:
5
Select any options (PRINTER, DESIGN, COPIES, PREVIEW) you want to be able to change at the time of printing.
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Clean House About Clean House Using Clean House is the recommended method of deleting items that are no longer needed in inventory. (You can delete items or entire styles manually in inventory, but this is strongly discouraged.) Clean House prevents you from deleting items that are in stock in any company location, and also prevents you from deleting items that are on active SOs, POs, or TOs, and items that are Package and Kit components. Also, when Clean House deletes an item from inventory, it clears the entries for that row from a number of inventory-related files, making the row safe to use for a new item. Warning: Permanent Deletion Deleting items in this module permanently deletes them from your inventory file. Always make a backup copy of your inventory before cleaning house.
Clean House Security Security settings control the availability of Clean House. If a Clean House is not available to you, check the security setting outlined below. Note: Clean House and Security Administrator If you have registered Clean House with Security Administrator, you can control access to the following action in Clean House on a user or group basis: Access (For more information, refer to Technical Supplement F1. Security Administrator.)
Accessing Clean House 1. Select MERCHANDISE from the Retail Pro top menu. 2. Select CLEAN HOUSE from the side menu.
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Clean House Fields The fields listed below are used (or recommended to be used) in Clean House. The fields can be viewed in both List and Form View unless otherwise noted. Most fields common to the inventory module are not listed. (Refer to Chapter 4. Inventory for description of the remaining fields.) Field
Usage
Obligated
Shows whether each item is eligible for deletion. If there is an asterisk (*) in this field, it shows that it has a quantity of one or more in at least one of the company locations; thus, it cannot be deleted from inventory. If SO, PO, and/or TO, the item is committed in or out on those order documents, and, thus, cannot be deleted from inventory. If P&K appears, the item is a component of a package or kit, and thus cannot be deleted from inventory. An empty field shows that the item is eligible for deletion. See the preference note below.
Item #
In addition to being the row number from 1 to 999,999 that identifies each item, this field also is where the item is marked for deletion. A marked item displays a check mark (3) in this field.
Qty
Shows the current location’s inventory quantity of each item. To switch the location so you can view another store’s inventory quantity, select SELECT LOCATION from the side menu. Shows the overall company quantity (i.e., for all stores combined) of each item. Use these fields in response to an asterisk in the Committed field, if desired.
CMP Qty Quantities
Shows the on-hand quantities and Min/Max levels for the selected item in each store and for the whole company. Use to view the on-hand quantities it lists for the entire company and individual stores in response to an asterisk in the Committed field, if desired. (Form View only)
Preferences: Checking Committed in Clean House SYSTEM PREFERENCES h MERCHANDISE h UTILITIES h Determine committed information for Clean House by reading: From the drop-down list, select THE COMMITTED FILE or THE ORDER FILES. The selection will determine how Clean House looks to see if an item is committed (and thus not eligible for deletion). If you have disabled the use of the committed file (SYSTEM PREFERENCES h MERCHANDISE h OPTIONS), then ORDER FILES is automatically selected.
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Clean House Buttons Clean House Button
Description Assign an allocation pattern to allocate merchandise among multiple stores.
Permanently deletes all items that have been marked for deletion.
Marks all eligible items for deletion by placing a check mark in the Item # field of each one. Marks an eligible, highlighted item for deletion, which signals that the item will be deleted when CLEAN is selected. Places a check mark (3) next to the item number in the Item # field. (Not displayed when UNMARK ITEM is displayed.) Click to access a menu of the following buttons: Mark Item, Mark All, Unmark All. Click to move to the next page.
Click to return to the previous page.
Click to change the active price level.
Click to select a pricing method (rounding, adjusting, etc.).
Print tags for the selected items. Click to change the location whose inventory you are viewing.
Signals that no items are marked for deletion by erasing the check marks for all items.
Pro Tip: The MARK Buttons Using Menu Designer, the MARK ITEM, MARK ALL, UNMARK ITEM, and UNMARK ALL buttons can be grouped into a submenu so they can be accessed by selecting the MARKS button from the side menu. Each button can also be added individually to the toolbar. Pro Tip: View Items’ Committed and Incoming Information If using committed, you can manually select the committed button on the side menu to view an item’s detailed committed (SO, TO) and incoming (PO, TO) information.
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Marking, Reviewing, and Deleting Items You must mark the items to be deleted before you can actually delete them. The purpose of this is to allow you a chance to review the items that you have marked (which we strongly recommend you do) before you permanently delete them. To mark items for deletion: 1. Ensure that your inventory files are backed up. 2. Ensure that you are in Item View. (You cannot mark items in Style View.) 3. (Optional) Select FILTERED VIEW to narrow down the inventory displayed on your screen. (Refer to Chapter 2. Retail Pro Basics for information on using the filter.) 4. Highlight the item that you want to delete from inventory and either click once with your mouse in the Item # field, press the , or select mark item to mark the item with a check mark. OR Select MARK ALL. This will mark all items that are eligible to be deleted. To unmark a marked item, click once with your mouse in the Item # field, press the , or select UNMARK ITEM from the side menu. To unmark all marked items, select UNMARK ALL. Pro Tip: Deleting a Style You can use Filtered View to display all the items in a style, and then use the MARK ALL option to mark all style items for deletion. 1. Select FILTERED VIEW. 2. Define the DCS, Vend Code, and style description (usually Desc 1) fields for the style that you want to delete. 3. Select OK. The list that appears will be for that one style only. 4. Select MARK ALL to mark the entire style for deletion. (Refer to Chapter 2. Retail Pro Basics for more information on Filtered View.) Note, however, that only the items that are eligible for deletion can be deleted, so if some members of that style are not eligible, you will not be able to delete the entire style.
To review marked items: 1. Select FILTERED VIEW from the side menu. 2. Select (5) the check box for Marked for deletion. 3. Select OK. A list of only the marked items should now be displayed. 4. Select PRINT () from the top menu. 5. If presented with print option dialogs: Select the design you want to use and select OK. Choose the name of the printer on which you want to print. Select to print ALL RECORDS LISTED. Copyright © 2009 Retail Pro. All rights reserved. 257
Retail Pro® 8 User’s Guide Choose the number of copies you want to print. 6. Select PRINT to print, or PREVIEW to view the report before you print it. 7. Carefully review the proposed deletions. 8. If the report shows any marked items that you do not want deleted, unmark them in Clean House. To delete marked items: 1. Select CLEAN from the side menu. A confirmation dialog is displayed. 2. Select YES in the confirmation dialog to permanently delete all marked items, or NO to cancel the deletion.
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Recalculate Sold, Received, On Order About Recalculate Sold, Received, On Order Retail Pro automatically tracks quantities on hand in each store and for the company. By running Recalc SRO, you can update the quantities sold, received, and on order for each store and the company as a whole, for each item currently defined in inventory, for any specified time periods. Recalc SRO first reads data from receipts (Sold), vouchers (Received), and POs (On-order), and compares that data to the data in the SRO.DAT file, which stores quantities sold, received, and on order. Recalc SRO rebuilds the SRO.DAT file with the data from the documents mentioned above. You are then able to view updated SRO information in inventory using the Inventory Quantities window.
Running Recalc SRO Manually 1. Select ANALYSIS from the Retail Pro top menu. 2. Select RECALC SRO from the side menu. The SRO Date Ranges dialog is displayed.
3. 5 Select the data you want to analyze, and specify the dates that you want included in the analysis. For example, if you want to analyze receipt data, select SOLD and, by using standard Retail Pro procedures, specify the date range of receipts that you want analyzed. 4. Select OK. Retail Pro automatically rebuilds the specified data. You are now ready to view the current sold, received, and on-order data for an item.
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Running Recalc SRO Via the Scheduler Recalc SRO can be launched automatically at predefined times using the Retail Pro Scheduler. To schedule Recalc SRO: 1. Add a new schedule as usual. (For more information, refer to Tool Supplement TS08. Scheduler.) On the Scheduler General tabbed page, perform the following actions: Assign a descriptive name to the task in the Task Name field. Select RUN PROGRAM under Action. Enter SRO.exe in the Program Name field. Specify the directory in which the program will start in the Start In field. Enter the parameter sequence in the Parameters field. See below for more information. 2. Continue specifying further necessary information, such as the time and day(s) Recalc SRO is to be run, as usual.
Parameters Just like when you manually run Recalc SRO, you must specify whether to analyze receipts, vouchers, and/or POs, and the date range of each data file that is being analyzed. Using the Scheduler, you specify this information in the parameter. The sequence of a parameter is as follows: /[file type]:[date range] /[file type]:[date range] /[file type]:[date range] If you do not include one of the file types to be analyzed, Recalc SRO will not recalculate values for that file type. To specify a file type in the parameter, use the following codes: SA RC OO
Receipts (sales) Vouchers (received) POs (on-order)
To specify a date range, use the following codes: DAYSx-y WEEKSx-y MONTHx-y Today Yesterday WTD MTD YTD LY_WTD
x days starting y days ago x weeks starting y weeks ago x months starting y months ago Current date Yesterday Week to date (from last Sunday to today) Month to date (from first of current month to today) Year to date (from first of current year to today) Last year - week to date (from the first of the week to the current day/month of last year)
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Last year - month to date (from the first of the month to the current day/month of last year) Last year - year to date (from January 1 to the current day/month of last year) All dates
You can also specify a fixed date range by entering the following: MM/DD/YYYY-MM/DD/YYYY Alternatively, you can use hyphens in place of one of the dates in the fixed date range to leave the range open-ended. For example: --/--/-----02/02/2001 means all documents with dates up to 02/02/2001. 02/02/2001---/--/---- means all documents with dates since 02/02/2001. Thus, an example of a parameter you might specify in Scheduler is: /SA:YTD /RC:03/01/2000-02/28/2001 /OO:01/31/2001---/--/---In this example, Recalc SRO would analyze All receipts made year to date. All vouchers made from March 1, 2000 to February 28, 2001. All POs made since January 31, 2001.
Viewing the SRO Information To view the SRO information in List View: 1. Access inventory and select item view from the side menu and list from the top menu. 2. If the fields are not already included in your layout, add the following fields to an inventory page (refer Appendix A. Interface Design for more information): Cmp Sold Cmp Rcvd Cmp On Order Store Sold Store Rcvd Store On Order 3. If you ran Recalc SRO (see previous section), the information displayed in the above fields shows you each item’s current sold, received, and on-order information for the company as a whole and for the current store. Your layout may look like the example above. Copyright © 2009 Retail Pro. All rights reserved. 261
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List View Fields The fields listed below are those used in viewing the SRO information in List View. Field
Description
CMP Sold
Total quantity sold by any store within the period analyzed by Recalc SRO.
CMP Rcvd
Total quantity received by any store within the period analyzed by Recalc SRO.
CMP On Order
Total quantity on order on any PO with a Ship Date in the period analyzed by Recalc SRO.
Str Sold
Total quantity sold by the selected store within the period analyzed by Recalc SRO.
Str Rcvd
Total quantity received by the selected store within the period analyzed by Recalc SRO.
Str On Order
Total quantity on order for shipment to the store on POs with a Ship Date in the period analyzed by Recalc SRO.
To view the SRO information in Form View: 1. Access inventory and select ITEM VIEW from the side menu and FORM from the top menu. 2. If the Quantities field table is not already included in your layout, add it to your page. 3. If you ran Recalc SRO (see the previous section), the information displayed in the table shows you an item’s current sold, received, and on-order information for each store and for the company as a whole. (It also shows you the item’s on-hand, Min, and Max quantities, which are not updated by Recalc SRO.)
Form View Fields: The fields listed below are those used in viewing the SRO information in Form View. (The Min, Max, and O/H fields are not discussed because they are not pertinent to SRO information.) Field
Description
CMP Sold
Total quantity sold by any store within the period analyzed by Recalc SRO.
CMP Received
Total quantity received by any store within the period analyzed by Recalc SRO.
CMP On Order
Total quantity on order on any PO with a Ship Date in the period analyzed by Recalc SRO.
[Store #] Sold
Total quantity sold by the store within the period analyzed by Recalc SRO.
[Store #] Received
Total quantity received by the store within the period analyzed by Recalc SRO.
[Store #] On Order
Total quantity on order for shipment to the store on POs with a Ship Date in the period analyzed by Recalc SRO.
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Auto Min/Max About Auto Min/Max The Auto Min/Max utility proposes Min and Max levels based on user-defined formulas and each item’s sales history. Different formulas can be used to calculate the proposed levels for different stores, regions, departments, vendors, styles, etc. In addition, formula records can contain multiple formulas, each applicable to a different sales volume. For example, you can instruct Auto Min/Max to calculate Min levels equal to 60 days of supply and Max levels equal to 90 days of supply if the item falls within a certain sales range, or Min levels equal to a quantity of 15 and Max levels equal to a quantity of 30 if the item falls within a different sales range, and so on. Upon review and acceptance, the proposed levels can be adopted as the active levels in inventory. The basic steps for auto-generating Min/Max levels are as follows: 1. Define the filters and formulas to be used to propose Min/Max levels. 2. Analyze your sales history. 3. Calculate proposed Min/Max levels using the filters, formulas, and sales history created in Steps 1 and 2. 4. Review the proposed levels. 5. Adjust sales analysis settings, filters, and/or formulas and recalculate as necessary. 6. Update the inventory Min/Max levels. To access the Auto Min/Max utility: 1. From the main module of Retail Pro, select MERCHANDISE from the top menu, and then select AUTO MIN/MAX from the side menu. The Auto Utilities module opens. 2. Select AUTO MIN/MAX from the top menu. The main screen of the Auto Min/Max utility is displayed; by default, the inventory screen for Store 001 from Retail Pro is shown.
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Auto Min/Max Fields The following table lists the fields specific to the Auto Min/Max utility. All of these fields can be viewed from the main screen of the utility. If any of the fields are not currently displayed, you can add them via Page Manager (refer to Appendix A. Interface Design for more information). Field
Value Generated By
Usage
Start Date
Sales Analysis
The beginning date of the date range selected for sales analysis.
End Date
Sales Analysis
The ending date of the date range selected for sales analysis.
Sold Qty
Sales Analysis
The quantity of an item sold over the selected date range.
Days
Sales Analysis
Number of days in the date range selected for sales analysis.
Yearly
Sales Analysis
The annualized sold quantity, or the quantity of items that would be sold in a year given the rate of sale over the selected date range.
New Min
Calculating New Min/Max
The auto-generated proposed Min quantity.
New Max
Calculating New Min/Max
The auto-generated proposed Max quantity.
Price at new min
Calculating New Min/Max
Total price of the quantity of items calculated for the new Min level, given the current price in inventory.
C$ at new min
Calculating New Min/Max
Total cost of the quantity of items calculated for the new Max level, given the current price in inventory.
Price at new max
Calculating New Min/Max
Total price of the quantity of items calculated for the new Max level, given the current price in inventory.
C$ at new max
Calculating New Min/Max
Total cost of the quantity of items calculated for the new Max level, given the current cost in inventory.
Note: The Auto Min/Max Utility and Security Administrator If you have registered Auto Utilities with Security Administrator, you can control access to the following actions in the Auto Min/Max utility on a user or group basis: Launch Auto Min/Max Modify Formulas Can Update Modify Settings Modify Filters View Cost (For more information, refer to Technical Supplement F1. Security Administrator.)
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Auto Min/Max Buttons Auto Min/Max Button
Description Define settings for auto-generating Min/Max values.
Display a menu where you can access the following menu buttons: Clear Min Max, Clear New Min Max, Clear Sales. Clear min/max values for selected store(s).
Clear new min/max values for selected store(s).
Clear sales values for selected store(s).
Combine min/max values for each store and apply them to the Company min/max values. Display a menu where you can access the following menu buttons: Copy Min/Max, Copy New Min/Max, Copy Sales. Copy min/max values to selected store(s).
Copy new min/max values to selected store(s).
Copy sales values to selected store(s).
Display the Filtered View dialog, where you can define criteria for filtering records. Define auto min/max formulas.
Access Inventory in Inventory View.
Access Sales > Settings.
Click to change the location whose inventory you are viewing.
Access Inventory in Style View.
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Description Define settings to change your Min Max quantities.
When editing a style item, click to update all the other items in the style. Display a menu where you can access the following menu buttons: Inventory View and Style View. Display a menu where you can Zoom In or Zoom Out on the current view.
Auto Min/Max Filters Filters determine the items in inventory to which a particular formula record will be applied. When calculating Min/Max levels for an item, the Auto Min/Max Utility will use the formula record whose filter criteria most closely matches the item. If the filter criteria for more than one formula record matches an item, the levels proposed are those calculated by the last record that is run. A formula record with no assigned filter will be applied to all items. If there is no usable record that can be applied to a particular item, the proposed levels for this item will be set to zero. You can define an unlimited number of filters in the Auto Min/Max utility. To create a new filter: 1. From the opening page of the Auto Min/Max utility, select formula from the side menu. The Auto Min/Max Formulas screen is displayed. 2. Select FILTERS from the side menu. The Auto Min/Max Filters screen is displayed. 3. Select NEW from the top menu. A list of available filter elements is displayed. 4. Move each element that you would like to include in the filter above the gray divider bar. Do this in one of three ways: Double-click elements to move them above the divider bar. Use drag-and-drop procedures to move elements above the divider bar. Use drag-and-drop procedures to move the divider bar. Divider bar
5. Select criteria from the side menu. A list of the filter elements you selected is displayed: 6. Define filter criteria using standard Retail Pro procedures. (For basic filter procedures, refer to Chapter 2. Retail Pro Basics.) 7. Select SAVE from the top menu to save your filter settings. Copyright © 2009 Retail Pro. All rights reserved. 266
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Note: Filter Names Filters are saved under default numbered names: Filter0, Filter1, Filter2, etc. To change these names, access the list of filters at FORMULA h FILTERS. Click the filter whose name you want to change and type in a new name. Alternatively, highlight the filter, press , and type in a new name. Note: Other Filter Options Select CLEAR ALL from the side menu of the filter criteria screen to clear all current criteria definitions. Select DEFAULT from the side menu of the filter criteria screen to clear all filter settings.
To edit an existing filter: 1. From the opening page of the Auto Min/Max utility, select FORMULA from the side menu. The Auto Min/Max Formulas screen is displayed. 2. Select FILTERS from the side menu. The Auto Min/Max Filters screen is displayed, showing a list of existing filters. 3. Highlight the filter you want to edit. 4. Select EDIT from the top menu. 5. Change or edit filter elements and/or filter criteria as needed. 6. Select SAVE from the top menu. Note: Other Options on the Auto Min/Max Filters Screen Highlight any filter and select DELETE to delete the filter. Select ICONS or DETAILS to toggle between Icons and Details view. Highlight any filter and select COPY to copy an existing filter’s settings to a new filter.
To sort the list of filters: To make locating a specific filter easier, you can sort the list of filters on the Auto Min/Max Filters screen by Filter Name or Last Modified Date. You can sort in ascending or descending order. Click the gray column heading for the element by which you want to sort. Click the column heading a second time to change the direction of the sort.
Sorted by Last Modified Date in descending order.
Sorted by Filter Name in ascending order.
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Auto Min/Max Formulas You can define an unlimited number of formula records, each providing instructions to calculate new Min/Max levels for specified merchandise. A formula record can contain multiple formulas, each one applicable to a different sales volume. Thus, you can have the Auto Min/Max utility set higher Min/Max levels if merchandise is selling well, and lower levels if merchandise is selling poorly. Days of supply
The quantity of items that would last the specified number of days before selling out, assuming the rate of sale remains the same as in the period of time selected for analysis.
Specified qty
User-defined quantity.
% increase in sales
The total quantity of items resulting if you increased (or decreased) the annualized sold qty by the specified percent. See below for definition of annualized sold qty.
Annual sales (Annualized sold qty)
The quantity of an item that would be sold in a year, assuming the rate of sale remains the same as in the period of time selected for analysis.
Formulas will look at up to four different values for an item—days of supply, specified qty, % increase of sales, and annual sales—and set the largest or smallest of these values as the item’s Min or Max level. These values are calculated using data from a sales analysis that examines the number of sales for an item over a selected period of time. (Refer to the next section for more information on sales analyses.) The examples at the top of the next page illustrate how to write several typical formulas. Condition
Days of Supply
Specified Qty
% increase of sales
Annual Sales
Min or Max Level
Greater of
90
40
5
√
Min or Max will be whichever value is the greatest: 90 days of supply, 40 items, the annualized sold qty + 5%, or the annualized sold qty.
Lesser of
60
30
10
√
Min or Max will be whichever value is the least: 60 days of supply, 30 items, the annualized sold qty + 10%, or the annualized sold qty.
Lesser of
30
15
0
Min or Max will be whichever value is the least: 30 days of supply or 15 items.
Greater of
0
12
0
Min or Max will always be 12.
Greater of
60
0
0
Min or Max will always be the quantity for 60 days of supply.
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Retail Pro® 8 User’s Guide To create a new formula record: 1. From the main page of the Auto Min/Max utility, select FORMULA from the side menu. The Auto Min/Max Formulas screen is displayed. 2. Select NEW from the top menu. The Edit Formula screen is displayed:
4. Select ACTIVE to make the formula record active. When generating Min/Max levels, active formula records are automatically suggested as the formulas to be run; inactive formula records are not. Inactive formula records are typically seasonal or records that are in development and not yet ready for use. 3. In the Formula Name field, enter a name for the formula record. Alternatively, accept the default name assigned by the Auto Min/Max utility. 4. Optionally assign a filter to the record by choosing one from the drop-down list in the Default Filter field. The filter assigned to the formula record determines the items in inventory to which the formulas in the record will be applied. A formula record that is not assigned a filter will be applied to all inventory items. 5. In a formula record, you can define distinct formulas for an unlimited number of sales ranges between 0 and 9,999,999 items sold. The formula applied to an item will depend on that item’s annualized sold quantity as calculated in a user-defined sales analysis. (Refer to the next section for more information on sales analyses.)
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Retail Pro® 8 User’s Guide 5. Define Min formula(s) by doing the following: Define a range for annual sales in the Sold From and Sold Less Than fields. Remember, this range is for annualized sold quantity, meaning the quantity of items that would be sold in a year assuming the sales rate remains the same as in the period of time selected for sales analysis. Select a condition: Lesser Of or Greater Of. You can change conditions by selecting from the drop-down list in the Condition field, or by highlighting this field and pressing . If you want to include Days of Supply in your formula, enter the number of days’ worth of supplies to be considered in the DOS field. Otherwise, accept the default value in this field (zero) to disregard this field. If you want to include a specific quantity in your formula, enter the quantity in the Qty field. Accept the default value in this field (zero) to disregard this field. If you want to include the annualized sold quantity increased or decreased by a specific percentage in your formula, enter the percentage in the % Increase field. A positive value results in the quantity equal to the annualized sold quantity + percent; a negative value results in the quantity equal to the annualized sold quantity – percent. Accept the default value in this field (zero) to disregard this field. If you want to include annualized sales in your formula, select the Ann. Sales field. 6. Define Max formulas following the same procedures used to define Min formulas. 7. Select SAVE from the top menu. Note: Zero Values in Formula Records A zero entry in the DOS, Qty, or % Increase fields in a formula record tells the Auto Min/Max utility to disregard these values when auto-generating Min and Max levels. However, if applicable, a calculated value of zero for DOS or % Increase is taken into consideration during the auto-generation process. This is an important distinction in formulas that utilize the Lesser Of condition. A value of zero in the DOS field in a formula record does not mean that Days of Supply will automatically be the smallest value because it is zero. Instead, the zero tells the Auto Min/Max utility not to take Days of Supply into consideration when auto-generating Min/Max levels, whatever value it may be. However, a calculated value of zero will be taken into consideration when auto-generating Min/Max levels. Say, for instance, that the calculated 30 days of supply for a particular item is zero. In this case, days of supply would have the smallest possible value and zero would be the generated Min or Max level.
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Retail Pro® 8 User’s Guide To edit an existing formula record: 1. From the main page of the Auto Min/Max utility, select FORMULA from the side menu. The Auto Min/Max h Formulas screen is displayed, showing a list of existing formula records:
2. Highlight the formula record you want to edit. 3. Select EDIT from the top menu. 4. Adjust the formula record as needed. 5. Select SAVE from the top menu. Note: Other Options on the Edit Formula Screen Select CANCEL from the top menu while editing a formula record to abandon recent changes and revert back to the last saved version of the formula record. To clear all fields on the displayed formula record, select CLEAR from the side menu. Note: Activating/Deactivating Formula Records from the Auto Min/Max h Formulas screen To quickly activate/deactivate a formula record, highlight the record and select ACTIVE or INACTIVE from the side menu.
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Analyzing Sales History Formulas typically calculate Min/Max levels for each item based on days of supply. For example, in order to know the quantity required for a 60-day supply, Auto Min/Max needs to be able to predict the rate of sales for the next 60 days. This prediction is made by analyzing the rate of sales for some period in the past and assuming that the rate will be the same in the future. The accuracy of this method depends strongly on choosing an appropriate period for the sales analysis, i.e. a period whose sales will be a good predictor of future sales. That period can be different for different items, such as would be the case for seasonal or new merchandise. Using the filter provided you can run separate analyses spanning different time periods, each applied to different merchandise. The analysis generates the annualized sales (displayed in the Yearly column on the main screen of the Auto Min/Max utility) for each included item. This information can then be used to calculate Min/Max levels. 1. From the main screen of the Auto Min/Max utility, select SALES from the side menu. The Sales Settings screen is displayed.
2. Specify the starting and ending dates for analysis using standard Retail Pro procedures for defining dates. (For basic procedures on defining dates, refer to Chapter 2. Retail Pro Basics.) 3. Optionally select INCLUDE LOST SALES RECEIPTS if you would like to include lost sales in the analysis.
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Retail Pro® 8 User’s Guide 4. Define filter criteria to select the merchandise to be included in the analysis. Leave the filter blank to include all inventory items in the sales analysis. To clear filter criteria at any time, select DEFAULT from the side menu.
5. Select the store(s) or region for which you want to conduct a sales analysis. From the dropdown list, select either GENERAL STORES LIST or a particular region. All individual stores as well as the entire company are available for selection under GENERAL STORES LIST. Choosing a particular region will automatically select all stores belonging to that region, as defined in system preferences. You can still select additional stores or deselect stores even if you choose a region. Use SELECT ALL to select all available stores or DESELECT ALL to clear your selections. 6. If you would like to save your filter settings, select SAVE from the top menu. The most recently saved settings will automatically be displayed when you access the Sales Settings screen in the future. 7. Select START from the side menu to begin the analysis. 8. When asked to confirm the action, select YES. A status bar is displayed showing the progress of the analysis. When the analysis is complete, you will automatically be taken back to the main screen in the Auto Min/Max utility. Information from the sales analysis is displayed in the appropriate columns on this screen. You can now review sales analysis information and/or auto-generate Min/Max levels based on this information.
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Auto-Generating Min/Max Levels Once a sales analysis has been run, Min and Max levels can be auto-generated for selected items using your predefined formulas and filters. The formula records run will use the current sales analysis information for each store in their calculations. 1. From the main screen of the Auto Min/Max utility, select CALC from the side menu. The Calc h Settings screen is displayed. 2. Move the formula records you would like to use to calculate Min/Max levels above the gray divider bar. By default, all active formula records are above the divider bar and all inactive formula records below. You can move elements around in one of three ways: Double-click elements to move them above or below the divider bar. Use drag-and-drop procedures to move formula records above or below the divider bar. Use drag-and-drop procedures to move the divider bar. Be sure to place the formula records in the order that you would like to run them (see note below). Alternatively, select LAST RUN from the side menu to automatically run the same formula records, in the same order, that you ran the last time you calculated Min/Max levels. 3. Select the store(s) or region for which you would like to auto-generate Min/Max levels. From the drop-down list, select either GENERAL STORES LIST or a particular region. All individual stores as well as the entire company are available for selection under GENERAL STORES LIST. Choosing a particular region will automatically select all stores belonging to that region, as defined in system preferences. You can still select additional stores or deselect stores even if you choose a region. Use SELECT ALL to select all available stores or DESELECT ALL to clear your selections. 4. Select START from the side menu to begin calculations. A status bar is displayed showing the progress of the calculations. When calculations are complete, you will automatically be taken back to the Auto Min/Max utility main screen. 5. Proceed to review sales analysis results and proposed Min/Max levels. Note: Last In, Last Out When calculating Min/Max levels, if you run two or more formula records with overlapping filters (that is, filters that apply to any of the same items), the levels that are proposed are the levels calculated by the last formula record that is run. Records are run in the order they appear above the gray divider bar on the Calc h Settings screen. You can change this order by using drop-and-drag procedures to move the records. This last in, last out functionality allows you to strategically run formula records with overlapping filters. Typically, you will want to run formula records with more general filter criteria first, and then records with more specific criteria. For instance, say you have a formula record that you want to apply to all of the items in one department, except for the items that are assigned to a particular vendor. You have another record you’d like applied to the latter. You can easily accomplish this by assigning a filter for the department to the first formula record, and a filter for the department and the specific vendor to the second formula record. Then run the record for the department first, and the record for the department and vendor second. The proposed Min and Max levels calculated by the second record will overwrite those proposed by the first for the applicable items.
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Review and Update Proposed Min/Max Levels You review and update proposed Min and Max levels from the opening screen of the Auto Min/Max utility. This screen contains several fields that display information regarding sales analysis and Min/Max levels. Using standard Retail Pro procedures, arrange the columns in an order that best fits your needs.
To review sales analysis information and proposed Min/Max levels: 1. Review the sales analysis information and proposed Min and Max levels. You can use filtered view to view only items that meet specific criteria or to print reports of this information. 2. To view the sales analysis information and proposed Min and Max levels for a different location, choose select location from the side menu. In the Select Location dialog that is displayed, choose a location from the drop-down menu. 3. If the values in the New Min and New Max fields are satisfactory for the locations you wish to update, proceed to the update instructions on the next page to write these new Min/Max levels to inventory. Alternatively, you can manually adjust values in the New Min and New Max fields by highlighting the appropriate field, selecting EDIT from the top menu, entering a new quantity in the field, and selecting SAVE from the top menu. If you edit the New Min or New Max value for an item that is a member of a style, you can apply this value to the entire style by selecting UPDATE STYLE from the side menu after making your edit (once you select SAVE from the top menu, this option will no longer be available). You also have the option of adjusting sales analysis settings, formula records, and or filter definitions and recalculating proposed Min and Max levels if necessary. To clear proposed Min/Max levels for the currently displayed location, select CLEAR h CLEAR NEW MIN/MAX. To clear sales analysis information for the currently displayed location, select CLEAR h CLEAR SALES.
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Retail Pro® 8 User’s Guide To update Min/Max levels: 1. Select UPDATE from the side menu. 2. Specify whether all items or only items with nonzero proposed Min/Max levels are to be updated. 3. Select the store(s) or region for which you would like to update Min/Max levels. From the dropdown list, select either general stores list or a particular region. All individual stores as well as the entire company are available for selection under general stores list. Choosing a particular region will automatically select all stores belonging to that region, as defined in system preferences. You can still select additional stores or deselect stores even if you choose a region. Use select all to select all available stores or deselect all to clear your selections. 4. Select START from the side menu. A status bar is displayed as new Min and Max levels are written to inventory. Warning: Using Qtys Only to Update Inventory Min/Max Levels The Qtys Only option will only update inventory Min/Max levels with non-zero New Min and New Max values. Therefore, if zero is the calculated proposed level for an item in the Auto Min/Max utility, this new level will not be written to inventory. If you want proposed Min/Max levels of zero to be updated, do not use the Qtys Only option.
Note: Clearing Current Min/Max Levels in Inventory You can clear current Min/Max levels in inventory from the main screen of the Auto Min/Max utility. Display the inventory for the location whose Min/Max levels you want to clear. Select CLEAR h CLEAR MIN/MAX. The inventory Min/Max levels for this location are cleared. Note: Copying Min/Max, New Min/Max and Sales Analysis Values from Store to Store Values in the Min/Max, New Min/Max, and sales analysis (Start Date, End Date, Sold Qty, Days, and Yearly) fields can be copied from one store to another. Display the store inventory that you would like to copy on the main menu of the Auto Min/Max utility, select COPY from the side menu, and choose the data to be copied and the stores and/or regions to which these values are to be applied as appropriate.
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Physical Inventory About Physical Inventory A physical inventory (PI) is an actual count of the merchandise that is in stock. That information is then used to confirm or correct the quantities recorded as On Hand in the inventory file. The Retail Pro® Physical Inventory Tool is a powerful, yet easy-to-use application that helps you manage your PI information. (Please refer to Tool Supplement TS11. PI Tool for further information on carrying out a physical inventory.)
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Chapter 6. Purchase Orders Introduction About Purchase Orders Purchasing items from vendors is an important activity in a retail operation. When merchants need to restock or add new merchandise, they create and send temporary documents called purchase orders (POs) to vendors. A PO typically includes the following information: The vendor’s company name, address, and phone number. Order, shipping, and cancel dates, and special shipping instructions if necessary. A list of the items to be ordered and information about those items, including description, price, cost, and the quantity ordered. The total cost of the order, including discounts, fees, and taxes. The merchandise ordered on a PO is added into inventory when the merchandise has been received on a voucher referencing that PO. When a PO has been filled or cancelled, it should be deleted. The permanent record of the items purchased is provided by receiving vouchers. You can order merchandise for single or multiple stores and control how that merchandise is allocated among the stores. There are two types of POs: Drop Ship POs and Marked For POs. Drop Ship POs: Use Drop Ship POs to order merchandise that will be shipped directly to the stores where it will be sold. You can use a Drop Ship PO to order merchandise for shipment to one store or to multiple stores, with subsequent distribution to the selling stores. If ordering for shipment to multiple stores, you can use allocation patterns to plan the distribution of merchandise. The allocations you make will result in separate shipments to the individual stores. You can also set up your system to automatically generate Drop Ship POs by using the Auto PO utility. Marked For POs: Use Marked For POs to order merchandise that will be shipped to one location, typically a central warehouse. If the merchandise is going to be transferred to other stores, you can auto-generate a transfer order (TO) that follows the PO’s allocation instructions to transfer the merchandise.
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PO Security If you have registered Retail Pro with Security Administrator, you can control user access to the following actions in Purchase Orders and Auto POs on a user or group basis. (For more information, refer to Technical Supplement F1. Security Administrator.) Permission
Description
Access Access Archived Add/Copy
Allows group members to create new purchase orders by clicking New or Copy.
Edit
Allows group members to edit purchase orders.
Edit Items
Allow group members to edit items on purchase orders.
Delete
Allows group members to delete purchase orders.
See Cost Fields
Allows group members to see Cost information on purchase orders.
Access Choose Items
Allows group members to access the Choose Items button on purchase orders to select items from Inventory.
Print
Allows group members to print purchase orders.
Change Associate
Allows group members to change the Associate on purchase orders.
Items – Allow Negative Quantity
Allows group members to enter a negative quantity for items on purchase orders.
Pending POs Access
Allows group members to access the Pending POs feature.
See Cost Fields
Allows group members to see Cost fields on pending purchase orders.
Accept POs
Allows group members to accept pending POs.
Access Proposed Items Option
Allows group members to access the Proposed Items option on pending purchase orders.
Delete
Allows group members to delete pending purchase orders.
Proposed POs Access
Allows group members to access the Proposed POs feature.
Add/Copy
Allows group members to create new proposed purchase orders by clicking the New or Copy buttons.
See Cost Fields
Allows group members to see cost fields on proposed purchase orders.
Access Choose Items
Allows group members to access choose/edit items on proposed POs.
Delete
Allows group members to delete proposed purchase orders.
Delete Inventory Items
Allows group members to delete inventory items on proposed purchase orders.
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Accessing Purchase Orders To access Purchase Orders: 1. Select PURCHASING from Retail Pro’s top menu. 2. Select PURCHASE ORDERS from the side menu. Result: Your purchase orders display in List View.
Completing a Basic PO The following procedure explains the basic steps for creating a new PO. Specific instructions for each step are covered in the following sections, as necessary. You can also create a PO by copying an existing PO. (Refer to Copying POs section for more information.) 1. Select NEW () from the top menu. Result: A new PO form is displayed, ready for editing.
2. In the PO Type field, choose either drop ship or marked for. 3. Enter a vendor code in the Vend Code field. Information defined in that vendor’s file, including the company name and your customer account number, is entered on the PO. 4. Enter the shipping and cancel dates. 5. Enter instructions for the PO in the Instructions field, if necessary. 6. List the items you want to order. Copyright © 2009 Retail Pro. All rights reserved. 281
Retail Pro® 8 User’s Guide 7. Enter the quantities you want to order for each item selected. 8. If necessary, allocate the items to different stores. 9. Enter discounts and/or fees that will apply to the order. 10. Select SAVE () to create the PO.
Copying POs When ordering merchandise, it is often easier to copy a previous PO and make changes as needed. When you copy a PO, the new PO will be identical to the old PO except for the PO number and date information. You can copy POs in either List View or Form View. See Copying Documents section in Chapter 2. Basics
PO Fields The following table lists the fields that are available using the Page Designer or Page Manager customization features. (Refer to Appendix A. Interface Design for more information on using these features.) Note: Field Label Symbols Symbol [] *
Description Fields shown in brackets are automatically populated with information by the system. In most cases, these fields cannot be directly edited by the user. Fields with an asterisk (*) indicate that document lists can be sorted by that field.
Note: Instructions for Individual POs Any instructions that apply to individual POs should be entered directly on those POs, not in SYSTEM PREFERENCES. On the PO you will be allowed to enter text in any blank field and overwrite predefined data entry fields.
Field
Usage
[Acct #]
The vendor’s account number.
[Address 1-3]
The vendor’s address.
[Archived]
Archived PO:
[ASN Quantity*]
The quantity of each item that is being shipped from a vendor. Taken from one or more ASNs that reference the PO and have been sent to your station. Populated when the ASN QUANTITY button on the side menu is selected.
Associate*
The associate making the PO. Index field.
Bill To #
The number of the store to be used for the billing address.
Displays a check mark if the PO has been archived.
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Retail Pro® 8 User’s Guide Field [Bill To Heading 1-6]
Usage The name and address of the Bill To store. h STORES h Store Headings: Define headings for each store. Typically Bill To Heading 1 is the store name, Bill To Headings 2 -6 are the address. SYSTEM PREFERENCES
[Case Due*]
The number of cases that remain due on a PO. Index field.
[Case Ord*]
The number of cases ordered on a PO. Index field.
[Case Qty*]
The current case quantity in inventory at the PO Ship To store. Index field.
[Case Rcvd*]
The number of cases already received against a PO. Index field.
[Company]
The name of the vendor’s company.
Date Fields: Cancel*
PO Cancel Date: The date after which delivery is to be refused. Select () to access the pop-up calendar. Default: The current date. Index field. SYSTEM PREFERENCES h PURCHASING h Allow receiving against a PO after PO cancel date: Select to allow the receiving of merchandise after a PO’s cancel date.
[Last Act. D*]
Last Activity Date: The most recent date when a voucher was made referencing the PO. Index field.
Ord Date*
Order Date: The date when the PO was created. Index field. Default: The current date.
Ship*
PO Ship Date: The estimated shipping date for the order. Select access the pop-up calendar. Index field. Default: The current date.
Diagnostic
The diagnostic code for pending POs, identifying the type of conflict that exists.
Disc $
Discount Amount: Outside the PO item list, Disc $ is the amount of any discount applied to total cost of the PO. In the PO item list, Disc $ is the amount of any discount applied to a single item.
Disc %
Discount Percentage: Outside the PO item list, Disc % is applied to the subtotal. In the PO item list, Disc % is applied to the item’s PO C$ field, not the PO P$ field.
EDI
Electronic Data Interchange: Select SEND from the drop-down menu to send a PO by EDI.
[EDI Date]
The date the PO was sent by EDI.
[Ext C$*]
Extended Cost: For a line item in the document item list, the quantity ordered multiplied by the PO C$ for that item. Index field.
[Ext P$*]
Extended Price: For a line item in the document item list, the quantity ordered multiplied by the PO P$ for that item. Index field.
Fee
A fee applied to the PO. E.g., a small order fee or special handling fee might be applied to an order. Enter the amount and select a fee type from the predefined list.
[Fee Type]
Used to identify (for tracking purposes) fee amounts applied to POs and vouchers. SYSTEM PREFERENCES h PURCHASING h PO/Voucher fee types: Define up to eight fee types. When entering an amount in the fee field, select a fee type from the list that appears.
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() to
Retail Pro® 8 User’s Guide Field
Usage
[First]
First Name: The first name of the vendor contact person.
FOC$
Foreign currency cost: The cost of the item expressed in a selected foreign currency.
FOC$ Type
Foreign currency cost type: The name of the currency for which you entered a FOC$. Foreign currency types (and exchange rates) are defined in SYSTEM PREFERENCES h INTERNATIONAL h CURRENCY.
[From SO#]
If a PO is made against an SO, the SO #.
[Info 1-2]
Info fields defined in the vendor’s record.
[Instruction 1-5]
Five lines of optional text that are printed with the PO and can be displayed when receiving against the PO. Each line can hold 60 characters and can consist of any combination of text messages or data entry fields.
Items
Item List: Item list for displaying PO items. Contains item-specific fields from inventory as well as document item quantities, prices, and costs.
[Item Image]
Displays an image of the item currently selected in the item list. Form View only.
[Last]
Last Name: The last name of the vendor contact person.
[Last Edit]
The date and time this PO was last modified.
[Locked]
If locked, the PO is currently being edited. No one else can access a locked PO.
Marked For #
The store number of the default distribution destination. Unless other instructions are provided, all merchandise subsequently listed on the PO will be allocated for transfer to this store.
[Marked For Heading 1-6]
The name and address of the Marked For store. SYSTEM PREFERENCES h STORES h Store Headings: Define headings for each store. Typically Marked For Heading 1 is the store name, Marked For Heading 2 - 6 are the address.
[No. of Items]
A count of the total number of items listed on the PO.
Ord Date
Order Date: The date the order document was created.
P$T$
The PO P$ plus tax. Index field
[Phone 1-2]
The vendor’s phone number(s).
PO#*
Default sequential number assigned by the program. The starting number in the sequence can be specified in system preferences. Index field. SYSTEM PREFERENCES h GENERAL DOCUMENTS h SEQUENCES h Data and Document Numbering: Next PO #; Specify the next PO number.
PO C$
PO Cost: The cost at which an item is being ordered on the PO.
PO Cost Code
The PO Cost expressed in the Cost Code as defined in system preferences.
PO P$
PO Price: The intended selling price of an item listed in the document item list. h PURCHASING h STORES h Price Based Stores: Use Price Based Stores. (Refer to Allocating Merchandise.) Assign default stores for documents, including a PO Ship To store. When using this option, PO P$ will be taken from the price level active at the PO Ship To store. SYSTEM PREFERENCES
[PO Sent Date/Time]
If the PO was sent via the e-mail link in Retail Pro, the date and time that was done.
[PO Type]
The type of PO, either Drop Ship or Marked For.
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Usage
[Price]
Extended Price: The total price of all the items listed on the PO, excluding any discounts or fees.
[Qty]
Quantity Ordered: For each item, the quantity being ordered.
[Qty Due]
Quantity Due: For each item, the quantity remaining to be received. Qty Due = Qty Ordered – Qty Received.
[Qty Ordered]
Quantity Ordered: For the entire PO, the quantity being ordered.
[Qty Received]
Quantity Received: For each item, the quantity already received against this PO.
[Qty Decimals*]
The number of quantity decimals set for the department of an item. Used in the document item list. Index field
[Rec #]
Record Number: The sequential number of a line item listed in the document item list. E.g., the first line item would be Rec # 1, the second Rec # 2, and so on.
Sale Disc$
Sale Discount Amount: The amount by which an item’s original price is discounted. Derived from the PO P$ field.
Sale Disc%
Sale Discount Percentage: The percentage by which an item’s original price is discounted. Derived from the PO P$ field.
Ship To #
The store number for the default shipping destination. Unless other instructions are provided, all quantities ordered on the PO will be allocated for shipment to this store.
[Ship To Heading 1-6]
The name and address of the Ship To store. h Store Headings: Define headings for each store. Typically Ship To Heading 1 is the store name, Ship To Headings 2 – 6 are the address. SYSTEM PREFERENCES h STORES
[Str/Sta]
Store/Station: The store or station where the PO is being created or proposed.
[Str On Order*]
Store on Order: The quantity on order for the store where the PO is being created or proposed. Index field.
Style Image
The image assigned to the style to which the item currently highlighted in the document item list belongs.
[Subtotal]
The cost of all items on the PO before applying any discounts or fees.
[Tags*]
A 5 indicates that tags can be printed for an item listed in the document item list. Specified in Inventory. Index field.
[Tax*]
The tax code name of an item listed in the document item list. Index field. h TAXES h Define Tax Codes: Define tax codes in the table. SYSTEM PREFERENCES
[Tax $*]
The tax amount that will be applied to an item listed in the document item list based on the item’s tax code and currently active tax area. The active tax area will be the default tax area, if any, assigned to the current store. Uneditable. Index field.
[Tax %*]
The tax percentage that applied to an item listed in the document item list based on the item’s tax code and currently active tax area. The active tax area will be the default tax area, if any, assigned to the current store. Uneditable. Index field.
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Retail Pro® 8 User’s Guide Field
Usage
Terms
The planned method of payment. The same terms are available as when defining default terms for a vendor. Select () to access the Terms dialog. Default: The default terms defined for the vendor, if any.
[Title]
Title of the vendor contact person. Examples: Dr., Mrs.
[Total]
The total PO amount after discounts and fees are applied. Total = Subtotal - Disc $ + Fee
Trade Discount %
A discount given by a vendor that will be applied to any new inventory items from that vendor. When trade discounts are activated in system preferences, this field defaults to the percentage entered in the vendor’s file or 0% if no percentage is entered in the vendor file. The Trade Discount % is applied to the Vendor List Cost to calculate the item’s Ord C$. Editable. SYSTEM PREFERENCES h MERCHANDISE h VENDORS h Use Trade Discounts: Select to active the use of trade discounts.
[Transmitted]
If selected, indicates that a proposed PO at a remote station has already been processed out to the Main. When you purge proposed POs, only POs marked transmitted are deleted.
[Unfilled %]
The percentage of the order that is unfilled. Retail Pro updates the Unfilled % when a voucher that references the PO is updated. Unfilled % = (Qty Due / Qty Ordered) X 100
Vend Code*
Vendor Code: The code identifying the vendor listed on the PO. Select () to access the vendor file to add or look up a vendor. Index field. A vendor code is required for all POs. If you restrict to one vendor per PO/voucher, you must enter a vendor code before you can list items on the PO. If you don’t restrict to one vendor per PO/voucher, you can list items on the PO, but you must enter a vendor code before you can print or save the PO.
[Vendor Image]
An image or logo identifying the vendor. (Form View only)
Vendor List Cost
The listed cost of an item from a vendor, before any trade discount percentage is applied. When a Vendor List Cost is entered, the Trade Discount % is automatically applied to calculate the Ord C$ for the item.
WS Seq #
Workstation Sequence Number. Sequential number for POs made at a workstation. Used to aid in Sequence Checks made by DVS and other tools. Not user-editable.
[Zip]
ZIP Code: ZIP or other postal code, up to 10 characters (e.g., 12345-6789).
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Purchase Order Buttons PO Button
Description Assign an allocation pattern to allocate merchandise among multiple stores.
Place the cursor in the ASN Quantity field.
Place the cursor in the Associate field.
Click to start the Barcode Download process.
Place the cursor in the Bill To # field.
Place the cursor in the Cancel Date field.
Select items from inventory and list them on a document.
Select (and optionally edit) items from inventory and list them on a document. Display the Committed window.
Place the cursor in the EDI Status field.
Place the cursor in the Fee field.
Generate a transfer order to distribute the quantities being ordered on the purchase order. Place the cursor in the Disc $ field.
Display the help files.
Place the cursor in the Instructions field.
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Retail Pro® 8 User’s Guide PO Button
Description Display the item inventory quantities in your stores.
Place the cursor in the Discount % field.
Place the cursor in the Quantity field.
Place the cursor in the Item list.
Click to allocate merchandise among your stores manually.
Display a sub-menu, which provides access to the Choose Items, Choose/Edit Items, Item Quantity, Item Price, Item Discount, and Barcode options. Click to prevent line items from being edited.
Click to allow line items to be edited.
Move to the next record.
Place the cursor in the PO# field.
Display a sub-menu, which provides access to the PO #, Vendor, Ship To, Bill To, Associate, Ship Date, Cancel Date, Terms, and Instructions options. Return to the previous record.
Place the cursor in the PO P$ field.
Print tags for the selected items.
Place the cursor in the Ship Date field.
Place the cursor in the Ship To # field.
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Retail Pro® 8 User’s Guide PO Button
Description Display a menu where you can access the Global Discount and Fee Amount options. Place the cursor in the Terms field.
Access the Vendors area.
Display a menu where you can Zoom In or Zoom Out on the current view.
PO Instructions Each PO can have an Instructions section (five lines maximum, each line holding up to 60 characters). The PO Instructions, if any, that appear on your document will depend on your page design. You can predefine text messages or data entry fields in system preferences that will apply to all POs. For example, you might want a standard shipping policy to appear on all POs. Instructions for individual POs can be entered when creating the PO. For example, you might want to enter special handling instructions on a particular PO.
Preferences: Define Default PO Instructions SYSTEM PREFERENCES h PURCHASING h COMMENTS h PO Instructions: Define up to five lines of default PO Instructions, either text messages or data entry fields, that will appear on every PO. Data entry fields are typically followed by a colon (:). Enter blank spaces after the colon to allow room for data entry on the PO. If the PO is being made against an SO, any SO Instructions will override the PO Instructions. Defaults: two data entry fields (FOB and Confirmation #).
Note: Instructions for Individual POs Any instructions that apply to individual POs should be entered directly on those POs, not in SYSTEM PREFERENCES. On the PO you will be allowed to enter text in any blank field and overwrite predefined data entry fields.
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Listing PO Items Select Purchasing > Purchase Orders from the Retail Pro home screen. Select New to start a new PO. List items using one of the following methods: To list items by Item #: 1. Ensure that Item # is specified as a lookup mode in your preference settings. 2. In the Item # field, scan or enter the item number, and press . 3. Follow the instructions in Editing Items on Documents, to change the quantity or edit other item fields, as necessary. 4. Repeat Steps 1 and 2 to add additional items or press to move to the next field.
To list items by UPC or EAN #: 1. Ensure that UPC numbers have been recorded in inventory for each item and that UPC is specified as a lookup mode in preferences. 2. In the Item # field, enter or scan the UPC barcode on the merchandise tag and press . 3. Follow the instructions in Editing Items on Documents section, to edit the quantity, price, etc. 4. Repeat Steps 1 and 2 to add additional items or press to move to the next field.
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Retail Pro® 8 User’s Guide To list items by ALU: 1. Ensure that ALUs have been recorded in inventory for each item and that ALU is specified as a lookup mode in preferences. (For more information on ALUs, refer to ALUs section.) 2. In the Item # field, scan or enter a few or all characters of the ALU, then press . 3. If multiple matches are found, as would happen if you assign all members of a style the same ALU, then a Select Item dialog will open with detail of all matching items listed. Highlight the correct item, then select OK () to bring it to the document. 4. Follow the instructions in Editing Items on Documents, to edit the quantity, price, etc. 5. Repeat Steps 1 and 2 to add additional items or press to move to the next field.
Listing Items by Locating Them in Inventory Using the Choose-Item options, you can access the inventory file from any document and select the items to be listed on that document. There are two choose-item options available, CHOOSE ITEMS and CHOOSE/EDIT ITEMS. Both provide access to Inventory and allow editing of document fields, such as document quantity and document price. In addition, inventory features such as printing tags, filtering, Search, and Style/Item Views are available when entering inventory via these buttons. Using CHOOSE/EDIT ITEMS provides the additional benefit of full editing capability while in inventory. Items can be added, edited, deleted, and copied, while you are still in a document. This feature allows the flexibility to perform tasks, such as adding inventory items on the fly as new merchandise is being ordered on a PO, or altering an existing item in inventory for a special order SO. Any edits made while in CHOOSE/EDIT ITEMS affect your actual inventory file, not just the document in which you are working. (The availability of Choose/Edit Items is controlled by security.) To list items by choosing from inventory: 1. From anywhere in the receipt, select CHOOSE/EDIT ITEMS from the side menu. This selection accesses Inventory. 2. The cursor is automatically placed in the Search field as you enter inventory. Simply begin typing the criteria for your default lookup index (specified in preferences) to locate the item(s) needed. To search by a different index, first press 0, but less than assigned quantities, the available quantity is distributed in an optimized manner. In this case, Retail Pro calculates each item’s desired stock level in each store (quantity on hand plus quantity ordered on the TO) and its current satisfaction % (the percentage of the desired level achieved so far). If that desired level was 5 for Store 1 and you were short one, Store 1 would be 80% satisfied. If you wanted 2 in Store 2 and were also short one there, Store 2 would be only 50% satisfied. Retail Pro distributes the quantities on the TO to produce equal satisfaction percentages for all stores. In case of a tie, the item goes to the store with the lower Store #.
To generate out slips from a TO: 1. Display or highlight the TO. 2. Select GENERATE SLIPS from the side menu. The filter screen is displayed. 3. Enter criteria in the filter fields to specify the items you want to generate slips for or leave the filter blank to include all items. If necessary, customize the filter to suit your needs. Standard filter options for including/excluding and sorting of filtered records is available. 4. Select OK after filter criteria is entered. The Select Region dialog is displayed. If applicable, select a region from the drop-down list of defined store regions. Otherwise, select all locations. The store's available in the selected region will be displayed in the dialog, with all of them selected by default. Slips will be made for selected stores. If you do not want a store included in the distribution, clear its checkbox. 5. Select CONTINUE. 6. A prompt to print the TO with the items and distribution selected is displayed. Select YES to print the TO for review prior to generating slips, or NO to skip this step. Standard printing option dialogs may be displayed as part of the print process. 7. The Generate Slips dialog is displayed. Select OK to generate the slips and update the slips or CANCEL to return to the TO without generating slips. The distribution option specified in preferences will control how the slips are generated (see previous). Optionally, 5 select to print a copy of each slip generated as they are updated. Copyright © 2009 Retail Pro. All rights reserved. 422
Retail Pro® 8 User’s Guide Note: Multiple Out Slips Since a TO can assign merchandise for transfer to more than one store, more than one out slip may be needed to transfer all the merchandise on a TO. Typically, one out slip would be generated for each destination store.
Out slips generated from a TO at the Main have the following attributes: The Associate field is filled with "Auto.” The ETA field is filled with the current date. The Comments fields are filled with any default comments specified in preferences, or left blank if no default comments are specified. If tracking in-transit, the Days In Transit field will be populated from preferences. If not tracking in-transit, the Days in Transit field will be populated with zero (0). Remainder of fields will be populated with standard information from the TO, i.e. Store IDs, stations, dates, time, etc. The slip will be filed, verified, and inventories updated in the normal manner, as explained earlier in this chapter, based on your transfer configuration.
TOs at Remote Stations TOs can be polled to remote stations. The remote station can view, print, edit, and create out slips referencing the TO with the following limitations: Print - When printing at a remote, the system filters for only items that are for the current store. Generate Slips - When generating out slips from a TO at a POS station, the system will automatically filter for the current store only. The user can still filter for other item-specific criteria. Edit - Items cannot be added to the TO at a remote, but the TO Qty and Qty Assigned to the current store can be edited. All other fields are non-editable. Edits are temporary, and will be overwritten when the TO is resent to the remote during the next polling, as TOs are always polled as ALL files.
Printing Transfer Documents See Printing Records Note: If printing TOs, you can select whether to print TOs for all stores or for selected stores. If selecting stores, in the dialog displayed choose the regions/stores to include.
Printing Tags for TO Items See Printing Tags Note: When transferring merchandise between stores that use different price levels, new tags can be conveniently printed for the transferred items by printing from the former in slip at the destination store. The prices on the slip, and thus those printed on the tags, will be the active prices at that store.
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Auto Transfers About Auto Transfers The Auto Transfers utility can be used to selectively redistribute merchandise that is on hand in any store or in a central warehouse. This has several practical uses for retailers. For example, you can: Automatically transfer seasonal merchandise from the central warehouse to individual stores for end-of-season closeouts. Redistribute merchandise from a store that is overstocked in certain items to stores that are understocked, thus maintaining balanced inventory levels at all locations. Automatically transfer merchandise from a store scheduled to be closed to your remaining stores. Auto Transfers gives you great flexibility in choosing how to redistribute merchandise. For example, you can enter a certain percentage or quantity that you want to transfer from the source store and then distribute the items equally to the target stores or distribute them based upon each store’s Min levels, Max levels or a custom level you define. When determining quantities available for transfer at the source store and determining whether or not a fill level has been attained at the target store, Auto Transfers always takes into account quantities on hand. You can also have the utility consider quantities already in transit and/or listed on SOs, TOs and POs. Using the options and filters included in the utility you can specify what merchandise to include, which specific order documents to analyze, and what fill level you want to attain. The program will remember your settings from run-to-run, saving you valuable data entry time. Auto Transfers creates a proposed list of items and quantities to transfer that can be reviewed and accepted or discarded at your discretion. Once the proposed items are approved, the program generates the necessary TOs or out slips. When generating TOs, the utility generates a single TO, which you can reference to create out slips (if more than 500 items are listed, multiple TOs will be generated). When generating out slips, the utility will generate out slips for each store to which quantities are being transferred. Note: Auto TOs Generated at Main Station Only Auto Transfers can be used to generate slips at any station except for Corporate or Info, but TOs can only be generated at the Main station.
Launching Auto Transfers 1. Select TRANSFERS from the Retail Pro top menu. 2. Select AUTO TRANSFERS from the side menu.
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Generating Auto Transfers Basic steps to auto-generate transfers: (More detailed information on this procedure is found in the sections that follow.) 1. Set Min/Max levels in inventory, if applicable. (Refer to Chapter 4. Inventory.) 2. Launch Auto Transfers module. 3. Define options and filters on the Auto Transfers Settings tabbed pages. 4. Select RUN from the side menu to begin the analysis and generate the proposed list of items to transfer. 5. Review the resulting list of proposed items and transfer quantities. You can accept all the proposed items (default) or selectively decide which to convert into TOs/slips and which to discard by marking or unmarking them respectively. 6. Select NEXT from the View Results window to generate TOs/slips for all the marked items. 7. A dialog is displayed, confirming that the TOs/slips have been generated. 8. Review, print, and distribute the generated TOs/slips as necessary.
Define Options and Filters Options and filters for the Auto Transfers are defined on the Settings screen, which is displayed when you launch the Auto Transfers module. The Settings screen includes four tabbed pages: The Source page is used to define the source store, the type of document to generate (TO or out slips), how much of the source store’s inventory you want to make available for transfer, which documents to consider in the analysis, and general document information (associate, dates, etc.). The Target page is used to define the target store(s), the fill level you want to attain, and which documents to consider when determining the fill status. The Elements page is used to select the elements by which you want to filter for your transfer analysis. The Criteria page is used to define the criteria for the selected elements and thus limit the analysis and resulting TOs/slips to only selected merchandise. Filtering can be done with the option to include or to exclude filtered items.
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Quick Option Buttons The following side menu buttons can be used to quickly define option and filter settings on the four Settings pages. Availability will vary depending on the page you are on and the actions you have carried out prior to selecting them. Shortcut keys can be assigned to these buttons using Menu Designer (refer to Appendix A. Interface Design for more information.) Select CLEAR FILTERS to clear all entries on the Elements and Criteria pages. This button does not affect the settings on the Source and Target pages. Select DEFAULT to restore all four settings pages to their default values (see following sections for defaults). A confirmation dialog is displayed asking if you want to restore all defaults. Select LAST RUN to use the same options and filters that were used the last time Auto Transfers was run at this workstation. All four settings pages are restored to the last run settings.
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Source Settings Page On the Source page, you specify various options related to the source of the transfers, including: The store you want to transfer items from. The percentage or quantity that you want to transfer or be available for transfer. The type of document you want to generate (slips or TO). The order documents (and date ranges) you want to include in the analysis.
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Retail Pro® 8 User’s Guide To set source options: 1. Navigate through the page, defining fields as appropriate. Refer to the following table for a description of options. The default settings are indicated by a (D) in the options column. Setting
Options
Usage
Store:
(D)
Specify the number of the source store.
Distribution Options:
AVAILABLE % TO DISTRIBUTE (D)
Specify the percentage or quantity of the source store’s inventory that you want to be distributed. Your selection will apply to all items proposed for the TO/slips. Each option is explained below: AVAILABLE % TO DISTRIBUTE: Enter the percentage of the source store’s inventory available for distribution. This option limits how much of the source store’s inventory can be used for transfers. Actual quantities proposed for transfer may be less than the percentage entered here. FORCE DISTRIBUTION %: Enter a specific percentage of the source store’s inventory that you want to distribute. The system will consider Min or Max levels if one of those options is selected on the Target settings page, but after the Min or Max level is attained, quantities will be distributed one at a time among your stores until the FORCE DISTRIBUTION % has been reached. Setting this option to 100% is a convenient way to transfer merchandise out of the warehouse for end-of-season closeouts, or to transfer merchandise from a store that is scheduled for closing. SPECIFY QTY TO DISTRIBUTE: Enter an exact quantity of the source store’s inventory that you want to distribute. The system will still consider Min or Max levels if one of those options is selected on the Target settings page, but after that level is attained, quantities will be distributed one at a time among your stores until the QTY TO DISTRIBUTE has been reached.
| FORCE DISTRIBUTION % | SPECIFY QTY TO DISTRIBUTE
Generate:
TRANSFER SLIPS (D) | TRANSFER ORDER HELD SLIPS
Specify whether you want to generate transfer slips or a TO. If you select to generate TRANSFER SLIPS, you can additionally select HELD SLIPS to generate the slips as held slips.
Associate
USER-DEFINED None (D)
Enter an associate name to be listed on all auto-generated TOs/slips.
Order Date
USER-DEFINED
(Only available when generating TOs) Enter a new date as applicable. Select () to access a calendar and select a date.
Today (D) Activate Date
USER-DEFINED + 1 day (D)
(Only available when generating TOs) The Activate Date is the date when a transfer is to be initiated. Enter a new date as applicable. Select () to access a calendar and select a date. The Activate Date can optionally be defined as any number of days from the order date by selecting 5 OR and entering the number of days.
Note 1, 2
USER-DEFINED
Enter optional notes that will appear on each TO/slip generated (30character maximum). The notes that you enter here will appear in the respective Note fields of the generated TOs. When generating slips, the notes that you enter here will appear in the first available (empty) Comment fields, overwriting other entries if necessary.
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Retail Pro® 8 User’s Guide Setting
Options
Include analysis of:
IN TRANSIT
TRANSFER ORDERS
SALES ORDERS
PURCHASE ORDERS None selected (D)
Usage Auto Transfers always considers quantities on-hand when calculating new TO/slip quantities. It can also consider the factors that you select here. 5 Select to include in-transit (generating TOs only), transfer order , sales order, and/or purchase order (generating TOs only) quantities in the TO/Slip analysis. In addition: In TOs: 5 Select to include Incoming (generating TOs only) and/or Outgoing and define a date range. In SOs: Define a date range. In POs: Define a date range.
Target Page On the Target page, you specify various options related to the target stores, including: The stores to which you want to transfer merchandise. The fill level you want to attain. The order documents (and date ranges) you want to include in the analysis.
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Retail Pro® 8 User’s Guide To set target options: 1. Navigate through the page, defining fields as appropriate. Refer to the following table for a description of options. The default settings are indicated by a (D) in the options column.
Setting
Options
Usage
Target Stores Regions:
GENERAL STORES LIST (D)
Stores:
5
(D)
If you group your stores into regions, select a region from the drop-down list to automatically select all stores in that region. The default selection, GENERAL STORES LIST, deselects all stores. If you don’t group your stores into regions, this option will not be available. Select each target store that you want to include in the analysis. All stores except the source store are displayed. Choose SELECT ALL or DESELECT ALL to globally select all or none of your stores.
Distribution Options Even Distribution
5
(D)
Select to evenly distribute transfer quantities among the selected target stores. This option is not available if you select AVAILABLE % TO DISTRIBUTE in the source store’s distribution options.
Do not use Min level to initiate item transfer
(D) 5
Select to fill to the specified Min/Max level even if current on-hand quantities are greater than the defined Min quantity.
Fill Qty to:
| MIN LEVEL | MAX LEVEL CUSTOM LEVEL (D)
Select to fill to the Min level, the Max level, or to a custom level anywhere between the Min and the Max. To specify a custom level, enter a percentage or drag the slider to any point between 0% and 100%. Include analysis of:
IN TRANSIT
TRANSFER ORDERS
SALES ORDERS
PURCHASE ORDERS None selected (D)
Auto Transfers always considers quantities on-hand and optionally, those already in transit and/or listed on order documents when calculating transfer quantities. In addition: In TOs: 5 = include Incoming and/or Outgoing and define a date range. In SOs and POs: Define a date range.
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Elements Page On the Elements page you specify the elements to include/exclude in the filter you use to auto-generate TOs/slips. Available elements include item/style descriptive fields, price, cost and margin fields, and last sold/received dates. Fields above the bar will be included in the filter; those below the bar will not. To select elements: 1. To include a field, double-click it or click and drag it above the bar. Alternatively, click and drag the bar to include or exclude fields.
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Retail Pro® 8 User’s Guide
Criteria Page On the Criteria page, you define the criteria you wish to match for the elements you included on the Elements page. Only items that match the entered criteria will be included on auto-generated TOs/slips. By default, all items are included, i.e. no filtering criteria entered. You can limit the items by filtering on any of the listed item data fields.
To define filter criteria: 1. Navigate to the filter field you wish to define. 2. Manually enter your filter criteria or optionally select () in multiple selection fields to access a multiple selection window (see example above). Define or select filter criteria as applicable. There are several formats of multiple selection windows, depending on the field type. In date fields, the dynamic date dialog is accessed. In some text fields and/or filter criteria is allowed. The sample shown is a Select Values dialog, listing all the possible values for the DCS field as defined in Retail Pro. Select those values you want to use as filter criteria. 3. Select OK to close the multiple selection window and take your choices back to the filter form. In the example above, (Selection) is displayed on the filter form to indicate that multiple criteria have been selected for this field. 4. By default the items that match the defined criteria are included in the transfer analysis. To omit the matching items, select EXCLUDE adjacent to the criteria. (Refer to Chapter 2. Retail Pro Basics for more information on filtering procedures.)
Run the Analysis After all settings and filters are defined, select RUN from the side menu to begin the transfer analysis and create the list of proposed items. When the analysis is complete, the View Results screen is displayed. You will be prompted to save the current settings; select YES to save.
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The View Results Screen Selecting RUN after defining options and filter criteria results in the display of the View TO Results or View Slip Results screen, as shown below. From this screen you can review the analysis details, remove proposed items by unmarking them, and when ready, generate the actual TOs or slips for all the remaining marked items. By default, all proposed items are marked when you enter either View Results screen. You cannot edit any of the displayed information while viewing results.
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Retail Pro® 8 User’s Guide The View Results screen lists important item and quantity information, including: Field
Information Displayed
O/H Adj O/H Src O/H Adj Src O/H Qty Ord Total Ord Min Max
Current on-hand quantity at the selected target store. On-hand quantity at the selected target store after taking into account quantities in transit and/or listed on order documents. Current on-hand quantity at the source store. On-hand quantity at the source store after taking into account quantities listed on order documents. The quantity ordered for the selected target store. The total quantity ordered for all stores. The Min quantity for the selected target store. The Max quantity for the selected target store.
Note: Distributing Items Highest priority is given to having at least one item in stock in every store that carries the item. Available stock is therefore sent first to any stores that have zero on hand and that have a non-zero Min level defined for the item. If there is additional stock available, Retail Pro distributes each item in turn to the store with the greatest deficit, i.e. to the store that is farthest from its Min level.
The following actions are available from the View Results screen: Select this button…
…to perform this action: Display and review the option and filter criteria used for the current run. You cannot edit the options/filters on this screen. To run a new analysis with different options or filters you must return to the Settings screen. If transferring items to more than one store, select the store for which you want to view the proposed items from the drop-down list. To prevent proposed item quantities from being written to a TO/slip, highlight it then select UNMARK. The indicator in the Mark field changes color from green ( ) to red ( ). Unmarks all proposed items (none will be written to TOs/slips).
If an item has been previously unmarked, you can mark it again by highlighting it and selecting this button. The Mark indicator again turns green, indicating the proposed item will be written to a TO/slip. Marks all proposed items for TO/slip generation.
Launches a Find dialog, allowing you to search for any alphanumeric string in a selected field (column). Select the column to search by highlighting any entry in that column. Enter the alphanumeric string you want to search for in the Find dialog, specify options such as Match Whole Word Only, Match Case, and search direction (Up or Down in column), and then select FIND NEXT to begin the search.
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Generate TOs/Slips 1. Select NEXT from the bottom of the View Results screen to generate TOs/slips for all marked items. The following confirmation dialog is displayed:
2. Answer YES to generate TOs/slips for the marked items. An dialog displays the number of TOs/slips generated. If generating slips, the source and target stores’ inventories are updated. OR Answer NO to cancel the operation without generating any TOs/slips. Note: More than 500 Items Generates Multiple TOs/Slips A maximum of 500 items can be listed on a single TO or slip. Therefore, if more than 500 items are proposed and marked, the utility will generate multiple TOs/slips.
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Inter-Company Transfers Enabling Inter-Company Transfers Large-scale retailers using multiple Main stations can transfer merchandise between stores assigned to different Main stations. These are called inter-company transfers. Each Main station is referred to as a subsidiary and is assigned its own Subsidiary ID. To use inter-company transfers, you first need to enable the feature in System Preferences and list the stores (assigned to different Mains) that will be involved in the transfers. To enable inter-company transfers: 1. From the Retail Pro Home Screen, select OPTIONS h SYSTEM PREFERENCES h TRANSFERS.
2. Select ALLOW INTER-COMPANY TRANSFERS. 3. Under TRANSFERS h SUB/STORE, the Subsidiary/Store grid lists the stores that will be available for selection as the Out To Comp Store when making inter-company transfers.
4. Select ADD to add new subsidiary/store combination or delete to delete entries.
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Retail Pro® 8 User’s Guide 5. For each sub/store combination: Enter the store number in the Store column. Enter the Subsidiary ID for the store's Main station in the Sub column. Enter the store’s name in the Store Name column. Enter a unique corporate number assigned to the store in the Global # column. The Sub/Store column is read-only, consisting of the concatenated Sub and Store entries. 8. Select SAVE from the side menu.
Sending Inter-Company Transfers Inter-company transfers are sent from the source store using a regular out slip, but they are received at the destination store using a receiving voucher, instead of an in slip. When you make an out slip for an inter-company transfer, the program immediately updates the source store’s inventory and then files the out slip in the history file, bypassing the unverified slips file. The slip is flagged as an inter-company transfer. A package number is generated and written to the slip’s Comment 1 field. The package number consists of the following: [CURRENT SUBSIDIARY ID] + [4-CHARACTER STORE/STATION ID] + [2-CHARACTER WORKSTATION + [5-CHARACTER SLIP NUMBER].
NUMBER]
For example, if out slip #197 is created at subsidiary 12, station 001A on workstation 01, the resulting package number is: 012001A0100197. The out slip is polled to the source store’s Main station, and the main database is updated accordingly. To send an inter-company transfer: 1. Make sure you have enabled the feature in System Preferences. 2. Create an out slip as usual, but enter the destination store’s number in the Out To Comp/Store field (NOT the To Store field). 3. Complete and update the out slip.
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Receiving Inter-Company Transfers Inter-company transfers are received using a receiving voucher rather than by using an in slip. This can be done manually using normal voucher procedures. Refer to Chapter 7. Receiving for more information on vouchers. Note: Inter-company transfers managed by Retail Pro 9 Series The upcoming release of our Oracle-based 9 Series Enterprise Management System product will further automate this function by providing an interface between the Main stations. When Retail Pro 9 Series receives an out slip with an inter-company transfer flag, it will generate an Advanced Shipping Notice (ASN). The Package # from the out slip will be automatically entered on the ASN. The 9 Series Enterprise Management System station will send the ASN to the destination store’s Main station, which will then poll the information to the destination store. To further automate the transfer, the source store could print a barcoded label using the Package # for the box to be shipped out. The destination store could quickly find the associated ASN for any packages received by simply scanning the barcode label on the box. Information on Retail Pro 9 Series can be found on the Retail Pro web site at www.retailpro.com
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Chapter 9. Customers About Customers A great deal of customer information can be stored by Retail Pro. Not only can customer names, addresses, and phone numbers be recorded, but also other useful information such as store credit balances, customer-specific price levels, whether or not a customer's check should be accepted, and extensive notes. You can easily add or update customers at POS, write customer information on receipts, instantly display purchasing history for a customer, and print customer labels. Using Reports, customer information can be accessed for reporting purposes and for printing customer lists. If you use customer polling, the customers added at a Remote station can be shared with all locations, or just with the Main, Info and Corporate stations.
Customer Security The ability to perform many of the procedures in Customers is controlled by security settings and preferences. If a feature is not available to you, check the security settings outlined in this section. Where appropriate, preference settings specific to a particular feature are discussed in the section pertaining to that feature.
Customer Security If you have registered Retail Pro with Security Administrator, you can control user access to the following actions in Customers on a user or group basis. (For more information, refer to Technical Supplement F1. Security Administrator.) Permission
Description
Add
If selected, allows group members to add customer records.
Edit
If selected, allows group members to edit customer records.
Access Continuous Edit Mode
If selected, allows group members to access continuous edit mode.
Delete
If selected, allows group members to delete customer records.
Change Customer ID
If selected, allows group members to edit the Customer ID on customer records.
Modify store credit/credit limit/credit used
If selected, allows group members to modify the store credit/credit limit/credit used field on customer records.
Change tax info
If selected, allows group members to change the Tax Area and other tax-related fields on a customer record.
Change price level
If selected, allows group members to change the Price Level field on a customer record.
Allow inactive customers on documents
If selected, allows group members to add an inactive customer to a receipt or sales order.
Edit customer Disc %
If selected, allows group members to edit the customer discount percentage on customer records.
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Description
Edit Store/Station
If selected, allows group members to edit the Store/Station information on customer records.
Edit Last Sale Date
If selected, allows group members to edit the Last Sale Date on customer records.
Allow Export of List View
If selected, allows group members to export the customer list to PDF, Excel, HTML, etc.
Add/Modify Credit Card
If selected, group members can click the Customer CC button to add/modify the customer’s card number.
Accessing Customers To access Customers: 1. Select POS from Retail Pro’s top menu. 6. Select CUSTOMERS from Retail Pro’s Home Screen side menu.
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Working with Customers Customer Fields This table lists the name and use of each data field available in Customers. Note: Preferences Depending upon preference settings, some of these fields will function differently. If there are instructions to enter System Preferences in the Usage column, please refer to Appendix B. Preferences for more information. Note: Field Label Symbols Symbol
Description
*
Fields with this symbol at the end can be used to sort the customer list in List View.
[]
Fields shown in brackets are automatically populated with information by the system. In most cases, these fields cannot be directly edited by the user.
Field
Usage
Address 1, 2, & 3
Three separate address lines. The city and state component of an address should consistently be entered in either Address 2 or Address 3. Address 3 is preferred placement for the city and state because a suite or apartment number will usually be entered in Address 2.
AR
Accounting Mark: Customer’s export status on the in-store charge account.
Aux 1-12
Auxiliary Fields: Twelve additional text fields in which you can enter supplementary customer information from a predefined list. The fields are given names and predefined entries in system preferences. SYSTEM PREFERENCES h CUSTOMERS h AUX FIELDS h Field Names: Enter identifying field names for each of the 12 user-defined auxiliary customer fields. Also, predefine your list of text field entries for each of the 12 auxiliary customer fields.
Checks
Check box indicates if personal checks can be accepted from this customer: 5 = Checks OK;
= do not accept checks. The check option on the receipt tender screen is only available if this field is selected. Note: if the logged-on user is given the "check override" security right, then the check tender type will be available and a check can still be accepted.
Chrg Bal Chrg Limit
Charge Balance: Customer's current balance on the in-store charge account. Not updated when a receipt is updated. Amount is input manually or via Accounting Link. Charge Limit: Maximum charge balance allowed for this customer for the in-store charge account. User can check the limit versus the charge balance to prevent tenders that take the balance over the limit. Amount is input manually or via Accounting Link.
Company*
Name of the customer’s company. Index field.
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Retail Pro® 8 User’s Guide Field
Usage
Cust ID*
Customer ID: System-suggested number composed of a special three-digit store/station identifier and a six-digit sequential number. Leading zeros in the identifier are not displayed. Index field. The store/station identifier encodes the four-character store/station designation in three digits. At the Main, this identifier is 000, but the zeros are not displayed. If you use the system-suggested Customer IDs, you are assured of unique Customer IDs for up to 999,999 customers per station. In preferences, however, you can choose to allow the editing of Customer IDs as well as allow duplicate IDs. Duplicate Customer IDs do not prohibit being able to locate a customer. Enter an ID and the system will take you to the customer file, where you can select the correct customer. system preferences h point of sale h customers h options: 5 SELECT TO ALLOW EDITING OF CUST ID FIELD AND/OR TO ALLOW DUPLICATE CUSTOMER IDS (BOTH OPTIONS MUST BE SELECTED TO USE DUPLICATE CUSTOMER IDS). NOTE: ALLOWING DUPLICATE CUSTOMER IDS MAY CAUSE A PROBLEM WITH YOUR ACCOUNTS RECEIVABLE BECAUSE A CUSTOMER ID MAY END UP LINKED TO TWO ACCOUNT NUMBERS AND RETAIL PRO WILL ONLY UPDATE THE FIRST MATCH IT FINDS. SYSTEM PREFERENCES h GENERAL DOCUMENTS h SEQUENCES h DATA & DOCUMENT NUMBERING: Specify the number to be assigned as the next Customer ID—leading zeros are not necessary (numbering thereafter is sequential).
Cust.Notes
Optional notes, capable of holding up to 372 characters.
Customer Disc %
The percent discount automatically applied to items listed on a document when the customer is written to the document. Editable, depending on security settings.
[Customer SID*]
System Identifier: As customer records are added, a unique, alphanumeric System IDentifier (SID) is assigned to each. The Customer SID is a 16-character code and is only displayed if it is included in the design of the customer Form or List View. (Refer to Appendix A. Interface Design.) Index field. The Customer SID remains constant even if customer information is changed (such as the name or telephone number). When a customer record is deleted, the related Customer SID is retired. When a customer is entered on a receipt, the Customer SID is also recorded. When customer history is built, the Customer SID is used to link the appropriate customer to each sale. SYSTEM PREFERENCES h POINT OF SALE h CUSTOMERS h Customer fields used in quick lookup at POS: Specify SID as a lookup field so you can write customers on documents by entering their SIDs.
[Customer System Date]
The date the customer was created. Not editable.
E-mail
The customer’s e-mail address. E-mail fields can be printed on documents and lists.
Export
5 Select when the customer is an export customer—that is, a customer who is not required to pay tax, or who can have a certain portion of tax they paid on merchandise in a country rebated to them. Export customers must have tax areas assigned to them. Available only when VAT mode is active. (Refer to Technical Supplement E2. for more information.)
First
Customer's first name.
Full Name
Combined Title, First Name, and Last Name field. SYSTEM PREFERENCES h POS h CUSTOMERS h OPTIONS h Order to display Full Name field: Specify the order in which to display the components of the Full Name.
Image
This field can be used to display an image of the customer. (Refer to Appendix A. Interface Design for more information on how to use the image field.) (Form View only.)
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Usage
[Inactive]
Status of customer record. When a customer has been deactivated, this field will display a check-marked box. If you try to enter an inactive customer on a receipt or SO, an Inactive customer selected error window will be displayed. However, you can choose to use the customer anyway.
[Info*]
Index/sort field comprised of the entries in the Info 1 and Info 2 fields. The contents of Info 1 and Info 2 will not appear in the Info field unless you are sorting by this field. Then, if both Info 1 and Info 2 fields are filled, the customer record will be listed twice— once with Info 1 contents and once with Info 2 contents in the Info field. Both instances of the customer record will not necessarily be together, however. If a customer is only listed once after sorting by the Info field, either Info 1 or Info 2 is blank. When the Info field is included in Quick Lookup at point of sale in preferences, you can look up a customer at POS by entering either Info 1 or Info 2 contents into the Cust ID # field, since Info includes both Info 1 and Info 2.
Info 1 & 2
Additional customer information to be displayed on the screen at POS. Customer reports can be filtered by each of these fields. (Also see Info field above. Note to Accounting Link Users: The last two digits of the Info 2 field is used to show account aging information from accounting. If you use Accounting Link, these two character spaces should not be used for other information.
Last*
Customer's last name. Index field.
Last Sale
The date of the customer's last purchase. Automatically updated but also editable.
[Mark*]
Index/sort field comprised of the entries in the Mark 1 and Mark 2 fields. The contents of Mark 1 and Mark 2 will not appear in the Mark field unless you are sorting by this field. Then, if both Mark 1 and Mark 2 fields are filled, the customer record will be listed twice—once with Mark 1 contents and once with Mark 2 contents in the Mark field. Both instances of the customer record will not necessarily be together, however. If a customer is only listed once after sorting by the Mark field, either Mark 1 or Mark 2 is blank. When the Mark field is included in Quick Lookup at point of sale in preferences, you can look up a customer at POS by entering either Mark 1 or Mark 2 contents into the Cust ID # field, since Mark includes both Mark 1 and Mark 2.
Mark 1 & 2
When using the Flag Customers function in DVS, you can mark customers that have certain characteristics, such as spending $1000 in the past month. The marks are then written to the customer file, in either the Mark 1 or the Mark 2 field. Customer reports can be filtered by each of these fields. Editable. (Also see Mark field above.)
Marked for Deletion
If you use polling and delete a customer record with a Share status of Main Only or All Stations, then the MARKED FOR DELETION flag is automatically selected. This flag tells Retail Pro to delete the customer record at applicable stations the next time polling is conducted.
[Phone*]
Index/sort field comprised of the entries in the Phone 1 and Phone 2 fields. The contents of Phone 1 and Phone 2 will not appear in the Phone field unless you are sorting by this field. Then, if both Phone 1 and Phone 2 fields are filled, the customer record will be listed twice—once with Phone 1 contents and once with Phone 2 contents in the Phone field. Both instances of the customer record will not necessarily be together, however. If a customer is only listed once after sorting by the Phone field, either Phone 1 or Phone 2 is blank. When the Phone field is included in Quick Lookup at point of sale in preferences, you can look up a customer at POS by entering either Phone 1 or Phone 2 contents into the Cust ID # field, since Phone includes both Phone 1 and Phone 2.
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Retail Pro® 8 User’s Guide Field
Usage
Phone 1 & 2
Two phone numbers, each up to 15 characters, allowing entry of an area code and a notation such as H or WK. (Also see Phone field above.) Note: For easy lookup by phone number, use a consistent format when entering the numbers as you are defining customers. We suggest typing in the area code last so you can quickly find a customer by his or her basic seven-digit number. You can use or omit the hyphen, but you must be consistent in order to be able to look numbers up by phone number. Example: 854-4207 (818) H.
Prc Lvl
Price Level: When using customer pricing, the price level to be suggested on receipts and SOs billed to this customer.
[Rec #]
Record Number: The sequential number of a line item listed in the document item list.
Share
If polling customers, specify whether this customer record should be polled only to the Main (Main Only), polled to the Main and all other participating stations (All Stations), or be omitted when polling (Not Shared). Records flagged as Main Only will also be sent to info stations. Note: The sharing status of customers with a non-zero store credit balance will be set to All Stations during the next polling so their store credit can be available at all stations. Likewise, customers flagged as AR and that were originally set to Not Shared will be set to Main Only during the next polling so that they can be exported to accounting from the Main. SYSTEM PREFERENCES h POINT OF SALE h CUSTOMERS h OPTIONS h Customer Polling: Specify the default sharing status to be suggested for all new customers.
Store Credit
The amount of store credit on account for the customer, automatically updated each time the customer makes a return or purchase tendered by store credit.
[Str/Sta]
Store/Station: Originating store/station where the customer record was added to the customer file. The store/station suggested by default at each workstation can be defined in workstation preferences. This field can be manually edited on the customer record at the Main station only. Customer reports can be filtered by this field. WORKSTATION PREFERENCES h DOCUMENTS h OPTIONS h STORE DEFAULTS h Allow this workstation to define its own default stores: Customers. (Main and backroom stations only) Specify the default store to be suggested as the originating store/station for all new customers created at this workstation. (Refer to Appendix B. Preferences for more information.) Pro Tip: To filter for customers added at the Main, enter Store 000, Station 0.
Tax Area
When using customer tax areas, the tax area to be suggested on receipts and SOs billed to this customer.
Title
Accompanies the customer's name when the full name is used. Examples: Dr., Mrs. SYSTEM PREFERENCES h POINT OF SALE h CUSTOMERS h Customer & Vendor Title Field Names: Specify standard entries to be available for selection in this field.
User-Defined Fields*
Two date fields and six text fields in which you can record any additional information and by which you can search for customers. Index fields. Customer reports can be filtered by these fields. SYSTEM PREFERENCES h POINT OF SALE h CUSTOMERS h USER-DEFINED h Date & Text Field Names: Assign names to all eight fields and predefine a list of standard entries for the text fields. Free-form entries will still be allowed in these fields.
ZIP
ZIP code or other postal code, up to 10 characters (e.g., 12345-6789). SYSTEM PREFERENCES h POINT OF SALE h CUSTOMERS h ZIP/POSTAL CODE h Use ZIP/Postal Code to lookup city/state: 5 Select to write the corresponding city, state, and/or country data to the specified address field(s). SYSTEM PREFERENCES h INTERNATIONAL h ZIP/Postal Code position: Specify whether ZIP codes will be printed before Address 2 or after Address 3.
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Customer Menu Buttons Customer Button
Description Cancel the current Filtered View.
Click to display a dialog where you can enter the customer’s credit card number and expiration date. Click to display a dialog where you can scan the customer’s driver’s license.
Click to deactivate the customer.
Display the Filtered View dialog, where you can define criteria for filtering records. Display the Filtered View dialog, where you can define criteria for filtering records. Click to access customer sales history and order history.
Click to move the cursor to the Image field.
Click to move to the next page.
Click to move to the previous page.
Print mailing labels for customers.
Click to show the customer’s entire card number. Note: You must belong to an employee group that is assigned the appropriate security permission.
Display a menu where you can Zoom In or Zoom Out on the current view.
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Adding a Customer To add a new customer: 1. Select POS from the top menu, and then select Customers from the side menu. Result: Customers are displayed in List View. 7. Click the New button. Result: A new customer form is displayed, ready for editing.
8. Enter information in the available customer fields. (Refer to the Customer Fields section of this chapter.) 9. Click Save ().
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Pro Tip: ZIP Code Lookup If you have set up your system to use ZIP/Postal Code Lookup, entering the ZIP code will automatically write the corresponding city, state, and/or country information on the customer record (see usage for the ZIP field described previously in the customer fields table). If you enter a nine-digit zip code, such as 12345-6789, including the hyphen, the system will ignore the four-digit extension and look for an entry that matches the first five digits.
Use Copy and Paste to Add a Customer When entering a new customer into the customer file, you may want many of the fields to be the same as in another customer’s record. You can utilize the COPY and PASTE functions to help you do this. 1. In either List View (highlighting the record to be copied) or Form View (displaying the record to be copied), select COPY () from the top menu.
10. Select NEW ().
11. Select PASTE () to copy all fields to a new customer record. Here you can change the contents of the fields that are different from the previous record. 12. Select SAVE ().
Find a Customer Record See Find an Existing Data Record section in Chapter 2. Basics
Edit a Customer Record See Edit an Existing Data Record section in Chapter 2. Basics
Preferences: Editing Cust ID Field SYSTEM PREFERENCES h POINT OF SALE h CUSTOMERS h OPTIONS: 5 Allow editing of Customer ID & Allow duplicate Customer IDs. Select to allow user to edit the Cust ID field and to allow use of duplicate Customer IDs, respectively. You might allow this feature to assign several members of a family the same Customer ID, as an example.
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Note: Editing Store Credit If you edit store credit for a customer the program will create a store credit adjustment receipt (the amount is shown as a negative amount in the Fee field with an entry of S/C_Adj as the fee type).
Customer Pricing Some stores use different price levels to record their retail, wholesale, and discount prices. Prices from one price level might be used for sales to employees, prices from a different level might be used for wholesale accounts, and so on. Customer pricing specifies the price level to be automatically suggested on all receipts and SOs billed to that customer. This option is enabled in preferences. 1. In the appropriate customer record, click the Edit button. 2. Select the desired price level from the drop-down list in the Prc Lvl field. 3. Click the Save button.
Preferences: Individual Customer Pricing SYSTEM PREFERENCES h POINT OF SALE h PRICE/DISCOUNTS h OPTIONS: Use customer defined price levels: 5 = enable customer pricing. Note: Customer Price Level Customer pricing may be overridden if the user manually changes price level information on a document. The customer pricing feature only sets the price level at the time the customer is added to the document. Any manipulation of the price level after that may cancel out the customer price level.
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Customer Discounts Customer discounts are automatically applied to all items listed on a document billed to that customer. These discounts are defined in Customers. To define a customer discount: 1. In the appropriate customer record, click the Edit button, and then enter a number (without %) in the Customer Disc % field. This number will be the percentage that is automatically discounted from the current price of all items when the customer is added to a receipt or an SO. Note: Customer Discounts Cancel Previous Document Discounts Adding a customer with an assigned customer discount to a document that already has discounts applied (whether to individual items or a global discount) results in the cancellation of the other discounts. For example, let’s say customer James Johnson has a 10% customer discount assigned, and he purchases an item that is 15% off. If you first list the item on the receipt, THEN add Johnson as the Bill To customer, the 15% item discount will be overwritten by Johnson’s 10% customer discount. On the other hand, if you list Johnson on the document first, and then list the item, the item discount will be applied, overwriting the assigned customer discount. Note: Cashier Changing the Customer Discount A cashier's ability to edit a customer discount is limited by that cashier's discount maximum as defined in system preferences. The cashier can edit the discount, but the new discount cannot exceed the cashier's allowed discount maximum (even if the customer discount was higher than the cashier's allowed discount). Define maximum cashier discounts at OPTIONS h SYSTEM PREFERENCES h EMPLOYEES.
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Use Customer Tax Areas The customer tax area specifies the tax area to be automatically suggested on all receipts and SOs billed to that customer. The tax areas are defined in preferences. 1. In the appropriate customer record, select the desired tax area from the drop-down list in the Tax Area field.
Preferences: Adding a New Tax Area SYSTEM PREFERENCES h TAXES h TAX AREAS h Tax Area Layout: Add a new tax area and specify its options and rates. Note: Customer Tax Area Customer tax areas may be overridden if the user manually changes tax area information on a document. The customer tax area feature only sets the tax area at the time the customer is added to the document. Any manipulation of the tax area after that may cancel out the customer tax area.
Assign a Shipping Priority to a Customer The shipping priority assigned to a customer will be used on all SOs subsequently billed to that customer. 1. Enter a priority code, in upper- or lower-case, anywhere in either of the customer’s Info fields. Code
Priority
PR:H
High
PR:M
Medium
PR:L
Low
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Sharing Customer Records If you use polling to exchange information between separate Retail Pro stations (see Chapter 15. Polling for more information), you can optionally share customer records at one station with other stations. Sharing a customer record sends a copy of the record to other stations. These stations will then be able view the record and conduct typical functions such as editing customer information or referencing the customer on a receipt. The customer record is kept up-to-date across stations via the polling process. You can share all or only some of your customer records, and you can choose to share each individual record with all other stations or just the Main station. To define sharing status for a customer record: 1. Highlight or display the appropriate customer record. 2. From the drop-down list in the Share field, select one of the following: All stations
Poll the customer record to the Main and all other participating stations.
Main only
Poll the customer record to the Main only.
Not shared
Do not poll the customer record.
13. Click the Save button. (If the Share field is not currently displayed, you can add it via Page Manager or Page Designer. Refer to Appendix A. Interface Design for more information.) Deleting a shared customer record differs slightly from deleting a customer record that is not shared. Preferences: Default Sharing Status SYSTEM PREFERENCES h POINT OF SALE h CUSTOMERS h OPTIONS h Customer Polling: Specify the default sharing status to be suggested for all new customers. Note: Automatic Sharing Status The sharing status of customers with a non-zero store credit balance will be set to All Stations during the next polling so their store credit can be available at all stations. Likewise, customers flagged as AR and that were originally set to Not Shared will be set to Main Only during the next polling so that they can be exported to accounting from the Main.
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Deactivate a Customer Record 1. Highlight or display the customer record and select DEACTIVATE CUSTOMER from the side menu.
To make the customer active again, select ACTIVATE CUSTOMER from the side menu.
Note: Editing Inactive Customer Records Inactive customer records cannot be edited. Note: Inactive Customer at POS Manually writing an inactive customer on a receipt or an SO will trigger an alert. However, you can choose to use the customer anyway. (Retail Pro does not check customer status when bringing the customer from an SO to a receipt.) Note: Inactive Customers in Reports Inactive customers can be selectively included or excluded when printing customer lists and labels in Reports.
Delete a Customer Record The process for deleting a customer record will vary depending on whether you use polling and, if you do use polling, the status of the Share flag in the individual record. (Refer to Chapter 15. Polling for more information on the polling process.) To delete a customer record if you do not use polling, or, if you use polling and the customer record has the Share flag set to NOT SHARED: 1. Highlight or display the customer record and select DELETE (). 2. Select YES if a confirmation dialog is displayed. The record is deleted immediately. Preferences: Delete Confirmation SYSTEM PREFERENCES h SYSTEM h Edit and Delete Confirmation: 5 Select to receive confirmation dialog for edit and delete actions in all program areas, including Customers.
To delete a customer record if polling and the Share flag is set to MAIN ONLY or ALL STATIONS: 1. Highlight or display the customer record and select DELETE () from the top menu. Select OK in the confirmation dialog displayed. In this case, the customer record is not actually deleted until polling is conducted. Instead, the MARKED FOR DELETION flag is automatically selected for the record. The next time polling occurs, the record will be deleted at all applicable stations. Until then, the record is visible and fully editable.
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Maintain In-Store Charge Accounts When using in-store charge accounts, pertinent information can be exchanged between Retail Pro and several accounting packages via the Retail Pro accounting link applications. The following customer fields are typically used when exchanging data with accounting packages: Chrg Limit:
The maximum charge balance allowed for the customer, manually updated or imported from the accounting package. See preference below regarding allowing charges against a zero charge limit.
Chrg Bal:
The customer’s current balance, manually updated or imported from the accounting package. It is not updated by the system when updating a receipt.
AR:
The customer’s export status. Export = Export this customer record to Accounting. After the initial export, the system will update the AR field for the record to Yes. Yes = Export receipts for the customer to AR. No = Do not report any information for this customer.
Info 1/2:
Account aging status imported from Accounting.
Preferences: Credit Limits for In-Store Charge Accounts SYSTEM PREFERENCES h POINT OF SALE h RECEIPTS h OPTIONS: 5 Check charge balance. Select if you want Retail Pro to check a customer’s available credit (Chrg Limit minus Chrg Bal) when tendering a sale by Charge. If the credit available is insufficient, Retail Pro will alert the cashier but allow the sale to be completed. Preferences: Charge Tender Availability SYSTEM PREFERENCES h CUSTOMERS h OPTIONS: 5 Limit Charge tender to AR customers only. Select to make the Charge tender available only if a Bill To customer with the AR flag set to Yes or Export is listed on a receipt or sales order. Default is to allow charge tender for all customers (not selected). Preferences: Charge Tender Zero Balance Limit SYSTEM PREFERENCES h CUSTOMERS h OPTIONS: 5 Allow charges against Charge Limit of zero. Select to allow charges to customers whose charge limit is zero. Typically, this would be used in conjunction with the preference above to allow immediate charges to new customers whose AR flag is set to Yes or Export, but for whom no charge limit is yet set. Default is to not allow charges against a zero limit (not selected). Preferences: Not Allowing Duplicate Customer Names SYSTEM PREFERENCES h CUSTOMERS h OPTIONS: 5 Prevent duplicate customer names. Select to prevent duplicate first and last customer names. Some accounting packages, such as QuickBooks, do not allow duplicate names. Users of these accounting packages should enable this switch. Default is to allow duplicate names (not selected).
For more information on Retail Pro accounting link applications, contact your Retail Pro dealer.
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Adding a Customer to a Document A customer can be added on a receipt or an SO in a number of ways, but the customer must be recorded in the customer file before being written on a document (with the exception of a dedicated SO customer, explained below). However, it is easy to add a new customer at point of sale. A Bill To customer can be recorded on any POS document. Some stores require a Bill To customer on a return receipt. Preferences: Requiring a Bill-To Customer on Return Receipts SYSTEM PREFERENCES h POINT OF SALE h RECEIPTS h Require customer field entries for Return Receipts: 5 Select to require a Bill To customer for return receipts.
On an SO, if using the customer file to write a customer on the document, the Bill To customer information will automatically be copied to the Ship To customer fields, but can be changed. A Ship To customer can also be recorded on a receipt, assuming the Ship To Cust # field is included in the receipt layout. If it is not, it can always be added via Page Designer. Other Ship To fields can optionally be added to the receipt as well, if needed.
Note: When a Receipt References an SO When a receipt references an SO, Retail Pro will automatically copy the SO Bill To customer to the receipt Bill To customer, and the SO Ship To customer to the receipt Ship To customer.
Using Customer Quick Lookup from a Document Customers are indexed by seven standard index fields plus any of the eight user-defined fields to which you assigned a name in preferences. Any or all of these indexes can be used for Quick Lookup at point of sale from a document. When looking up by Phone, Info, or Mark (each of these index fields is the combination of two fields), you can look a customer up by entering information found in either of the combined fields. 1. Enter the entire or the first few characters of the contents of any of the customer fields chosen for Quick Lookup, such as Last, First (Name), Phone, or Cust ID, in the Bill To Cust # or Ship To Cust # field. If Retail Pro finds an exact match, that customer will be written on the document. However, if there is not an exact match, you will be taken to the customer file, where you can proceed as you would in the procedures described below. Preferences: Customer Fields Used for Quick Lookup SYSTEM PREFERENCES h POINT OF SALE h CUSTOMERS h Customer fields used in quick lookup at POS: Select the customer fields to use for Quick Lookup at point of sale, and arrange the fields in the order that you would like Retail Pro to search them. Note: Quick Lookup by Both Last and First Names To look a customer up by both last and first names (as you might if a customer has a last name in common with other customers), enter the last name followed by a comma or a space and all or part of the first name. In general, however, a customer can be looked up by entering only the last name.
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Retail Pro® 8 User’s Guide Note: Using Duplicate Customer IDs If you assign duplicate IDs, then any time you write a customer to a receipt or an SO by entering a nonunique Customer ID, the system will take you to the customer file, where you can select the correct customer. Pro Tip: Using Customer ID cards Using Document Designer, you can design and print ID cards that contain a unique customer identification number in barcode format. Then, customers can be looked up at POS by scanning their barcoded cards.
Finding and Then Writing a Customer on a Document To scroll through customer list: 1. Select () in the Bill To Cust # or Ship To Cust # field. You will automatically be taken to the customer file. 2. Using or in List View, or or in Form View, scroll until you have located the correct customer record and highlight or display it. Select OK or press and the customer will be written on the document. To use Search in the customer file: 1. Press in the Bill To Cust # or Ship To Cust # field. You will automatically be taken to the Sort By window in the customer file. Select an index by which to search the customer record. OR () in the Bill To Cust # or Ship To Cust # field. You will automatically be Select taken to the customer file. Select the index field column by which you want to search by clicking or touching the header of the column (the header must have a “ ” next to its name). If the header has a “V” next to its name, the records are currently sorted by that field.
14. Begin typing your search criteria. The characters will appear in the Search field on the top left of the screen. As you type, the system will move to the first available match in the record list. 15. When you have found and highlighted the correct customer record, select OK or press and the customer will be written on the document.
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Retail Pro® 8 User’s Guide To use Filtered View in the customer file: 1. Select () in the Bill To Cust # or Ship To Cust # field. You will automatically be taken to the customer file. 2. Select FILTERED VIEW from the side menu. 3. Type in the criteria by which you want to search, such as Cust ID, First (Name), or Phone, in the proper fields. The system will pull up all the records that match those criteria. 4. When you have found and highlighted the correct customer record, select OK () and the customer will be written on the document. Note: Former Filter Criteria The search criteria set from your last successful search are kept and displayed when accessing Filtered View. If you want to use different criteria in a new search, the former criteria must be cleared. Pro Tip: The Current Customer If a customer is already written on a document, pressing or selecting in the Bill To Cust # or Ship To Cust # field will take you directly to that customer’s record in the file.
Adding a New Customer at POS 1. Enter the customer file from the document by pressing or selecting in the Bill To Cust # or Ship To Cust # field. You will automatically be taken to the customer file. 2. Select NEW (). 3. Enter the information for the new customer and select SAVE (). 4. Select OK or press to write that customer on the document. Note: Correcting a Customer’s Record at POS To correct a customer’s record at POS, enter the customer file as explained above and select EDIT (). Edit the data that needs to be corrected and select SAVE (). Selecting OK or pressing after saving will write the corrected customer information on the document.
Dedicated SO Customers You can enter a customer on an SO without involving the customer file at all. This type of customer is called a dedicated SO customer. (Refer to Chapter 12. Sales Orders for more information.) 1. Bypass the Bill To Cust # or Ship To Cust # field and type the customer information manually. The Bill To customer information will not be copied automatically to the Ship To customer fields when entering the name of a dedicated SO customer. The Ship To information must also be entered manually.
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Customer History In addition to being able to track the purchases made by any customer using a variety of sales reports in Reports (if you record customer names on receipts), you are able to instantly access a customer’s sales history and SO history, as well as search the customer’s history for a particular entry. You can also reverse or copy a former receipt from the customer’s history record, as long as the receipt was made within the time period set in preferences. To access customer history: 1. Select a customer whose history you would like to view. 2. Select HISTORY from the side menu. 3. Select either SALES HISTORY or SO HISTORY from the side menu.
Preferences: Customer History Period SYSTEM PREFERENCES h POINT OF SALE h CUSTOMERS h OPTIONS: Number of prior months to include period totals. Enter the number of prior months to include in the sales and SO history. When you view customer history, only the months included in the period chosen here will be displayed.
Sales History Sales History displays the former receipts of the selected customer in the designated history period. The display is separated into three panes.
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Retail Pro® 8 User’s Guide Receipt Totals: The Receipt Totals pane, always displayed in Form View, summarizes information from all included sales and return receipts. The fields shown on the next page are all available in the Receipt Totals pane. (Refer to Appendix A. Interface Design for information on designing this pane.) Field
Usage
Avg $/Receipt
The average $ purchased per receipt.
Discount $
The total item and receipt discounts given on the included receipts.
Units Purchased
The total number of units sold on the included receipts.
Units Returned
The total number of units returned on the included receipts.
History Date Range
The date range for included receipts (as defined in preferences).
First
The customer’s first name.
Last
The customer’s last name.
Full Name
The customer’s title, first name, and last name.
Purchase $
The sum of the totals for the included sales receipts.
Return $
The sum of the totals for the included return receipts.
Return Receipt Count
The number of return receipts on file for this customer.
Sales Receipt Count
The number of sales receipts on file for this customer.
Total Receipt Count
The total number of receipts on file for this customer.
Receipt List: The Receipt List pane displays all included receipts made for the customer, sorted in reverse chronological order. All the fields available in this pane are the same that are available for receipts in Receipts. (Refer to Chapter 10. Recording Sales & Returns, the Receipts fields section, and Appendix A. Interface Design for more information on these fields and how to design this pane.) Receipt Item List: The Receipt Item List pane displays, in List View, a breakdown of the individual items listed on the receipt that is selected in the Receipt List pane. All the fields available in this pane are the same that are available in the receipt document item list in Receipts. To search customer history: You can search a customer’s history (either sales or SOs) for a particular string of characters. Retail Pro searches both document information and information for the individual items listed on documents for a matching string. 1. Display Sales or SO History for the appropriate customer. 2. Select FIND from the side menu. 3. Type in a search string and select OK. Retail Pro will highlight the first document or item that contains the string. 4. To find the next document/item containing the string, select FIND NEXT from the side menu. Note that Retail Pro will highlight the appropriate document/item even if the string is found in a field that is not currently displayed on screen. Copyright © 2009 Retail Pro. All rights reserved. 458
Retail Pro® 8 User’s Guide To copy a receipt: The receipts listed in the Receipts List pane can be copied into a new receipt. You may choose to use this feature, for example, if a customer wants to return some of the items on a receipt or to create a corrected receipt after reversing a former receipt. 1. Select the receipt that recorded the sale of the items the customer is returning. 2. Select COPY from the top menu. A new receipt, with full editing capability, is created identical to the original, but with a new receipt number. 3. Change the Receipt Type field to RETURN. 4. Delete or change the quantity of any items that are not being returned on this receipt. 5. Tender and update the receipt, as usual. (Refer to Chapter 10. Recording Sales & Returns for more information on receipts.)
To reverse a receipt: The receipts listed in the Receipt List pane can be reversed. 1. Select the receipt you would like to reverse. 2. Select REVERSE from the top menu. 3. Select the appropriate associate and enter any needed comments in the Reversing Document dialog that is displayed. Select OK. A new receipt is created that reverses the effects of the original receipt. The original receipt’s status becomes “Reversed.” (For more information about reversing receipts, refer to Chapter 10. Recording Sales & Returns.)
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SO History SO History displays the active sales orders (those that have not been deleted and archived) of the selected customer for the designated history period. This display is also separated into three panes.
SO Totals: The SO Totals pane, always displayed in Form View, summarizes information from all included SOs. The fields shown below are all available in the SO Totals pane. (Refer to Appendix A. Interface Design for more information on designing this pane.) Field
Usage
Avg $/Sales Order
The average $ ordered per SO.
$ On Order
The total value of all units ordered on the included SOs.
Units Ordered
The total number of units ordered on the included SOs.
Units Sent
The total number of units already receipted for the included SOs.
History Date Range
The date range for included SOs (as defined in preferences).
First
The customer’s first name.
Last
The customer’s last name.
Full Name
The customer’s title, first name, and last name.
Discount $
The total item and SO discounts given on the included SOs.
Total Deposit Balance
The sum of the totals of all deposits received minus any deposit amounts already used for the included SOs.
Total Balance Due
The sum of all balances currently due on the included SOs.
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Retail Pro® 8 User’s Guide SO List: The SO List pane displays, in List View, all included SOs made for the customer, sorted in reverse chronological order. All the fields available in this pane are the same that are available for SOs in Sales Orders. (Refer to Chapter 12. Sales Orders, the Sales Orders fields section, and Appendix A. Interface Design for more information on these fields and how to design this pane.) SO Item List: The SO Item List pane displays, in List View, a breakdown of the individual items listed on the SO that is selected in the SO List pane. All the fields available in this pane are the same that are available in the sales order document item list in Sales Orders. (Refer to Chapter 12. Sales Orders and Appendix A. Interface Design for more information on these fields and how to design this pane.)
Note: Archived SOs If you want an SO to appear in SO History, do not delete and archive it.
To search SO History: Follow the instructions for searching customer history in the Sales History section.
Printing Customer Records See Printing Records section of Chapter 2. Basics of the Retail Pro 9 User’s Guide.
Print a Mailing or Shipping Label The PRINT LABELS option prints individual shipping labels and mailing labels, as well as customer name labels and other labels you can design in Document Designer. Bulk mailing labels can be printed for a selected group of customers in Reports. See Printing Labels in Chapter 2. Basics for instructions. Pro Tip: Printing Customer IDs on Labels Using Document Designer, you can print customer mailing labels that can include the Customer ID in barcode and human-readable form. Pro Tip: Customer Identification Cards Some stores print and laminate mailing labels for use as customer identification cards. If the label includes the customer's Retail Pro Customer ID in barcode, then a cashier can scan the barcode to quickly write the customer on a document or find the customer's record in the customer file.
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Storing Credit Card Numbers You can enter a credit card number and expiration date in a customer's record, significantly reducing credit card transaction times. When you have credit card information defined for a customer, and you list that customer on a receipt and select credit card as the tender, you don’t even have to swipe the card; Retail Pro alerts you and asks if you want to use the card information from the customer record. To enter customer credit card information: 1. Select POS > Customers from the Home Screen. 2. Select or display the customer for whom you want to enter credit card information. 3. Click Edit () on the top menu. 4. Click the Customer CC button on the side menu. Result: The Customer Credit Card dialog displays.
5. Swipe the card or manually enter the following information: Credit Card Number: Enter the number without hyphens or dashes. Example:
4388575020234789 Card Expiration Date: Enter the two-digit month and last two digits of the year Example:
01/07 16. Click OK to close the dialog 17. Click Save () on the top menu.
Security for Credit Card Numbers To add or modify credit card information in customer records, you must belong to a group that is assigned the following security permission in Security Administrator: Area: Retail Pro > Retail Pro v8 > POS > Add/Modify Credit Card To see the entire credit card number in Customer List View or on Receipts, you must belong to a group that is assigned the following security permission in Security Administrator: Copyright © 2009 Retail Pro. All rights reserved. 462
Retail Pro® 8 User’s Guide Area: Retail Pro > Retail Pro v8 > POS > EFT – See Card Number
Using Credit Card Information on a Receipt When you list a customer with defined credit card information on a receipt and select Credit Card as the Tender type, Retail Pro asks if you want to use the credit card data on file for the customer. Click Yes and Retail Pro will automatically enter the Credit Card Number and Card Expiration Date.
Transferring Credit Card Information from Retail Pro 8 to 9 The Enterprise Communications Manager (ECM) communicates credit card information from a Retail Pro 8 BTF database to a Retail Pro 9 Oracle database. All credit card information is encrypted before it is sent.
Reading Driver's Licenses A quick way to enter a customer’s name and address in a new customer record is to scan the customer’s driver’s license. Retail Pro reads the information encoded in the strip on the back of the license and enters it in the Name and Address.
To read a driver’s license: 1. Select POS > Customers from the Retail Pro Home Screen. 2. Select New () from the top menu. 3. Select Customer License from the side menu. Result: The Customer License dialog displays.
4. Scan the license, and then click OK. 5. Select Save () from the top menu. Copyright © 2009 Retail Pro. All rights reserved. 463
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Database File 2Gb Limit The B-Tree Filer database used by Retail Pro 8 can store a tremendous amount of data; however, there are limitations. B-Tree Filer has a 2 gigabyte (Gb) limit on data. The most common situation in which this 2Gb limit has an impact is when: Importing a customer record file that exceeds 2Gb into Retail Pro from a CRM or other system Current customer file reaches the 2Gb size limit Importing a File that Exceeds 2Gb If you try to import a customer file into Retail Pro from a CRM or other system, and that file exceeds 2Gb, The file will not import into Retail Pro unless the amount of data is trimmed to a composite file size that is less than 2Gb in size. To avoid this, make sure the CRM application can purge older customers and/or trim customers that have a small amount of history prior to import. Current File Reaches 2Gb Limit If your current Retail Pro 8 customer file reaches the 2Gb limit, a well thought out review of the customer information you have retained in the Retail Pro system may have to be done. Removing older, inactive customers might reduce your customer file enough to be well under the 2Gb limitation. Your business partner can help in making a determination as to what can and cannot be done to remove invalid customer data.
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Chapter 10. Recording Sales and Returns About Receipts There are two primary receipt types in Retail Pro. Sales receipts provide a permanent record of merchandise sold from inventory and return receipts record the return of merchandise to inventory. Both primary receipt types are created using a single receipt form and both, after updating, are listed in the receipt history for the current month (former receipts). Receipts are permanent transactional documents that can be edited or reversed, but never deleted. Throughout this chapter, we will use the term receipt to refer to both sales and return receipts. The complete names will be used only when discussing procedures or information that applies only to one type or the other. Several other receipt types are available in Retail Pro for tracking and security purposes. Lost sale receipts are used to provide a record of sales not made for one reason or another; check in/check out receipts can be used to record employees’ hours on the job; and high security receipts are used to provide a permanent record of security occurrences, such as opening of the cash drawer, exiting a receipt in progress, or rebooting the system. Tracking Sales and Returns There are two options for using receipts to track and report sales and returns: Option 1: To track sales and returns separately, record all merchandise sold on sales receipts and
all merchandise returned on return receipts. Option 2: To track net sales instead, record returns on sales receipts as negative quantities.
Note: Backup Point of Sale (Offline Ticketing) Workstations accessing Retail Pro over a network depend on the program files stored on the network server for functioning. Retail Pro offers backup point of sale, an important emergency feature that allows a workstation to continue recording sales and performing basic point of sale operations even when it loses its connection to the network. This preserves sales during periods of technical difficulty. Refer to Technical Supplement E6. Offline Mode for more information about backup point of sale.
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Receipt Security Security settings and preferences control the availability of many of the procedures in Receipts. If a feature is not available to you, check the security settings outlined in this section and the preference settings covered in Appendix B. Where appropriate, settings specific to a particular feature are discussed in the section pertaining to that feature. Permission
Description
POS Access
Allows group members to access the POS functions of Retail Pro.
Change day of date on documents
Allows group members to change the date on receipts and sales orders.
Check in/out
Allows group members to access the Check In/Check Out area.
View check in/out status – Change logged in status
Allows group members to view and change the logged in status of users.
Check override
Allows group members to perform an override on check transactions.
See cost fields
Allows group members to see cost-related fields.
Break kit
Allows group members to break kits.
Customer – Add
Allows group members to add new customers.
Customer - Edit
Allows group members to edit customer records
Customer – Access Continuous Edit Mode
Allows group members to use continuous edit mode on customer records.
Customer - Delete
Allows group members to delete customer records.
Customer – Change customer ID
Allows group members to change the customer ID on customer records.
Customer – modify store credit /credit limit/credit used
Allows group members to modify a customers Store Credit, Credit Limit, and/or Credit Used fields.
Customer – change tax info
Allows group members to change a customer’s tax area.
Customer – change price level
Allows group members to change a customer’s price level.
Allow inactive customer on documents
Allows group members to list inactive customers on receipts and sales orders.
Customer – Edit Customer Disc%
Allows group members to edit the Discount % for customers.
Access Cash Drop
Allows group members to access the Cash Drop feature.
Items – Allow None as discount type
Allows group members to select “None” as a discount type when applying a discount to items.
Customer – Edit store/station
Allows group members to edit a customer’s Store/Station information.
Customer – edit last sale date
Allows group members to edit the Last Sale Date field on customer records.
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Description
Customer – Allow export of List View
Allows group members to export the customer list to Excel, PDF, etc.
Customer – Add/modify credit card
Allows group members to add/modify credit cards for customers.
EFT – Activate Gift Card
Allows group members to activate gift cards.
EFT – Deactivate Gift Card
Allows group members to deactivate gift cards.
EFT – Increase Gift Card Funds
Allows group members to increase the amount of funds available on gift cards.
EFT – Force Authorization
Allows group members to force authorization for EFT transactions.
EFT – See Card Number
Allows group members to click the Show Card Number button to view the full credit card number. Note: This security permission must be tightly controlled for compliance with Payment Card Industry Data Security Standards. Retail Pro logs all instances when a user views a full credit card number. Reference: See Retail Pro 2009 PABP Best Practices Guide
Receipts Hold/unhold
Allows group members to hold/unhold receipts.
Make a receipt
Allows group members to create new receipts by clicking the New or Copy buttons.
Make a return receipt
Allows group members to create new return receipts.
Access choose items
Allows group members to access the “Choose Items” button for selecting items from inventory.
Open cash drawer (no sale)
Allows group members to open the cash drawer without performing a sale.
Edit/Add items
Allows group members to edit or add items to inventory while making receipts.
Items – Allow negative quantity
Allows group members to list items with a negative quantity on receipts.
Items – change price
Allows group members to change item prices on receipts.
Items – edit extended information
Allows group members to edit item extended fields (UDF, Aux, etc.).
Items – edit descriptive information
Allows group members to edit item descriptions (Desc 1-Desc 4).
Items – delete line item
Allows group members to delete items from receipts.
Items – change tax code
Allows group members to change the tax code of items on receipts.
Items – change price level
Allows group members to change the price level of items on receipts.
Change receipt price level
Allows group members to change the Price Level field on receipts.
Change receipt tax area
Allows group members to change the Tax Area field on receipts.
Change receipt tax percentage
Allows group members to change the Tax % on receipts.
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Description
Global discount
Allows group members to enter global discounts on receipts. Global discounts are applied to the entire receipt and can optionally be spread proportionally among items.
Credit limit override
Allows group members to perform an override of a customer’s credit limit.
Update only
Allows group members to use the Update Only button to update a receipt without printing it.
Direct editing total
Allows group members to edit the Total field on receipts.
Change associate
Allows group members to change the Associate on receipts.
Change cashier
Allows group members to change the Cashier on receipts.
Change store number
Allows group members to change the Store on receipts.
Change Station ID
Allows group members to change the Station on receipts.
Allow discard
Allows group members to discard a receipt when cancelling.
Override return receipt tender
Allows group members to override the tender on a return receipt. That is, use a different tender for the return than was used for the original purchase.
Make a lost sale receipt
Allows group members to create a lost sale receipt when cancelling a sale.
Items – allow override of item-based Maximum Discount %
Allows group members to enter a Discount % for items that exceeds the Maximum Discount % defined in the item’s inventory record.
Print a Held Receipt
Allows group members to print held receipts.
Restrict Doc Qty to current Qty OH
If selected, group members cannot list a Doc Qty that exceeds the item’s current On Hand quantity.
Restrict Doc Qty to current Avail OH
If selected, group members cannot list a Doc Qty that exceeds the item’s current Available quantity.
Former Receipts Access
Allows group members to access the Former Receipts area.
Change Month
Allows group members to select the Month button to select a different month’s file.
Edit
Allows group members to edit former receipts.
Edit items
Allows group members to edit items on former receipts.
Edit accounting marks
Allows group members to edit accounting marks on former receipts.
Copy
Allows group members to copy former receipts.
Cancel/Uncancel
Allows group members to cancel/uncancel former receipts.
Reverse
Allows group members to reverse former receipts.
Change Store Number
Allows group members to change the store number on former receipts.
Change Station ID
Allows group members to change the station on former receipts.
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Security Preferences at POS Preferences: Security Preferences W/S PREFERENCES h PERIPHERALS h CASH DRAWER: Specify the cash drawer port, tender types that open the drawer, the timing of drawer opening, control codes to open the drawer, and other cash drawer options. W/S PREFERENCES h PERIPHERALS h CASH DRAWER: 5 Use cashier drawers. Select to enable using up to 5 cashier drawers at this workstation. Each cashier’s drawer number is defined in system preferences (see below). SYSTEM PREFERENCES h EMPLOYEES h Options: 5 Use defined employees. Select to require employee name/code entry on all documents, except POs and TOs. SYSTEM PREFERENCES h EMPLOYEES h Options: 5 High security on receipts and sales orders. Select to require employees to log in for every new receipt and/or sales order. Updating, canceling or discarding a receipt or sales order logs off the current user and opens the logon dialog. SYSTEM PREFERENCES h EMPLOYEES h Employees: Define cash drawer number for each cashier (if using multiple cash drawers). A sale made by an employee will open only his/her assigned drawer. SYSTEM PREFERENCES h EMPLOYEES h Employees: Assign a maximum discount percentage each employee is allowed to give when creating receipts or sales orders. SYSTEM PREFERENCES h POINT OF SALE h Create a security receipt when: 5 . A security receipt can be generated whenever the cash drawer is opened, a receipt is exited and discarded, and/or when the system is rebooted by selecting that activity. SYSTEM PREFERENCES h POINT OF SALE h TENDER REQUIREMENTS h Customer information required for tender: 5 . Select those tenders that require a Bill To customer entry for 5 Tender and/or 5 Change. Also select those customer fields that are 5 Required when the selected tender is used as payment and/or given as change. If you attempt to tender a sale without the required information a warning dialog is displayed alerting you to record the information. SYSTEM PREFERENCES h POINT OF SALE h RECEIPTS h Require customer field entries for: 5 Return Receipts. Select if the cashier must record a customer on a receipt before updating a return receipt.
Accessing Receipts 1. Select POS from the top menu. 2. Select RECEIPTS from the side menu. Depending on your security settings, you may see the sales history list for the current month or the receipt form design ready for starting a new receipt. If you start in the sales history list, select NEW from the top menu. Your view will switch to a blank receipt in Form View.
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Working with Receipts Views Receipts can be viewed in either List View or Form View. List View displays the former receipts that were made in the current or a selected month. These history documents can be viewed in Form View as well. Form View is always used when creating new receipts or editing former receipts.
Note: View Layouts The layouts shown below show an example of possible layouts for List and Form View in Receipts. As in all areas of Retail Pro, you can customize layouts to meet your specific needs. (Refer to Appendix A. Interface Design for information on customizing your layouts.)
To toggle between the two views, select either FORM or LIST () from the top menu. Sample List View:
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Retail Pro® 8 User’s Guide Sample Form View:
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Completing a Basic Receipt Navigate through the receipt form to complete the following fields. This procedure assumes the default layout previously shown. Remember that your receipt form and fields may vary from the default used for this discussion, depending on your program settings. Refer to subsequent sections for detailed information on each receipt field—those shown here as well as all others— and other components of completing a receipt. 1. Click the New button. Result: A new receipt form is displayed. 3. Enter the Bill To/Ship To Customer information as needed. 4. Enter a Cashier – by default the Cashier field will be populated with the logged-on user’s name (or employee code). Depending on security settings, you may be able to change the cashier at the time of sale. 5. Enter an Associate – by default this field is populated by the logged-on user if security is used. 6. In the Item # field, list items to be sold by any of these methods: Enter the Item #, UPC # or ALU by keyboard, touchscreen or barcode reader. Use CHOOSE ITEMS from the side menu to go to inventory to locate and enter items. Note: Your settings in preferences will determine which methods are available. 7. Edit individual item quantity, prices, discounts, tax, etc., as necessary. 8. Enter amounts for any fees, global discounts, or taxes. 9. Select TENDER () from the side menu to go to the Tender screen. 10. Enter tender amounts and type(s); enter any additional information required. 11. Select UPDATE ONLY () to update the receipt, or PRINT/UPDATE () to print and update.
Holding Receipts To hold a receipt, click the Hold button before updating the receipt.
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Canceling, & Discarding Receipts To cancel or discard a receipt in progress: (Rights controlled by Security Administrator) 1. Select CANCEL from the top menu or press . Result: A confirmation dialog is displayed.
2. From the dialog displayed, select: To discard the receipt, normally without keeping a copy in sales history. A discarded receipt does not affect inventory, customer records, or a referenced SO. A permanent record of the receipt can optionally be created in the sales history file by setting preferences to record a security receipt anytime a receipt in progress is exited. Security receipts have a receipt number of zero (0) and the Receipt Type is recorded as High Security.
DISCARD
RETURN TO RECEIPT
To exit the dialog and return to the receipt, keeping it active.
Preferences: Security Receipt for Exiting a Receipt in Progress SYSTEM PREFERENCES h POINT OF SALE h Create a Security Receipt when: 5 Receipt in progress is exited. Select to create a High Security receipt when the user exits an in-progress receipt.
To record a lost sale: Lost sales receipts are used to record sales that, for one reason or another, were not completed. They can also be used to record customer requests for items that were not available, provided the item is defined in inventory. A lost sale receipt can also be made when deleting an unfilled SO, if set to do so in preferences. Updating a lost sale receipt has no effect on inventory. 1. In the Receipt Type field select LOST SALE. 2. List the items and quantities that were not sold. 3. Optionally record a comment explaining the lost sale. 4. Go to the Tender screen. The tender type is automatically shown as cash and the receipt is immediately ready to update/print. 5. Update/print the receipt. Preferences: Lost Sale Receipt From Deletion of Unfilled SO SYSTEM PREFERENCES h POINT OF SALE h SALES ORDERS h Allow a Lost Sale Receipt when deleting unfilled SOs: 5 Select to enable creating lost sale receipts when the user deletes an SO with a nonzero Unfilled %.
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Receipt Fields The fields that appear on your receipt form are defined by the layout used. This section explains the most frequently used receipt fields and is followed by a listing of other available fields. Your fields and field labels may have been customized to be different from those shown in this section. Fields shown in brackets [ ] are populated by the system. Fields shown with an asterisk * are sortable fields.
Bill To Cust #/Ship To Cust #, [all other customer fields] Any customer on file can be listed as the Bill To or Ship To customer. New customers can be added to the customer file while completing a receipt. If customer information is not tracked, receipts can be completed without entering customer information, if preferred, as long as preferences requiring customers have not been enabled.
Quick Lookup of Customers at POS In the Bill To Cust # or the Ship To Cust # field, enter customer information for any of your defined customer Quick Lookup fields. Quick Lookup fields commonly used include last name, phone number, customer ID or company name. Many other fields can be used for lookup as well. The Quick Lookup fields and their priority are defined in system preferences. Entering the customer information searches the indexes in turn until a match is found: One Match: if one unique match is found, the information for that customer will be instantly transferred to the receipt. Multiple Matches: if multiple matches are found, you will be taken to the customer file where the matching entries will be grouped. No Match: if no match is found, you are taken to the customer file with the closest match highlighted. You can search the customer list with additional information to find the correct customer record. All normal editing options are available while in the customer file. You can add a new customer or edit information for an existing customer, as necessary. Quick Lookup of customers is most effective when the field entries are relatively short and unique. Customer IDs are particularly useful, because they can be printed in barcode on customer identification cards for quick and accurate scanned lookup. To look up a customer at POS: 1. In the Bill To or Ship To Cust # field, use one of these three methods: Method 1: Begin typing customer information that is found in your customer Quick Lookup
indexes, as described above. Press to instantly add the unique matching customer’s information to the receipt. Method 2: Press to access the customer file. In the customer file, use standard
sort/lookup procedures to locate an existing customer, or add a new customer, then select OK to bring that customer to the receipt. Method 3: Press to go to the customer file and simultaneously access the customer Sort
By dialog. Choose one of the listed customer indexes, then select OK. Entering the first few numbers/letters of the chosen index field information will take you to matching entries in the file, where you can select the correct customer. Select OK to bring the selected customer information back to the receipt. Copyright © 2009 Retail Pro. All rights reserved. 474
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Enter or scan any customer lookup info in the Cust # field; a match causes automatic population of all customer fields on the receipt.
Alternatively, press or click the selection button to the right of the field to go to the customer file and choose a customer.
Adding a customer to the receipt by any of these methods automatically brings all of the customer information from the customer file to the corresponding fields on the receipt, including complete name, address, and applicable store credit balance.
Note: When a Receipt References a Sales Order When a receipt references a sales order, the Bill To and Ship To customer information from the sales order is automatically entered on the receipt and cannot be changed. Refer to the SO Number, [SO Type] section that follows. Note: Adding a Customer on the Tender Screen If you failed to add a customer on the receipt, then you realized on the Tender screen that you need to add the customer, you can add the customer on the Tender screen (assuming the Bill To Cust # field or other customer fields have been added to the screen layout) the same as you add it on the receipt. Preferences: Customer Fields SYSTEM PREFERENCES h POINT OF SALE h TENDER REQUIREMENTS h Customer information required for tender: 5 < tender types>. Select those tenders that require a Bill To customer entry for 5 Tender and/or 5 Change. Also select those customer fields that are 5 Required when the selected tender is used as payment and/or given as change. SYSTEM PREFERENCES h POINT OF SALE h CUSTOMERS h Customer fields used for Quick Lookup at POS: Define the customer fields to use for Quick Lookup of customers.
SO Number, [SO Type] Typically, sales orders are filled by making one or more receipts against the SO. When you receipt against an SO, you can bring all the information from the SO to the receipt, including the customer, items, discounts, fee amounts, etc. Completing the receipt updates the fill status of the SO. Alternatively, a receipt for the sale of all items ordered on an SO can be made from the SO screen. You cannot make a receipt from the SO screen for partial SO fulfillment. To reference an SO on a receipt: 1. In the SO Number field, enter the number for the SO you want to reference. OR Press or to access the SO file and locate the correct SO. Once located, press to bring the SO information to the receipt. Copyright © 2009 Retail Pro. All rights reserved. 475
Retail Pro® 8 User’s Guide Result: The SO Type field is automatically populated along with the other SO information. Pro Tip: Using to Access Records Anytime that the key can be used to access a record or document file, such as the customer file or the SO file, you can alternatively press to both access the file and simultaneously open the Sort By dialog within the file. This allows you to immediately change how the file is sorted, thus aiding in quickly locating the record or document you need.
POS Flags (Flag 1, Flag 2, Flag 3) Three optional fields, called POS flags, are available to record additional information with each sale. These fields can be set up to require an entry, if desired. The field labels as well as the data entry choices are user-definable. If the receipt references a sales order, the flags entered on the sales order will overwrite any on the receipt. Typical uses for these flags would be to record marketing, promotion, customer demographics, or weather information. Retail Pro Reports allows filtering of sales reports by these flags. To enter/change a POS flag: 1. Position the cursor in one of the flag fields and press to access the list of pre-defined flags. Alternatively, press to cycle through the available flags. 2. Select a flag, then press to accept it and move to the next field. Preferences: POS Flags SYSTEM PREFERENCES h POINT OF SALE h POS FLAGS/NOTE FIELD: Define POS Flags and specify defaults. Optionally require entries in flag/note fields.
[Receipt #*] Sequential number assigned by the program. The receipt number cannot be edited although the starting number in a sequence can be specified in preferences. The number sequence can optionally be separate on sales and return receipts. The numbers specified apply to this workstation only; therefore each workstation can have its own unique sequencing. Preferences: Receipt Number Sequences W/S PREFERENCES h SEQUENCES h RECEIPT h RECEIPT NUMBERING: Select to use separate sequences for sales/return receipts. If selected, specify the next number to be used in each sequence at this workstation. If not selected, you can specify the next number to be used for a combined receipt number sequence (sales and return).
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Date The current Retail Pro date is suggested as the receipt date. When the receipt is updated, the date entered in the Date field is recorded as the LAST SOLD date in inventory for the items being sold and as the LAST SALE date for the billing customer. Depending on security settings you may be able to change the date, but only the day of the month is ever editable from the receipt form. To change the receipt date: 1. In the Date field, press to access the pop-up calendar. 2. Highlight a new day within the same month on the calendar. 3. Press to bring that date to the receipt. Pro Tip: Using Dynamic Dates For faster date entry, use Retail Pro’s dynamic date feature. For example, pressing , moves the date forward 10 days, and , moves it backward 10 days relative to the date displayed. Pro Tip: Changing the Month or Year If necessary, and with the proper security clearance, the month and year can be changed on a document by changing the Retail Pro date before the receipt is created. (Refer to Chapter 2. Retail Pro Basics for more information on the options available when using dynamic dates and for information on changing the Retail Pro date.)
[Receipt Type] By default, the receipt type is suggested as a sale. Depending on security settings, and how you have chosen to track sales, you may need to change the receipt type for various transactions. Other possible types include return receipts and lost sale receipts. You cannot change the receipt type after you have entered tender types for the transaction (to change the receipt type after tendering but before updating, you must first remove or void the tender types). To change the receipt type: 1. In the Receipt Type field, press to drop down a list of receipt types. Alternatively, press repeatedly to cycle through the available types without displaying the entire list. 2. Select a type and press .
Notes This is an optional field to record miscellaneous notes on receipts. An entry in the Notes field can be required via preferences. Preferences: POS Notes SYSTEM PREFERENCES h POINT OF SALE h POS FLAGS/NOTE FIELD h Require a note field entry on: Select document types that require an entry in the note field.
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Cashier Normally (when security is being used), the logged-in user is automatically suggested in this field. Otherwise, a blank field allowing manual entry of a cashier is displayed. Depending on how your security is set up, you may be able to change the suggested cashier. To change the cashier: 1. In the Cashier field, press . Alternatively, press repeatedly to cycle through the available cashiers without displaying the entire list. 2. Select a new cashier and press to bring the selection to the receipt. Alternatively, begin typing the name of the cashier and as you type the system will automatically fill the field with the closest matching cashier. If you change the cashier after items have been listed on the receipt, you will be prompted whether you want to change the associate as well.
Associate Some stores want to track sales by associate for performance or commission purposes. The cashier will, by default, be suggested as the Associate as well. The associate entered in this field is referred to as the receipt associate. The receipt associate will be automatically assigned to all items subsequently listed on the receipt. If security settings allow, the Associate can be changed. To change the receipt associate follow the same procedure listed above for cashier. If you change the receipt associate after items have been listed on the receipt, you will be prompted to select whether the associate should be changed on all listed items as well. You can also change the associate for individual items on the receipt.
Items The Items field, though added to the receipt form as a single field, is actually a pre-designed document item list containing many item fields from inventory, as well as document fields, such as document quantity, document price, item discount, etc. The fields included in the document item list can be customized for your specific needs. (Refer to Appendix A. Interface Design for more information on customizing layouts.)
Comments (Comment 1, Comment 2) Two user-definable comment fields are available for recording miscellaneous information. Default comments may be defined that are automatically written on every receipt. Comments entered on a receipt are saved in the receipt history so that sales reports can be filtered by them. If referencing a sales order, the comments from the sales order will overwrite any previous entries in the receipt comment fields.
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Retail Pro® 8 User’s Guide To add a comment to a receipt: 1. In the Comment field, press to access a drop-down list of pre-defined comments. Alternatively, press repeatedly to cycle through the available comments without displaying the entire list. 2. Select a comment and press to put it on the receipt. You can type over a default or pre-defined comment to add a unique comment to any receipt. Preferences: Receipt Comments SYSTEM PREFERENCES h POINT OF SALE h RECEIPTS h COMMENTS/TERMS h Comment List: Define the comments that will be available from drop-down lists on receipts. Optionally, specify default comments for each of the two comment fields.
Global Discounts (Disc%, Disc$) Note: Global vs. Item Discounts The discount fields Disc% and Disc$, when they appear outside of the document item list, are global discount fields. The specified discount(s) will be applied to the total amount of the document. The same two fields contained within the item list refer to item discounts and the specified discount(s) will apply only to the specific item for which they are entered.
Global discounts can be given on a receipt by entering either a discount percentage or a discount amount. If you allow spreading of global discounts, the discounted amount can be distributed among all of the items listed on the receipt. The maximum discount that can be given by an individual cashier can be specified in preferences. To give a global discount: 1. Enter a percentage discount in the Disc % field or an amount discount in the Disc $ field. An entry in either field will result in the system automatically calculating and entering a value for the other. If the Disc $ field is included in your screen design and you always give discounts by amount, you can add the GLOBAL DISCOUNT button to the side menu. When selected, this button moves the focus directly to the Disc $ field and you can simply type in the amount of the discount. 12. To spread the discount, select SPREAD DISC from the side menu. Choose a discount type from the list of predefined discount types that is displayed. Note that the entries in the Disc % and Disc $ fields in the totals area of the receipt are cleared. Each item instead is now assigned an item discount for its portion of the spread amount. 2. To later unspread the discount, select UNSPREAD DISC from the side menu. The spread discounts are cleared from items and the total discount amount is returned to the global discount fields. The discount type specified above is also cleared.
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Retail Pro® 8 User’s Guide To discount a receipt to a specified total: This procedure discounts a receipt, including tax, to a specified total. You must have security clearance to use this feature. 1. Place the cursor in the receipt Total field. 2. Replace the displayed amount with the desired receipt total and press . 3. Spread the discount, as described above, if required.
Pro Tip: Tracking Global Discount Types Discount types in Retail Pro are stored with item records. Therefore, a discount type can only be specified for global discounts if they are spread among the receipt items. To record a reason when giving an unspread global discount, predefine a discount reason or reasons in your comment list in preferences. Then when giving an unspread discount, enter the reason in a Comment field. Sales reports tracking unspread global discounts can then be generated by filtering on the Comment fields. Preferences: Global Discounts SYSTEM PREFERENCES h POINT OF SALE h PRICE/DISCOUNTS: Define the allowed discount types. Cashiers must select from this list to indicate the reason for giving either item or spread global discounts. SYSTEM PREFERENCES h POINT OF SALE h PRICE/DISCOUNTS h Allow global discount to be spread on: 5 Receipts. Select to allow spreading of global discounts on receipts. Optionally, also select 5 Prompt to spread before tendering to be reminded to spread the global discount when you go to tender the receipt. SYSTEM PREFERENCES h POINT OF SALE h RECEIPTS h COMMENT LIST: Optionally define comments for the reasons for unspread global discounts to be available from drop-down lists in the Comments field at the time of sale. SYSTEM PREFERENCES h EMPLOYEES h Employee codes: Specify the maximum discount percentage each cashier is allowed to give in the Max Disc% column.
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Fees (Fee, Fee Type) The Fee field is used to record amounts received or paid out for merchandise or services that are not defined as inventory items. The Fee Type field is used to enter a fee type from a drop-down list of predefined types. Typical fees include charges for services such as alterations, wrapping, or delivery. The fee fields can also record petty cash disbursements or payments on account. Optionally, each fee type can be designated as taxable, assigned a tax rate, designated in a fee class for reporting purposes, and can require the entry of a billing customer on the receipt. Note: Paid Ins and Paid Outs The fee fields can be used to record either amounts received (paid in) or amounts disbursed (paid out). On sales receipts, paid-in amounts are recorded as positive numbers; paid-out amounts are recorded as a negative number.
To record amounts paid in on a sales receipt: 1. Enter a positive amount in the Fee field. Press . 2. Select a fee type from the pop-up list displayed (selection will populate the Fee Type field). To record amounts paid out on a sales receipt: Paid-out amounts are typically cash taken from the register for petty cash purchases or miscellaneous disbursements such as stamps or small office supplies. Predefine one or more paid-out fee types for this purpose. 1. Start a sales receipt with no items listed. 2. Enter an amount as a negative number in the Fee field. 3. Select the fee type from the pop-up list displayed (selection will populate the Fee Type field). To record payments on account: When a customer makes a payment on an in-store account, the payment is recorded as a fee amount, typically with a POA (payment on account) or ROA (received on account) fee type. Predefine a payment fee type for this purpose, typically POA. When you define your fee type you should also require that a billing customer be added to the receipt for this fee type. 1. Start a sales receipt and enter billing customer information. 2. Enter the payment on account in the Fee field as a positive amount. 3. Select the fee type from the pop-up list displayed (selection will populate the Fee Type field). Preferences: Define Fee Types SYSTEM PREFERENCES h POINT OF SALE h FEES/SHIPMENT: Define up to eight different fee types to be available on receipts and SOs. Optionally assign a tax rate, specify if tax is included in fee amount, designate a fee class, and/or require a billing customer entry for each fee type.
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Shipping Charges, Surtax The Shipping field can be used to add shipping charges to the receipt or, alternatively, can be redefined as a surtax field. Shipping charges can be defined as taxable and a tax rate automatically applied. Other preference settings allow customization for tracking and reporting purposes. When used as a surtax field, the amount of the surtax can be preset as a percentage of the receipt subtotal (or the subtotal with tax). To add a shipping charge: 4. In the Shipping field, type in the shipping amount. 5. Press or to record the amount and move to the next field. To apply a default surtax: 6. Rename your Shipping field as needed (e.g., Surtax) and specify a default surtax percentage in preferences. 7. The predefined default percentage will automatically be applied to all receipts. To change the surtax on an individual receipt: 1. Select the Surtax field and enter a new amount. 2. Press or to record the new amount and move to the next field. Preferences: Shipping/Surtax Definitions SYSTEM h POINT OF SALE h FEES/SHIPMENT: Define field name. Optionally assign a tax rate, specify if tax is included in the shipping amount, designate a fee class, and/or require a billing customer entry for this field. If using field for surtax, specify a default percentage to be automatically added to each receipt and specify if surtax is calculated on the receipt subtotal or the subtotal with tax.
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Tax Area, Tax Code, Tax %, [Tax $] Note: Receipt Tax Fields versus Item Tax Fields Tax % and Tax $ fields are used both in the item list and in the receipt totals area, i.e. tax amounts for individual items and the total amount of tax collected on the sale. This section pertains primarily to these tax fields as they are used in the receipt totals section.
(Refer to the Sales Tax section in Chapter 2. Retail Pro Basics for detailed information on defining tax preferences and using alternative taxing methods.) The amount of tax charged for any item is determined by two factors, the item's tax code and the tax area designated for the sale. A tax code is assigned to every item in inventory. The code defines categories of merchandise, such as clothing, food, and jewelry, which may be taxed differently within any given tax jurisdiction. Tax areas define the specific taxing instructions to be applied to items with each tax code. The tax code might designate an item as clothing, but the actual tax rate applied to clothing sold would be specified by each tax area. Typically, you will need a tax area for each tax jurisdiction in which you make sales. Stores in different jurisdictions would use different tax areas. Your tax method (Sales Tax, VAT, etc), tax areas, tax codes, and tax rates are all defined in system preferences. Taxes for each of your items can be defined in your inventory records. Using these tax definitions, the program automatically calculates and suggests the correct amount of tax on receipts. If tax areas have been assigned to customers, then the computed tax amount for the correct area will automatically be suggested when a Bill To customer is added to a receipt. The suggested tax can be overridden for special situations. To change the tax area: 1. Move the cursor to the Tax Area field. 2. Press to access the list of defined tax areas. Alternatively, press repeatedly to cycle through the available tax areas without displaying the entire list. 3. Select the new tax area and press or to record the change. The tax amount is recomputed to reflect the new area. To overwrite the tax rate: 1. Move the cursor to the Tax % field. 2. Type in a new tax rate, overwriting the current entry. Example: enter 6.5 for a 6.5% tax rate. Warning: Overriding the Tax Rate Nullifies Item Tax Codes The tax codes assigned to inventory items are only meaningful as they are defined within tax areas. It is recommended that you change the tax area on the receipt instead of overwriting the tax rate. When the tax rate is overwritten, the new rate is applied to all items on the receipt regardless of what tax code is assigned to those items.
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Note: Recording Tax-Exempt Sales A good way to handle tax exempt sales is to predefine a tax area with a 0% tax rate and then select that tax area when making a tax-exempt receipt. Using this method allows you to report tax-exempt sales by filtering on the defined 0% tax area. If you have tax-exempt customers, assign them the tax area with 0% tax in the customer file to insure their purchases are automatically recorded with no tax. Note: Consolidating Items when Applying Quantity-Based Sales Taxes Sales taxes are applied to retail prices. However, you can set an item quantity threshold that limits the application of sales tax. Items with a quantity less than the threshold quantity are not taxed at all. For example, with a quantity threshold set to 10, if a customer buys 10 or more of a certain item, the item is taxed; less than 10 and there is no tax. When a sales tax is subject to a quantity threshold, you must consolidate all occurrences of the item on the receipt for the tax rate to be applied correctly. For example, suppose a tax area is set up so that tax is applied to an item if the quantity is at/above six. Listing the item on the receipt with a quantity of six results in the tax being applied correctly; however, listing the item on the receipt six times with a quantity of one will not apply the tax unless the items are consolidated.
Assign an alternate tax area to an item: Retailers can assign an alternate tax area to one or more items on a receipt. For example, if a customer wants to take some merchandise from the store and ship other items home, the store’s usual tax rate is charged on the merchandise the customer will take with him, and the tax rate of the shipping destination is charged on the items being shipped. The tax amounts of all the items are then added together to arrive at the receipts total tax (Tax $).To use this feature, you must include the Alt Tax Area field in your receipt screen designs, and enable line item editing capability in System Preferences. To assign an Alternate Tax Area: 1. Highlight an item in the receipt item list. 2. Move the cursor to the Alt Tax Area field. 3. Press to access the list of defined tax areas. Alternatively, press repeatedly to cycle through the available tax areas without displaying the entire list. 4. Select the new tax area and press or to record the change. The tax amount is recomputed to reflect the new area. 5. Repeat Steps 1 to 4 for each item that will have the alternative tax applied. 6. Complete the receipt using normal procedures.
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Retail Pro® 8 User’s Guide To apply multiple sales taxes: In some areas, two separate sales taxes are applied to retail sales. For example, there might be a national sales tax and a state or provincial sales tax. To use this feature, you must: Select sales tax – multi as your tax method in SYSTEM PREFERENCES h TAXES h TAX OPTIONS.
Define a tax area for each tax in SYSTEM PREFERENCES h TAXES h TAX AREAS. For example, you might create a tax area called federal and one called state. Assign the two tax areas to your stores in SYSTEM PREFERENCES h STORES h STORE ASSIGNMENTS. Both taxes will be applied by default to all purchases. If necessary, and if line item editing is allowed at point of sale, you can change either tax area. Add the necessary tax fields to your receipt design. Information for the second sales tax is stored in the Tax Area 2, Tax % 2 and Tax $ 2 fields. Each item’s total tax (Tax $ + Tax $ 2) is stored in the Total Tax $ field.
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Other Receipt Fields The following table lists additional fields that are available to add to the receipt layouts using the Page Designer or Page Manager customization features. (Refer to Appendix A: Interface Design for more information on using these features.) Note that item-specific fields are only available to add to the document item list in Form View on new receipts. List View summarizes the former receipt totals, not individual item information. Fields whose purpose is obvious or common to all system areas have been omitted from this table. Note: Field Label Symbols Symbol Description [ ] Fields shown in brackets are automatically populated with information by the system. In most cases, these fields cannot be directly edited by the user. * Fields with an asterisk (*) indicate that document lists can be sorted by that field.
Field
Usage
AR, GL, PR
Accounting marks provided for use with Retail Pro Accounting Link. (Refer to the Accounting Link documentation for further information.)
[Audited]
Audit Flag. A 5 indicates that the document has been audited. Once a document has been audited, it can no longer be reversed or edited in any way unless the period is reopened by the Stock Audit tool. (Refer to TS26. Stock Audit tool for more information.)
[Bill To (Ship To)] [Full Name]
Customer full name, including specified combination and order of first and last names, and title. SYSTEM PREFERENCES h POINT OF SALE h CUSTOMERS h OPTIONS: specify order to display full name.
[F. Name] [L. Name] [Company] [Cust SID]
Customer first name. Customer last name. Customer company name. Customer system identifier (SID).
[Bill To (Ship To) Image]
(Form View only) Displays an image of the customer (from the customer file). (For more information on working with images, refer to Chapter 2. Retail Pro Basics and Appendix A. Interface Design.)
[Bill To (Ship To) Info1 & 2]
Additional customer information fields that can be displayed at POS (from the customer file). Index fields.
[Business/Consumer]
Indicates type of receipt, business or consumer (from the customer file).
Checks
Check box indicates if personal checks can be accepted from this customer (from customer file): 5 = Checks OK;
= do not accept checks. The check option on the tender screen is only available if this field is selected. Note: if the logged-on user is given the "check override" security right, then the check tender type is available and a check can still be accepted.
[Component*]
When an item is a kit or package item or a component item of a kit or package, this field will display the component name. If the item is not part of a kit or package, this field will be blank (default).
[Cust PO #]
When referencing an SO with a customer PO #, this field contains that PO #.
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Usage
Default Sub-Location
(Movement Control System) The sub-location assigned to the receipt and the items on it. When the receipt is updated, the system generates a Movement Note to update the sub-location inventory in MCS. After a receipt has been updated, you cannot edit the Default Sub-Location. If you change the document Default Sub-Location before updating, you are prompted to change the sub-location for all items on the document. (Refer to MCS documentation for more information.)
[Ext P$*] [Ext P$T$*]
The extended price (Rcpt P$ X Qty). The extended price plus tax (Rcpt P$T$ X Qty).
[FC1 P$]
The price at which the item is being sold on a receipt in the foreign currency specified by the number (the currency listed as foreign currency 1, in this case). The foreign currency price plus tax.
[FC1 P$T$] [Fee Tax %]
Tax percentage applied to the fee amount, if any. SYSTEM PREFERENCES h POINT OF SALE h FEES/SHIPMENT h POS FEE TYPES: define if fees are taxable and tax rate.
Item Fields
Any item-specific field can be added to the document item list on a receipt. Refer to Chapter 2. Retail Pro Basics and Chapter 4. Inventory for descriptions of the available item-specific fields.
[Item Image]
(Form View only). Displays an image of the currently selected item in the receipt item list. If no item is selected, the image of the last item viewed is displayed (from inventory records). (For more information on working with images, refer to Chapter 2. Retail Pro Basics. And Appendix A. Interface Design.)
Movement Note Shipment #
Movement Note Shipment Number: The shipment number for the MCS Movement Note automatically generated when the receipt is updated. Entry of a Movement Note Shipment # is optional. Maximum 9-digits. (Refer to MCS documentation for more information.)
[No of Items]
A count of the total number of items listed on the receipt.
[Orig P$*] [Orig P$T$*] [Orig T$]
The original price before any line-item discount was applied. The original price plus tax. The amount of tax assessed for the item based on the original price.
Orig St/Sta
The store/station at which the receipt was originally created.
[Rcpt P$*] [Rcpt P$T$*]
The price at which an item is being sold on a receipt after any line-item discount. The receipt price plus tax.
[Receipt Status]
Indicates status of receipt as: Regular, Cancelled, or Reversed, or Reversing.
Reverse
Shows that the receipt was created to reverse the another receipt. Shows that the receipt was reversed.
Reversed [Round $]
Amount a cash tender will be rounded, if rounding has been activated.
Shipping %
Use this field to apply a shipping charge as a percentage of the receipt subtotal or subtotal with tax. To automatically apply a shipping charge, define the percentage in preferences. Alternatively, use this feature to levy a surtax. SYSTEM PREFERENCES h POINT OF SALE h FEES/SHIPMENT h SHIPPING: Define a default percentage to apply to all receipts.
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Usage
[Store Heading 1, 2, & 3]
Displays the user-defined store heading information, such as name, address, phone, Web site, etc. SYSTEM PREFERENCES h STORES h STORE HEADINGS: define headings.
[Subtotal]
The sum of the Ext P$ for all items listed (of Ext P$T$ in VAT mode).
Tax 2 $ Tax 2 % Tax Code 2
(If using Sales Tax-Multi as tax method) Tax 2 $ = The amount of an alternative or second sales tax that will be applied to the item. Tax 2 % = The percentage of an alternative or second sales tax that is applied to the item. Tax Code 2 = The tax code assigned to this item for an alternative or second tax area.
[Tax on Fee/Ship]
Amount of tax levied on fees/shipping costs, if any. See Fee Tax % above for how to enable taxes on fees/shipping costs.
[Tax Rebate, Tax Rebate %]
Amount of tax rebate and tax rebate percentage. This feature must be activated in preferences. SYSTEM PREFERENCESh TAXES h TAX AREAS: 5 Tax Rebate; select to activate tax rebates for each tax area you want to enable the use of rebates. SYSTEM PREFERENCESh INTERNATIONAL h TAX REBATE: 5 Allow Tax Rebate; select to activate this feature; specify a default rebate percentage and a Rebate Threshold Amount.
[Tender]
How the sale/return is being tendered.
Total
The receipt total (i.e., the subtotal less discounts, plus taxes, shipping, and fees).
[Total of Line Disc]
Sum of individual item discounts given on the receipt.
Total Tax $
(If using Sales Tax-Multi as tax method) The total tax amount of tax (Tax $ + Tax $ 2) applied to an item in the receipt item list.
[Style Image]
(Form View only). Displays an image for the style the currently selected item is a member of. If no item is selected, the style image of the last item viewed is displayed (from inventory records). (For more information on working with images, refer to Chapter 2. Retail Pro Basics and Appendix A. Interface Design.)
[Total + Round $]
If rounding is active, this sum is the amount that will be taken in if the tender is cash.
Wks
Workstation number.
WS Seq #
Workstation Sequence Number. Sequential number for receipts made at a workstation. Used to aid in Sequence Checks made by DVS and other tools. Not user-editable.
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Listing Items on Receipts See Listing Items on Documents section in Chapter 2. Basics
Checking Item Availability on Receipts See Checking Item Availability section in Chapter 2. Basics
Listing Jackpot Items To list a jackpot item: Jackpot items are general inventory items that can be used during a program start-up to record sales of items that are not yet individually defined in inventory. As individual items are defined and tagged with their specific item, UPC, or alternate lookup numbers, the use of jackpot items is discontinued. A secondary use of jackpot items is to record the sale of miscellaneous charges or fees, such as tailoring, wrapping, or shipping charges, for which you don't want to track inventory quantities. To use jackpot items for recording sales, you would define one for each department in your store and/or each miscellaneous charge; then, when listing them on receipts you can edit the description, quantity, price, tax code, etc., as necessary. (For more information on defining jackpot items refer to Chapter 4. Inventory.) To list a jackpot item on a receipt: 1. Use any method described above to locate and list the jackpot item on the receipt. Use the jackpot item defined for the department from which the merchandise being sold comes or for the service being charged. 2. Press or select an Item button (such as ITEM QUANTITY or ITEM ASSOCIATE) to open the Item Information dialog. Edit the descriptive fields, Qty, Price, Tax code, and discount fields as required. Alternatively, many of these fields can be directly edited in the document item list if line editing is enabled. 3. When done with edits, select CLOSE () to close the Item Information dialog. Pro Tip: Using Jackpot Items to Record Fees and Miscellaneous Charges Miscellaneous fees, particularly for services, can be listed in the document item list on receipts. Jackpot items can be used for this purpose. Create jackpot item(s) in inventory for this use with the appropriate department code and the name of the fee as its description (i.e. Wrapping). Flag them as Non-Inventory Items. In this way, you can enter the jackpot item on the receipt, edit its price and description as needed, and update. The non-inventory flag means the quantity on-hand in inventory will always be shown as zero, and the item will not show up in on-hand item reports. The fees listed this way will be reported as normal sales on reports.
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Listing Package Items To list a package item: 1. List the package item normally using any of the procedures above. The component items of the package are automatically listed on the receipt as well. For convenience and quick identification, all package components are displayed in blue on the document immediately following the package item. If the user sorts the receipt items this order is preserved. 3. If item choices are defined for a package component, a dialog is displayed listing the possible choices (see the example that follows). The sales associate selects the specific item that will be included in the current sale for that component. If an item needs to be changed after the initial selection has been made, highlight the component and press to return to the Component Item selection dialog. The prices of the component items are automatically discounted in proportion to the weight of each individual item's regular price so that the sums of the discounted item prices equals the package price (as defined in inventory or as edited at point of sale). The discount of each item is recorded as a line item discount, with Package listed as the discount type.
*** in the Item# field indicates that substitutions are allowed for this component. See the note below and Step 3 for more information.
Note: Component Item Choices vs. Item Substitutions As shown above, several item choices may have been predefined for any given component. The cashier must always select which item is being sold in the current sale for that component from the popup dialog. A substitution of a component item means that a predefined component is being replaced by any other item from inventory (not predefined as a choice). Substitutions may not be allowed, depending on how the package was defined when set up.
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Retail Pro® 8 User’s Guide 18. If component substitutions are allowed, (indicated by *** in the Item # field), move the cursor to the Item # field of the item and enter a new item using any of the normal item listing procedures. Using CHOOSE ITEMS or CHOOSE/EDIT ITEMS to locate a substitution item in inventory, in this case, will cause a selected item to replace the original item as opposed to the normal function of adding it as an additional item. Because of possible price differences with a substituted item, the Substitute Item Price Difference dialog is displayed. Select one of the three possible methods of handling the price difference (refer to Chapter 4. Inventory for more information on how package prices are calculated):
Use Old Price: The Rcpt P$ of the new item is the same as the original item’s Rcpt P$ (already discounted). Use Inventory Price: The Rcpt P$ of the new item is taken from inventory and is not
discounted. Recalculate: The Rcpt P$ of all component items is recalculated and discounted based on their individual weighted inventory prices so that the total remains at the package price.
Because a package item is not a true inventory item, its displayed quantity and price is not carried to the totals section of the receipt. The totals are calculated from the quantities and discounted prices of the component items. How the package and component items, and prices, are printed on the customer's receipt can be customized
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Listing Kit Items To list a kit item: 1. Use standard procedures to list the kit item on the receipt. Only the kit item is recorded on the receipt, not the component items. However, either or both kit item and component items can be printed on the customer's receipt, with associated prices. No component item changes are allowed in kits. However, if your system configuration allows it, kits can be broken and the component items sold individually. To break a kit and list component items: 1. List the kit on the receipt normally and then highlight it. 4. Select BREAK KIT from the side menu. A dialog will ask you to confirm that you want to break the kit. Select YES to continue.
5. The component items that comprise the kit will be listed on the receipt individually at their regular inventory prices and in a quantity equal to their quantity in the kit. The kit item remains listed on the receipt as well, but its Kit item type flag is set to 2 (broken) and it is ignored for receipt calculations. The kit item is no longer editable on the receipt. 6. Edit the quantity, price, etc. of the component items that are being sold as necessary. Delete or zero out component items that are not being sold. 7. Tender the receipt in the normal fashion (see Tender procedures later in this chapter). When the receipt is updated, two special kit functions occur: The Breaking Kit Info dialog is displayed to record adjustment memo comments. The Comment 1 field is automatically populated with "Kit broken at POS." You can enter appropriate additional information in the Comment 2 field. If updating at the Main, adjustment memos are immediately created to deduct the kit item from inventory, add back the component items to inventory, and make cost adjustments. If updating at a remote, the memos are not created until the receipt is polled and updated at the Main. Optionally, you can print tags for the unsold kit component items. This option is enabled in workstation preferences (see below). If enabled, normal printing preferences control options regarding the design file used, previewing, printer selection, etc. The correct number of tags will print based on the kit quantity of each component item.
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Retail Pro® 8 User’s Guide Preferences: Print Tags for Broken Kit Components W/S PREFERENCES h DOCUMENTS h OPTIONS h Packages & Kits: 5 Print tags for the broken kit components. Select to allow printing of unsold kit component tags at POS when a kit is broken.
Warning: List Only the Available Quantity of Kits If you list a kit item on a receipt and that causes the on-hand quantity of the kit item to go into the negative in inventory, the cost computation of subsequent kit assembly operations will cause erroneous results. Other Retail Pro tools, such as the Stock Ledger and Cost Control Tool (SLCC) or DVS Audit might have to be used by a trained technician to correct the situation.
Edit Receipt Items There are two methods to edit item information on a receipt: Open the Edit Item dialog by pressing or selecting an Item button from the side menu (ITEM QUANTITY, ITEM ASSOCIATE, etc.) and make changes there. Navigate to the correct field in the document item list and type in the new information. This method is controlled by a preference setting (see note below) and can be toggled on/off by a side menu button. Pro Tip: Which Method to Use? If you are only editing a single field and it is easily navigated to in the document item list, such as quantity, then it may be quicker to edit the item there. However, the () Edit Item dialog groups all the most frequently edited fields together in one window, often making editing much faster. The ability to turn off the line item edit feature is provided for retailers that use scanners that do not automatically move the focus down to the next line after each scan. Have line edits enabled in this case often results in cashiers performing scans in the wrong field. Preferences: Default Mode for Line Editing in Document Item List SYSTEM PREFERENCES h GENERAL DOCUMENTS h Default edit mode for document items: Select LINE EDIT ON or LINE EDIT OFF as the default line edit mode for all documents. Line edits can still be toggled on/off with a side menu button as needed. More information is provided later in this chapter.
The Edit Item Dialog Use the Edit Item dialog to quickly access and change item information at POS. In this dialog you can edit item quantity, associate, price level, price, tax status, and give item discounts. You can also edit certain item descriptive information. Like all areas of Retail Pro, the Edit Item dialog can be customized with the fields you want to quickly access for editing. Buttons can also be added to the side menu for many of the individual item edit functions (item discount, tax code, etc.). Adding and then selecting these buttons from the toolbar opens the Edit Item dialog and places the cursor in the specific field you want to edit in one step; this ability is especially useful for touchscreen users.
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Retail Pro® 8 User’s Guide Sample Edit Item screen:
To make edits in the Edit Item dialog: 1. Highlight a listed item and then press or select an Item button (item quantity, item associate, etc.) from the side menu. If you are on a blank line and want to edit the last item added to the list, it is not necessary to move the focus back to the item before selecting or an Item button. 8. Navigate through the editable fields, making changes as necessary. 9. Select CLOSE () to save your edits and return to the receipt item list.
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Line Item Edits in the Document Item List The ability to edit items directly in the document item list is controlled by a default preference setting (see the preference note earlier in this section). Additionally, a Line Edit on/off toggle button can be added to the side menu to allow you to temporarily override the default setting. This feature affords the flexibility to configure this ability in a manner to best meet your needs. For example, some wedge scanners move the cursor one grid cell to the right after each scan, rather than to the next line. If the cashier attempts to scan a second item, with out realizing he is no longer in the Item # field, an erroneous scanner entry would be made in whichever data field is immediately to the right of the Item # field, resulting in a scanner error. In this case, you might want to disable line edits. By doing so, a scanner entry is only allowed in the correct field (Item # field). With line item editing turned off, the Item # field is the only editable field in the item list. To toggle line editing on/off while working on a document (thus overriding the default preference) add the LINE EDIT ON/OFF button to the side menu where applicable. Edit Mode
Displayed Button
Notes
Line Edit Off
Must use the Edit Item dialog to make item edits. Select the button to toggle line edit mode to On.
Line Edit On
Can make edits directly in the document item list or use the Edit Item dialog. Select the button to toggle line edit mode Off.
To make edits in the document item list: 1. Turn Line Edit mode on, if not already on. 10. In the document item list, navigate to the field you wish to edit. 11. Use standard keyboard or touchscreen data entry techniques to alter the field. 12. Press or navigate to another field in the document. Note: Changing Item Associate Changing the associate for an individual item does not affect the associate for the receipt.
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Giving Item Discounts on Receipts Note: Option Availability Individual associates may be limited in the discounts they can give and not all of the discussed options may be available in your system setup.
Whenever an item discount is entered using one of the discount fields the system calculates the other discount fields automatically. For example, if you discount by a percentage (Disc %), Retail Pro will recalculate and populate the new Disc $ and Rcpt P$ fields for you. Item discounts can be given either in the Edit Item dialog or the document item list (see procedures earlier in this chapter). To discount an item to a certain amount: 1. Navigate to the Rcpt P$ field and enter a new price. 13. Navigate out of the field. Select a discount type from the list displayed. To discount an item by an amount: 1. Navigate to the Disc $ field and enter a discount amount. 14. Navigate out of the field. Select a discount type from the list displayed. To discount an item by a percentage: 1. Navigate to the Disc % and enter a discount percentage. 15. Navigate out of the field. Select a discount type from the list displayed. To discount an item more than once: To use this method, your system must be configured to allow accumulated discounting (for example, an item is being discounted for a sale and then discounted a second time for an employee discount). Enter the second discount as a percentage discount. The second discount is applied to the price after the first discount is subtracted.
First Discount
1. Apply the first discount by an amount or percentage as described above. You must move out of the discount field to record it. 16. Navigate to the Disc % field and enter the second discount’s percentage. Navigate out of the field and select a discount type from the list. Retail Pro will calculate and display the accumulated discount percentage, amount, and new receipt price. Example: A 20% discount followed, by a 10% discount, results in a 28.01% accumulated discount. Accumulated Discount
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Retail Pro® 8 User’s Guide Preferences: Enable Accumulated Discounting SYSTEM PREFERENCES h POINT OF SALE h PRICE/DISCOUNTS h Options: 5 Use accumulated discounting. Select to activate accumulated discounting.
To discount quantity purchases: Quantity Pricing: If you have your system configured to use quantity pricing, Retail Pro will
automatically discount an item’s price based on your predefined quantity price levels. No special steps are required at POS. (Refer to Chapter 4. Inventory for more information.) Preferences: Quantity Pricing SYSTEM h POINT OF SALE h PRICE/DISCOUNTS h Options: 5 Use quantity pricing. Select to activate quantity pricing.
Promotional Pricing: If instead your system is configured to use promotional pricing, you can
optionally apply that pricing. (Refer to Chapter 4. Inventory for more information.) Method 1: 1. As you are creating a receipt, if any of the items listed are members of a promotion and have sufficient quantity to have promotional pricing applied to them, the apply promo button on the side menu will be enabled. 17. Select APPLY PROMO. The tem prices and receipt total change to reflect the promotional pricing. To reverse the promotional pricing, select REVERSE PROMO from the side menu. 19. Select TENDER, as usual. Method 2: 1. After adding all the items to the receipt, select TENDER, as usual. 2. The Promotional Pricing Items dialog displays if any of the items listed are members of a promotion and the quantity qualifies for promotional pricing. 3. Select APPLY to apply the pricing to the items on the list and then enter the Tender screen. Select CANCEL to exit the dialog and continue to the Tender screen without applying the promotion. To reverse previously applied promotional pricing, select the BACK button from the Tender screen side menu and select REVERSE PROMO from the receipt side menu. Copyright © 2009 Retail Pro. All rights reserved. 497
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Pro Tip: Updating Discounts After Changing the Quantity Sold If you need to change the quantity being sold after applying promotional pricing. Simply return to the receipt item list and change the quantity. When you select TENDER again, select APPLY if the dialog appears again to apply the new pricing. Note: Applying Item Discounts and Promotional Pricing If an item that qualifies for promotional pricing has already been discounted in the Edit Item dialog, then Retail Pro will compare the two prices and apply only the lower of the two. Note: Combined Quantities If two or more items listed on the receipt use the same promotion, Retail Pro will combine their quantities when determining the promotional pricing.
Customer Discounts A customer discount can be defined for a customer in Customers. (Refer to Chapter 9. Customers for more information.) Once a Bill To customer has been entered on a receipt, any discount already set up for the customer is automatically applied to all items listed on the receipt. Note: Discounts Before Adding Customer If items are added to a document before a customer is added, and discounts are given to any of the items listed on the document, subsequently listing a customer with a defined discount will override the previous item discount with the defined customer discount. Note: Cashier Changing the Customer Discount A cashier's ability to edit a customer discount is limited by that cashier's discount maximum as defined in system preferences. The cashier is only allowed to change the discount to the maximum discount allowed for the cashier (even if the customer discount is higher than the percentage allowed for the user). Note: Predefined Discount Alert An alert message will be displayed when a customer with a predefined discount or price level is listed on a Receipt or SO.
Deleting Items on Receipts See Deleting Listed Items Note: Option Availability There are several ways to remove, or reverse out, an item from a receipt. Your ability to use these methods may be limited depending on how your system has been set up.
Maximum Employee Discount If using defined employees, in each employee’s record (System Preferences > Employees), you can enter a maximum discount percentage. The employee will be prevented from giving discounts (to individual items or the entire receipt) that exceed the entered Maximum Discount %. Note: You can assign employee groups, such as managers, a security permission that gives them the ability to override an item-based maximum discount percentage. This is sometimes necessary for heavily discounted items, such as floor models or items with defects. Copyright © 2009 Retail Pro. All rights reserved. 498
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Receipt Prices Price lookup In Form View of Receipts (or Sales Orders), you can look up the price of an item. To look up an item's price: 1. Select PRICE LOOKUP from the side menu. 2. Enter or scan the Item#, UPC or ALU for the item you want to look up and select OK.
20. If more than one item matches, the Select Appropriate Item dialog will display. Choose the item you want and click SELECT. 21. The Price Level grid will display for that item. Select OK when done.
Price Levels Up to 240 price levels can be defined in inventory. Each level records a set of prices for the entire inventory. Some stores use different price levels for retail sales, employee sales, and so on. Generally, when making a sale, the prices will be taken from the currently active price level shown in the status line. When making a receipt, you can switch to a different price level for selected or all items listed. Your system can be set up to return to either the original price level on the next receipt or to continue to use the new price level on subsequent receipts. If you use multiple price levels, the suggested selling price of an item can be taken from different price levels depending on system configuration.
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If using…
the suggested price for each item listed will be taken from…
default (no special options)
the currently active price level in inventory.
price-based stores
the price level specified for the selling store. (Refer to Chapter 4.)
customer price levels
the price level designated for the billing customer. (Refer to Chapter 9.)
comparison pricing
the price level specified for the comparison prices. The actual selling price will be Rcpt P$ or Rcpt P$T$. (Refer to International Technical Supplement.)
price level retention between receipts
the price level used on previous receipt. (See preference note below.)
quantity pricing
the price level designated for the quantity listed. (Refer to Chapter 4.)
promotional pricing
the assigned promotional pricing if listed quantities qualify. (Refer to Chapter 4.)
an SO and listing items from the SO
the SO P$ or SO P$T$.
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Preferences: Retain Price Levels between Receipts W/S PREFERENCES h DOCUMENTS h Receipts: 5 Retain the same price level between receipts. If selected, the price level on a new receipt will be the same as on the last receipt made.
To change the receipt price level: 1. Select PRICE LEVEL from the side menu. 2. Select the price level to apply to the remaining items to be listed on the receipt.
18. To apply the new price level to any previously listed items, select Apply to All Existing Items in Document. If several items have been listed on the receipt and you want to go back and change the price level on just one, using the Edit Item dialog is the quickest way to do so (see earlier in this chapter).
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Completing a Sale To access the Tender screen: 1. From anywhere in a receipt (Form View), press or select TENDER from the side menu. To return to the receipt: 1. Press or select BACK from the side menu.
The Tender Screen
List of tender types used.
Total and tender amounts for each tender type used; in base and foreign (if used) currencies.
Information about the specific tender type used; in this case the credit card number.
Available tender types. The types may vary in your setup. Quick Tender Bar
Shortcut key.
Key information from the receipt. This area is user-customizable. Helpful fields to include here: Customer Info Checks accepted? Credit Info/Terms Store Credit Balance Receipt Totals If the customer fields are added, the Bill To or Ship To customer can be added or changed here, using normal procedures.
This message indicates that the receipt and tender amounts are balanced and the receipt is ready to be updated.
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General Tender Procedures When you go to the Tender screen, the total amount due is displayed. The total is also initially displayed as an Undefined amount, because you have not yet defined any tender type(s) for this amount. The undefined amount is highlighted, ready for you to type in a different amount or to select a tender type for the full amount. Use normal interface procedures to set up your tender side menu with the tender types used most frequently. There is a general rule to remember in tendering: Rule: Enter the tender amount first, then select the tender type for that amount! Like most rules, there is one exception to this one. When tendering in a foreign currency, select the foreign currency tender type before entering an amount. To define a tender type in a single-tender transaction: This example assumes the customer is paying the exact amount of the sale with no change due. The total amount is already entered as the Undefined amount for you when you enter the Tender screen.
1. Select a tender type from the side menu by one of these methods: Press to accept the default tender amount and switch the focus to the side menu. Press < >< > to highlight a tender type, then press again to select it. If shortcut keys are assigned to your tender types, press the key combination corresponding to the tender type you wish to define. For example, in the example above the shortcut key assigned to the check tender type is . Simply click or touch a tender type. 2. Enter (or scan) any additional information requested, such as check number or credit card number, as applicable. 3. If franking is enabled for checks and gift certificates, and you are tendering by one of these methods, see the Franking section later. 4. The “F11 = Update F12 = Print/Update” message is displayed (see below). This indicates that the tendered and receipt amounts are in balance and the receipt can be updated and/or printed.
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Retail Pro® 8 User’s Guide 5. Update and/or print the receipt as follows: Press , or select PRINT from the top menu, or select PRINT/UPDATE from the tender side menu, to update and print. Press , or select UPDATE ONLY from the side menu, to update without printing (assuming you have security clearance to do so). To tender a split tender transaction: A split tender is a sale paid for using two or more tender types. The total transaction amount, by default, is entered as an undefined amount and selected for you. Again, this example assumes the customer is paying the exact amount of the sale with no change due. (See Giving Change later in this section for handling overtendered amounts.) 1. Type in the amount you want to tender with the first tender type (replace the default amount). 19. Define a tender type for this amount and provide any required information (refer to Steps 1 and 2 in the single tender transaction above). 20. The remaining undefined amount is displayed on the last line of the tender list. Press to accept this amount or type in a new amount for the second tender type. 21. Select a tender type and provide required information for this tendered amount. If franking is enabled for checks and gift certificates, and you are tendering by one of these methods, see Franking below. 22. Continue in this manner until the entire receipt amount has been assigned to two or more tender types. When the entire amount is accounted for, the undefined amount will be displayed as zero and the “F11 = Update F12 = Print/Update” message is displayed. 23. Update and print or update only .
In multiple-tender sales, enter the amount for a tender type first, then select the tender type from the side menu.
To undo a tendered amount: If a tender amount or type is entered in error it can be deleted and a new tender entered. 1. Highlight the tender amount that is in error. 24. Press or select DELETE from the top menu. 25. Enter the corrected tender amount and tender type using standard procedures.
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Retail Pro® 8 User’s Guide
The Quick Tender Bar (Cash/U.S. Dollars Only) To quickly tender a sale using U.S. dollars as the tender type, you can click on or touch the dollar denomination buttons on the Quick Tender bar once for each bill received. For example, to enter $90 received to purchase an $87 item, you might touch the $20 button 4 times and the $10 button once. The Tender screen will be automatically completed showing a sales tender of $90 cash and $3 cash change to be returned to the customer. Pro Tip: Removing the Quick Tender Bar If you don't use the Quick Tender bar, you can remove it to save screen space. Use Windows Notepad to open the LASTSTATE.INI file in the …\RPRO\WS##\LAYOUTS folder. Scroll down to find the heading [GENERAL]. Insert a blank line just below this heading and enter the following command on the blank line: Hidequicktenderbar=1. Replace the ## in the path with the actual workstation number. After restarting the computer, the Quick Tender bar will be hidden at this workstation.
Giving Change If the amount tendered exceeds the receipt total, the extra amount is displayed as an Overtendered amount. Overtendered amounts are returned to the customer as change in one or more tender types just as undefined amounts were taken from the customer in one or more tender types. If you select cash as the tender type, then cash will be automatically suggested as the change tender. To give change in another tender, follow the same procedures to define amounts and tender types for change as you did for tendering payment, except that manually defined change amounts must be entered as negative numbers. (E.g., if you want to issue part of the overtendered amount as a gift certificate, you must enter a negative amount, - 50, for example, and then select the GIFT button. You can then return the remainder of the change in the usual fashion.) Once the overtendered amount has been defined, the “F11 = Update F12 = Print/Update” message is displayed. Optionally, a change window can be displayed when the print/update option is selected. The change window remains open to remind the cashier of the change amount(s). When ready, the cashier can close the change window by selecting CLOSE ().
Change Window Manually entered change amounts must be entered as a negative number.
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Preferences: Requiring Customer Information for Specific Tenders SYSTEM PREFERENCES h POINT OF SALE h TENDER REQUIREMENTS h Customer information required for tender: Under Receipt Tenders, 5 select Tender and/or Change to require recording of customer information when tendering and/or when giving change by those tender types. Then, under Required Customer Field, 5 select the customer information fields that you are requiring to be recorded when tendering by each tender type. Preferences: Display Change Window SYSTEM PREFERENCESh POINT OF SALE h RECEIPTS h TENDER h Display change window when tendering by: 5 . Select the tender types that trigger display of the change window. Preferences: Tenders Allowed on Return Receipts SYSTEM PREFERENCES h POINT OF SALE h RECEIPTS h TENDER h Allow these tenders on a return receipt: 5 . Select the tender types allowed on return receipts. At least one tender type must be selected. Only those selected here will be enabled on the return receipt Tender screen. Pro Tip: Giving Cash Back While Ringing Up a Purchase To give cash back while processing a purchase by a tender other than cash: 1. Enter the amount of cash to be returned to the customer as a negative number first. For example, if the customer wants $50 back, enter – 50. 2. Select CASH from the tender toolbar. The screen will show $50 cash is due in change. By entering the amount of cash back first, the new undefined amount displays how much the customer owes (including the amount due for the cash you are returning to the customer). 3. Tender the new undefined amount as usual.
Franking Franking is printing validation information (such as customer name, receipt number, phone number, etc.) on the back of checks or gift certificates. Franking is enabled in workstation preferences. To frank a check or gift certificate: 1. Follow tendering instructions through the step of selecting the tender. 2. After selecting check or gift as your tender, input the required check or certificate information as usual. 3. A Prepare Document dialog displays, telling you to prepare the document for franking. When you have placed the check or gift certificate in the printer properly, select PRINT to print the franking information on the back of the check or gift certificate. If given the option, select the franking print design and then select PRINT again. Alternatively, select CANCEL to accept the check or gift certificate but cancel franking and return to the receipt. 4. Update/print the receipt as usual. Preferences: Activate Franking W/S PREFERENCES h DOCUMENTS h Document Franking in Receipts and SOs: 5 Select for Checks and/or Gift Certificates to enable printing validation information on the back of those documents.
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Tender Rounding Retail Pro can optionally round amounts that are tendered by specified tender types. This feature is particularly useful when tendering by cash. Some base currencies might not have a denomination for a certain decimal place of a currency’s value (.01, for example). For these currencies, you would want to round to the lowest-value increment that exists in the currency for tendering by cash. For example, if the U.S. currency did not have pennies (.01) or nickels (.05), the lowest-value increment of a U.S. dollar would be the dime (.10). If this were the case, you would need to set up Retail Pro to tender by cash only in .10 increments. Other tenders, such as credit card or check, could still tender in .01 increments because physical cash is not being handled, as it is when tendering by cash. Preferences: Rounding Multiples SYSTEM PREFERENCES h POINT OF SALE h Rounding multiple: . Select the currency increment to which you want to round transactions. (.01 is the default.) SYSTEM PREFERENCES h POINT OF SALE h Rounding method: . Select Normal to round to the nearest multiple. Select Up to round up to the next multiple. Select Down to round down to the previous multiple. SYSTEM PREFERENCES h POINT OF SALE h Rounding: . Select the tenders that you want to round.
Note that when the preferences specified above are set to round certain tenders to a specific increment, the receipt total will not be rounded to that increment—only the amounts tendered by the specified tenders. If you have included the Round $ and Total+Round $ fields in your receipt layout, they will tell you in advance what the rounding amount and receipt total tendered will be. Also, on the Tender screen, after you tender, the amount shown next to the total amount will show you the amount that was added or subtracted (negative amount in parentheses) to round.
If you tender by a combination of rounded and unrounded tenders, only the amounts paid by a rounded tender will be rounded. In this case, Round $ will always be zero, because any round amount will be paid by unrounded tenders.
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Opening the Cash Drawer The system is set up to automatically open the cash drawer as you complete a receipt using specified tenders. With security rights, you can manually open the cash drawer using a side menu button or a user-assigned shortcut key from either the main POS menu screen or the receipt history List View. Retail Pro can be set up to maintain a permanent record of each drawer opening. To open the cash drawer manually: 1. Be sure you are signed in under your name/code, that you have security rights granted to open the cash drawer, and that you are at the main POS menu or receipt List View. 2. Select OPEN DRAWER from the side menu or press the shortcut key combination defined for this button (in menu designer). Preferences: Open Cash Drawer W/S PREFERENCES h PERIPHERALS h CASH DRAWER: Specify the cash drawer port, tender types that automatically open the drawer, the timing of drawer opening, and other cash drawer options. If FORCE DRAWER CLOSED is selected, the user will not be able to clear the change window on the screen (when giving change for an overtendered amount) until the drawer is closed. If Force drawer closed is not selected, the drawer will close when the user selects OK on the change window. SYSTEM PREFERENCESh POINT OF SALE h Create a security receipt when: 5 Drawer is opened manually. Select to enable this feature. Note: Security Option for Cash Drawer Access Through Sec Admin, a security right can be assigned to a group to allow the cash drawer to be opened without generating a receipt. "Open cash drawer (no sale)".
After Update Go To Your system can be configured in preferences to go to the former receipt list, a new receipt form, or back to the tender screen after updating a receipt. Preferences: Where to Go After Updating a Receipt SYSTEM PREFERENCESh POINT OF SALE h RECEIPTS h After update go to: Select former receipts, receipt form, or receipt tender.
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Effects of Updating a Receipt Updating a receipt: Deducts sold quantities from inventory and/or adds returned quantities back to inventory. Updates the Last Sold date in inventory for each item sold. Updates Last Sale and Store Credit, if applicable, on the billing customer’s record. Records the receipt in the current month’s sales history file. If referencing an SO, updates the SO’s fill status. Advances the receipt numbering sequence by 1. Optionally prints a copy of the receipt for the customer. Optionally opens the cash drawer and displays the tender change window. Records the current system date as the Post Date (at the main station). Returns you to a blank receipt form, the receipt history list, the Tender screen, or the logon dialog depending on your security and preferences settings.
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Printing Receipts Typically, a receipt is printed when updated and given to the customer for their records. The layout and information printed, along with other print options, is determined by the design file and print options selected in workstation preferences. For some transactions, you may wish to print more than one copy of the receipt or maybe even two different receipt designs for a single transaction. For example, on credit card transactions you may want to print one item detail receipt for the customer and a second signature line receipt with just a transaction summary to keep on file at the store. (Refer to Tool Supplement TS2. Document Designer for more information on creating custom document designs and printing multiple receipt designs.) Copies of former receipts can also be printed. The default design files print the word COPY in the upper left corner of all printed former receipts. To print a receipt: 1. Tender a new receipt normally, and click the Print/Update button (). Or 2. Select a former receipt, and then select print from the top menu. 3. If print option dialogs are displayed, select as appropriate: The printer you want to use. The design file to use. When printing multiple receipts with different designs, selecting the Report Group design file automatically prints all the receipt designs that have been assigned to that group. (Refer to Tool Supplement TS2. Document Designer for more information on using Report Groups.) The number of copies to print. If printing multiple designs in a group, the number of copies selected applies to all designs that will print. Whether or not to preview the receipt prior to printing. 22. Select OK to print (or preview, if selected). (For more information on previewing, refer to Chapter 2 Retail Pro Basics.)
Preferences: Define Default Design File and Print Options W/S PREFERENCES h PRINTING h Area: Receipts and Former Receipts. Define default printer, design file, number of copies, and other runtime print options for printing of receipts. Specify which, if any, of the options can be changed at runtime.
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Note: Printing Separate Totals for Each Tax Percentage on a Receipt If multiple tax percentages are used on a single receipt, you may wish to print the total amount of tax charged for each percentage on the receipt. For example, say you live in a region that has a sliding tax: items at or above $0.01 are taxed at 4% and items at or above $120.00 are taxed at 8%. If a receipt has two items on it, one for $50 and one for $120, the total amount of tax is $11.60: $2 for the 4% tax and $9.60 for the 8% tax. In Document Designer, adding the fields TaxLabel and TaxAmount (under the TaxPercentAmounts group) to your receipt design within a Detail band will display the amount of tax charged for each tax percentage. Pro Tip: Print Gift Receipts without Prices Using the Reports Group feature in Document Designer you can print multiple receipt designs for a single transaction. For example, if you want to be able to print a second receipt without prices that can be given along with a gift, simply design two receipts, one with the price field and one without, and place both of them into a report group with a name like Gift Receipt. When you select GIFT RECEIPT as your design file at the time of printing, both of your receipt designs will print.
Printing Receipts Listing Package or Kit Items When printing receipts that list package or kit items, you can configure your system to print only the package or kit item, only the component items, or both. You can also select which prices will be printed. Printing the package/kit item: Printing options for the package or kit item are defined in system preferences. You can print the 1) package or kit name, 2) price, 3) both, or 4) neither. Printing the component items: Printing options for the component items are the same as those for the package or kit item. These choices are defined when the package or kit is configured in the Package and Kit database window in inventory (refer to Chapter 4. Inventory for more information on setting these options.) Preferences: Specify Package/Kit Item Print Options SYSTEM PREFERENCES h POINT OF SALE h PACKAGES/KITS: 5 Print Package Item on receipts and SOs; 5 Print Package Item price on receipts and SOs. 5 Print Kit Item on receipts and SOs; 5 Print Kit Item price on receipts and SOs. Print package or kit items, package or kit item prices, both, or neither on customer receipts by selecting or clearing the checkboxes.
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Accepting Payment/Giving Change About Specific Tender Types Note: Payment Processing Solutions (PPS) and the Payment Processing Module (PPM) Retail Pro supports the use of electronic payment processing options including check services and/or EFT providers. A variety of providers are supported by Retail Pro. The Payment Processing Module (PPM) provides the interface to use Retail Pro’s preferred check service and payment processing providers. This documentation assumes you utilize PPM and have established accounts with each preferred provider. For more information, please refer to the Payment Processing Solutions documentation. Note: PPM Licensing In order to use PPM, a retailer must have a PPM licensing file, ppmlic.dat, configured especially for its use. The file has an important safety feature: it will only work with the retailer’s assigned User ID, preventing an unauthorized user from using this file and transferring money to the wrong merchant account. See your Retail Pro Business Partner for more information about PPM licensing. Preferences: Modem Communications for PPM W/S PREFERENCES h EFT h THIS WORKSTATION RUNS PPM SERVER: PPM Server controls modem communication for the Payment Processing Module. In order to use PPM on a particular workstation, PPM Server must be running on the network to which the workstation is connected. Launch PPM Server by selecting the W/S PREFERENCES h EFT h THIS WORKSTATION RUNS PPM SERVER option at one workstation on the network. W/S PREFERENCES h PERIPHERALS h MODEM FOR PPM: Select a modem to use on this workstation with PPM.
Tendering by Check Whether a check should be accepted from a given customer is specified in Customers. If the Checks field is selected (5), you can accept checks from that customer. If the check box is cleared ( ), checks should not be accepted. This field is also available for display on the receipt form. When tendering the receipt, if the customer record indicates that checks should not be accepted, a warning will display. However, the security right Check Override takes precedence over the customer's check acceptance status, and a cashier or manager with the override right can still accept a check from the customer. A check verification/guarantee service can be used with Retail Pro to reduce the possibility of bounced checks and check fraud. When a retailer accepts a check as payment, information encoded on the check is sent to the check service, which verifies account information and makes sure the customer is not on its database of “bad-check writers.” The following instructions for accepting a check using a check service assume you use PPM. The procedures to accept payment when utilizing an alternate supported check service provider may vary slightly from those shown. For more information, contact your Retail Pro Business Partner or refer to the appropriate documentation for your service provider.
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Preferences: Check Preferences W/S PREFERENCES h EFT h CHECK SERVICES: Select PPM. Enter the subscriber number assigned to you by the check service. Define what check fields should be displayed in the check tender dialog using the ADVANCED feature. Note: Windows® Modem Properties If you will be using PPM to process check transactions, make sure to disable data protocol and compression in your Windows modem properties. You should also set your Data Bits to 7, Parity to Even, and Stop Bits to 1. To do this in Windows 2000, for example, select control panel h phone and modem options. On the Modem tab, highlight the modem used with Retail Pro and select properties. On the Advanced tab, select change default preferences. On the General tab, set both Data Protocol and Decompression to disabled. On the Advanced tab, set Data Bits to 7, Parity to even and Stop Bits to 1.
To accept a check using PPM or other supported check service: 1. From the Tender screen, select CHECK as the tender type. A Check Verify dialog is displayed.
2. The cursor will be in the MICR field. Run the check through the check reader. The check reader reads the account information encoded at the bottom of the check and writes it to this field and to the Check Number field. (Alternatively, you can manually enter the MICR—the number enclosed between colons across the bottom of the check—and the check number.) 3. In the Check Type field, select PERSONAL or BUSINESS. 4. If available, select an ID Type, such as driver’s license, and enter the number. 5. Select VERIFY. The authorization message is displayed in the Status area. If the transaction is approved, the OK button is enabled and an authorization number is displayed. Select OK to proceed with the transaction. The authorization number assigned by the check service provider is displayed on the Tender screen. 23. If the transaction was not authorized, you can select CANCEL and ask the customer to provide a different form of payment.
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Retail Pro® 8 User’s Guide 24. Enter other tender types as needed until the Update/Print message is received. Update/print normally. To accept a check without using a supported check service: (Select NONE as your check service in workstation preferences.) 1. From the Tender screen, select CHECK as the tender type. 2. In the dialog displayed, enter the check number and any additional check information in the fields displayed. Select OK. The check number is displayed on the Tender screen. 3. Enter other tender types as needed until the Update/Print message is received. Update/print normally. To accept a check for more than the purchase amount: 1. Complete the tender normally, selecting CHECK as the tender type and CASH as the change type for the overtendered amount. The change can be returned by other tender types if desired; simply define a different tender type for the overtendered amount. To cash a check without a purchase: To use this procedure you must have preferences set to open the cash drawer on check tenders and on zero receipt amounts. (Refer to Opening the Cash Drawer section.) 1. Create a receipt with no items listed and a zero total balance. 2. Select TENDER () to access the Tender screen. 3. Enter the check amount as the tendered amount and select CHECK as the tender type. 4. Enter the check number or complete verification procedures as requested. The entire amount will show as an overtendered amount. Select CASH as the change type and then update normally. The cash drawer will open upon updating, allowing you to give cash to the customer. To validate a check at POS: Refer to the Franking section.
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About EFT Tenders Retail Pro supports the use of Electronic Funds Transfer (EFT). EFT systems transfer funds electronically from one bank account to another and have become an important tool for retailers. EFT transactions can be verified at point of sale and the funds transferred promptly into the merchant’s account. There are two necessary components to use an EFT system: 1. EFT configuration of Retail Pro: Retail Pro must be configured to use EFT. 2. Merchant account: Retailers must set up a merchant account with a processing company. When a retailer using EFT accepts a credit, debit, or gift card as payment, the processor (for a fee) takes care of all the details involved in getting the money from the card-issuing bank to the merchant’s bank. The following instructions for accepting credit, debit, and gift cards using EFT assume you are using PPM. The procedures to accept payment when utilizing an alternate supported processor may vary slightly from those shown. For more information on these alternatives, contact your Retail Pro Business Partner or refer to the appropriate documentation from each processor. Note: Multiple EFT Tenders on a Single Receipt Up to three EFT transactions (any combination of credit card, debit card, and gift card transactions) can be conducted on a single receipt.
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Tendering by Credit Card Up to eight credit card types can be predefined in preferences for acceptance at point of sale and up to three credit cards can be used to tender a given sale. Card-type number ranges can also be predefined. Retail Pro can then automatically record the correct card type for you when a credit card number is input. Preferences: Credit Card Preferences w/s preferences h eft h credit cards h Type: Select ppm. Also select whether or not to close credit card dialog upon approval, to automatically update/print after card approval, and to print an EFT receipt during authorization or on print/update. w/s preferences h eft h credit cards h eft options: If you selected ppm as your EFT type, you must also, choose an AVS Prompt option. When manually entering a credit card transaction, you must enter the customer’s ZIP code. An AVS mismatch occurs when the ZIP code provided by the customer does not match the ZIP code on file for the customer. Select always accept to always accept a manual credit card transaction regardless of AVS mismatch. Select prompt to prompt the cashier when an AVS mismatch occurs. The cashier can then choose to continue with the credit card transaction or not. Select never accept to never accept a credit card transaction when an AVS mismatch occurs. (Refer to the Modem Communications for PPM preferences at the beginning of this section for more information about using PPM.) w/s preferences h printing h area: receipts: Specify the number of copies of a receipt to print or specify that the number of copies can be changed at the time of printing. system preferences h point of sale h credit cards: Predefine up to eight credit card types and associated card number ranges (ranges must be defined for cards being processed by EFT). Select which credit card types should be processed with EFT. The following are standard card ranges. The ranges for Visa, MasterCard, and American Express are entered into preferences by default.
visa: 40000000-49999999
carte blanche: 39300000-39499999
mastercard: 51000000-55999999
jcb: 30830000-33299999 35280000-35899999
discover: 60110000-60119999
diners: 30000000-30599999 36000000-36999999 38000000-38999999
american express: 34000000-34999999 37000000-37999999
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Retail Pro® 8 User’s Guide To tender by credit card using PPM or other supported EFT provider: 1. Enter a tender amount. 2. Select CREDIT CARD as the tender type. 3. In the dialog displayed, enter the credit card number and expiration date manually or by swiping the card through a card reader. 4. If you entered credit card information manually, you must also enter the customer’s ZIP code. 5. Select AUTHORIZE. If you entered the credit card information manually, you are asked if the card is present. Answer yes or no accordingly. The system dials out for authorization and displays a response in the Status area. (If your workstation preferences are set to prompt in the case of an AVS mismatch, you will be alerted and asked if you would like to continue with the transaction if the ZIP code provided by the customer does not match what is on file for that customer. Refer to the Credit Card Preferences note above for more information.) 3. If the credit card is approved, an authorization number assigned by your EFT provider is displayed in the Authorization field. Select OK. The authorization number and a reference number assigned by Retail Pro (used to identify the credit card transaction in case the transaction needs to be voided at a later date) are displayed on the Tender screen. If authorization cannot be obtained because the connection to the processor is down, you may wish to call the processor and obtain an authorization number over the phone. Select FORCE AUTHORIZATION and manually enter this number in the Authorization field. In this case, the transaction is automatically approved without dialing out. 4. Repeat for another credit card or other tender types as needed until the Update/Print message is received. Update/print normally. To tender a credit card using a non- supported EFT provider: 1. (Select NONE as your EFT Type in workstation preferences. Note: Using a non-supported EFT provider, you will not be able to authorize credit card transactions directly in Retail Pro. 2. Enter a tender amount, and then select CREDIT CARD from the tender types on the side menu. 3. Follow your EFT processor’s instructions for authorizing credit card payments. 4. (If not recording credit card numbers) Select the card type. OR (If recording credit card numbers) In the dialog displayed, enter the card number and expiration date. If there are predefined card ranges in system preferences, the card type may be automatically entered. Otherwise, choose the card type from the drop-down list. Select OK. 5. Repeat for other tender types until the Update/Print message is received. Update/print normally. If credit card numbers are recorded in Retail Pro when tendering, the system will print a signature line on printed receipts (default designs). A second copy of the receipt can be printed if required, using the printing options in workstation preferences. Copyright © 2009 Retail Pro. All rights reserved. 517
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Reversing Credit Card Transactions There are two ways to reverse credit card transactions: Voids – When you reverse a former receipt tendered by credit card, this is referred to as a void. A former receipt can be voided only if the credit card transaction or transactions on the receipt have not been sent to the processor for settling. In the case of voids, transactions are cancelled before they are ever sent to the processor, so no money ever changes accounts. Credit Refunds – Once credit card transactions have been sent to the processor for settling, they cannot be voided. Instead, you have to conduct a credit refund. In this case, the processor has already transferred money from the card holder’s account to the retailer’s account. A credit refund transfers the money from the retailer’s account back to the card holder’s account. A credit refund is created when a positive credit card amount is used as payment tender on a return receipt or when a negative credit card amount is used as payment tender on a regular sales receipt. For more information about settling credit card transactions with the processor, refer to Chapter 11. End of Day. To void a credit card transaction: 1. Locate the former receipt and reverse it. 2. If Retail Pro cannot locate the transaction in an unsettled batch file, it assumes that the transaction has already been settled. It will prompt you to create a credit refund transferring the amount back to the customer’s account. Select yes. The receipt is reversed and the credit card amount is refunded back to the card. The transaction is instantly approved without dialing out, since authorization is not required for a credit refund. To make a credit refund manually: 1. List the items being returned on a return receipt. Alternatively, list the items being returned as negative quantities on a regular receipt. Tender the receipt by credit card. The transaction is instantly approved without dialing out, since authorization is not required for a credit refund. Note: Credit Card Verification Number Many of the largest credit card companies provide fraud protection for manually entered credit cards via a special card verification number that is printed on the back of the card. When using PPM as your EFT type, the CVV2 field is added to the standard credit card dialog. If you manually enter a credit card number, you can optionally enter the card verification number in the CVV2 field. The card verification number is typically printed on the back of the credit card, after the credit card number, in the cardholder signature field.) If the entered card verification number does NOT match the number assigned to the card, a warning message is displayed, but you still are allowed to complete the sale. Note: Internet Sales If the sale is made via the Internet, there is no card reader to capture additional data, so the processor charges a higher rate. Select INTERNET SALE textbox in the credit card dialog normal data.
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Tendering by Debit Card Debit cards are similar to credit cards, except that debit cards transfer funds from an existing checking or savings account. Before a debit card transaction can be approved, the cardholder must enter into the system the Personal Identification Number (PIN) assigned to him by the bank or organization that issued the card. In order to conduct debit card transactions at a particular workstation, therefore, the workstation must have a Magnetic Stripe Reader (MSR) with a PINpad device into which customers can enter PINs. Debit card transactions will be displayed on reports and X/Z-Out reports as DEBIT CARD tender.
Preferences: EFT Preferences W/S PREFERENCES h EFT h DEBIT CARDS h Type: Select a processor to process debit cards. Also select whether to allow cashback on debit card transactions and the maximum cashback amount. W/S PREFERENCES h PERIPHERALS: Select an OPOS MSR Type, Display Type, Keyboard, and PINpad type, as well as related options. Note: Settling Not Necessary for Debit Card Transactions Unlike credit card transactions, which must be settled with the processor before money transfers accounts, debit card transactions are “live”—money transfers accounts as soon as the transaction takes place. As such, there is no need to settle transactions with the processor at a later time.
To tender by debit card: 1. Enter a tender amount. 2. Select DEBIT CARD as the tender type. The Debit Tender dialog is displayed. 3. The PINpad will read, “Swipe card now.” At this point, have the customer swipe the debit card through the PINpad, enter his PIN number, and press . 4. If your preferences are set to allow cashback, the PINpad will ask the customer to select a cashback amount: none, $20, $40, other. (The customer can also select the yes button on the PINpad to designate “other,” or the no button for “none.”) 5. If the customer selects other, he will need to tell the cashier the cashback amount. Enter this amount in the Cashback field of the Debit Tender dialog and select OK. 6. The PINpad will display the total amount to be debited (not including any processor surcharges—see the Note below). The customer must approve the amount by pressing on the PINpad. (To cancel the transaction at this point, the customer can press .) The system dials out for authorization and displays a response in the Status area. If the debit card is approved, an authorization number assigned by the processor is displayed in the Authorization field. 6. Select OK. The authorization number, card information, and a reference number assigned by Retail Pro (used to identify the transaction in case the transaction needs to be voided at a later date) are displayed on the Tender screen. 7. Repeat for other tender types as needed until the Update/Print message is received. Update/print normally. Copyright © 2009 Retail Pro. All rights reserved. 519
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Note: Processor Surcharges Depending on the terms of the merchant account you establish with the processor, customers may be charged a surcharge for each debit transaction. This surcharge is added to the total amount of the debit transaction by the processor when the transaction is approved; the surcharge amount is not entered in Retail Pro. It is important to note that the debit amount on the Retail Pro Tender screen and the PINpad do not include any surcharges, even through the surcharge is debited at the same time as the transaction amount. However, the surcharge can be printed on receipts by adding the Fee field (under the DebitCard branch of the Receipt schema) to your receipt designs in Document Designer (refer to Tool Supplement TS2. Document Designer for more information). Because the surcharge is not included in the amount displayed on the PINpad, you may wish to post a notice informing customers of the surcharge or make it store policy for the cashier to tell customers about the surcharge. Most areas have regulations that govern how a retail operation should inform customers about surcharges (such as requiring a sign be posted in the point-of-sale area and/or printing the surcharge amount on the receipt with a specific label). You should check the regulations for your state, region, and/or bank to be sure that your store complies. Note: Cannot Force Authorization of Debit Cards Because there is no way to verify the customer’s PIN when the connection to the processor is down, you are not able to conduct debit card transactions if this happens. For the same reason, you cannot conduct debit card transactions in offline mode.
To refund a debit transaction: Debit transactions can be canceled and refunded to the customer before a receipt is updated. You cannot cancel a receipt in progress that has debit transactions on it. These must be refunded before the receipt can be cancelled. 1. Highlight the debit tender amount on the receipt tender screen. 2. Select DELETE () from the top menu. 3. Select YES in the debit refund confirmation dialog that is displayed to proceed with the refund. 4. Have the customer swipe his debit card, enter his PIN, and approve the refund amount on the PINpad. 5. Complete the receipt with other tender types or cancel as needed. Note: Canceling or Reversing a Receipt Tendered by Debit To cancel or reverse a receipt tendered in whole or in part by debit card, you generally must first refund the debit amount as described above. Therefore, the customer needs to be present to provide the card and the PIN number. The exception to this is if the debit card is not available when reversing a receipt, Retail Pro will display a message indicating that the debit transaction will not be reversed along with the document. The receipt may still be reversed, but the return of funds will need to be handled manually.
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Tendering by Gift Card Retail Pro supports the use of electronic gift cards (also known as “stored-value cards”). Gift cards are like electronic gift certificates. A new gift card is activated with a specific amount of “store money” that can be used to purchase merchandise at a future date. The entire amount of the gift card does not have to be used at one time. Purchases made with the card deduct from the amount on the card until the balance reaches zero. In addition, gift cards can be “recharged,” that is, an existing gift card (with or without a balance remaining) can have additional amounts added. Gift card transactions will be displayed on reports and X/Z-Out reports as GIFT CARD tender. The following instructions assume that you use PPM for gift card transactions. Retail Pro’s preferred processor keeps track of gift card amounts and authorizes gift card transactions at point of sale. Preferences: EFT Preferences W/S PREFERENCES h EFT h GIFT CARDS h Type: Select PPM to process gift cards utilizing Retail Pro’s preferred processor. W/S PREFERENCES h EFT h GIFT CARDS h Max Gift Card Amount: Enter the maximum amount that can be placed on a gift card via a single activation or recharge transaction. (The default is 0, meaning there is no limit.) This maximum amount only limits the amount that can be placed on an individual gift card in one transaction. It does not limit the total amount on the gift card due to multiple recharges, multiple gift card transactions on a single receipt, or the redemption amount when paying by gift card. W/S PREFERENCES h EFT h GIFT CARDS h Use Cash Out Limit: Select to enable the Cash Out Limit field, and then enter the maximum allowed cash out amount in the Cash Out Limit field. W/S PREFERENCES h EFT h GIFT CARDS h On Deactivation: Choose what to display when you deactivate a gift card: RECEIPT – MAIN displays the main screen of a new receipt. RECEIPT – TENDER displays the tender screen of a new receipt. DO NOTHING immediately deactivates the card without displaying a receipt. W/S PREFERENCES h EFT h GIFT CARDS h Increase Funds: When adding funds to gift cards, select when the new funds should be made available for use by the customer: IMMEDIATE – Funds are made available for immediate use. POST-SETTLEMENT – Funds are made available after the batch is settled. W/S PREFERENCES h EFT h OPTIONS h Prompt for Gift Card transaction type: Select to be prompted for the type of gift card transaction you are making (purchase card, add value, redeem card) when you using gift card as the tender type. Note: Card Reader Settings In order to use your card reader (a.k.a. magnetic stripe reader) with gift cards in Retail Pro, you must configure it to return track 2 data. Refer to your card reader documentation for instructions. Note: Expiration Date Is Optional Recording expiration dates for gift cards is optional. The following instructions will tell you to enter the expiration date “if necessary.” If you do not need or want to record expiration dates, simply leave this field blank. When an expiration date is encoded on a gift card and it is swiped through a card reader at point of sale, the expiration date is automatically recorded. Some jurisdictions have rules that govern (or even ban) the use of expiration dates on gift cards. Be sure to find out what your local rules are and work out a suitable expiration policy with your gift card service provider.
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Retail Pro® 8 User’s Guide Note: Settling Gift Card Transactions Gift card transactions must be settled with the processor, just like credit card transactions. If you use PPM to handle your credit card transactions, your gift card transactions are written to the same batch files and both are subsequently settled at the same time using the procedures described in Chapter 11. End of Day. No separate settlement is required. If you use a credit card processor other than Retail Pro’s preferred processor, but still use PPM to process gift cards, you must settle gift card transactions using the procedures described in Chapter 11 in addition to the settlement procedures required by your credit card processor.
To purchase or add value to a gift card: Most stores that offer gift cards have pre-printed cards with card numbers displayed and encoded on them. These cards can be ordered from Retail Pro’s preferred processor. (See your Retail Pro Business Partner for details.) The cards have a $0 value and cannot be used to make purchases until they are activated with some amount. Note: Each Gift Card Must Be Activated or Recharged Separately Multiple gift cards can be purchased on the same receipt; however, each card needs to be activated or recharged separately. This means repeating Steps 3-7 below for each separate gift card.
1. Create a receipt and list the items being sold as usual. 2. Select TENDER to go to the Tender screen. 3. If you have the prompt for gift card transaction type setting selected in Workstation Preferences, enter the gift card amount as a positive number. This amount cannot exceed the maximum gift card amount set in preferences. If you do not have the prompt for gift card transaction type setting selected, enter a negative amount, otherwise Retail Pro will read this as an amount being paid in by the customer. 8. Select GIFT CARD from the side menu. If a pop-up menu is displayed, select PURCHASE CARD from the pop-up menu if the customer is purchasing a new card, or select ADD VALUE if the customer is adding value to an existing card. 9. Enter the card number and, if necessary, expiration date for the gift card. This information can be entered manually, or by swiping the card through your card reader. 10. Select AUTHORIZE. Retail Pro calls the processor, who adds the amount to the card. An authorization number is displayed in the Auth field. 11. Select OK. You are returned to the Tender screen. 12. Repeat Steps 3-7 for each additional gift card to be activated/recharged. 13. When finished activating/recharging gift cards, tender and update the receipt as usual. Note: Activate/Recharge Gift Cards Before Tendering Receipt You should activate/recharge gift cards before tendering the receipt. This is especially important when the customer is using a credit card to pay. Most merchant accounts do not allow customers to overtender a credit card transaction. If you manually add the gift card amount to the receipt total and attempt to tender by credit card, you may receive an error message stating that overtenders are not allowed.
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Retail Pro® 8 User’s Guide To tender a sale by gift card: 1. List the items being sold and go to the tender screen in the normal manner. 2. Enter the amount being tendered by the gift card and select GIFT CARD as the tender type. If a pop-up menu is displayed, select REDEEM CARD. 3. With the gift card dialog displayed, swipe the gift card through the card reader or manually enter the gift card number and, if necessary, expiration date. 4. Select AUTHORIZE. The system dials out for authorization and displays a response in the Status area. If the gift card is approved, an authorization number assigned by the processor is displayed in the Authorization field. Select OK. The card number, authorization number, expiration date, and a reference number assigned by Retail Pro (used to identify the gift card transaction in case the transaction needs to be voided at a later date) are displayed on the Tender screen.
If authorization cannot be obtained because the connection to the processor is down, you may wish to call the processor and obtain an authorization number over the phone. Select FORCE AUTHORIZATION and manually enter this number in the Authorization field. In this case, the transaction is automatically approved without dialing out. If there is insufficient funds remaining on the gift card to tender the entered amount, the gift card amount is adjusted to the balance of the card and the remaining amount will be displayed as due and must be tendered by another tender type. If the gift card balance is greater than the sale amount, you can leave the remaining amount as the new balance, or you can “cash out” the card by returning the remaining balance as change to the customer. 5. Repeat for other tender types as needed until the Update/Print message is received. Up to three different gift cards can be used as tender on a single receipt. Update/print normally.
Note: Reversing and Refunding Gift Card Transactions Receipts tendered by gift card can be reversed, but the transaction amount will be credited back to the gift card as part of the reversal process (refer to Editing and Reversing Former Receipts section for more information on reversing receipts). When you attempt to reverse a receipt that contains a gift card transaction, you will be prompted to credit the gift card amount back to the card. Select OK and Retail Pro will dial out to the processor, return the transaction amount to the gift card, and then reverse the receipt. The customer and gift card do not have to be present for this procedure. If a customer wishes to return items purchased by gift card and have the amount credited back to the card, this can be done by creating a return receipt and tendering the receipt by the same gift card. (Refer to Merchandise Returns and Exchanges section for more information about making return receipts.)
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Pro Tip: Using Gift Cards Instead of Store Credit for Returns If your retail operation lets customers return merchandise in exchange for store credit, you might want to consider using gift cards instead. This allows you to perform returns without tracking customers, as no Retail Pro customer record is required to issue a gift card. In addition, it can prevent the store credit fraud that arises when a customer uses the same store credit at more than one store on the same day, before polling takes place. Since redeemed amounts are deducted from gift cards immediately, there is no opportunity to use the same gift card amount more than once.
To check the remaining balance on a gift card: 1. From the Receipts area main screen (List View), select PPS MAINTENANCE from the side menu. 2. Select BALANCE INQUIRY from the pop-up menu. 3. Enter the card number. 4. Select INQUIRY. The remaining balance is displayed in the Status field. 5. Select OK. To deactivate a gift card: 1. Select PPS MAINTENANCE from the side menu of the Receipts area. 2. Select DEACTIVATE GIFT CARD from the pop-up menu. 3. Enter the card number, and enter or select a deactivation reason. 4. Select DEACTIVATE. The processor removes any remaining balance on the card. 5. Select OK. 6. If there is a remaining balance on the card, a new receipt may be displayed (depending on your preference settings). The amount to be refunded will be entered automatically on the tender screen, where you can update/print the receipt. After the receipt is updated, select OK to close the displayed dialog.
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Tendering by Gift Certificate A gift certificate is “store money” that can be used to purchase merchandise at some future date. When a customer buys a gift certificate, there is no net sale. The customer is paying in the amount of the certificate in one currency (such as cash) and receiving the same amount as change in the form of a gift certificate. Certificate numbers can be suggested by the system and recorded both on the sale and the redemption of gift certificates for tracking purposes. Reports, including X/Z-Out Reports, track certificate purchases as Gift amounts paid out, and redemptions as Gift amounts paid in. Note that you cannot both take and give a gift certificate on the same transaction. (If wanted, gift certificates can be franked. Refer to the Franking section.) To sell a gift certificate: 1. Start a new receipt with no items listed and a zero total. 26. Select TENDER (). 27. Enter the amount of the gift certificate in the tender column. 28. Select the tender type the customer is using to pay for the gift certificate (cash, credit card, etc.). The amount tendered is displayed as an overtendered amount. 29. Select GIFT to tender the change back to the customer. 30. Complete and record gift certificate information per your store’s requirements. To redeem a gift certificate: A gift certificate can be used to tender a sale the same as any other tender. 1. Tender the receipt normally, selecting GIFT as the tender type. 2. Record the certificate number when requested. 3. Tender any change in the normal way. Preferences: Gift Certificate Numbering SYSTEM PREFERENCESh POINT OF SALE h RECEIPTS h Options: 5 Suggest Gift Certificate number for change tender. Select to have the system suggest a seqential number when you issue a new gift certificate.
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Tendering by Store Credit Retail Pro updates a customer’s store credit balance each time a purchase or return is tendered by store credit. If you edit a customer’s store credit balance or delete a customer with a non-zero store credit balance, the system automatically creates a receipt with the adjustment amount recorded as a SC_ADJ fee. A customer’s store credit balance can be displayed on the receipt form by adding the St. Credit field (refer to Appendix A. Interface Design for information on customizing layouts). To tender a sale by store credit: 1. If the systems is configured to suggest store credit tender, when TENDER is selected () and store credit is available, you will be prompted to use the store credit. Select yes to tender the sale with the store credit. The tender screen will open with the available credit entered as the first tender amount and StoreCredit listed as the tender type. If the credit available exceeds the receipt total, then only an amount equal to the total will be used. If the store credit is insufficient to cover the receipt total, any remaining amount due will be listed as an undefined amount.
31. Define tender amounts and types for the remaining amount due if necessary. 32. Update/print the receipt as usual. The customer’s store credit balance will automatically be updated in the customer file. The amount tendered by store credit and any positive remaining store credit balance will print on the customer’s receipt (if using the default receipt designs).
Preferences: Store Credit Preferences SYSTEM h POINT OF SALE h RECEIPTS h Options: 5 Select to suggest a store credit tender when credit is available and/or to check amount of store credit available. SYSTEM PREFERENCESh POINT OF SALE h RECEIPTS h Options: 5 Record/suggest Store Credit ID numbers to help track store credits. Select to have the system suggest an ID number when giving change by store credit. When redeeming the store credit at a later date, the ID number can be entered to match it with the earlier credit given.
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Tendering by Charge Account Be sure the CHARGE button has been added to the Tender screen side menu to tender by charge account. The system can be set up to automatically check a customer’s charge balance and alert you if insufficient credit is available. Retail Pro will allow you to override the credit limit and complete the charge transaction. Define charge limits for individual customers in the customer file. 1. Enter the tender amount and then select CHARGE as the tender type.
33. Optionally select from the drop-down list of predefined default charge terms or enter new terms for this transaction in the Charge Tender window that is displayed. 34. Select OK to accept any terms selected and return to the Tender screen. 35. Complete and update/print the receipt normally. The default printed receipt designs include the charge terms and incorporate a signature line for charge tenders. A second copy of the receipt can be printed if required, using the printing options in workstation preferences.
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Preferences: Charge Accounts SYSTEM h POINT OF SALE h RECEIPTS h COMMENTS/TERMS h Receipt Charge Terms: Define default receipt charge terms that will be available for selection from the receipt Tender screen. SYSTEM h POINT OF SALE h RECEIPTS h Options: 5 Check charge balance. Select to have the system check a customer’s available charge limit and display a warning if the tender will result in that limit being exceeded. SYSTEM h POINT OF SALE h CUSTOMERS h Options: 5 Allow charges against charge limit of zero. By default, this is unselected, meaning a charge tender cannot be completed if the customer's charge limit = 0. If selected, a charge tender can be completed even if customer's charge limit = 0. Typically, this would be used to allow a new customer to charge immediately, before his charge limit has been set. If used, care should be taken to review and set charge limits for new customers promptly. SYSTEM h POINT OF SALE h CUSTOMERS h Options: 5 Limit Charge tender to AR customers only. When selected, only customers with the AR flag set to Yes or Export (in the customer file) may use the charge tender on a receipt or deposit. Note that this applies both to purchase amount and change.
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Tendering by Foreign Currency Before you can tender a sale in a foreign currency you must define currency exchange rates and options in system preferences. Defining a currency in preferences automatically adds that currency as a tender type option on the tender screen. “Take” and “give” exchange rates may be defined with different values relative to your base currency. The system automatically calculates the correct amounts to take and return as change in each of the foreign currencies you have defined. A sale can be tendered with any combination of base and foreign currencies. Foreign currency purchases are tracked as “cash” purchases in the currency type tendered. Amounts tendered by check, credit card, etc., are always recorded in the base currency. X/Z-Out reports summarize all sales in terms of the base currency in the first section and, if applicable, include an additional report segment with a breakdown of amounts paid in or out in each foreign currency. To tender a sale by foreign currency: 1. With the receipt total highlighted, select a foreign currency to use from the tender toolbar. 2. In the foreign currency tender dialog displayed, enter the amount tendered by foreign currency. In the example shown, the sale is being tendered in Japanese yen, while the base currency is U.S. dollars. Note that the tendered amount (12,000 yen) is displayed in both currencies using the exchange rates you have specified in preferences to make the calculations. Select OK to record the yen tender.
3. Any overtendered amount will be displayed on the tender screen in the base currency. To give change in the base currency simply select the change tender type from the tender toolbar, e.g. cash.
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Retail Pro® 8 User’s Guide To give change in the foreign currency select the foreign currency as the change tender type. In this example we have selected YEN again as the change tender. The foreign currency tender dialog is displayed again, this time with the change amount displayed in both foreign and base currencies. Select OK to accept the displayed change amount.
4. The tender screen is displayed showing the tender as balanced. Update and print normally.
Preferences: Define Foreign Currencies SYSTEM PREFERENCES h INTERNATIONAL h CURRENCY: Define exchange rates, currency denominations and currency options for your base currency and up to ten foreign currencies. 5 Select to use foreign currency and/or Euro triangulation. Pro Tip: A Foreign Currency Calculator The foreign currency tender dialog can be used as a handy calculator for computing foreign currencies. For example, if the total in the base currency is 561.00 dollars, and the customer asks, “How many Lira is that?” the associate can simply accept the default amount and then select Lira as the tender type. The foreign currency tender dialog will display the exact amount of Lira, based on the pre-defined exchange rate (which is also displayed in the dialog). You can also type in a larger amount of Lira and it will display the equivalent in your base currency.
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Tendering by Payments The PAYMENTS tender is a specialized tender used in some areas to record up to six future payments. (Refer to Technical Supplement E2. International Features for more details.) 1. Select PAYMENTS as the tender type. 36. The Payment Tender dialog is displayed. Use the Payment Wizard to have the program calculate payment amounts and dates for you. Simply enter the number of payments, the start date, the interval between payments, and the total amount tendered (suggested as the receipt total) in the Wizard fields. The payment schedule is calculated and displayed when you select calculate payments. Alternatively, you may manually specify payment dates, amounts/percentages and remarks directly in the payment schedule table.
Note: Former Receipts Tendered by Payments After updating a receipt tendered by payment, you can later view what the payments were by displaying the former receipt as usual, then selecting TENDER to access the payment screen. (See the Locating Former Receipts section later in this chapter for more information on former receipts.)
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Returns and Exchanges About Returns and Exchanges Merchandise returns can be recorded either on sales receipts (by listing negative quantities) or on return receipts, depending on how you want to track and report your returns. In order to track merchandise sales and returns separately, not just net sales, you must record merchandise returns on return receipts. A return receipt deducts the receipt total from the current day’s sales and adds the item(s) back into inventory. To record returns on return receipts: 1. Start a new receipt normally. Select RETURN when you reach the Receipt Type field. 37. List (or scan) the returned merchandise, using the same prices at which the merchandise was purchased. List returned quantities as positive numbers. 38. Enter any discount or fee amounts that were applied to the item(s) at the time of purchase. 39. Tender the return, indicating how the refund is returned to the customer, usually cash, credit card or store credit. 40. Update and print the receipt.
Preferences: Allowed Tenders on Return Receipts SYSTEM PREFERENCES h POINT OF SALE h RECEIPTS h TENDERS h Allow these tenders on a return receipt: 5 . Select the tender types that can be used to tender a return receipt. At least one tender type must be selected. Only the tender types selected will be available on the tender screen. Preferences: Require Customer on Return Receipts SYSTEM PREFERENCES h POINT OF SALE h RECEIPTS h Require customer field entries for: 5 Return Receipts. Select if the cashier must record a customer on a receipt before updating a return receipt. Pro Tip: Using Copy to Quickly Duplicate the Original Receipt If you can locate the original sale receipt in the history files you can speed up creation of a new return receipt. Highlight or display the original receipt, then select COPY to copy all the original receipt information and items to a new receipt. Change the receipt type to Return, edit as necessary, then tender the return amount and update/print. Pro Tip: Locating a Former Receipt You can use the receipt #, customer name, date, etc. from the customer’s original printed receipt to find the Retail Pro electronic copy in the former receipt list. Alternatively, use the Customer History feature to quickly pull up a record of all receipts made for a particular customer during a specified history time period (refer to Chapter 9. Customers for details). From the customer history screen, find the correct receipt, then select COPY from the side menu to copy the sales receipt and begin a new return receipt.
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Retail Pro® 8 User’s Guide To exchange merchandise using both a sales and a return receipt: Some stores record exchanges by making a return receipt for the returned item(s) and a new sales receipt to sell the replacement item(s). If you do not use return receipts, see the next section on recording exchanges using only a sales receipt. 1. Record the returned merchandise on a return receipt as described in the previous section. 41. Make a new sales receipt for the replacement item(s). If you tendered the return receipt by store credit, then that store credit can be immediately used to tender the new sale. To exchange merchandise using only a sales receipt: If your system does not allow negative quantities on receipts then you will not be able to use this procedure. Use of this method will also negate the control over return receipt tender types that you may have set in preferences, because those settings do not apply to a sales receipt. 1. Start a sales receipt and list the item(s) being returned. Enter the quantity as –1 (minus one), or minus whatever quantity is being returned. Use the Edit Item dialog to change the quantity. 42. List the items being purchased using normal procedures. 43. A positive receipt total indicates an amount due from the customer. Tender this amount as you would any other receipt total. A negative receipt total (displayed in parentheses) indicates that change is due to the customer. This amount will be shown as an Overtendered amount on the Tender Screen. Tender the change amount to the customer following your store’s guidelines for returns (i.e., cash, store credit, credit card credit, etc).
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Generating/Referencing Sales Orders Generate an SO from a Receipt in Progress This procedure converts a receipt in progress into a sales order. It is particularly useful when the customer decides to put the item on layaway after you have already started a receipt. The receipt must contain a Bill To customer, have items listed, and have a tax area selected. Generating the SO automatically discards the receipt and no record of it is kept in the receipt file. 1. From anywhere in the receipt form, select GENERATE SO from the side menu. If you are at the Tender screen you must back out () to the receipt form first.
2. Select the SO type you want to generate. 3. You are prompted to take a deposit. Click Yes if the customer will make a deposit, or No to create the sales order without taking a deposit.
A dialog is displayed indicating the SO # of the new sales order. If you want to print, take deposits, or add other information to the SO, you must open it from Sales Orders.
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Filling Sales Orders Typically, SOs are filled by making one or more receipts that reference the SO. When you receipt against an SO, you can bring all the information from the SO to the receipt, including customer information, any or all items, discounts, fees, and so on. Note that if information is already written in a receipt field (excepting the document item list field), the information brought over from the SO will overwrite it. If all items from an SO are to be sold on a single receipt, that receipt may be generated from Sales Orders at the processing station designated on the SO. In either case, the sold items are deducted from inventory when the receipt is updated. The SO’s fill status is also automatically updated as receipts are completed against it.
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Retail Pro® 8 User’s Guide To make a receipt referencing an SO: 1. Reference the SO by entering its number in the SONumber field on a sales receipt. It is not necessary to enter leading zeros for the SO number. If you need to lookup the SO number, then select () in the SO Number field to go to the Sales Order file and find the correct SO to bring to the receipt. In either case, the SO information, except items, is brought to the receipt. (Also, see the Sales Orders Button documentation that follows.) 1. Select SO ITEMS from the side menu. The Select SO Items screen is displayed. To sell all of the items still due, select SELL DUE and then OK from the side menu. All items and quantities from the SO are listed on the receipt. To sell only some of the items still due, navigate to the item(s) being sold on this receipt and enter the quantity being sold in the Doc Qty field. When done select OK from the side menu. Only the selected items and quantities are listed on the receipt. Pro Tip: Time Saver in Select SO Item Screen If an SO lists many items and you are going to sell all but one or two on this receipt, select DUE from the side menu to list the quantities for all items. Then selectively zero out the quantities for those items you are not selling now, before selecting OK to return the items to the receipt.
2. If your system allows it, you may add additional (non-SO) items to the receipt by normal procedures. 3. If all items from the SO were listed on the receipt, then any global discounts, fees, and shipping amounts are automatically brought from the SO to the receipt. If only some of the items from the SO are being sold, a dialog similar to the following is displayed:
Selection
Description
All
Bring the total amount listed on the SO to the receipt.
Proportional
Bring a proportional amount to the receipt.
Remaining
Bring any remaining amount to the receipt.
None
Bring none of the amount to the receipt.
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Note: Surtax If a surtax percentage was defined on the SO, it will be automatically applied to all items listed on any receipt that references that SO, including any listed items that were not originally on the SO.
4. Tender and update/print the receipt. If payment terms have been specified for the SO, the Default SO Terms dialog will appear. Select YES to accept the terms or NO to reject them. (Refer to Chapter 12. Sales Orders for more information on defining SO payment terms.)
If deposits have been made against the SO, you will be prompted to use them to tender the receipt. Select YES to do so. 5. Tender any remaining undefined or overtendered amount using the normal tender procedure. If you want to apply only part of the deposit balance to this receipt, adjust the deposit tender on the Tender screen then tender the remaining balance with other tender types. Preferences: Restrict Receipt to SO Items Only SYSTEM PREFERENCES h POINT OF SALE h RECEIPTS h OPTIONS: 5 Limit Receipts against an SO to only items on that SO. If selected, additional non-SO items cannot be added to a receipt referencing an SO. Preferences: Printing a List of Backordered Items on a Receipt Referencing an SO SYSTEM PREFERENCES h POINT OF SALE h SALES ORDERS: Receipt message for backordered SO items. Enter a message to be optionally printed on a receipt when the receipt references an SO and any item on the SO still has a positive Due Qty. You must use Document Designer to add this message and backordered item fields to your receipt design. Add a detail band to your receipt design that is assigned a data field name of SOItemsDue. Use the fields in the SOItemsDue branch of the Receipts schema to add the message defined in preferences (SODueTitle) and item description fields (Qty Due, descriptive fields, Terms, etc.). When a receipt is printed that references an SO with items due, this message and backordered items will print on the receipt. Refer to Tool Supplement TS2. Document Designer for more information.
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Working with Sales Orders from a Receipt At the Receipts side menu, there is a SALES ORDERS button. This is used to access the Sales Order functions. You can create a new SO (including making deposits on it) from a receipt in progress, or you can reference and access an already-created SO (to make edits or make deposits on it, or just to simply view it) by taking advantage of the SALES ORDERS button. To create a new SO from a receipt: 1. From the receipt (the cursor can be anywhere on the receipt), select SALES ORDERS. 4. Follow the procedures for creating an SO in Chapter 12. Sales Orders. 5. If desired, make deposits on the SO while in Sales Orders. 6. Save the SO. 7. Select the Retail Pro button () to exit Sales Orders and return to the receipt where you left off. (The information from the SO that you just created is not entered on the receipt.) To reference and access an existing SO from a receipt: 1. Enter the number (without the initial zeros) of the SO you want to reference and access in the SO Number field. 2. With the cursor still in the SO Number field, select sales orders. 3. You will be taken to the SO that you referenced in Form View. View it, or make any needed edits to it, or make a deposit on it. 4. Save the SO. 5. Select the Retail Pro button () to exit from Sales Orders and return to the receipt. The referenced SO number is now entered in its full form in the SO Number field, and the customer information from that SO is also entered onto the receipt. To find a receipt that filled a sales order: 1. From anywhere in a new receipt form, select the SALES ORDERS button from the side menu. 2. Use standard procedures to locate and display the correct SO. 3. Display the history list of sales recorded that reference this SO (in default SO layouts the history list is on the Deposits-History tabbed page). If more than one receipt is listed select the one you want to view. 4. Select VIEW DOCUMENT from the side menu. 5. After viewing the receipt, press twice to return to the new receipt.
Recording a Sale from a Sales Order See Recording a Sale from an SO section in Chapter 12. Sales Orders
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Cash Drops Cash Drops Retailers may wish to perform cash drops, in which a portion of money is removed from their cash drawer, to avoid having large amounts of money in a cash drawer at one time. Many retailers perform cash drops on a regular basis throughout the day. This security measure reduces the amount of money in the cash drawer, leaving only what the cashier needs to conduct point of sale activities. The money removed from the cash drawer can then be taken to the bank for deposit, or placed in a store safe or other secure location. Cash drops can be performed from the side menu under the main POS button, from the side menu of receipts List View, or from the side menu of receipts Form View. If the Cash Drop button is not displayed on these toolbars, it can be added via Menu Designer (refer to Appendix A. Interface Design). Performing a cash drop creates a high security receipt. “Cash drop” is recorded in the Comment 1 field of this receipt, the date and time the receipt was created is recorded in the Comment 2 field, and the name of the associate who conducted the cash drop is recorded in the Cashier field. The amount of money taken from the cash drawer is recorded as a fee with a Fee Type of CASHDP. The Receipt # for all security receipts created for a cash drop is automatically 0 and does not follow the normal receipt number sequence. Cash drop amounts are reported on X/Z-Out reports (refer to Chapter 11. for more information). To perform a cash drop: 1. From receipts Form View, receipts List View, or from the POS menu on the main screen of Retail Pro, select CASH DROP from the side menu. (If you display a new receipt in Form View, once you begin typing in the form, the cash drop button becomes disabled.) 2. If a cash drawer is installed on your Retail Pro system, it will automatically open (this will create a security receipt if cash drawer security is turned on in preferences; see the note below). Remove the money for the cash drop from the drawer.
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3. In the Cash Drop dialog, enter the amount of money removed from the cash drawer. 4. From the drop-down list, enter the name of the associate who performed the cash drop. 5. Select OK. 6. Select a receipt design and select OK. 7. A Print Document dialog is displayed where you can optionally print a copy of the cash drop receipt for your records. Sample Cash Drop Receipt
Associate who conducted the cash drop.
Cash drop amount
“Cash Drop” comment, and date and time the cash drop was conducted.
Fee type of CASHDP
Note: Cash Drawer Security Receipts If you have a cash drawer installed on your Retail Pro system and you have cash drawer security turned on in system preferences, a security receipt is created when the cash drawer is automatically opened as part of a cash drop. “Cash Drop” is recorded in the Comment 2 field on this receipt. Note: Access to the Cash Drop Feature Access to the cash drop feature is governed by the security right RPRO h RETAIL PRO V.8 h POS h Access Cash Drop in Security Administrator. Only users with this security right will be able to perform cash drops.
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Preferences: Printing Cash Drop Receipts W/S PREFERENCES h PRINTING h AREA: RECEIPTS h CASH DROP RECEIPTS: Specify the default printer, design, number of copies, paper size, and whether or not to preview the receipt at the time of printing. Also, specify what options can be changed at the time of printing.
Maintaining Receipts About Maintaining Receipts After updating, each receipt is stored as a former receipt in the current month’s sales history file. Former receipts provide the permanent record of merchandise sold from (and returned to) inventory. Sales and return receipts are stored in the same history file at the local station and typically share the same numbering sequence. The List View in Receipts displays the current month’s (or a selected month’s) former receipts. Former receipts can be viewed in either List or Form View, edited, and canceled. If polling, a copy of each former receipt can be sent to the Main station.
Post Date When a receipt is made at the Main station or polled there from a remote, the date/time when the Main inventory is updated with the transaction is recorded as the receipt’s post date. For receipts created at remote stations, the post date provides an accurate record of when the change took effect at the Main station. This date replaces the document date when generating certain reports, such as a stock ledger report, that reverse each history document in order to roll back the inventory quantities to an earlier point in time. The post date can be viewed on the former receipt (after polling), can be printed in general reports, and may be available for use by a third-party application that draws its data from Retail Pro’s database.
Last Edit Date Each time a former receipt is edited, the current system date/time is recorded on the receipt as the last edit date.
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Finding a Former Receipt See Find an Existing Data Record section in Chapter 2. Basics
Pro Tip: Finding Check In/Check Out Receipts Usually it is fastest to use the Store/Station/Cashier/Date/Time In-Out index to locate check in/out receipts. This index contains only check in/out receipts.
To quickly display information about a customer’s past purchases: 1. Select EDIT (). 2. In the Bill To Cust # field, select
() to access the customer file.
3. Use normal procedures to locate the specific customer’s record. 4. Select HISTORY from the side menu. 5. Select SALES HISTORY. The displayed purchase history shows a summary of customer purchases, a list of former receipts, and a breakdown of the items included on each receipt. Options are available to print the customer’s history, display the customer’s SO history, or copy a former receipt to create a new one.
Editing and Reversing Former Receipts See Editing or Reversing History Documents section in Chapter 2. Basics
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POS Resiliency About POS Resiliency The Retail Pro® POS resiliency feature allows you to continue processing credit card transactions offline if you lose your connection to the credit card network. When your connection is restored, Retail Pro automatically processes the transactions performed while offline. Note: The POS resiliency functionality works with Retail Pro version 8.5 and higher.
Offline Mode POS resiliency does not work in offline mode. When operating Retail Pro in offline mode, your POS Resiliency settings are ignored.
Shift 4 The Retail Pro POS resiliency feature works only with Shift4 credit card transaction processing. As such, the features described within this document are available only when you use Retail Pro in combination with Shift4 Internet protocol for authorization and settlement of credit card transactions. Reference: For information about setting up Shift4 preferences, see Appendix B: Preferences.
POSRes.exe Retail Pro POS resiliency operates as a separate program that interacts with your Retail Pro installation. The POS resiliency (POSRES.EXE) executable runs in the background as you process transactions in Retail Pro. An icon in your Windows system tray shows whether the POSRes.exe application is active on your system.
Note: A red icon indicates an offline status. When you are online, the icon appears green. If the application is installed but is not running, no icon displays in the system tray.
Net API.exe In addition to POSRES.EXE, your Retail Pro installation uses a program called NetApi.exe to maintain its connection to the Internet. NetApi.exe is an existing part of your Retail Pro installation. The location of your NetApi.exe installation is important when you configure your EFT settings.
Workstation 103 POSRES.EXE performs work and accesses sales files similar to a standard Retail Pro workstation. As a result, it is assigned WS103 within the \RPro folder. Workstation details are assigned based on the default environment of your other Retail Pro workstations. Because the workstation number is above 100, it does not count towards the number of inventories you have available, and cannot be used for any other purpose other than credit card processing.
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Configuring Your EFT Settings The first time you use the POS Resiliency feature, you will need to configure your EFT settings for the POSRES.EXE program from a Windows command prompt. To configure POSRes.exe: 1.
From your Windows task bar, select Start > Run.
2.
Type cmd, then click OK to display the command prompt.
3.
At the command prompt, type the letters “cd” followed by a space, then type the path to your Retail Pro installation and press . See an example below.
4.
At the new command prompt, type “posres \install” and press .
Result: The POS Resiliency dialog displays. 5. Enter the IP address for your NetAPI.exe installation, the click Install. 6. Restart your workstation. Result: When your workstation reboots, the POSRes icon appears in your Windows system tray. After installation is complete, POSRes.exe launches automatically each time you start your workstation. Uninstalling POSRes.exe If you do not want POSRes.exe to launch automatically each time you start your workstation, open a Windows command prompt to the location of your POSRES.EXE installation (see Steps 1-3 above), then type “posres \uninstall” and press . See an example below.
POSRES.EXE will continue to run on your system; however, the next time you start your workstation, POSRES.EXE will not launch automatically.
Changing the POSRes IP Address To change the POSRes IP address: 1. Navigate to the system tray located at the bottom right of your Windows task bar. 7. Right-click the
icon.
8. Select Options from the pop-up menu. 9. In the POS Resiliency dialog, enter the new IP address, then click Install.
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Change Shift4 Authorization Period When Retail Pro transmits an authorization request to Shift4, POSRes.exe attempts to establish a connection with the Shift4 network. If the system does not detect a connection after 15 seconds, the transaction times out and Retail Pro processes the authorization in offline mode. To change the amount of time before the authorization times out: 1. Open the rtishift4.ini file located in your Retail Pro installation. Note: the file opens in Windows Notepad by default. 2. Scroll to the bottom of the file until you see the following text:
3. The number 15 represents the number of seconds Retail Pro waits before the authorization request times out. Change the number to your preferred time period. 4. Select File > Save from the top menu. 5. Close Notepad.
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Setting Floor Limits When operating in offline mode, Retail Pro determines whether to approve or decline a credit card transaction based on the maximum floor limit (i.e., maximum transaction amount) that you set in Workstation Preferences. Credit card transactions below the floor limit are automatically force authorized, while credit card transactions above the floor limit require manual authorization. Note: Floor limits are specific to each workstation. Each station should have a floor limit that is appropriate for the types of transactions that it is most likely to perform. These instructions assume that an EFT Processor is already selected for the workstation. To set a floor limit for offline transactions: 1. In Retail Pro, click Options on the top menu of Home Screen. 2. Click W/S Preferences on the side menu. 3. Select EFT.
4. Enter your Maximum Floor Limit amount. 13. Note: If you decide not to enable Shift4 EFT Resiliency, all credit card transactions performed in offline mode require manual authorization. 44. Click Save on the side menu.
Mark Offline Transactions While in the EFT > Options section of Workstation Preferences, you can instruct Retail Pro to add a default comment to any transaction processed under the floor limit while in offline mode. Select Mark Offline transactions created under the floor limit, and then add your comment text in the Default Comment field.
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Online Processing – Status Bar A Credit Card/EFT status bar on the Tender screen indicates whether you are operating online (connected to the network) or offline (not connected). When your EFT status is “online” Retail Pro retrieves authorizations from Shift4 and processes transactions in real time.
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Heartbeat Check At regular intervals (for each transaction), Retail Pro performs a “heartbeat check” to verify that your network is connected to the Internet. If Retail Pro does not detect a connection, the Credit Card/EFT status bar shows an “offline” status, and the system continues to process transactions offline based on the floor limits you set in Workstation Preferences. Reference: See Setting Floor Limits.
Switching to Offline Mode Retail Pro switches to offline mode automatically when an Internet connection is not available. However, if your network connection is extremely slow or intermittent, you may want to process credit card transactions offline to speed up transaction time. To manually switch to offline mode: 1. Navigate to the system tray located at the bottom right of your Windows task bar. 2. Right-click the POSRes.exe icon. 3. Select Go Offline from the pop-up menu. Result: The Credit Card/EFT status bar shows offline.
Offline Processing When the system loses its connection to the Internet, the status bar shows an “offline” status until the connection is restored.
Transaction Files When your system is online, Retail Pro transmits transaction files to an external Shift4 server in real time. However, if Retail Pro cannot detect an Internet connection (offline mode), the system processes transactions offline and stores credit card transaction files in a temporary folder in the \Retail\Rpro directory on your local drive. Offline transaction files remain on the local drive until an Internet connection is restored, at which time Retail Pro sends the files to the Shift4 server to be processed. Note: Offline transactions under the floor limit are sent to Shift4 without an authorization number. Shift4 detects these transactions by a flag in the file, and then authorizes them. If Shift4 cannot process an offline transaction file, the file is moved to an error folder in your \Rpro directory.
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Transaction Recovery Failure When your network connectivity is restored, Retail Pro transmits offline credit card transactions to Shift4 for processing. In some cases, Shift4 may return the transaction as “recovery failed.” The table below describes two common reasons why a transaction recovery might fail. Error
Description
NetAPI.exe Not Running
As with all POS workstations, the POSRes application cannot process transactions if NetAPI.exe is not running.
Shift4 Error Code Returned
Shift4 will return an error if the card network does not respond with an approval, a referral, or a decline response.
Retail Pro attempts to recover a failed transaction three times. After three attempts, the file is moved to a “Process Error” in the \Retail\Rpro directory and the recovery log is updated. Reference: See Recovery Log for more information.
Going Online When your system detects an Internet connection, you go back online automatically. However, if you switched to offline mode manually and want to go back online, follow the steps below. To go online: 1. Navigate to the system tray located at the bottom right of your Windows task bar. 2. Right-click the
icon.
3. Select Go Online from the pop-up menu.
Recovery Log keeps a log containing details about the processing success or failure of each electronic transaction. To ensure that the log file does not become too large, a new log file is created each day. You can view past logs as needed.
POSRes.exe
You can view the recovery log at any time during the business day. To view the recovery log: 1. Navigate to the system tray located at the bottom right of your Windows task bar. 2. Right-click the POSRes icon. 3. Select Display Logs from the pop-up menu. Result: The Logs dialog displays 4. Select a log, then click Open. Result: The recovery log displays. Reference: See Sample recovery Log below.
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Retail Pro® 8 User’s Guide Sample Recovery Log Shown below is a sample of the recovery log. The log displays an overview of transactions by default. To display more details, click next to a transaction, or click Expand at the bottom of the log to view details for all transactions in the log. Click Collapse to hide transaction details.
POS Resiliency Security Before you can assign security permissions to the POS resiliency features, you'll need to register the POSRes security file (posres.sec) with Retail Pro Security Administrator. After you register the security file, you can control user access to the following user or group actions: Security Option
Description
Shutdown
Allows the user to stop and shutdown the POSRes.exe application.
Options
Allows the user to access and edit options within the POSRes.exe application.
Reference: For more information about using Security Administrator, see Retail Pro Technical Supplement F1. Security Administrator, located in your \Retail\emanuals\docs folder. You can control employee access to the following Retail Pro features: Feature
Description
System - Modify EFT Configurations
Determines if a user can access and modify information found within the EFT branch of the workstation preferences section of Retail Pro
POS - Activate Online/Offline
Allows the clerk with these credentials to force EFT transactions offline while connectivity is available.
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Chapter 11. End of Day About End of Day Procedures and X/Z-Out Reports The X/Z-Out Report module in Retail Pro surpasses the traditional limits of X/Z-Outs in that it includes advanced capabilities in the areas of statistical analysis and customized outputs as well as the normal reports of POS activities. X-Out Reports (Midday reports) can be run at any time during the day, as often as wanted, for a quick check on sales activity or to obtain a non-currency media listing. X-Outs are temporary; no permanent record is kept. Z-Out Reports (End of Day reports) are semi-permanent records of POS activity typically generated when closing out the cash drawer at the end of a day, shift, or other defined sales period. Both reports: Include all sales activity for the user-defined date/time period. Can include activity at one workstation, or at all workstations on the network. Can include sales made by one cashier or by all cashiers. Include net sales, cash flow, breakouts for discounts and fees, cash drop amounts, and optional lists of individual non-currency media. Can be run concurrently with statistical analysis of POS activities broken down by document and item dimensions. Can be displayed on-screen, printed, or sent to the Windows clipboard, Notepad, an HTML file, or Excel for further manipulation and distribution. Can be sent to third-party programs written with common scripting languages. Can be run at any time. In addition, a Z-Out: Can be used for cash drawer reconciliation, reporting both the day’s cash flow and any amounts over or short. Can optionally require the cashier to enter manual counts of currency and non-currency media. Can aid in preparing bank deposits by calculating a deposit amount (in addition to printing the list of deposit items, as mentioned above). Is saved as a report file that can later be viewed, printed, or output in many ways. If created at a remote, the report can be polled automatically to the Main station. The saved file contains all the information printed when running the report, plus any remarks, and the media counts for each currency.
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Note: X/Z-Out Terminology Breakouts: Listings of the total amount paid in, the amount paid out, and the net for each fee type and each discount type. These listings are included in all X-Outs and Z-Outs. Currency: Bills and coins used to tender sales, including both the base or local currency and any foreign currencies accepted. Media: A general term for currency and non-currency items (see below) used to tender sales. Non-Currency Media: Media other than currency used to tender sales/returns. Non-currency media are the documents or certificates used to record amounts tendered by check, credit card, COD, charge, store credit, payments, deposit, and/or gift certificate. Non-Currency Lists: Itemized listings of the individual amounts tendered by non-currency media. These lists can be optionally included in any X-Out or Z-Out and used as a deposit list. XML: (eXtensible Markup Language). XML is a language that contains both the data being conveyed and the characteristics of that data. It thus facilitates exchange of information among dissimilar environments. Instead of simply identifying a field as a certain type of data, the XML format would identify the data type and any pertinent characteristics of the data, such as the field length, for example. Program data that is prepared in XML format is referred to as an XML document. Script: Software code that is “called” to run when the X/Z-Out report build reaches a particular point. Scripts written in Visual Basic®, Java™, or Perl are supported in the X/Z-Out module. Script files are actual program extensions that, in this case, allow the user to manipulate the XML document from the X/Z-Out, such as by sending it to another application or database. Using scripts in conjunction with XML allows customization of the X/Z-Out output to whatever form is needed by a particular retailer. After a script is run, the normal X/Z-Out program sequence is continued from the same point where the script was called. Dimensions: In statistical analyses, dimensions refer to the descriptive elements by which results are reported. Examples of dimensions are store, cashier, associate, department, and vendor. Results: In statistical analyses, results refer to the value elements that indicate performance. Results elements include elements such as units sold, total dollars sold, return units and dollars, and net sales.
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X/Z-Out Security The X/Z-Out Report module can optionally be registered with Security Administrator. Through the use of Security Administrator, you can control user access to the following actions of the X/ZOut Report module on a user or group basis. To access the X/Z-Out permissions, select the group with which you want to work, and then select X/Z-Out reports for Retail Pro in the Area drop-down list. (For more information, refer to Technical Supplement F1. Security Administrator.)
Permission
Description
General > Run X Out
Allows group members to run X-Out reports.
General > Run Z Out
Allows group members to run Z-Out reports.
General > View former Z Outs
Allows group members to view former Z-Out reports.
General > Edit filter
Allows group members to edit filters for X-Out and Z-Out reports.
General > Access output options
Allows group members to access output options for X-Out and Z-Out reports.
General > Edit item statistics
Allows group members to edit item statistics for X-Out and Z-Out reports.
General > Edit document statistics
Allows group members to edit document statistics for X-Out and Z-Out reports.
General > View item statistics
Allows group members to view item statistics.
General > View document statistics
Allows group members to view document statistics.
General > Run scripts
Allows group members to run scripts with X-Out and Z-Out reports.
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X/Z-Out Reports Basic Steps to Run an X/Z-Out Report The sections that follow provide detail on each of these steps. 1. From the Retail Pro top menu, select POS. 5. From the side menu, select X/Z-OUT. If required, sign in using your user name and password. 6. Select either X-OUT or Z-OUT from X/Z-Out module top menu. 7. Define filter criteria, choose non-currency types to include in report lists, and select a value by which to sort the report. 8. Select and define any advanced options from the Options window, such as using scripts or running a statistical analysis concurrently with the X-Out or Z-Out. 9. Select RUN from the side menu to build the report. 10. (Z-Out only) Perform manual media counts, if required. 11. View, print, or output the report and/or statistical analysis in format required.
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Define Report Settings Report settings function the same for both report types so the following discussion applies to both, unless otherwise noted. (Refer to Chapter 2. Retail Pro Basics for additional information on using filters and dynamic dates.)
Filter Criteria The filter options allow the definition of stores, stations, workstations, cashiers, and time period for the report.
Store, Station
You can designate the store(s) and station(s) to be included in the report. If left blank, all stores/stations are included. At a POS station, this setting defaults to the local store/station and cannot be changed.
Receipt Date/Time
The date and time range of receipts to be included. The date range can be specified as a fixed range, a dynamic date range (relative to the current operating system date), or as undefined. Date fields allow direct entry or you can access a selection list of date options by selecting (). Default is today’s date, 12:00 AM to 11:59 PM.
Workstation
The workstation(s) to be included. Select () to access a drop-down list of registered workstations from which you can choose. If left blank, all workstations in the designated store/station(s) are included. At a remote, the default is the workstation running the report.
Cashier
The cashier(s) to be included. This can be an individual cashier or all cashiers. If left blank, all cashiers are included. Default is the current cashier if security log-in is being used.
Note: Filter Definition Restrictions If X/Z-Out is registered with Security Administrator, some filter criteria may not be editable by point of sale cashiers, depending on the security settings.
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The Non-Currency Lists Lists of selected non-currency media can optionally be included in the X/Z-Out report. One or two lists can be generated. The first list would normally be used to provide a permanent record of non-currency media tendered during the report period. The second list is typically used to help prepare a bank deposit slip. Included media can be selected separately for each list. Select media types to include in non-currency lists: 1. In the columns for 1st Copy and 2nd Copy, select each item you want included in the respective lists. Clear to remove items.
45. In the Sort By area, select in which order included items should be sorted: ORDER TAKEN AMOUNT
- sort in order of first to last tendered.
- sort in descending order from highest to lowest amount.
RECEIPT # -
sort in ascending order by receipt number.
The sort order affects both optional non-currency lists included in the X/Z-Out reports and lists in the Non-Currency Media Count window. Default = no non-currency lists and sort by Order taken.
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Saved Report Settings Each time you run a report, you will be asked if you want to save the report settings. When starting the next X/Z-Out, the last saved settings are suggested for the new report, but can be modified as needed. X-Out and Z-Out settings are saved separately at each workstation. Three side menu buttons are available for quick filter options (these buttons also affect noncurrency lists, local X/Z-Out report settings, and options settings as indicated): Button
Description
Clears all filter and non-currency criteria to allow new manual entries. Selecting clear all does not affect your local X/Z or options settings Resets all settings to program default values. Returns settings to the last saved criteria at this workstation (except Cashier, which returns to the logged-in user). Each time you define new settings the program asks if you want to save the new criteria.
Note: Saved Report Settings Report settings saved for one report type at a workstation have no effect on the last saved criteria for the other report type, nor do they affect saved settings at other workstations. The program saves separate report settings for X-Outs and Z-Outs at each workstation.
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How Various Receipt Actions Are Handled on X/Z-Outs Sales and Returns Sales recorded on sales receipts are shown in the Sales column in the report. Amounts recorded on return receipts are shown in the Returns column. When returns or exchanges recorded on sales receipts result in a negative receipt total, that total is reported in the Returns column. Refunds for returned merchandise are recorded as paid-out amounts for the tender used.
Split Tenders Amounts entered on split tender receipts are credited to the individual tenders. If a sale is tendered by $50 cash and $75 on a credit card, the report would show a $50 cash paid-in amount and a $75 credit card paid-in amount.
Discounts The sales figures in the first section of the report are calculated from the receipt totals after any discount. Discounts given are not identified there. The discount breakout section reports all discounts, identified by type. User-defined discount types from system preferences settings are used to identify item discounts given at point of sale. PROMO is assigned if Retail Pro discounted the items using promotional pricing. GLOBAL is assigned if you discounted the invoice total, but did not spread the discount.
SO Deposits When a deposit is received on the SO, the amount is reported as a Sodep amount in the sales section and as a paid-in for the appropriate tender. When tendering a sale by SO deposit, the deposit amount is reported as an amount paid in for the deposit tender.
Gift Certificates Purchase of a gift certificate: As this transaction is not a sale, there is no entry in the initial sales summary section of the report. The amount of the certificate is reported as an amount paid in by the tender used (Cash, Check, etc.) and an amount paid out tendered by Gift. The cash flow is adjusted appropriately. Redemption of a gift certificate: When a gift certificate is used to purchase merchandise, the sale is included in the sales summary. The invoice total is shown as amounts paid in by Gift and any other tenders used. The cash flow is adjusted for the certificate amount.
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A Sample Midday (X-Out) Report Filter Criteria
Gross Sales, Returns, & Net Sales
Calculation of Cash Flow (cash, checks, and credit card slips)
Fee Amounts Paid In, Paid Out, & Net
Discounts - Given, Returned, & Net
Receipt Counts
Base Currency - Paid In, Paid Out, Cash Drop, and Net
Checks - Paid In, Paid Out, and Net
All Credit Cards – Paid In, Paid Out, and Net
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Each Credit Card Type - Paid In, Paid Out, and Net
In House Charge Amounts - Paid In, Paid Out, and Net
Store Credit Amounts Paid In, Paid Out, and Net Gift Certificate Amounts - Paid In, Paid Out, and Net Cash Drop Amounts
Optional Lists of Individual NonCurrency Media Items
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End of Day Reports (Z-Outs) Media Counts and Reconciliation Z-Out reports contain all the information included in an X-Out plus the cash drawer reconciliation and the amount of currency to be deposited. The Z-Out is also typically where the optional lists of non-currency items are printed. A manual count of all tendered media can be required for cash-drawer accountability. This optional feature is set in system preferences. Preferences: Required Media Counts system preferences h point of sale h x/z-out h REQUIRE A MANUAL MEDIA COUNTS: 5 . SELECT THE MEDIA TYPES TO BE MANUALLY COUNTED BY THE CASHIER RUNNING A Z-OUT. system preferences h international h currency h DENOMINATIONS FOR CURRENCY: DEFINE THE DENOMINATIONS FOR BILLS AND COINS IN THE BASE CURRENCY AND IN EACH FOREIGN CURRENCY ACCEPTED (NECESSARY ONLY IF MANUAL MEDIA COUNTS ARE REQUIRED FOR CURRENCY).
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The Media Totals Window After selecting run to begin the Z-Out, the Media Totals window is displayed. The Media Totals window lists each currency that is accepted, along with fields for the count entries. The entries
are completed as follows:
1. Enter the amount of each currency that was in the drawer at the beginning of the period in the Begin field. The Cash Drop field for each currency displays how much of that currency was removed from the drawer via cash drop. The Cash Drop fields are for reference only and are not editable. 12. If manual media counts are not required: Enter the total amount of each currency in the drawer directly into the Count field. The non-currency count is automatically entered by the system from receipts.
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Retail Pro® 8 User’s Guide 13. If manual media counts are required: () button to open the Select the Media Count window for each media type. Complete the counts for each currency and non-currency media, as described below. The totals of each counted media type are automatically carried from the individual Media Count windows to the Media Totals window. 14. In the Leave field, enter the amount of each currency that is to be left in the drawer to begin the next period. 15. The system generates a Deposit amount based on the cash drop amounts and the entries you have made for each currency. The Deposit fields are calculated amounts and can only be edited by revising the media counts, or entering new Begin or Leave amounts. 16. Enter any optional remarks to explain discrepancies or problems. Remarks are printed and saved with the Z-Out report. 17. When all entries are complete, select ok to complete the report and reconcile the drawer.
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The Media Count Windows A separate Media Count window is opened for each currency accepted, while one combined window serves for all non-currency media. To open each count window, select the respective button on each currency line in the Media Totals window.
Enter Currency Counts Enter the count of each denomination. Based on your counts, Retail Pro calculates and displays the currency total at the bottom of the window. Once the count is completed, select OK to carry the currency total to the Media Totals window.
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Enter Non-Currency Counts All non-currency media tendered is listed in the Non-Currency Media Count window, categorized by tender type: check, credit card, gift certificate, etc. Select a media type in the Tender panel on the left to view the item list of all media tendered of that type during the report period. Items are sorted by the order specified on the Z-Out Settings page (i.e., by the order taken, by amount, or by receipt number).
According to the settings in system preferences the items listed will be either: Assumed to be present if manual counts are not required for that media type. In this case each item is, by default, marked with a check mark and the total amount for that type is already included in the totals displayed at the bottom of the window. If an item is missing, unmark it by clicking the Mark column (Keyboard: until the mark is highlighted, then press to clear). Listed with no marks if manual media counts are required for that media type. In this case, the cashier must match the items in the drawer with the list and mark those items that are present with a check in the Mark column. A marked item indicates the item is present and that the amount is included in both the (Media Type) Total and Non-Currency Total fields at the bottom of the window. The Non-Currency Total is automatically carried to the Media Totals window when OK is selected.
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Note: Output Features While in the Non-Currency Media Count window, PRINT, EXPORT, and ZOOM functions are available for selection from a pop-up menu. To access this menu right-click in an open area of the Items panel. (For information on these functions, refer to Chapter 2. Retail Pro Basics.)
Insert an Unlisted Item to the Media Count List If an unlisted item is found in the drawer, such as a check that was misplaced yesterday but found today, it can be added to the non-currency list. 1. Select the INSERT button, then choose the media type from the pop-up list. 46. Enter the information requested and any pertinent remarks concerning the item. 47. Click OK to insert the item into the Items list and add its amount to the media totals at the bottom of the window.
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Discrepancy Warning After all media counts are completed and amounts are entered on the Media Totals window, the cashier chooses OK to reconcile the cash drawer. If discrepancies exist between what the cashier counted and what the system has recorded as tendered, a discrepancy notice is displayed indicating which media type(s) do not match. At this point the cashier can select YES to continue running the Z-Out without addressing the problem, or select NO to return to the Media Totals and Media Count window(s) to attempt to correct the discrepancy. Once the cashier chooses to continue, there is one last opportunity to review or make changes before proceeding with the reconciliation. Answering YES at the confirmation screen runs the reconciliation and creates a semi-permanent record of the Z-Out report.
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The Z-Out Report Z-Out reports contain all the information included in X-Out reports, in the same format, plus the cash drawer reconciliation, the amount of currency to be deposited, and any currency counts entered. Remarks entered on the Media Totals or Insert Non-Currency Item windows also print with the Z-Out as explained earlier. Retail Pro calculates the amount of currency that should be in the drawer (Net) and compares that with the currency count to determine the amount over or short. NET = BEGIN + PAID IN – PAID OUT – CASH DROP SHORT/OVER BALANCE = NET – COUNT Retail Pro also calculates the cash amount for the deposit. DEPOSIT = COUNT – LEAVE Retail Pro likewise calculates the amount short/over for each non-currency media.
DOLLARS Paid In: 437.15 Paid Out: 20.36 Begin: 150.00 Cash Drop: 100.00 Net: 466.79 Count: 466.69 Short: 0.10 Leave: 150.00 ..............................................................
CHECKS Paid In: Paid Out: Net: Count:
440.50 0.00 440.50 440.50
Balance:
0.00
Former Z-Out Reports Preferences: Purging Z-Out Report Files SYSTEM PREFERENCES h POINT OF SALE h X/Z-OUT h Number of days to keep Z-Out files: Specify the number of days after which Z-Out report files are to be automatically purged.
Each time you run a Z-Out report, the report is saved as a semi-permanent record. When made at a remote station, the report files can be routinely polled to the Main. To view a former Z-Out report: 1. Select FORMER Z-OUTS from the X/Z-Out module top menu. 48. Select a store and station from the drop-down menus in the left panel. The Main station can select ALL for store and/or station, thus displaying Z-Outs from all locations that poll to the Main. The matching reports are listed chronologically. 49. From the list of saved reports, select the one you want to view. The selected report will be displayed in the report window. Until purged by the system, former Z-Outs can be viewed, printed, or exported the same as any other report file as detailed below.
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The Report Window Once a report is run or, in the case of a former Z-Out, is selected, it is displayed in the Report window. From this window, display, navigation, print, and export functions are available as outlined in the following sections.
Report Display and Navigation The report is initially displayed using the report design file specified in workstation preferences. Use the following display and navigation buttons to display different parts of the report.
Page Navigation Use these buttons to go to the first, previous, next, or last page, or to jump to a specific page number, respectively.
Zoom Select ZOOM to change the view to any of the predefined levels or to a custom level that you enter.
Find Select FIND to open the Find dialog, used to locate all instances of a specific alphanumeric string contained in the report. Enter the string you want to locate, then select FIND NEXT to move the focus forward to the next occurrence. Each occurrence of the string, as it is found, is highlighted with an outlined box for clarity. Check box options can be used to refine the search to match your entry exactly and/or to match the case as entered.
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Pan Mode PAN MODE allows
you drag the report up, down, or sideways, as you might slide a piece of paper on a desk. This feature is particularly useful with touchscreen displays. Select PAN MODE to toggle this function on and off. While in pan mode, touch or click anywhere in the report, and “drag” the focus to another area. When you remove your finger, or release the mouse button, the view shifts to the new focus area.
Print a Report See Printing Records in Chapter 2. Basics of the Retail Pro 9 User’s Guide. Preferences: Define Default Design File and Print Options W/S PREFERENCES h PRINTING h Area: X/Z-OUT. Specify default printer, design file, number of copies, and other print options for X/Z-Out reports. Specify which, if any, of the options can be changed at runtime. If the print defaults are not set up before you try to print a report, you will receive an error message that there is nothing to print. If the design file or printer is changed in preferences before running, be sure to consider the limitations of the printer relative to the design file selected. For example, if the report is displayed in Letter or A4 format, changing the printer at runtime to a 40-column printer will result in garbled print. Similarly, selecting a design file with colors and graphics will not print correctly if the printer used does not support graphic and color printing. To change the printer setup from the Report window, select PRINT SETUP. Design files can only be changed in preferences before the report is built.
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Export a Report The EXPORT button displays a menu of choices to export the report for manipulation outside of the X/Z-Out report module. Send to Notepad launches the Windows notepad with the report opened in plain text format. Send to HTML launches the default Internet browser and loads the report as an HTML file. From here the report can be sent to remote sites via e-mail and opened with any browser. There is no need for the remote site to have Retail Pro installed. Send to Excel© launches Excel with the report data loaded into a new spreadsheet ready for editing.
Note: Loss of Formatting Exporting to another program or HTML is done in plain text format. Some of the report formatting will be lost, including tabs, columns, and graphics. If reports are to be routinely exported it is recommended that the layouts be kept as simple as possible.
Open in Window Select OPEN IN WINDOW from the top menu to open the report in the Retail Pro Previewer. The same viewing, searching, and output/export features described above are available in the Previewer. The advantage of using the Previewer is that additional screen area is available for display of the report, as there is no side menu. This is especially useful when viewing reports in landscape orientation or for zooming in on specific areas within a report. (Refer to Chapter 2. Retail Pro Basics for a complete description of the Previewer and its features.)
Note: Minimizing and Restoring Reports A report can be minimized while open in the Retail Pro Previewer. This allows you to return to the Report window to view statistics or even to return to the settings page and create a second X/Z-Out with different filter or option criteria. If a report has been minimized in Previewer, the RESTORE button becomes active on the side menu throughout the X/Z-Out module. Selecting RESTORE maximizes the minimized report. If multiple reports have been minimized, the RESTORE button maximizes them all. If multiple reports are reduced from full-screen to window, you can then tile or arrange the windows to view multiple reports at once.
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About Report Options Select OPTIONS from the top menu of the Settings window to display the Options window. From the Options window, four tabbed pages of optional functions can be selected and defined. Appearance and output options are discussed later in this section. The optional areas are: Document Statistics
Specify concurrent analysis of document-related point of sale statistics and select the elements to include.
Item Statistics
Specify concurrent analysis of item-related point of sale statistics and select the elements to include.
Appearance
Define settings for the appearance of certain screens.
Output
Specify the use of a script file for an alternate output.
Appearance Options Use Alternating Row Colors To define alternating colors, select the check box. From the drop-down color lists, select the colors for the first row and second row. The selected colors will alternate throughout the display. This setting affects the appearance of the Non-Currency Media Count window and the display of statistical reports.
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Output Options Use Scripts The X/Z-Out module utilizes XML to make possible the use of third-party scripts to achieve highly customized output. A script is programming code that is “called” to be run when a specific point is reached in the production of the report. When USE SCRIPTS is checked on the Output tabbed page, the XML document is passed to the user-designated script file(s) to produce custom output programmed by the user.
After a script has completed running, the normal X/Z-Out sequence is continued from the same point the script was called. Some example uses for a script file: Print in specialized report formats. Modify the XML document, by removing or rearranging data components, for use in other applications or for custom report formats. E-mail automatically to remote managers. Route information to spreadsheet or database programs. Print on pre-designed forms to meet government or corporate requirements. Scripts written in JavaTM, Visual Basic®, or Perl scripting languages are supported. To use a script: 1. Before the report is run, from the Settings window select OPTIONS h OUTPUT, then check the box labeled USE SCRIPTS. 50. Select a script language from the list.
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Retail Pro® 8 User’s Guide 51. Designate the event(s) upon which the script is to be called and run by selecting the appropriate check box. There are two available events. Scripts can be run at either or both events, giving you the flexibility of running two separate scripts if needed. The available events are: XML Document Ready – the point at which the XML document has been prepared and is ready to be output. At this point, the XML document can be sent to any application capable of manipulating it. A script could be used at this point to modify the XML document or to send the data to an external program for further operations. Modifying the XML document at this point may affect the normal output of the X/Z-Out report. Call Report – that point at which the program looks to see which report design file should be used for output. A script run at this point can manipulate the XML document as above and/or change the design file used for printing as well. A change in design file made via script is temporary; subsequent X/Z-Outs will use the design file specified in workstation preferences. 18. Specify the script file to be run for each event chosen. With an event selected and highlighted, enter the path and filename of the script file, or click Browse to browse for the script file. Select OK to accept the new options and return to the Settings window. 19. Select RUN. When the designated event is reached, the script file(s) will launch and run. After the script is finished running, you will be returned to the normal X/Z-Out sequence at the same spot the script was called. Note: Saving of Z-Outs Z-Outs are saved as an XML document before any scripts are run. The design file is not saved as part of the Z-Out; therefore, if the former Z-Out is later viewed, the design file currently specified in workstation preferences at the viewing location will be used to format the report. Scripts that modify the XML document can optionally overwrite the saved Z-Out file, affecting the output as well as the information that is optionally polled to the Main station.
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Run Statistics The X/Z-Out module includes a statistics mini-analyzer. POS statistics can be compiled, evaluated, and output in several formats without having to use a full-scale report or analysis program. This feature gives POS managers a valuable tool to track and monitor the performance of sales associates, departments, or promotions in an easy-to-use extension of the X/Z-Out report. The statistical reports available fall under two categories: Document Statistics are based on the non-merchandise elements from sales receipts, such as Cashier, Associate, Tax Area, POS Flags, Fee Type, or Comment fields. Document statistics are useful for analyzing performance of personnel, results from ads and promotions, the effect of weather on sales, or any variable used in POS flag or comment fields. Item Statistics come from the line item detail of merchandise sold, such as DCS, Vend Code, Desc 1, Attr, or Size. Associate is also considered an item-oriented field since the associate can vary and be recorded by line item on the receipt. Item statistics are useful for analyzing sales by department, or merchandise characteristics. One or both statistical reports can be run concurrently with an X-Out or Z-Out report.
Note: Saving Statistical Analyses Statistics are not saved with X/Z-Out reports. Use the print, export, or charting capabilities to output and/or save statistics as needed.
Basic Steps of a Statistical Analysis 1. Begin an X-Out or Z-Out, defining filter and non-currency list criteria as you would normally. 52. Select OPTIONS from the top menu, then select the document statistics or item statistics tabbed page. 53. Choose CALCULATE STATISTICS by selecting the check box. 54. Define Dimensions and Results to include in the analysis. (See the following section for more information on defining these elements.) 55. Select OK to accept the statistics options and return to the report Settings window. 56. Select RUN to run report. If running a Z-Out, complete media counts as required. 57. Once the Report window is open, select either DOCUMENT STATISTICS or ITEM STATISTICS from the side menu to view the analysis. 58. Evaluate and “pivot” the analysis as required. Print, chart, view, or export the data as described in the following sections.
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Define Dimensions and Results The data included in the analysis is determined by the Dimensions and Results you define, as well as the filter criteria you specified for the X/Z-Out. Dimensions are the descriptive elements by which you want to report statistics. For example, you might want to report sales for each associate, so Associate would be included as a dimension. If you wanted to report sales by department and further break down by associate, you would include both Department and Associate in your dimensions list. Dimensions comprise the rows of the statistical analysis. Results are the value components of sales data, such as dollar amounts or quantities. Dollar amounts can be expressed in sales, price, cost, margin or net amounts. Results make up the columns of the statistical analysis.
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Retail Pro® 8 User’s Guide An analysis must include at least one dimension and one result, but can include multiple dimensions and multiple results. The structure of the analysis is determined by the order in which the elements are placed in the dimensions and results lists. Do any of the following to include dimensions or results in the analysis: Click and drag each divider bar up or down. Elements above the bar (in bold text) are included in the analysis, while those below the bar (grayed out) are not. Double-click any element to instantly move it above or below the divider bar. Place individual dimensions and results in the order you want them to appear in the statistical grid. An element can be dragged above or below the divider bar, and the elements can be arranged in whatever order required. Warning: Multiple Dimensions Adding many dimensions to a statistical analysis can result in a very slow build of an X/Z-Out report. Optimize report speed by limiting the number of dimensions to those actually needed. The number of results defined will not slow the report build, but for clarity it is better to also limit the results included to only those you actually need.
Sample Statistical Analyses Dimensions: Associate Results: Sold - Units, Sold - P$ With dimensions and results defined as shown, we have a simple analysis of unit and dollars sold by Associate during the report period.
Dimensions: DCS, Associate Results: Sold - Units, Sold - P$ Adding a second dimension, Department Code (DCS), and listing it first in the Dimensions list, revises the analysis to report sales by associate within each of the two departments. The arrangement of the dimensions is in the order they were listed, first by department, then by associate. Dimensions: DCS, VC, Associate Results: Sold - Units, Sold - P$ Taking the analysis one step further, now we have added a third dimension, Vendor Code (VC), to provide even more statistical detail.
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Pivot the Statistical Analysis Once an analysis has been run, you can go back and shift the way the data is broken down by rearranging dimensions and results. This ability to change the statistical view of your data without having to rebuild the report is called “pivoting.” The best way to look at your POS statistics is to select all the dimensions you might want to see when initially running your X/Z-Out report. You can then easily pivot the analysis to look at your data in various ways by rearranging or removing dimensions. Pivoting of dimensions is restricted to those dimensions selected when the report is initially built; to add other dimensions would require running a new report. Results, on the other hand, can be freely added, rearranged, or removed at any time before or after running the report. To pivot the analysis, return to the appropriate Statistics tabbed page on the Options screen, and drag the dimensions and/or results into a new order, or add and remove dimensions/results to achieve the statistical view you need. Note that the Statistics tabbed pages now only lists those dimensions that were selected when the report was first run. Change Results Column Display Right-click a Results column header to access a pop-up menu with display options for the column. The following functions are available: HIDE (result)
Hides the chosen column from the display.
HIDE ALL
Hides all columns except the column chosen.
SHOW ALL
Returns all hidden columns to the display.
Restores all columns to their default widths. (To manually change column widths use normal Windows procedures of dragging the column dividers in the header to the desired width.)
ADJUST COLUMN WIDTHS
(result) Returns the specified column to the display. (Only available after the column has been previously hidden.)
The order of columns can also be rearranged by clicking in a column header and dragging it to a new position.
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Statistics Output Options Highlight the data to be included from the statistics analysis by clicking and dragging the mouse across the cells. Only the data in the highlighted cells is included in the output.
To preview/print: Select PRINT from the top menu. The selected portion of the analysis is opened in the Previewer; all normal Previewer functions are available.
Other output: From the side menu in the Report window select the appropriate button for the output type desired.
Output options. See following pages for additional information.
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Average/Total Analysis Any result included in a statistical analysis can be totaled and averaged within selected dimensions. To display the Average/Total window, highlight the cells of data you want included, then select the AVERAGE/TOTAL button. The display includes the following values for the selected results:
Rows
The number of rows selected and included when calculating the average, the standard deviation, and the total. (Displayed in the window title bar.)
Min
The lowest data value in the selected cells.
Max
The highest data value in the selected cells.
Average
The average data value in selected cells. (Total divided by number of rows.)
Deviation
A mathematical measure of the spread of all included data values relative to the average (standard deviation, see note below).
Total
The sum of the data values in the selected cells. Note: Standard Deviation The standard deviation gives you an indication of the spread of the individual data in your analysis relative to the average. The larger the deviation the greater the difference between the individual values and the average.
Export Data Statistical data can be exported for manipulation outside of the X/Z-Out module. In addition to regular export options, statistics data can also be exported to the Windows clipboard, from where it can be pasted to other Windows applications.
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Statistical Charts Charts and graphs are useful for making quick comparisons, visualizing trends, and instantly communicating data to others. Several types of graphs and charts are available, each best suited for a particular purpose. Highlight the cells to be charted, then select CHART from the side menu. Select the type of chart to be created from the chart toolbar. To switch to a different chart type, simply select it. Bar Graph
Bar graphs are particularly effective when making comparisons among members of a group.
Area Graph
Area graphs are best suited for identifying trends and for visualizing the fluctuations of sales.
Line Graph
Line graphs are very similar to area graphs, but represent values with a line rather than an area of space.
Pie Chart
Pie Charts are best used to visualize how individual results compare proportionally to the total. Only one result can be charted at a time in a pie chart.
3-Dimensional Effect
Any of the four chart formats can be displayed with a three-dimensional effect. Select the 3D button to toggle this effect on/off.
Note: Charting Tips Charts and graphs have the most visual impact when they are kept simple. Try to limit the number of dimensions and results to those essential to the presentation. Only one result can be charted at a time in a pie chart. If you select two or more results, the system will chart only the first one (the left-most selected result). To change the order of results in a Bar, Area, or Line graph, click a result to make it switch places with the adjacent result below, next to, or behind it.
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Retail Pro® 8 User’s Guide Save a Statistics Chart A chart can be saved as a file in .JPG, .BMP, or .EMF formats. 1. Display the chart. 59. Select SAVE from the chart toolbar. 60. Specify a file name, format, and location. 61. Select SAVE.
Print a Statistics Chart 1. With the chart displayed, select print from the chart toolbar. The chart is displayed in the Chart Preview window. 62. To change the printer selection, choose a different printer from the printer drop-down list. Additional printer settings can be changed by selecting printer setup. To modify the chart printing instructions, use any of the following options: Specify Portrait or Landscape orientation.
Adjust the width of any margin. The chart size expands/shrinks automatically to match the new margins. Margins can also be changed by dragging and dropping the margin indicator lines with your mouse (see below).
Select RESET MARGINS to restore the default margin settings (after changing). Select VIEW window.
MARGINS
to display the margin indicator lines in the preview
Move the Detail slider towards More to print the chart at the maximum size possible within the specified margins; or towards Normal to reduce the chart size slightly and enlarge the text labels identifying the chart data. Select PROPORTIONAL to return the chart to its original relative height and width proportions.
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Retail Pro® 8 User’s Guide 20. Select PRINT to print the chart or CLOSE to exit the Chart Preview window.
Margin indicator lines.
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EFT Settlement About Settling EFT Transactions The Payment Processing Module (PPM) provides the interface to use Retail Pro’s preferred EFT provider. The instructions in this section assume you utilize PPM and have established an account with the preferred provider. If you use a different EFT service with a different provider, follow the instructions provided by that provider to settle EFT transactions and obtain EFT reports.
Batch Files and Transaction Records Each time a credit card or gift card transaction is authorized, a transaction record is created in the current batch file. Batch files are text files made up of a series of records, one for each credit card and gift card transaction, plus additional records for batch status and other messages. Batch files are uploaded to the processor’s settlement network for settlement, typically at the end of each day. Multiple Processors: Although most retailers authorize and settle all credit card types and gift cards with a single processor (Retail Pro’s preferred processor), Retail Pro can direct each card type to a specific processor for authorization or settlement (contact your Retail Pro Business Partner for more information). If you use multiple processors, each processor will have a separate batch file (see the Note below). Note: Batch Files Batch files are stored in the …RPRO\EFT directory. The naming convention for batch files is BATCH., for example BATCHP.130. Note that each processor tracks their own batch number sequence, so the same filename extension will not be used for all processors. For instance, BATCHP.130 and BATCHA.034 might both exist. Settled batch files will be stored in …\RPRO\EFT\ and will be named ., for example 20020512.01P. Note that the date used for the filename is the date that the batch is settled, not the date of the transactions it contains. Note: Settling Gift Card Transactions If you use PPM to handle your credit card transactions and your gift card transactions, then both types of transactions are written to the same batch files, and both types of transactions are settled at the same time when you conduct the settling procedure described in the next section. If you use a credit card processor other than Retail Pro’s preferred processor, but still use PPM to process gift cards, then you must settle gift card transactions using the procedures described below in addition to the settlement procedures required by your credit card processor.
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The Settling Process At the end of each day, or whenever you prefer, use the following procedure to settle credit card and/or gift card transactions. Be aware that you may be charged a penalty for not sending transaction data on the same day the transactions are authorized. Note: Compare Totals before Sending Transactions to the Processor It is recommended that you run both an X/Z-Out report and an EFT batch report, compare the credit card and gift card totals to what is shown in the Payment Processing Module, and make any needed corrections before sending the transactions to the processor. (Refer to EFT Batch Reports section for more information about EFT batch reports.)
To settle credit card and gift card transactions: 1. From the Home Screen of Retail Pro, select POS from the top menu, then select CREDIT CARD BATCH from the side menu. 63. In the Payment Processing Module, select UPLOAD from the top menu. 64. Review the credit card and gift card totals shown. It is recommended that you run an X/ZOut and an EFT batch report to confirm that your totals are accurate (see the Note above). 65. Select OK from the side menu to send your credit card and gift card transactions to the processing network. A dialog is displayed showing the status of the settlement process. When settling is complete, a message is displayed with the batch numbers of all batches that were settled. Select OK to close the dialog.
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Editing Gift Card Authorization Numbers If you enter an incorrect authorization number for a gift card transaction you will receive an error message when uploading the batch. The error message includes the incorrect authorization number that is causing the problem. Call the processor, get the correct authorization number for the transaction, and then use the Batch Tool (BATCH.EXE) to edit the authorization number and upload the batch again. To edit gift card authorization numbers: 1. Get the correct authorization number from the processor, and then open the Batch tool (BATCH.EXE). 21. Select EDIT from the top menu. 22. Select BATCH from the side menu. Result: The Select Batch dialog displays. 23. Select the correct transaction, then click OK. Note: You can click the FIND AUTH # button and enter the authorization number to go immediately to the transaction. 24. Select EDIT from the top menu. 25. Edit the Auth# field. 26. Select SAVE from the top menu. 27. Settle the batch.
EFT Batch Reports EFT batch reports are specialized reports that provide information regarding credit card, gift card, and debit card transactions.
Note: Debit Cards Do Not Need to Be Settled Unlike credit card and gift card transactions, debit card transactions do not need to be settled. However, debit card transactions are included in EFT batch reports for thorough EFT reporting.
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Retail Pro® 8 User’s Guide There are two types of EFT batch reports: Summarized reports display, per batch file, a subtotal for each transaction type (credit cards are broken down by card type, such as VISA, MasterCard, etc.) and a grand total for EFT transactions within the batch.
Date of batch, batch number, and status (Settled or Unsettled)
Detailed reports list, per batch file, every transaction, including the authorization #, card #, settled amount, workstation #, and transaction type (S for sale or R for return). Also included are subtotals for each transaction type (credit cards are broken down by card type, such as VISA, MasterCard, etc.) and a grand total for all these transactions.
Date of batch, batch number, and status (Settled or Unsettled)
EFT batch reports can be filtered by date and can include settled and/or unsettled batches. EFT batch reports are run from within the Payment Processing Module and have their own set of preferences that can be defined within the module.
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Retail Pro® 8 User’s Guide To define preferences for EFT batch reports: 1. From the Home Screen of Retail Pro, select POS from the top menu, then select CREDIT CARD BATCH from the side menu. 66. In the Payment Processing Module, select PREFERENCES from the top menu. 67. From the drop-down list in the Print Batch Report As field, select one of the following options: detailed
Always suggest DETAILED as the type of batch report to run.
summarized
Always suggest SUMMARIZED as the type of batch report to run.
prompt for choice
Always prompt the user to select the type of batch report to run.
28. Select PRINT BATCH REPORT AFTER SUCCESSFUL UPLOADING to automatically print a batch report after transactions are uploaded to the processor’s network for settling. 29. In the Home Page URL field, define the path to your home page by either manually entering the path or selecting the browse button and choosing the appropriate path (the default path is www.retailpro.com). Your home page is displayed on the opening screen of the Payment Processing Module. 30. From the drop-down list in the Default Printer field, optionally select a printer. If you specify a printer, EFT batch reports will automatically print to this printer. To specify a printer and choose other printing options at runtime, select NONE. In this case, a print dialog will be displayed when running an EFT batch report. To run an EFT batch report: 1. From the Home Screen of Retail Pro, select POS from the top menu, then select CREDIT CARD BATCH from the side menu. 68. In the Batch Tool, select REPORTS from the top menu. 69. Enter a date range for the batch report. The report will contain information for credit card and gift card transactions that took place during the defined date range. You can manually enter dates or select to choose dates from a drop-down calendar. 70. Choose to include transactions from settled and/or unsettled batch files in the report. 71. Select the type of report to run: detailed or summarized. 72. Select RUN REPORT from the side menu. 73. If the print dialog is displayed, select to print or preview the report. If printing, select a printer and specify the number of copies to print.
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Backing Up Retail Pro Data (This is an overview of data protection strategies. Refer to Tool Supplement TS20. Safeguard for more information on the built-in data backup feature of Retail Pro.) The data that a retailer gathers during day-to-day business operations and saves on his computer is invaluable and must be protected from harm. Power failures, media defects, or hardware problems can destroy days’ or weeks’ worth of information. Backing up your data on a regular basis enables you to recover from such events as quickly and painlessly as possible. Failure to do so puts your entire business at risk. There are two main methods for protecting data: making backups to removable media (floppy disk, CD, cartridge) and making backups to a hard drive. Retail Pro’s Safeguard backup feature can be used with either method, but using removable media is the preferred choice. It is important to note that Safeguard only backs up your Retail Pro data. Therefore, Safeguard should serve as only one component of a comprehensive data backup strategy. You need to take separate action to back up other important information for your business (accounting records, employee records, etc.). Making backups to removable media: Backing up data to removable media ensures that your data is protected even if harm comes to your computer system. To utilize this method, you must specify the appropriate drive letter (e.g., A:) in the Safeguard path and you must insert a blank disk, tape or cartridge with sufficient capacity to hold the Safeguard file. Added data protection from events such as fire is gained by storing the removable media at a different site from where the computer is located. Making backups to a hard drive: Safeguard can also carry out automatic backups of Retail Pro data to your local computer hard drive or to a network drive. However, this strategy has some important limitations: Backups to your hard drive do not protect you against a major hard disk problem. Since the Safeguard file is overwritten each time, this method provides only one generation of backups. Making backups to a network drive provides a greater degree of protection because the data is stored on a different hard drive, but it still leaves the data vulnerable to hazards that could affect both computers.
Recovery Each time Safeguard runs, it searches the …\RPO directory and makes backup copies of the selected files. These files are compressed into a single “zip” file (SGUARD.ZIP). Should a file be damaged, you can quickly decompress the .zip file and replace the damaged file with the Safeguard copy.
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Backup/Recovery Backup Frequency and Rotating Backups When using removable media, retailers must consider how many days or weeks worth of data to store. You should back up your data frequently. The data you can restore is only as current as the most recent backup. Daily backups are recommended; it might be helpful to get in the habit of conducting a backup as part of your end-of-day closing process. We suggest using a different set of media (diskettes, tapes, etc.) for each day of the week. By using a different set of media every day, you have multiple backups from which you can restore. This is important because file damage may go undetected for several days. If you reuse the same media frequently, by the time you realize you have a damaged file, you may find that all of your backup copies also contain the file in its damaged state. If you use a separate media set for each day of the week, it is likely that you will still have a backup containing a good copy of the damaged file. Take the disk or other form of removable media containing the oldest remaining data...
Mon. April 2
… and use it to download the most recent data, overwriting the old file.
Tues. April 3
Wed. April 4
Thurs. April 5
Place the newest data at the end of the line. Repeat the process daily, overwriting the oldest data each time.
Fri. April 6
Sat. April 7
Sun. April 8
Sun. April 1
If a file becomes damaged or corrupted, you can restore it from any one of these backup copies without losing everything.
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Chapter 12. Sales Orders About Sales Orders Sales orders (SOs) are temporary order documents that record planned sales. These versatile documents can be used for a variety of purposes, including: layaways customer orders of out-of-stock merchandise special orders of new or custom merchandise mail, phone, and catalog orders gift registries writing quotes for goods or services without committing the goods or services; when a quote is accepted it can easily be converted to an active SO e-commerce (Retail Pro E-Commerce is documented separately in Tool Supplements TS13. ECI Merchandiser and TS14. ECI Store Builder.) SOs can be made at any station, except Info or Corporate stations. When an SO is created at one station but is to be filled at a different station, the SO, including its recorded customer(s), items, terms, and deposits can be polled to that processing station for recording of the sale. The merchandise listed on an SO is deducted from inventory when a receipt recording the sale is updated. You can record the sale of all items on the SO right from the SO immediately, or you can record the sale of any of the items at any time by making a normal sales receipt referencing the SO. SOs can record the planned sales where payment is received in full at the time of order, record the tender terms to be used for a future sale, or be used to track a series of deposits paid toward the future purchase. Prior to the actual sale, the items listed on SOs (except registry SOs) are reflected in the committed file, if used, to facilitate timely replenishment activities. After an SO has been filled, it can be deleted. The permanent sales history is provided by the receipt(s), which record payments/deposits received and the merchandise sold. Alternatively, a retailer may choose to save the SOs to analyze the data over a period of time, perhaps to track vendor performance in filling orders, though this may require significantly more disk space than if they were deleted. Sales orders are found in two areas within Retail Pro: Sales Orders and Archived Sales Orders. The first accesses all active SOs, and the second accesses SOs that have been deleted and archived. Archived SOs can be restored to active status, if needed, until they have been permanently purged from the system.
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Sales Order Security The ability to perform many of the procedures in Sales Orders is controlled by security settings and preferences. If you have registered Retail Pro with Security Administrator, you can control user access to the following actions in the Sales Orders on a group basis. The security rights applicable to Sales Orders are contained in the following areas of the Retail Pro security file (Rpro8.sec): If a feature is not available to you, check the security settings outlined in this section. Where appropriate, settings specific to a particular feature are discussed in the section pertaining to that feature. (For more information, refer to Technical Supplement F1. Security Administrator.) Permission
Description
Access
Allows group members to access the sales orders area.
Access Archive
Allows group members to access archived sales orders.
Add/Copy
Allows group members to create new sales orders by clicking the New or Copy buttons.
Print
Allows group members to print sales orders.
Delete
Allows group members to delete sales orders.
Make Deposit
Allows group members to create sales order deposit receipts.
Change Process At/Sell From
Allows group members to change the Process At and/or Sell From stores on an SO.
Reverse Deposit
Allows group members to reverse sales order deposits.
Edit
Allows group members to edit sales orders.
Edit/Add Items
Allows group members to edit items while making a sales order and/or add new items new inventory.
Items – Edit Descriptive Information (Special Order)
Allows group members to edit descriptive information for items on special order sales orders.
Items – Edit Extended Information (Special Order)
Allows group members to edit extended information for items on special order sales orders.
Items – Change Tax Code
Allows group members to change the tax code for items on sales orders.
Items – Change Price
Allows group members to change the price of items on sales orders.
Items – Change Price Level
Allows group members to change the price level of items on sales orders.
Items – Delete Line Item
Allows group members to delete line items on sales orders.
Items – Change Item Associate
Allows group members to change the Associate assigned to items on sales orders.
Direct Editing Total
Allows group members to direct edit the Total field on sales orders
Change SO Price Level
Allows group members to change the price level for the entire SO.
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Description
Global Discount
Allows group members to enter/edit the Discount $ or Discount % for a sales order.
Editing SO Tax %
Allows group members to edit the Tax % for sales orders.
Editing SO Tax Area
Allows group members to edit the Tax Area field on sales orders.
Generate PO
Allows group members to access the Generate PO button to generate a purchase order that lists the items listed.
Access Choose Items
Allows group members to access the Choose Items button for selecting items from inventory.
Change Associate
Allows group members to change the Associate field on the SO.
Change SO Number
Allows group members to change the SO # field on sales orders.
Items – Allow Negative Quantity
Allows group members to enter a negative quantity for items on sales orders.
Restrict Doc Qty to Current Qty OH
If selected, group members cannot enter a Doc Qty that exceeds the current Qty OH in inventory.
Restrict Doc Qty to Current Avail OH
If selected, group members cannot enter a Doc Qty that exceeds the current quantity available (taking into account sales orders, transfers, etc.) in inventory.
Sales Orders Types Retail Pro provides five different types of SOs to handle a variety of retail situations. The first three types are referred to collectively as non-registry SOs and the last two as registry SOs. All non-registry SOs commit merchandise for future sales (Chapter 2. Retail Pro Basics for more information about committed items) and require a Bill To customer. Registry SOs, because they are essentially lists of items that customers hope others will buy for them, are not regarded as committed merchandise. Customer Order SOs are standard, general-purpose sales orders. Customer order SOs can record payment in full, record tender terms that will be used on future receipts, or record a virtually unlimited number of deposits from the customer. Customer order SOs are generally used to record the future sale of out-of-stock merchandise or to record sales that will be filled at a later date or at another station. Layaway SOs are slightly modified customer order SOs used to track the date merchandise is placed on layaway and the date it is sold and deducted from inventory. Deposits can optionally be used to record layaway payments and two modified date fields are available for use in tracking payment dates. Special Order SOs are also slightly modified customer order SOs used to handle Special Order items that are not currently defined in inventory. Store Registry SOs maintain a list of items that customers hope others will buy for them, such as with a wedding registry. Unlike the non-registry SOs, this SO does not record billing customers, terms, or deposits since the items listed will typically be purchased by a number of different people using different tenders. The items listed are not considered committed because the SO is not a definite order for the merchandise. Store registry SOs are used when the gift list needs to be available for sales only at one station.
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Retail Pro® 8 User’s Guide Company Registry SOs are the same as store registry SOs except they are used when the gift list needs to be available at more than one station. Company registry SOs are shared via polling, so that an updated copy of it is available for sales at all stores/stations.
Preferences: Allowed SO Types W/S PREFERENCES h DOCUMENTS h Allow the following Sales Order types: 5 Select the types of SOs you want to make available at point of sale. Sales Orders cannot be accessed until at least one sales order type has been selected. Pro Tip: Using SOs to Write Customer Quotes You can easily write and submit quotes for goods or services to customers, without committing the items or service, by using registry SOs for this purpose. Design your SO form and print design files to include the information fields you need. When a customer accepts a quote, use the copy feature to quickly transfer the quoted sale to an active Customer Order SO. The "Quote SO" (registry SO) can then be deleted.
Accessing Sales Orders 1. Select POS from the Retail Pro top menu. 2. Select SALES ORDERS from the side menu.
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Working with Sales Orders SO Fields The following table alphabetically lists the fields that are available to add to the sales order layouts using the Page Designer or Page Manager customization features. (Refer to Appendix A. Interface Design for more information on using these features.) Note that item-specific fields are not available to add to the List View of sales orders. The List View summarizes the SO totals, not individual item information. Specific item information fields are added to the document item list in Form View. Common item fields (detailed in Chapter 4. Inventory) and fields whose purpose is obvious have been omitted from this table. Note: Field Label Symbols Symbol [] *
Description Fields shown in brackets are automatically populated with information by the system. In most cases, these fields cannot be directly edited by the user. Fields with an asterisk (*) indicate that document lists can be sorted by that field.
Field
Usage
[Archived]
5 If checked, indicates that SO has been archived.
Associate*
The sales associate that created the SO; by default the logged-on user. This associate is suggested as the associate for all items listed on the SO, but can be changed for individual items to facilitate tracking of sales performance and commissions. Index field.
[Balance Due]
The balance currently due on the SO. Balance Due = Total - Amounts Tendered (Deposits and Payments)
[Bill To Aux 1-12]
The auxiliary bill to fields.
Bill To Company
(read-only) The Bill To Customer's company name. Taken from the customer record’s Company field. Populated automatically when you enter a Bill To customer.
[Bill To Cust. SID]
The Bill To Customer SID.
[Bill To E-Mail]
The Bill To Customer’s e-mail address.
[Bill To Full Name]
The combined Title, First Name, and Last Name of the Bill To Customer. Populated automatically when you enter a Bill To customer.
Bill To Info 1-2
(read-only) Two fields for storing additional information about the Bill To Customer. Taken from the Customer record's Info 1-2 fields. Populated automatically when you enter a Bill To customer.
Bill To Phone 1-2
(read-only) Phone numbers of the Bill To Customer. Taken from the Customer record's Phone 1-2 fields. Populated automatically when you enter a Bill To customer.
Bill To Title
(read-only) The title (Mr., Mrs., Ms, etc.) assigned to the Bill To Customer. Taken from the Customer record's Title field. Populated automatically when you enter a Bill To customer.
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Usage
[Bill To UDF 1-8]
(read-only) Optional date fields for the Bill To Customer. For example, Birthday or Anniversary. Taken from the UDF1-8 fields of the customer record. Populated automatically when you enter a Bill To customer. The available entries for these fields are defined in SYSTEM PREFERENCES > LOCAL PREFERENCES > CUSTOMERS > UDF/AUX.
Bill To/Ship To Cust #
These fields are used for Quick Lookup of customers to add to the SO. Enter any customer information corresponding to your Quick Lookup fields identified in preferences to instantly locate and bring that customer information to the SO. Select () from within these fields to go to the customer file and locate or add a customer.
[other customer fields]
All other customer fields are automatically populated from the customer file once the customer has been written on the SO using the Cust # field. Alternatively, enter a dedicated SO customer’s information manually in these fields. (Refer to Chapter 9. Customers for more information on using the customer fields.)
[Business/Consumer]
For use only when VAT is the taxing method selected in preferences. Indicates the taxing format of the receipt that will be made when referencing the SO: business or consumer. The taxing format must be selected or changed before the items are brought to the receipt. (For more information, please see Technical Supplement E2. International Features.)
Cancel Date*
The expiration date of the SO. Retail Pro will warn you if you try to create a receipt referencing an expired SO, but will allow you to proceed. The system uses this date to determine which archived SOs are eligible for purging. Index field.
Case Ord*
The case quantity ordered for each item that is sold in cases. Used in the document item list. The case quantity of each item sold in cases that have been sent to the Customer. Used in the document item list. The case quantity due for each item that is sold in cases. Used in the document item list, List View, and Form View.
[Case Sent*] Case Due* Comment
User-defined or free-entry fields for additional information. Often used for additional terms, delivery instructions, etc. Select predefined comments from dropdown list or type in any text. Used in the document item list.
[Component*]
When an item is a kit or package item or a component item, this field will display the component name. If the item is not part of a kit or package, this field will be blank (default).
Cust PO #*
Optional information, such as a customer’s purchase order number. This entry will also be recorded in the Cust PO # field on any receipt that references the SO. Sort field.
Deposit
A grid listing each deposit made against an SO. The grid shows the number of the SO deposit receipt, the deposit amount, the tender used, and whether or not the deposit was reversed or canceled.
[Deposit Balance]
Sum of all deposits received less any deposit already used to tender sales.
Disc $
The discount amount. When the field is included in the document item list, it applies to the specific item for which it was entered. When the field appears outside the item list, it applies to the entire SO as a global discount amount.
Disc %
The discount percentage amount. When the field is included in the document item list, it applies to the specific item for which it was entered. When the field appears outside the document item list, it applies to the entire SO as a global discount percentage.
[Doc. Qty]
The quantity of each SO item being brought to a document that references the SO.
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Usage
Event Date*
On registry SOs, the date the event that the registry is for (e.g., a wedding) is going to occur. Used instead of Cancel Date that non-registry SOs use. Sort field.
Ext. Orig. Price
(read-only) The extended original price (before discounts) of the items on the document.
Fee
Fee amount, as on receipts. The fee amount can be brought to any receipt that references the SO, and it can be prorated on partial shipments.
Fee Tax %
The tax rate on the fee applied to an SO. SYSTEM PREFERENCES h POINT OF SALE h FEES/SHIPMENT h POS FEE TYPES: Specify whether fees are taxable and define the tax rate.
Fee Type
The type of fee, defined in preferences. (See the Fees section in Chapter 10. Recording Sales & Returns for more information.)
Flag 1,2,3
POS flags that record additional information with each sale (e.g., the weather, the gender of the customer, etc.) SYSTEM PREFERENCES h POINT OF SALE h POS FLAGS/NOTE FIELD: Define POS flags and specify defaults. Optionally require entries in the flag fields.
[Held]
5 If checked, indicates that the SO is currently on hold.
[History]
(Form View only) A table that shows the receipt history of the SO.
Instruction 1,2,3,4,5
Lines of optional text that will be printed on the SO. Each line can hold 50 characters. Enter free-form text or select text lines that were predefined in preferences. SYSTEM PREFERENCES h POINT OF SALE h SALES ORDERS h COMMENTS h SO INSTRUCTION LIST h Instructions: Specify up to 20 selections of instructions.
[Item Image]
(Form View only) Displays an image of the currently selected item (from inventory). (For more information on working with images, refer to Chapter 2. Retail Pro Basics and Appendix A. Interface Design.)
[Kit Item Type*]
Kit Item Type. In the document item list; this field identifies if the item is a Kit Item, a Package Item, or neither (No Entry).
[Last Edit]
The date and time this SO was last modified.
[Locked]
5 If checked, the SO is currently being edited. No one else can access a locked SO. You cannot record sales against a locked SO.
Lot #
The lot number assigned to an item listed on a document.
[Lot # Created]
The date the lot number was created.
Lot # Expired
The expiration date of the lot number. You can have Retail Pro issue a warning when an item whose lot number is past its expiration date is listed on a receipt, and optionally prevent the sale of such items. (See Lot Number Preferences)
[Lot # Modified]
The date the lot number was modified.
No. of Items
The number of rows of items listed on the SO.
Note
Free-form text entry. Optionally, can be made a required field. SYSTEM PREFERENCES h POINT OF SALE h POS FLAGS/NOTE h Require a note field entry on: 5 Select Sales Order to require a note field entry on all new SOs.
Ordered Date*
The date the SO was created. Index field.
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Usage
Orig. Store
Originating store: The four-digit code for the originating store. (Main and backroom stations only) The default originating store suggested for all new SOs at a workstation can be specified in W/S PREFERENCES h DOCUMENTS h OPTIONS h STORE DEFAULTS h Allow this workstation to define its own default stores: SO – Originating Store.
[Orig. Store Heading 1,2,3,4,5,6]
The name and address lines predefined for this store in preferences.
Payment Due
The date when the next layaway payment is due on layaway SOs.
[PIN*]
Package Item Number.
Prc Lvl
Price Level: A list that shows all of the price levels available and the price of the item in each level. This list also contains information on quantity requirements for each price.
Priority
The shipping priority (Low, Medium, High). Access by selecting field or by selecting PRIORITY from the side menu.
Process At
The station allowed to create a receipt for the SO. When this station differs from the originating store, the SO can be automatically relayed to this station for the receipt. (Main and backroom stations only) The default Process At station suggested for all new SOs at a workstation can be specified in W/S PREFERENCES h DOCUMENTS h OPTIONS h STORE DEFAULTS h Allow this workstation to define its own default stores: SO – Process at.
[Process At Heading 1,2,3,4,5,6]
The name and address lines predefined for this store in preferences.
[Qty]
When used in the document item list, the quantity of that item being ordered. When it appears outside the document item list, the total quantity of all units that are listed on the SO.
[Qty Sent]
When used in the document item list, the quantity of that item that has been referenced on receipts. When it appears outside the document item list, the total quantity of all units on the SO that have been referenced on receipts.
[Qty Due]
When used in the document item list, the quantity of that item that is due. When it appears outside the document item list, the total quantity of all units listed on the SO that are due.
[Rec #]
Record Number: The sequential number of a line item listed in the document item list. For example, the first line item would be Rec # 1, the second Rec # 2, and so on.
[Recorded]
5 If checked, indicates that a sale has been recorded from the SO.
Ref SO#
Reference SO Number: The number of a sales order referenced by this sales order.
Sell From
The store whose inventory is updated when creating a receipt referencing an SO. This store’s tax area and price level, if any, are suggested on the SO. SYSTEM PREFERENCES h POINT OF SALE h SALES ORDERS h OPTIONS h Sell from Store #: Specify the default sell-from store for all non-company registry SOs. At the Main this will default to 001, and at POS stations it will default to the local store. Exception: If the W/S PREFERENCES h DOCUMENTS h OPTIONS h STORE DEFAULTS h Allow this workstation to define its own default stores: SO – Sell from option is set at a workstation, this will be the default sell-from store suggested on all new non-company registry SOs created at the workstation. This option is available at Main and backroom stations only.
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Usage
[Sell From Heading 1,2,3,4,5,6]
The name and address lines predefined for this store in preferences.
[Seq #]
The item’s sequential position in the list of items. The first item on the receipt is assigned #1, the second item listed is assigned #2, etc.
[Serial]
The item’s serial control status: Full, partial, or none. You are required to enter a serial number when listing full control items. Entry is optional for partial control items.
[Serial #]
Serial number: The serial number assigned to the item. Entry of a serial number is required for full-control items, optional for partial control items.
Ship Date*
The estimated date for shipment of the merchandise to the customer. This is the date that listed items are considered to be committed to the SO. Index field.
Ship Method
The planned shipping method. SYSTEM PREFERENCES h POINT OF SALE h SALES ORDERS h OPTIONS h Shipping methods: Define shipping methods to be available for selection when SO is created. Select a default shipping method to be suggested on all SOs.
Ship Partial
5 If selected, partial shipments of merchandise will be allowed, leaving a Qty Due for at least one ordered item.
Ship To Address 1-3
The address of the Ship To Customer. Taken from the Address 1-3 fields of the customer record. Automatically populated when a Ship To customer is entered.
[Ship To Aux 1-12]
The auxiliary ship to fields.
Ship To Company
The name of the Ship To customer’s company. Taken from the Company field of the customer record. Automatically populated when a Ship To customer is entered.
Ship To Cust#
The Ship To Customer number.
[Ship To Cust. SID]
The Ship To Customer’s SID.
[Ship To E-Mail]
The Ship To Customer’s E-mail address.
Ship To F.Name
The first name of the Ship To Customer. Taken from the customer record’s First Name field. Automatically populated when you select a Ship To customer.
[Ship To Full Name]
The full name of the Ship To Customer. Taken from the customer record’s Full Name field. Automatically populated when you select a Ship To customer.
Ship To Info 1-2
Two fields for storing additional information about the Ship To Customer. Taken from the customer record’s Info 1-2 fields. Automatically populated when you select a Ship To customer.
Ship To L.Name
The last name of the Ship To Customer. Taken from the customer record’s Last Name field. Automatically populated when you select a Ship To customer.
Ship To Phone 1-2
Fields for storing two phone numbers for the Ship To Customer. Taken from the customer record’s Phone 1-2 fields. Automatically populated when you select a Ship To customer.
Ship To Title
The title of the Ship To Customer (for example, Mr., Mrs., Ms.). Define a list of titles for customers and vendors in System Preferences > Local Preferences > System > Titles.
[Ship To UDF 1-8]
User-defined fields that store information about the Ship To customer. Taken from the customer record. Automatically populated when you select a Ship To customer.
Ship To ZIP
The Ship To ZIP code.
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Usage
Shipping (Surtax)
The shipping amount, as on receipts. The shipping amount can be brought to any receipt referencing the SO and can be prorated on partial shipments. The shipping amount can be taxable and can be tax-inclusive. Alternatively, can be redefined as Surtax, or another user-defined name, applying a default percentage to an SO.
Shipping %
The shipping or surtax percent, as on receipts. A surtax percentage will be applied to all items on any receipt that references the SO. The shipping or surtax percent can be taxable and can be tax-inclusive.
SO C$*
(Document item list) The item cost on the SO. Editable on all SOs for Special Order purposes. The default is Cost. Index field.
SO P$*
(Document item list) The item price at which you plan to sell the item after any line item discount. Index field.
SO P$T$*
(Document item list) The SO P$ plus tax. Index field.
SO Due Table
A table that shows the Ordered, Invoiced, and Pending amounts for the subtotal, discount, tax, shipping, fee, and total information for the SO, as well as the deposit balance and the deposit due. The Ordered column displays the total amounts for the merchandise ordered. The Invoiced figures are calculated by summing up the amounts from all receipts made so far referencing the SO. The Pending figures equal the Ordered figures less the Invoiced figures. Note: When Invoiced Amount Exceeds Ordered Amount The amounts referenced on receipts can be much larger than the amounts ordered if items not ordered on the SO were added to the receipts. In that case, zero (0) will be displayed as the amount pending.
SO Number
An alphanumeric “number” up to 14 characters in length. The default numbering sequence (1 - 999,999) is automatically suggested on new SOs, but can be overwritten. Index field. SYSTEM PREFERENCES h GENERAL DOCUMENTS h SEQUENCES h Data & Document numbering: Specify the next SO number. Note: If you archive a second SO with the same SO number, the second SO will overwrite the first.
[SO Type]
Identifies the SO as a customer order, special order, layaway, store registry, or company registry SO. The type is selected when you create a new SO using NEW or COPY. Once selected, the type cannot be changed.
St. Credit
The amount of store credit on account for the customer, automatically updated each time the customer makes a return or purchase tendered by store credit.
[Store/SO Number*]
Combined field containing store number and SO number. Index field.
[Style Image]
An image assigned to the style. If a style image is assigned, each item in the style displays the image in its Image field.
[Subtotal]
The sum of all SO prices before global discounts, fees, shipping, and taxes are applied.
[Subtotal w/tax]
The Subtotal plus tax.
[Subtotal w/o tax]
The Subtotal without tax.
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Retail Pro® 8 User’s Guide Field Tax Area [Tax $] Tax % Tax 2 $ Tax 2 % Tax Area 2 Tax Code 2
Usage The tax area, defined in preferences, which is applied to the SO. The amount charged for tax. When it appears inside the document item list, it is the amount charged for each item. Outside the document item list, this includes sales tax on all the merchandise and any tax applied to shipping and fee charges. The tax rate. Inside the document item list, it is applied to each item. Outside the document item list, it is applied to the Subtotal. The amount of an alternative or second sales tax that will be applied to each SO item. The percentage of an alternative or second sales tax that will be applied to each SO item. The name of an alternative or second tax area, defined in preferences. The tax code for an alternative or second tax area.
Terms
The tender the customer will use when paying for the items ordered on the SO.
[Terms Detail]
When Credit Card is entered in the Terms field and the card information is keyed into the SO Terms dialog, the card number and expiration date are automatically populated here. When Charge is entered in the Terms field and the terms of payment are defined in the SO Terms dialog, the terms (e.g., 2% 15 Net 30) are automatically populated here. When any other tender is used, this field remains blank.
Total
The SO total after global discounts, fees, shipping, and taxes are applied to the Subtotal.
Total Due By
The date that full payment is due on layaway SOs.
Total Tax $
(Used only if Sales Tax-Multi is the tax method) The item’s total tax amount (Tax $ + Tax $ 2)
[Unfilled %] WS Seq
Qty Due Qty
X 100.
Workstation Sequence Number. Sequential number for SOs made at a workstation. Used to aid in Sequence Checks made by DVS and other tools. Not user-editable.
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Sales Order Buttons Sales Order Button
Description Apply the applicable item prices to reflect promotional pricing.
Place the cursor in the Associate field, ready for editing.
Click to start the Barcode Download process.
Click to select a Bill To customer.
Break a kit and return all the component items to inventory.
Click to change the receipt type to Business.
Place the cursor in the Cancel Date field, ready for editing.
Select items from inventory and list them on a document.
Select (and optionally edit) items from inventory and list them on a document. Place the cursor in the Comments field, ready for editing.
Display the Committed window.
Click to change the receipt type to Consumer.
Place the cursor in the Fee $ field, ready for editing.
Place the cursor in the POS Flag 1 field, ready for editing.
Click to generate a purchase order for the items listed on the sales order.
In List View, place the cursor in the Total field, ready for editing. In Form View, place the cursor in the Discount $ field, ready for editing.
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Description Make edits on the document listed in the History field.
Display the Help files.
Place the SO on hold.
Place the cursor in the Instruction 1 field, ready for editing.
Show the inventory quantities in all of your stores.
Assign multiple associates to individual items.
Place the cursor in the item's Cost field, ready for editing.
Place the cursor in the Description 1 field, ready for editing.
Click to place the cursor in the item's Disc $ field, ready for editing.
Place the cursor in the item's Price field, ready for editing.
Click to edit individual item details.
Place the cursor in the item's Quantity field, ready for editing.
Click to edit individual item details.
Place the cursor in the Item list.
Access a sub-menu where you can select the following buttons: Choose/Edit Items, Item Quantity, Item Price, Item Cost, Item Discount, etc. Click to prevent line items from being edited.
Click to allow line items to be edited.
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Retail Pro® 8 User’s Guide Sales Order Button
Description Move to the next record.
Place the cursor in the Notes field, ready for editing.
Manually open the drawer.
Display a sub-menu where you can select
Pace the cursor in the Ordered Date field, ready for editing.
Return to the previous record.
Display the Price Level dialog, where you can select to display prices for a different price level. Look up the price of an item.
Place the cursor in the Priority field, ready for editing.
Click to access the Deposits – History tab.
Record the sale.
Reverse promo
Reverse the promotional pricing. Sell items in addition to those on the SO.
Place the cursor in the Ship Date field, ready for editing.
Place the cursor in the Ship Method field, ready for editing.
Place the cursor in the Ship To field, ready for editing.
Place the cursor in the Shipping field, ready for editing.
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Retail Pro® 8 User’s Guide Sales Order Button
Description Click to view the customer’s credit card information.
Click to access the SO Deposit screen.
Display a sub-menu where you can access various other buttons, including SO #, Ship Method, Ship Date, Instructions, etc. Place the cursor in the SO Number field, ready for editing.
Display a sub-menu where you can access the Global Discount, Tax Area, Shipping Amount, and Fee Amount buttons. Distribute the discounted amount among all of the items listed on the receipt. Place the cursor in the Tax Area field, ready for editing.
Place the cursor in the Terms field, ready for editing.
Unspread the discount amount among all of the items listed on the receipt.
Click to find a receipt that filled a sales order.
Click to view the PO(s) associated with the sales order.
Display a menu where you can Zoom In or Zoom Out on the current view.
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Starting a Sales Order 1. Select NEW (). 2. Select the type of SO that you want to create.
Result: A new SO form is displayed, ready for editing.
Holding an SO See Holding Documents section in Chapter 2. Basics Any active SO can be held. Holding an SO has the following effects: It is unavailable for referencing on receipts and for generating dedicated POs. It is ignored when checking availability at point of sale and when auto-generating POs. It can optionally be omitted from all SO reports except the SO Fulfillment Report. Copyright © 2009 Retail Pro. All rights reserved. 607
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Completing a Non-Registry SO Non-registry SOs include customer orders, special orders, and layaways. Navigate through the sales order to complete its fields as appropriate. Refer to the field descriptions in the table above and see subsequent sections for more detailed instructions on completing the SO. 1. Enter the customer on the SO. 2. The current date will be suggested for all dates. Accept each date or enter a different date. 3. List items using any of the usual methods. 4. Edit individual item characteristics, such as tax code, price level, associate, etc., as necessary. If line editing is enabled you can manually edit items in the item list (see Chapter 2. Retail Pro Basics for more information), or you can press or select any of the Items buttons from the side menu to access the Edit Item dialog, make your edits, then select close or press again to accept the edits and return to the SO. 5. Enter amounts or rates for a global discount, the tax rate, or any shipping charges and fees. 6. If the SO will be filled at a different station, select the appropriate processing station in the Process At field. If the processing station is a backroom station or the Main, you can also specify the Sell From store whose inventory will be updated when the merchandise is shipped. 7. Enter any payment terms in the Terms field. 8. Select SAVE (). Select YES to confirm. If a minimum first deposit is required (optional preference setting), a dialog is displayed stating such. Selecting OK will save the SO and access SO Deposits.
9. To record a non-required deposit for the order, select SO DEPOSITS, then NEW (), and enter the appropriate cashier, deposit amount, and tender.
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Creating a Registry SO Navigate through the sales order to complete its fields, as appropriate. Refer to the field descriptions in the table above, and see the subsequent sections for more detailed instructions on completing the SO. 1. Select STORE REGISTRY as the SO type if the SO will be maintained and filled at only one station. OR Select COMPANY REGISTRY if the SO needs to be available at more than one station. 2. Enter the customer as the Ship To customer on the SO. If the customer’s record is not currently in the file and you do not want to add it to the file, add it manually in the Ship To customer name and address fields. (See Dedicated SO Customer section.) 3. The current date will be suggested for the dates. Select a date field to enter a different date. 4. Store Registries: Like non-registry SOs, store registry SOs can be created at one station and polled to another processing station for creating receipts referencing the SOs. If you need to change the default Process At station, select the Process At field to enter a different station. If that station is a backroom station or the Main, you can also select the Sell From field and enter the store whose inventory is to be updated when the items are referenced on receipts. Company Registries: The Process At and Sell From fields cannot be modified. 5. List and edit items using any of the usual methods. 6. Select SAVE (). Select YES to confirm.
Copying SOs When creating an SO, you may want its information to be much the same as a previous SO. Using the COPY feature is an easy way to do this. 1. Highlight or display the SO that you want to copy. 2. Select COPY () from the top menu. 3. Select the type of SO to which you want to copy information. The system will open a new SO with a new SO number. The rest of its fields, such as customers, items, fees, etc., have the same information as the SO from which the information was copied. Deposits made on the previous SO are not copied. 4. Make any edits needed in any of the fields. 5. Select SAVE ().
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Creating SOs from Receipts A receipt in progress can be easily converted into an SO. This is convenient, for example, if you have already begun to ring up a sale when a customer decides to put the merchandise on layaway instead. 1. From the receipt, select GENERATE SO from the side menu. 2. Select the SO type. 3. If a deposit is required for the SO type you have selected, you will be directed to the deposit screen. Enter the appropriate cashier, deposit, amount, and tender. Select to update only or print/update. If no deposit is required, the system will ask if you would like to take a deposit. Select YES if you want to record a deposit, or no to continue with no deposit. The system will inform you of the number of the SO you just generated by displaying a dialog on the screen. The receipt that was in progress is automatically canceled. Note: Option Availability The GENERATE SO option is available only when the receipt has a Bill To customer and at least one item listed on the receipt.
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Adding a Customer to an SO Any customer on file can be listed as the Bill To or Ship To customer using the Quick Lookup feature or by going to the customer file to search for and locate a customer. New customers can be added to the customer file while completing a sales order. Common Quick Lookup fields used include last name, phone number, customer ID, and company name. Many other fields can be used for lookup as well. The Quick Lookup fields and their order of priority are defined in preferences. (Refer to Chapter 2. Retail Pro Basics for detailed information on customer lookup.) To lookup and list customer on as SO: In the Bill To or Ship To Cust # field, use one of these three methods: Begin typing customer information that is found in your customer Quick Lookup indexes. Press to instantly add the unique, matching customer’s information to the sales order. If no unique match is found, you are taken to the customer file.
Method 1:
Method 2: Select () to access the customer file directly. In the customer file, use standard sort/lookup procedures to locate an existing customer, or add a new customer, then select OK to bring that customer to the sales order. Method 3: Press to simultaneously go to the customer file and access the customer Sort By dialog. Choose one of the listed customer indexes by which you will search, then select OK. Entering the first few characters of the chosen index field information will take you to matching entries in the file, where you can select the correct customer. Select OK to bring the selected customer information back to the sales order. Enter or scan any Quick Lookup info in the Cust # field; a match causes automatic population of all customer fields on the document.
Alternatively, press or click the selection button to the right of the field to go to the customer file and choose a customer.
When a customer is looked up and brought to the SO by making an entry in the Cust # field, all of the other corresponding customer fields on the SO are automatically populated by the system. The Bill To customer information is automatically copied to the Ship To customer fields as well. If shipping to a different customer, use the above procedure to look up and enter a new Ship To customer to replace the suggested customer.
Preferences: Customer Fields SYSTEM PREFERENCES h POINT OF SALE h CUSTOMERS h Customer fields used for quick lookup at POS: Define the fields to use for Quick Lookup of customers.
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Dedicated SO Customer You can enter a customer on an SO without involving the customer file at all. This type of customer is called a dedicated SO customer. A dedicated SO customer is neither brought from nor added to the customer file. The dedicated SO customer’s information is recorded with the SO and can be accessed only from that one SO. 1. Bypass the Bill To Cust # or Ship To Cust # field and type the customer information manually in the customer fields. The Bill To customer information will not be copied automatically to the Ship To customer fields. Information must be entered manually in both boxes. Note: Independent SO Customer Information The customer information brought to the SO becomes part of the SO record, independent of the customer file. If you edit the customer file, the SO will not be updated; likewise, editing the SO customer information will not affect the customer file.
Customer Discounts A customer discount can be defined for a customer in Customers. (Refer to Chapter 9. Customers for more information.) Once a Bill To customer has been entered on an SO, any discount already set up for the customer is automatically applied to all items listed on the SO. Note: Discounts Before Adding Customer If items are added to a document before a customer is added, and discounts are given to any of the items listed on the document, subsequently listing a customer with a defined discount will override the previous item discount with the defined customer discount. Note: Cashier Changing the Customer Discount A cashier's ability to edit a customer discount is limited by that cashier's discount maximum as defined in system preferences. The cashier can edit the discount, but the new discount cannot exceed the cashier's allowed discount maximum (even if the customer discount was higher than the cashier's allowed discount). Define maximum cashier discounts at OPTIONS h SYSTEM PREFERENCES h EMPLOYEES.
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Listing Items on SOs To list items by Item #: 1. Ensure that Item # is specified as a lookup mode in your preference settings. 5. In the Item # field, scan or enter the item number, and press . 6. Follow the instructions in Editing Items on Documents, to change the quantity or edit other item fields, as necessary. 7. Repeat Steps 1 and 2 to add additional items or press to move to the next field.
To list items by UPC or EAN #: 1. Ensure that UPC numbers have been recorded in inventory for each item and that UPC is specified as a lookup mode in preferences. 8. In the Item # field, enter or scan the UPC barcode on the merchandise tag and press . 9. Follow the instructions in Editing Items on Documents section, to edit the quantity, price, etc. 10. Repeat Steps 1 and 2 to add additional items or press to move to the next field. To list items by ALU: 1. Ensure that ALUs have been recorded in inventory for each item and that ALU is specified as a lookup mode in preferences. (For more information on ALUs, refer to ALUs section.) 11. In the Item # field, scan or enter a few or all characters of the ALU, then press . 12. If multiple matches are found, as would happen if you assign all members of a style the same ALU, then a Select Item dialog will open with detail of all matching items listed. Highlight the correct item, then select OK () to bring it to the document. 13. Follow the instructions in Editing Items on Documents, to edit the quantity, price, etc. 14. Repeat Steps 1 and 2 to add additional items or press to move to the next field.
Listing Items by Locating Them in Inventory Using the Choose-Item options, you can access the inventory file from any document and select the items to be listed on that document. There are two choose-item options available, CHOOSE ITEMS and CHOOSE/EDIT ITEMS. Both provide access to Inventory and allow editing of document fields, such as document quantity and document price. In addition, inventory features such as printing tags, filtering, Search, and Style/Item Views are available when entering inventory via these buttons. Using CHOOSE/EDIT ITEMS provides the additional benefit of full editing capability while in inventory. Items can be added, edited, deleted, and copied, while you are still in a document. This feature allows the flexibility to perform tasks, such as adding inventory items on the fly as new merchandise is being ordered on a PO, or altering an existing item in inventory for a special order SO. Any edits made while in CHOOSE/EDIT ITEMS affect your actual inventory file, not just
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Retail Pro® 8 User’s Guide the document in which you are working. (The availability of Choose/Edit Items is controlled by security.) To list items by choosing from inventory: 1. From anywhere in the receipt, select CHOOSE/EDIT ITEMS from the side menu. This selection accesses Inventory. 15. The cursor is automatically placed in the Search field as you enter inventory. Simply begin typing the criteria for your default lookup index (specified in preferences) to locate the item(s) needed. To search by a different index, first press POINT OF SALE > PRICE/DISCOUNTS. This method of discounting would be used, for example, when an item is being discounted for a sale and then discounted a second time for an employee discount. 1. Use the Edit Item dialog () to apply the first discount by an amount or by a percentage. You must move out of the discount field to record it. 2. Move to the Disc % field and enter the percentage for the second discount. Press and select a discount type from the list.
First Discount
3. Retail Pro will calculate and display the accumulated discount percentage, amount, and new SO price. In the example to the right, a 20% discount followed by a 10% discount gives a 28.01% accumulated discount. 4. Select CLOSE () to exit the dialog and record the accumulated discount.
Accumulated Discount
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Retail Pro® 8 User’s Guide To discount quantity purchases: Quantity Pricing: If you have your system configured to use quantity pricing, Retail Pro will automatically discount an item’s price based on your predefined quantity price levels. No special steps are required at point of sale. (Refer to Chapter 4. Inventory for more information.) Preferences: Quantity Pricing SYSTEM PREFERENCES h POINT OF SALE h PRICE/DISCOUNTS h Options: 5 Use quantity pricing. Select to activate quantity pricing.
Promotional Pricing: If instead your system is configured to use promotional pricing, you can
optionally apply that pricing as you complete the SO. (Refer to Chapter 4. Inventory for more information.) Method 1: 1. As you are creating an SO, if any of the items listed are members of a promotion and have a sufficient quantity to have promotional pricing applied to them, the apply promo button on the side menu will be enabled. 2. Select APPLY PROMO. The applicable item prices and document total change to reflect the promotional pricing. To reverse the promotional pricing, select REVERSE PROMO from the side menu. 3. Select SAVE, as usual. Method 2: 1. After adding all the items to the SO, select SAVE, as usual. 2. The Promotional Pricing Items dialog (shown below) displays if any of the items listed are members of a promotion and qualify to have promotional pricing applied to them.
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Retail Pro® 8 User’s Guide 3. Select APPLY on the dialog to apply the pricing to the items on the list and save the SO. Select CANCEL to exit the dialog and save the SO without applying the promotion. To reverse previously applied promotional pricing, select the EDIT from the top menu and then select REVERSE PROMO from the side menu. Pro Tip: Updating Discounts After Changing the Quantity Sold If you need to change the quantity being sold after applying promotional pricing, simply return to the SO item list and change the quantity. When you select SAVE again, select APPLY if the dialog appears again to apply the new pricing. Note: Applying Item Discounts and Promotional Pricing If an item that qualifies for promotional pricing has already been discounted in the Edit Item dialog, then Retail Pro will compare the two prices and apply only the lower of the two. Note: Combined Quantities If two or more items listed on the SO use the same promotion, Retail Pro will combine their quantities when determining the promotional pricing.
Checking Item Availability on SOs See Checking Item Availability in Chapter 2. Basics of the Retail Pro 8 User’s Guide.
Editing SO Items You can edit quantity, associate, SO price, SO cost, tax, discount, user-defined, and description fields on items as you are creating an SO. For example, you might want to edit an item to give a discount to it. If the item description is changed on the SO, it will be permanently recorded in your sales history, but will have no effect on that item in inventory. There are two methods to edit item information on a sales order: Navigating to the correct field in the document item list and type in the new information. Line editing must be turned on for this method. (Refer to Chapter 2. Retail Pro Basics for more information about line editing.) Pressing or selecting any Item button from the side menu to open the Edit Item dialog and make changes there (see below).
Deleting SO Items See Deleting Listed Items
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Global Discounts on SOs When a discount is given on the entire SO, instead of on individual item(s), it is called a global discount. Global discounts can be given on an SO by entering either a discount percentage or a discount amount. If you allow global discounts to be spread, the amount discounted can be distributed among all items listed on an SO. Optionally, you can reminded to spread a global discount when saving an SO. When filling an SO that has an unspread global discount amount, the discount percentage given on the SO will be automatically brought to the receipt. When the receipt is updated, the amount of the discount on the receipt and the amount still pending will be updated in the SO Due Table. A spread global discount acts as a line-item discount for each item, so it is brought to the receipt but is applied only in the document item list to each item. 1. Enter the global discount as a percentage in the SO Disc % field or as an amount in the SO Disc $ field. 2. Select SPREAD DISC from the side menu to spread the discounted amount over all items. (To reverse the action, select UNSPREAD DISC from the side menu.) 3. When prompted, select the type of discount (defined in preferences) you will give on the SO. To discount an SO to a specified total: 1. Place the cursor in the SO Total field. 2. Replace the displayed amount with the desired SO total and press . 3. Spread the discount, as described above, if desired. Preferences: Spreading Global Discounts SYSTEM PREFERENCES h POINT OF SALE h PRICE/DISCOUNTS h Allow global discount to be spread on: 5 Sales Orders. Select to enable this feature. Optionally, also select 5 Prompt to spread when saving to be reminded to spread the discount when saving. Preferences: Discount Types SYSTEM PREFERENCES h POINT OF SALE h PRICE/DISCOUNTS h Discount Types: Define the types of discounts that will be allowed (e.g., Damage, Employ, Senior).
Note: Items Not Ordered on the SO When a receipt references an SO that has an unspread global discount, the discount percentage on the SO will be applied to all items listed on the receipt, including items not ordered on the SO. However, the total discount amount suggested on the receipt will never exceed the original discount amount initially given on the SO.
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Defining and Applying SO Terms When creating a sales order, you can specify the terms of payment that will apply when the sale is tendered. The Terms and Terms Detail fields are used for this purpose. The terms specified will be suggested when you create a receipt to record the future sale or to accept a deposit. Depending on security settings, you can change a sales order's payment terms at any time or elect not to apply them when creating a receipt to record the sale. For mail order operations this provides a method for recording credit card information to be used when the actual sale is recorded later. The credit card will not be authorized or charged until a receipt is made to record the sale. To define SO terms: 1. With a current sales order open in Form View, select () in the Terms field. Result: The SO Terms dialog is displayed.
2. Select one of the payment terms available: Enter the appropriate information for the payment type selected in the fields that appear in the lower half of the SO Terms window. 3. Select OK to save the terms you have defined or CANCEL () to discard them.
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Retail Pro® 8 User’s Guide Depending on the payment term you select, the Terms Detail field will automatically be populated. For example, if you select Credit Card, the Terms Detail field will display the credit card number and the expiration date. The Terms Detail field cannot be edited manually.
Note: Terms and Terms Detail Fields Make sure you have added the Terms and Terms Detail fields to your Form View layout using Page Designer (Refer to Appendix A. Interface Design for more information on Page Designer.) Note: Credit Card Type If you enter a card type in the SO Terms dialog and the card type disappears, review your credit card settings in preferences (SYSTEM PREFERENCES h POINT OF SALE h CREDIT CARDS). The credit card number you enter in the SO Terms window must be in the number ranges defined in preferences. If the card number entered is within the defined range, the card type automatically appears in the Card Type field.
Applying SO Terms 1. On an SO, begin a new sales order deposit (see Receiving a Deposit section), or create a new receipt and reference the SO in the SO Number field. (). The Tender screen displays, as well as the SO Terms 2. In the Tender field, select dialog. The dialog shows any payment terms that were previously defined for the sales order.
3. Select YES to accept the payment terms or NO to continue to the Tender screen and select another payment type. If Cash has been defined as the payment term for a sales order, the Tender screen will be displayed and the Default SO Terms dialog will not appear. Any payment type can be used to tender the sale.
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About Customer Orders and Special Orders Customer Order and Special Order Due Dates The three date fields on these SOs can be used to record the date when the order was taken (Ordered Date), the date when the next payment is due and items are considered committed (Payment Due), and the date after which an unfilled order should be cancelled (Total Due By). The Payment Due and Total Due By fields are the same as the Ship Date and Cancel Date fields respectively. If these field labels make more logical sense to you for a particular type of SO, they can be used on the SO instead. Add or remove fields to the SO Form View using Page Designer. (Refer to Appendix A. Interface Design for more information.)
Using Jackpot Items Special Order SOs are used for ordering items that are not currently defined in inventory. Some retailers set aside a few items (or rows) in inventory as jackpot items—items that are defined with a Special Order department code for use when listing Special Order items. The vendor code, item description, price, and other information from these jackpot rows are designed to be edited on the SO when ordering Special Order items. As noted before, if the item description is changed on the SO, it will be permanently recorded in your sales history once it is listed on a receipt, but will
have no effect on inventory. Note: Non-Inventory and Committed Fields The Non-Inventory field is provided in inventory to mark items as non-inventory items. The on-hand quantities for items marked as non-inventory items are not updated when these items are listed on documents, nor is information consolidated for these items on reports. This is a useful field for jackpot items that don’t pertain to an actual, physical item in inventory, as it prevents Retail Pro from accumulating unnecessary data for an item that isn’t typically carried in inventory. The Committed field designates whether or not the jackpot item should be included in committed calculations and the committed window displayed for the item. If selected, the item is included and the committed window can be displayed when the item is selected (assumes your preferences are set to use the Committed window.) Refer to Chapter 4. Inventory for more information on Jackpot Items.
Sample inventory listing with jackpot items defined for special order use
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About Layaways Layaway Due Dates Layaway date fields are the same as the date fields on Customer and Special Order SOs.
Deducting Items From Inventory Some retailers want to deduct items from inventory as soon as they are put on layaway. To do this, use the Record Sale feature. However, if you do not physically remove the layaway items from inventory after recording the sale, then carrying out a physical inventory before the customer picks up the item can result in an incorrect inventory count.
Registry SOs A gift registry is a list of items that customers, such as a wedding couple, would like other people to buy for them—it is not an actual merchandise order. Because of this, the items are not considered committed. Retail Pro registry SOs are specifically designed to keep track of the items wanted, those already purchased, and other information needed for managing a gift registry. Many of the standard SO fields, such as the Bill To customer, terms, shipping instructions, and deposits, are omitted from registry SOs. Like non-registry SOs, store registry SOs can be created at one station and polled to another processing station for referencing on receipts. On a company registry SO, the Process At and Sell From fields cannot be modified. Also, registry SOs have an Event Date instead of a Cancel Date. A registry SO can still be filled even after its event date has passed, however. When a customer purchases a gift off the gift registry, the cashier will reference the registry SO number on the receipt so that the SO will show that the item is no longer due.
After a Company Registry SO has been polled to the Main, it cannot be edited at a Remote.
Maintaining SOs Finding an SO See Find an Existing Data Record section in Chapter 2. Basics
Editing an SO In addition to the document item list, you can also edit most other fields of an SO. The fields you cannot directly edit are those such as SO Type, Unfilled %, Qty Due, Qty Sent, Deposit Balance, Balance Due, and the Deposit, History, and SO Due tables. However, these fields are updated when other actions take place, such as updating an SO-referencing receipt or making a deposit. See Edit an Existing Data Record section in Chapter 2. Basics
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Deleting, Archiving, and Purging an SO Because an SO is a temporary document, it can be deleted when it is filled. When you delete an SO, you have the option to archive it (temporarily store a copy of it in an archive file) or delete it permanently. When an SO is archived, you may still print a copy of it or, if needed, restore the SO to return it to the active SO file. 1. Select DELETE () from the top menu. 2. Select YES if confirmation dialog is displayed.
3. Select YES on the Lost Sales Receipt dialog that will appear if you want to record the items remaining due on a Lost Sale receipt. 4. If you want to archive the SO that you are deleting, select YES when prompted. If you want to delete it permanently, select NO.
To delete an SO with a deposit balance: When you delete an SO with a deposit balance, an adjustment receipt is automatically created to credit the remaining deposit to a Retail Pro customer as store credit. Normally, the customer will be the SO Bill To customer. However, if the Bill To customer is a dedicated SO customer, you must either add the dedicated SO customer to the customer file and rewrite the newly added customer to the SO or select a different Retail Pro customer to whom you will credit the SO deposit amount. Deleting an SO with a positive deposit balance (e.g., $100) would create a receipt with a – $100.00 SODEP (SO deposit) fee amount and would add $100 to the customer’s store credit balance.
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Retail Pro® 8 User’s Guide An SO can also have a negative deposit balance, a result of recording a sale before full payment has been received. Deleting an SO with a negative deposit balance will create a receipt that will tender by store credit, taking money out of the credit balance for the customer. If the customer has insufficient store credit to cover the deposit balance, the SO cannot be deleted.
Preferences: Recording Lost Sales SYSTEM PREFERENCES h POINT OF SALE h SALES ORDERS h Options: 5 Allow a Lost Sale Receipt when deleting unfilled SOs. Select so that the items remaining due on the SO can be recorded on a Lost Sale receipt. This provides a permanent record of items ordered that were not sold.
Note: Overwriting Archived SOs If you archive a second SO with the same SO number, the second SO will overwrite the first.
To access an SO that has been archived: 1. Exit Sales Orders. 2. Select ARCHIVED SOS from the side menu. You may view and print the archived sales order in List View or Form View, the same as in Sales Orders. Archived SOs cannot be edited. To restore an archived SO: Until purged from the archive file, an archived SO can be restored to the active SO file. Restoring an SO doesn’t affect inventory or receipts that referenced it. It simply moves the document to the active SO file. 1. Highlight or display the SO that you want to restore. 2. Select RESTORE SO in the side menu. The SO is moved to the active SO file and is displayed in Form View. To purge archived SOs: Permanently removing archived SOs that are older than a specified time from the archive file is called purging them. Purging SOs does not affect inventory or any receipts that referenced the SOs. It simply permanently deletes the SOs. There are two methods for purging archived SOs from the archive file. Method 1 Select PURGE SOS from the side menu in Archived SOs. A Purge Documents dialog will be displayed where you specify a date. All archived SOs whose Ordered Date falls before the specified date will be permanently deleted.
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Retail Pro® 8 User’s Guide Method 2 Specify a number of days to keep archived SOs in preferences. The SOs whose Cancel Date is older than the number of days specified will be automatically purged from the archive file the first time a user accesses Sales Orders each month.
Preferences: Purging Instructions SYSTEM PREFERENCES h POINT OF SALE h SALES ORDERS h Options: Number of days to keep archived SOs before automatically purging them.
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Sales Order Deposits About SO Deposits When making a deposit on an SO, a customer is, in essence, purchasing deposit credits that can later be used to tender a merchandise purchase. Thus, receiving a deposit is a point of sale activity that is tracked on reports but is not a merchandise sale. A virtually unlimited number of deposits can be recorded for each non-registry SO. Recording a deposit creates the following: A deposit record on the SO. A receipt with the deposit recorded as a SODEP fee amount. The current deposit balance, reflecting all deposits received and used, as well as the deposit due, are displayed in Form View in the SO Due Table. The Ordered, Invoiced, and Pending breakdown of the subtotal, discount, tax, shipping, fee, and total of the sales order is also listed in this table. When the planned purchase is made, the deposit money can be used to tender the receipt. All or part of the deposit balance on an SO can be used to tender a receipt that references the SO, even if none of the items on the SO are being added to the receipt.
Receiving a Deposit To take a deposit, follow the steps below. Note: If creating a new SO, you must save it first. 1. Save the SO, if necessary. 2. Select SO DEPOSITS from the side menu.
3. Select NEW () from the top menu. 4. Select the cashier’s name from the drop-down list in the Cashier field, if required. 5. Enter the deposit amount in the Amount field. 6. Choose the tender by selecting tender from the side menu, pressing , or selecting next to the Tender field. If the Default SO Terms dialog appears, select YES to accept the payment terms specified for the SO or no to reject them. (Refer to Defining and Applying SO Terms section 7. Tender and update the deposit receipt in the usual way. (Refer to Chapter 10. Recording Sales & Returns.)
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Preferences: Requiring Customer Information for Specific Tenders SYSTEM PREFERENCES h POINT OF SALE h TENDER REQUIREMENTS h Customer information required for tender: Under Receipt Tenders, 5 select TENDER and/or CHANGE for tenders that require customer information when tendering by those tender types and/or when giving change as those tender types. Then, when selecting a tender type for which you are requiring customer information, select, under Required Customer Field, the customer information fields that you are requiring to be recorded when tendering by that type.
Receiving a required minimum first deposit: When a minimum first deposit is required, the program will prompt you to take the required deposit before the SO can be saved.
Selecting OK from the dialog will take the user to the SO deposit screen. NEW will automatically be selected, so the user can begin entering deposit information right away. After completing the deposit, the user will be taken back to Form View of the SO. Since a deposit is required, selecting CANCEL from this screen will cancel the SO. Preferences: When to Record a Sale SYSTEM PREFERENCES h POINT OF SALE h SALES ORDERS h Require Record Sale: anytime, before first deposit, or after final deposit. Select when a sale must be recorded on a sales receipt. Preferences: Requiring a Minimum Amount on the First Deposit SYSTEM PREFERENCES h POINT OF SALE h SALES ORDERS h Minimum percentage for first deposit on: Specify the minimum percentage for the first deposit for each SO type and whether a minimum first deposit is required. Default is no deposit required (checkbox cleared). Note: Edits Once saved, a deposit cannot be edited. It can only be reversed or refunded. Note: If Recording Sale From an SO If you record the sale from an SO before taking any deposits, the system will automatically create a receipt that will be tendered by deposit. This will leave a negative deposit balance on the SO.
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Printing Deposit Receipts A customer may want a receipt showing that a deposit has been made. When you print out a deposit receipt, the deposit amount is listed as a SODEP Fee to show that a deposit was made. To print a deposit receipt at the time a deposit is made: 1. From the Tender screen, after tendering the deposit, select PRINT () in the top menu, then select a print design and other options as necessary. To print a deposit receipt at any other time: Method 1: 1. Select SO DEPOSITS from the side menu. 31. Display the SO Deposits list and highlight the deposit for which you want to print a receipt. 32. Select PRINT () on the top menu, then select a print design and other options as necessary. Method 2: 1. Display the History table on the SO.
2. Highlight the receipt that corresponds to the deposit record you want to print. 3. Select VIEW DOCUMENT from the side menu. 4. Select PRINT () from the top menu of the receipt, then select a print design and other options as necessary.
Note: Printing Deposit-Used Receipts You can also print out deposit-used receipts using the methods presented above for deposit receipts. A deposit-used receipt is a receipt of the merchandise that was purchased with the deposit. However, on a deposit-used receipt, it does not state that a deposit was used to tender the purchase.
Preferences: Printing W/S PREFERENCES h PRINTING h Area: SODEP Receipts. Designate the default print design and printing options. 5 Select to allow changes to printer, design, paper size, number of copies, or to allow previewing at time of printing.
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Reversing a Deposit You can reverse a deposit made at your station. If the deposit was received at a different station, refund the deposit instead (see the next section). 1. Select the SO for which the deposit was made. 2. Select SO DEPOSITS. 3. Highlight the deposit to be reversed. 4. Select REVERSE () from the top menu. If a confirmation dialog is displayed, select YES. The Reverse Deposit dialog is displayed.
5. Select your name from the Associate drop-down list and optionally enter comments in the Comment 1 and Comment 2 fields. Select OK. In reversing a deposit, a new return receipt is made with a negative deposit amount equal to the positive amount recorded on the original deposit receipt (a sale receipt). The comments made on the Reverse Deposit dialog, as well as the SO number, are recorded on this return receipt.
Refunding a Deposit Use the same procedure as when receiving a deposit, except enter the refund amount as a negative amount.
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Displaying Deposits on an SO If the Form View layout that you are using does not include a list of deposits that have been made toward the SO or a list of receipts that have been made referencing the SO, they are easy to add in Page Designer. (Refer to Appendix A. Interface Design for information on customizing your layouts.) To add a list of deposits made toward the SO, add the Deposit field, which is a table listing the following: The receipt number that recorded the deposit. The date the deposit was made. The name of the cashier. The amount of the deposit. The tender used to receive/refund the deposit. Whether the deposit has been reversed (REVERSED) or whether a receipt reversed a deposit (REVERSING).
There are two types of receipts associated with SOs: 1) a deposit/deposit-used receipt created each time a deposit amount is received or tendered and 2) a sales/return receipt created when RECORD SALE or RECORD RETURN is used or when creating a receipt referencing an SO. To add a list of receipts that have been made referencing the SO, add the History field, which is a table listing the following: The store/station number. The document type. The receipt number. The date the receipt was made. If you select a document listed in this table, you can then select VIEW DOCUMENT from the side menu and look at and print the document (but you will be unable to make any edits on it). Select OK or the Retail Pro button () to return to the SO. If you want to make edits on the document listed in the History field, highlight that document in the field and select GO TO DOCUMENT from the side menu. You cannot return directly to the SO, however, when using GO TO DOCUMENT—you must exit the receipt first, and then re-enter Sales Orders and find the SO by usual means. Copyright © 2009 Retail Pro. All rights reserved. 631
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Filling an SO In general, an SO is filled when one or more receipts have been created referencing all of the items listed on the SO. Only the station that originated the SO can create receipts referencing that SO. The sale of the merchandise listed on the SO is recorded when receipts are created referencing the SO. When you create a receipt for an SO, you can have Retail Pro copy information from the SO to the receipt, such as: any or all of the items listed, customer information, discounts, fee amounts, terms. The cashier can optionally be allowed to list additional items on the same receipt. Alternatively, you can make a receipt for the sale of all the items listed on the SO by recording the sale directly from the SO. In both cases, the items are deducted from inventory and the SO’s fill status and current balance are updated when the receipt is updated.
Pro Tip: Optimizing SO Fulfillment The SO Fulfillment Report can assist you in allocating your current stock on hand to fill pending sales orders, based on your defined priorities and instructions. (See Technical Supplement A4. SO Summaries for more information.)
Effects of Referencing an SO on a Receipt When you start a new receipt and enter an SO number in the SO Number field of the receipt, the following changes are made to the receipt. If information is already written in a receipt field (besides the document item list field), the information from the SO will overwrite it. The SO Bill To customer is entered on the receipt and cannot be changed. The SO Ship To customer will be suggested as the Ship To customer on the receipt. Any POS flags on the SO will be added to the receipt. Any notes made on the SO will be added to the receipt. For Main or Backroom stations, the SO’s Sell From store will be entered in the Store field. The SO tax area will be suggested as the tax area on the receipt. When the sale is tendered, the SO payment terms will suggest the payment type. The SO surtax percentage, if any, will be applied to the receipt. Subject to preference settings, the cashier may or may not be allowed to list additional items on the receipt (see next page). When you update a receipt that references an SO, Retail Pro performs the following actions: Updates the SO fill status. Updates the SO Due Table. Updates the receipt history in the SO’s History table.
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Recording a Sale from an SO Some retailers prefer or are required to deduct the merchandise from inventory as the items are added to an SO. All merchandise ordered on an SO can be referenced on a receipt by recording the sale from the SO itself. This option is available only for non-registry SOs. It is used most often to remove layaway items from inventory as the layaway SO is being created. It can also be useful when taking mail or phone orders and recording payment in full if the merchandise is to ship immediately. Typically, a sale is recorded before any deposits have been received or as the customer is making an initial deposit. A receipt recording the sale of all due items on the SO is automatically generated when the RECORD SALE feature is utilized. The sale can be recorded before or after taking deposits, depending on the preference settings. The receipt uses the deposits to tender the sale of the merchandise, so it results in a negative deposit balance equal to the amount still owed. Future payments made by the customer are recorded as deposits. When the deposit balance is equal to 0 (zero), the SO has been completed and can be deleted. 1. After completing the SO, select SAVE (). 2. Select RECORD SALE from the side menu. 3. Select the correct cashier name from the drop-down list if prompted and select OK. A dialog will be displayed on screen. It will inform you that the sale is recorded and will show the number of the receipt that was generated. Recording a sale from an SO has the following effects: A receipt is generated recording the sale of all due items. A Deposit used record is added to the SO Deposit table. The Recorded field on the SO is check-marked. The SO becomes unavailable for PO generation. Most fields in the SO become unavailable for editing. The SO becomes unavailable for to reference on a receipt.
Note: Option Availability This option is available only at the processing station designated for this SO. Note: Recording a Sale After Some of the SO Items have been referenced on a Receipt If some of the SO items have already been sold by referencing the SO on a receipt, then selecting RECORD SALE will create a receipt for only the remaining SO items. Preferences: When to Record a Sale SYSTEM PREFERENCES h POINT OF SALE h SALES ORDERS h Options: Require Record Sale: Anytime, Before first deposit, or After final deposit. Select when a sale can be recorded from a sales order.
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Sell Items Button There is a menu button called Sell Items that can be added to the side toolbar when working with Sales Orders in Form View. This button is for use by QuickBooks and is not used by Retail Pro. Adding the button and clicking it will produce no response by Retail Pro.
Tendering a Sale by SO Deposits All or part of the deposit balance on an SO can be used to tender any receipt that references the SO, even if none of the items on the SO are being added to the receipt. Deposit Used Records: When a receipt is tendered by deposit, a Deposit Used record will be added to the Deposit table of the referenced SO. A Deposit used record cannot be cancelled from an SO. You must go to Receipts to cancel the receipt recording the deposit tender. From Sales Orders, you can print a deposit-used receipt, which is a receipt of the merchandise that was purchased with the deposit. However, it does not state on the receipt that a deposit was used to tender the purchase. In order to tender a sale using SO deposits, the receipt must reference an SO with a deposit balance. You do not have to list any items that are actually brought from the referenced SO. 1. Reference the SO by entering the SO number in the SO Number field on the receipt. 2. Bring or list the required SO items to the receipt. 3. Select TENDER. A confirmation dialog displays.
4. Select YES to use the SO deposit. If the deposit amount is sufficient, DEPOSIT will be suggested as the tender. If the deposit amount is insufficient, the available deposit will be suggested as the amount to be tendered by deposit. Tender the amount remaining as usual. To use only a portion of the available deposit, edit the deposit amount tendered, and tender the amount remaining as usual. 5. Update the receipt as usual.
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Retail Pro® 8 User’s Guide Note: If Recording Sale From an SO If you record the sale from an SO before taking any deposits, the system will automatically create a receipt that will be tendered by deposit. This will leave a negative deposit balance on the SO. Note: Reversing a Receipt When you reverse a receipt that was tendered by an SO deposit, Retail Pro credits the deposit used to the referenced SO.
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Miscellaneous Adding Items from an SO to a Receipt 1. Reference the SO by entering the SO number in the SO Number field on the receipt. To look the SO number up, select () to access the SO file. 2. Select SO ITEMS from the side menu. A list of the items on the referenced SO will be displayed. 3. To create a receipt for only some of the items in the displayed list, enter the quantity of each item being purchased in the Doc. Qty field. OR To create a receipt for all items that are due, select SELL DUE from the side menu. 4. Select OK to return to the receipt.
Pro Tip: Receipt Strategy To add all but one or two of the items ordered to the receipt, select SELL DUE first. Then change the Doc. Qty for the item(s) not being sold to 0 (zero). Note: Sales Orders Button on Receipts In Receipts, you are able to access Sales Orders and create new ones by selecting the SALES ORDERS button on the side menu. (Refer to Chapter 10. Recording Sales & Returns for further information.) Note: Item and Customer Information The description for each item brought to the receipt will be taken from the SO, not from inventory. Likewise, the customer information is taken from the SO, not from the customer file. Note: Alerts and Blocks The system will alert you if you attempt to reference a held SO or one that is past its cancel date. You may still complete an SO with a past cancel date, but a held SO must be unheld before you can create a receipt referencing it. Only the processing station that originated the SO will be allowed to reference the SO. If a minimum first deposit is required on an SO, you will not be allowed to complete the SO without making a minimum deposit. If your system is set up to allow only SO items on receipts that reference an SO, items already listed on a receipt will be removed if you subsequently enter an SO number in the SO Number field.
To sell items in addition to those listed on the referenced SO: Either before or after adding SO items to the receipt, you can optionally add additional items that are not listed on the referenced SO. You can also reference an SO and choose not to add any SO items to the receipt, adding other items instead. (You might do this if you want to apply an SO deposit to items not ordered on the SO.) Add the items in the same manner that you usually add items to receipts.
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Preferences: Listing Additional Items on Receipt SYSTEM PREFERENCES h POINT OF SALE h RECEIPTS h Options:
Limit Receipt against SO to only items on that SO. Allow additional non-SO items on the receipt by clearing the check box.
Handling Shipping Charges and Fees This section applies only to receipts that reference an SO and list one or more items from that SO. 1. Reference the SO by entering the SO number in the SO Number field. 2. List the items from the SO that are being sold on this receipt, as described above. 3. Select TENDER. 4. If all the items ordered are brought to the receipt, then any shipping or surtax charges or fees will be automatically entered on the receipt. If only some of the items ordered are brought to the receipt, specify what portion of each amount is to be brought to the receipt by selecting one of the following options from the confirmation dialog displayed. All: to bring the total amount listed on the SO. Proportional: to bring an amount proportional to the percentage of the dollar amount being brought over. Remaining: to bring any amount not previously referenced on a receipt. None: to bring no amount over. Note: Surtax If a surtax percentage was defined on the SO, it will be automatically applied to all items listed on any receipt that references that SO.
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Partial Shipments A partial shipment is when any receipt that references a non-registry SO leaves a quantity remaining due for any SO item(s). By default, partial shipments are allowed on all SOs. If you want to avoid partial shipments (i.e., require that all SO items are sent in one shipment) you can clear the checkmark in the Ship Partial field of the referenced SO. The system will then alert you when creating a receipt for a partial shipment of that SO. (It will still allow you to continue creating the receipt for the partial shipment, however.)
Preferences: Printing a List of Backordered Items on a Receipt Referencing an SO SYSTEM PREFERENCES h POINT OF SALE h SALES ORDERS: Receipt message for backordered SO items. Enter a message to be optionally printed on a receipt when the receipt references an SO and any item on the SO still has a positive Due Qty. You must use Document Designer to add this message and backordered item fields to your receipt design. Add a detail band to your receipt design that is assigned a data field name of SOItemsDue. Use the fields in the SOItemsDue branch of the Receipts schema to add the message defined in preferences (SODueTitle) and item description fields (Qty Due, descriptive fields, Terms, etc.). When a receipt is printed that references an SO with items due, this message and backordered items will print on the receipt. Refer to Tool Supplement TS2. Document Designer for more information.
Recording a Return Recording a return creates a return receipt reversing the original sale. The items are added back into inventory and a negative Deposit used record is added to the SO Deposit table. The SO will once again be available for PO generation.
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Creating Purchase Orders From an SO Purchase orders can be generated from a non-registry SO to order all the merchandise listed on it. This kind of PO is called a dedicated PO. Each dedicated PO orders only items from its associated SO. Dedicated POs can be viewed from the SO, as well as accessed from the PO file directly. Pro Tip: Auto POs Merchandise needed to fill all SOs can be automatically ordered by accessing Auto PO from the Purchasing area.
1. With a saved SO displayed in Form View, select GENERATE PO from the side menu. A separate PO for each vendor on the SO can be made if preference settings are set to allow this. A dialog showing the PO number and the vendor for each PO that was generated from the SO will be displayed on the screen. The PO number will be a combination of “SO” and a new PO number.
2. Select OK on the dialog. (For more information on purchase orders, see Chapter 6. Purchasing.) Preferences: One Vendor Per PO SYSTEM PREFERENCES h PURCHASING h Options: 5 Restrict to one Vendor per PO/Voucher. Select for the system to create a separate PO for each vendor of the items listed on the SO.
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Note: Regenerating POs If you generate dedicated POs for an SO and then change the items listed on the SO, you can use GENERATE PO again to generate new POs. A dialog will confirm that you want to regenerate them. Be sure to delete the original POs that are no longer needed. Note: Proposing POs at Remote Stations Dedicated POs can be proposed at remote stations that use Retail Pro remote PO capability.
Warning: Generating a PO From an SO Listing Special-Order Items If you changed the description, attribute, size, cost, or vendor of any items after entering them on the SO (as you would with special-order items), then when you generate a PO for those items from the SO, those fields that you just changed on the SO will read as they are currently defined in inventory, not as they are on the SO. Thus, if you changed the description of an item from “Special 1” (as it might be defined in inventory for a jackpot row) to “Silver Flash 2 Fishing Rod” on the SO, it will still read “Special 1” on the PO. (The POs will, however, be addressed to the vendor of each item listed on the SO, even though the vendor codes for the items will be switched back to “XXX” or whatever they are in inventory.) Therefore, if you know you are going to generate a PO from an SO with special-order items listed, instead of changing the item description on the SO, you can edit the items (as long as you are using jackpot rows) in inventory, using CHOOSE/EDIT ITEMS from the SO. This way, when you bring the items to the SO, the descriptions will already be changed, and when a PO is generated from the SO, it will reflect the changes you had made in inventory. Leave the department code of the jackpot rows the same always—don’t edit it. For example, you might designate all jackpot rows to the department “SPO,” and give them descriptions such as “Special 1,” “Special 2,” etc. This way, you can always identify and find a jackpot row by the department code “SPO” instead of its description, which may have been changed from “Special 1” to another name, such as “Silver Flash 2 Fishing Rod.”
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Viewing Dedicated POs from the SO 1. Select VIEW PO from the side menu to look at the POs that have been generated from that SO. A dialog listing all POs that have been generated from the SO and the vendor code for each PO is displayed.
2. Highlight a PO and select VIEW to display it in Form View (the PO can also be edited here if necessary). Once finished reviewing and/or editing the PO, select OK or cancel to return to the SO.
Pro Tip: Looking Up Dedicated POs in the PO File You can look up dedicated POs in the PO file by sorting by the PO # column. Since the PO numbers assigned to the dedicated POs all start with “SO” followed by the next PO number, they will be clustered in the PO # index, arranged in sequential order.
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Printing SOs and Deposit Receipts Printing a Deposit Receipt A customer may want a receipt showing that a deposit has been made on a layaway or other type of sales order. When you print out a deposit receipt, the deposit amount is listed as a SODEP Fee to show that a deposit was made. To print a deposit receipt at the time a deposit is made: 74. From the Tender screen, after tendering the deposit, select PRINT () in the top menu. 75. Follow the steps for printing records. To print a deposit receipt at any other time: Method 1: 1. Select SO DEPOSITS from the side menu. 33. Display the SO Deposits list and highlight the deposit for which you want to print a receipt. 34. Select PRINT () in the top menu, and then select a print design and other options as necessary. (See Printing Records) Method 2: 1. Display the History table on the SO. 35. Highlight the receipt that corresponds to the deposit record you want to print. 36. Select VIEW DOCUMENT from the side menu. 37. Select PRINT () from the top menu of the receipt, then select a print design and other options as necessary. (See Printing Records)
Note: Printing Deposit-Used Receipts You can also print out deposit-used receipts using the methods presented above for deposit receipts. A deposit-used receipt is a receipt of the merchandise that was purchased with the deposit. However, on a deposit-used receipt, it does not state that a deposit was used to tender the purchase.
Preferences: Printing W/S PREFERENCES h PRINTING h Area: SODEP Receipts. Designate the default print design and printing options. 5 Select to allow changes to printer, design, paper size, number of copies, or to allow previewing at time of printing.
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Printing SOs See Printing Records in Chapter 2. Basics
Pro Tip: SO Shipping Labels Using Document Designer, you can design and print shipping labels that can include the SO Ship To customer information on them.
Printing SOs that List a Package or Kit Item When printing SOs that list package or kit items, you can configure your system to print only the package or kit item, only the component items, or both. You can also select prices to be printed. Printing options for the package or kit item are defined in system preferences. You can print the 1) package or kit name, 2) price, 3) both, or 4) neither. Printing options for the component items are the same as those for the package or kit item. These choices are defined when the package or kit is configured in the Package and Kit database window in inventory (refer to Chapter 4. Inventory for more information on these options.) Preferences: Specify Package/Kit Item Print Options SYSTEM PREFERENCES h POINT OF SALE h PACKAGES/KITS: 5 Print Package Item on receipts and SOs; 5 Print Package Item price on receipts and SOs. 5 Print Kit Item on receipts and SOs; 5 Print Kit Item price on receipts and SOs. Print package or kit items, package or kit item prices, both, or neither on receipts or SOs by selecting or clearing the checkboxes.
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Chapter 13. Adjustments About Adjustment Memos Note: Adjustment memos can be made at the Main station only. Adjustment memos in Retail Pro are transactional documents that are dedicated to directly updating inventory quantities, prices, and/or costs at the Main station. Adjustment memos are used to correct the quantity, price and/or cost when a discrepancy may have been created by human, procedure or system error, and ensures the integrity of the dataAdjustment memos are permanently stored in monthly adjustment history files. Memos can be edited or reversed but never deleted. This history can be drawn upon to create reports of changes to item quantities, costs, and prices. Of the three types of adjustment memos—quantity, cost, and price—it is possible to track just one of the values, any combination of two of the values, or all three values. Tracking selections are made in system preferences. Preferences: Tracking Adjustments SYSTEM PREFERENCES h ADJUSTMENTS h Require a memo to change: 5 . Select the value(s) you would like to track. For added security, Retail Pro maintains a log of the eight most recent times that these settings were selected/deselected, recording the date, associate, and switch (change to the three) that was made. Preferences: Store Quantities system preferences h adjustments h Save store quantities for price/cost memos: 5 Select to record the current on-hand quantities on price and cost memos. This provides a historical record of the quantity on hand in each store when writing inventory costs, etc., rather than only the on-hand quantity of the entire company. This can, however, consume considerable disk space. Note: This data is not displayed on former memos but is available when creating Adjustment Summary Reports or using any programs that draw their data from RDW.
Tracking Adjustments When tracking adjustments, you will not be allowed to edit the tracked values (QTY, INVEN P$, or COST) in inventory. Other manual editing that would affect the tracked value(s), such as editing MRG% in inventory or the current price in the Price Manager, will also be blocked. Likewise, if you delete items or styles with non-zero quantities, prices, or costs from inventory, the appropriate adjustment memo(s) will automatically be created. You can change inventory value fields by manually creating memos, which in turn update inventory. Pro Tip: Starting to Track Adjustments We generally recommend that you start using adjustment tracking after you have done a complete physical inventory. This establishes your baseline. You will then be able to audit changes in inventory quantities and valuations back to the defined starting point. If you are installing Retail Pro in an existing business, we recommend that you turn off tracking until you have entered your entire inventory and then do a physical inventory.
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Memo Types There are three types of memos: quantity, price, and cost. Each type records changes to the specified value. If an activity changes both quantities and prices, then both a quantity memo and a price memo will be generated. Since each memo is limited to 900 items, any change affecting more than 900 items will generate multiple memos. A quantity memo records a change in the quantities on hand for up to 900 items in one particular store. A quantity memo can record quantity changes for one store only. Any process that affects quantities in more than one store will generate multiple memos. The impact that this memo will have on the value of inventory at both price and cost will also be shown. When calculating the resulting change of inventory value at retail, Retail Pro will use the currently active price level in inventory or, if using price- based stores, the price level for the store whose quantities are being changed. A price memo records the price changes in one particular price level for the listed items. Each price memo can record changes for only one price level. Multiple memos will be required any time you change prices in more than one price level. A cost memo records the changes in inventory COST for the listed items.
Adjustment Memo Security If you have registered Retail Pro with Security Administrator, the ability to perform many of the procedures in the adjustment area is controlled (on a user and group basis) by security settings and preferences. If a feature is not available to you, check the security settings outlined in this section. Where appropriate, settings specific to a particular feature are discussed in the section pertaining to that feature. (For more information, refer to Technical Supplement F1. Security Administrator.) Permission
Description
Adjustments > Access Memos
If selected, allows group members to access the Adjustments > Memos area of Retail Pro.
Adjustments > Update Only
If selected, allows group members to select the Update Only button to update inventory without printing the memo.
Adjustments > Access Choose Items Option
If selected, allows group members to access the Choose Items option to select items from inventory to list on the memo.
Adjustments > Change Associate
If selected, allows group members to change the associate on memos.
Adjustments > Change Store Number
If selected, allows group members to change the store number on memos.
Adjustments > Allow Discard
If selected, allows group members to select the “Discard” option when canceling a memo.
Former Adjustments > Access Former Memos
If selected, allows group members to access former adjustment memos.
Former Adjustments > Change month
If selected, allows group members to access the Change Month button to display memos from a different month.
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Description
Former Adjustments > Edit
If selected, allows group members to edit memos (excluding accounting marks).
Former Adjustments > Edit Accounting Marks
If selected, allows group members to edit accounting marks on memos.
Former Adjustments > Reverse a Memo
If selected, allows group members to reverse memos.
Former Adjustments > Copy
If selected, allows group members to copy adjustment memos.
Former Adjustments > See Cost Fields
If selected, allows group members to view cost-related fields for items on memos.
Former Adjustments > Change Store Number
If selected, allows group members to change the store number on adjustment memos.
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Working with Adjustment Memos Accessing Memos 1. Select ADJUSTMENTS from the Retail Pro top menu. 38. Select MEMOS from the side menu.
Memo Fields The following sections list the fields that are available to add to the memo layout using the Page Designer or Page Manager customization features. (Refer to Appendix A. Interface Design for more information on using these features.) The first section lists fields that are pertinent to a specific memo type. The second section lists fields that are general to all memo types. Note: Field Label Symbols Symbol
Description
[]
Fields shown in brackets are automatically populated with information by the system. In most cases, these fields cannot be directly edited by the user.
*
Fields with an asterisk (*) indicate that document lists can be sorted by that field.
Memo-Specific Fields This section discusses old, adjustment, and different (Old, Adj, and Dif) fields for each memo type. Each of these fields is included on each type of memo in order to show the full affect of each adjustment; however, this section discusses them by the memo type to which they are most pertinent. Each of these fields is also included in both the document item list of memos and outside of the list as a regular field. Outside of the list, the Old, Adj, and Dif fields summarize the total adjustment to inventory. These fields cannot be edited. In the document item list, users enter their adjustment for the listed item in the Adj field and the Old and Dif fields show the values relevant to that item.
Document item list
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Quantity Field
Usage
[Old Cmp Qty]
Old Company Quantity: Total quantity on hand in the company for all the listed items before updating this memo. (Document Item List) Total quantity on hand in the company before updating this memo. Sortable.
[Adj Cmp Qty]
Adjusted Company Quantity: Total quantity on hand in the company for all the listed items after updating this memo.
[Old Str Qty]
Old Store Quantity: Total quantity on hand in the specified store for all the listed items before updating this memo. (Document Item List) Store quantity on hand before updating this memo. Sortable.
[Adj Str Qty]
Adjusted Store Quantity: Total quantity on hand in the specified store for all the listed items after updating this memo. (Document Item List) Store quantity on hand after updating this memo. Sortable. Editable.
[Dif Qty] [Qty Diff*]
Difference in Quantity: Old Str Qty – Adj Str Qty. (Document Item List) Old Str Qty – Adj Str Qty. Sortable.
Price Summary fields compare the total price for all the items listed before and after adjustment. The total price is calculated from the CMP QTY for each item and its price in the specified price level. Summary Field
Usage
[Old Prc]
Old Price: The total price for all items listed on the memo before the adjustment, based on CMP QTY and the price before adjustment. (Document Item List) The price (INVEN P$) for the designated price level before this memo. Sortable.
[Adj Prc]
Adjusted Price: The total price for all items listed on the memo after the adjustment, based on CMP QTY and the price after adjustment. (Document Item List) The price (INVEN P$) for the designated price level after this memo. Sortable. Editable.
[Dif Prc]
(Difference in Price) Adj Prc – Old Prc
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Cost The summary section compares the total cost for all the listed items before and after adjustment, based on their CMP QTY and inventory COST. Field
Usage
[Old C$]
(Old Cost) Item List: Inventory cost before this memo. Sortable. Editable. Summary: The total cost for all items listed on the memo before the adjustment, based on cmp qty and inventory cost before the adjustment.
[Adj C$]
Adjusted Cost: The total cost for all items listed on the memo after the adjustment, based on cmp qty and the inventory cost after adjustment. (Document Item list) Inventory cost after this memo. Sortable. Editable.
[Dif C$]
(Difference in Cost) Adj C$ – Old C$
Common Memo Fields The following table alphabetically lists the fields that are general to all memo types. Field
Usage
Associate*
The person making the memo.
[Audited]
Audit Flag. indicates that the document has been audited. Once a document has been audited, it can no longer be reversed or edited in any way unless the period is reopened by the Stock Audit tool.
Comment 1-10
Ten lines of optional text. SYSTEM PREFERENCES h ADJUSTMENTS h Require comments on memos: 5 Select to require that a comment be entered before a memo can be updated.
[Committed]
5 If selected, the item is included in the committed window. If not selected, the committed window is not displayed for the item and when memos with the item are listed are updated, committed information is not updated for the item. By default, selected for all inventory items. Clear the check box to exclude non-inventory (jackpot) items from the committed information. See also Non-Inventory field.
[Copied]
5 Indicates that the memo has been copied.
[Creating Doc#]
When the source is a document such as a voucher, that document #. On a reverse memo, the Memo # of the original memo.
[Data Origin] Date*
The date when the memo was created. Default: today’s date.
Default Sub-Location
(Movement Control System) The sub-location assigned to the adjustment memo and the items on it. When the memo is updated, the Default Sub-Location’s inventory is updated. After an adjustment memo has been updated, you cannot change its sub-location or change the sub-location assigned to individual items. If you change a memo’s Default Sub-Location before updating, you are prompted to change the sublocation for all items on the document. (quantity adjustment memos only.)
GL
(General Ledger) Accounting flag. A 5 indicates the document has been sent to accounting and can no longer be edited.
[Item Image]
The image of the item that is selected. Form View only. From inventory.
[Last Edit]
The date and time of the last edit made on this memo.
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Usage
[Memo #*]
Sequential number from 1 to 99,999 assigned by Retail Pro.
Movement Note Shipment #
(Movement Control System) The Shipment # of the Movement Note generated by the system when the memo is updated (You can enter a Movement Note Shipment # on quantity adjustment memos only, not price or cost memos). Entry of a Movement Note Shipment # is optional. Maximum 9-digits (Refer to MCS documentation for more information.)
[Non-Inventory]
5 If selected, when a memo listing a non-inventory item, i.e. jackpot item, is updated the on-hand quantities for the item will not be updated. Typically, jackpot items are used as inventory items to sell undefined items, miscellaneous fees, and special order items. Default: unselected.
[No of Items]
The number of lines in the document item list.
[ODS Exported]
A flag used to indicate that the document has been exported to the ODS database.
[Orig St/Sta]
Originating Store/Station: The store/station where the document was created.
[Post Date]
The date and time that a memo is updated at the Main.
[Prc Lvl*]
The price level affected. A separate memo is recorded for each price level affected. (Price memos only.)
[RDW Cancelled]
5 If a memo is reversed in Retail Pro, this flag will tell the Retail Data Warehouse (RDW) that the document was indeed reversed and should be updated in RDW.
[RDW Sent]
5 Indicates that the memo has been updated and sent to RDW.
Reason
The reason for the adjustment. (Required.) SYSTEM PREFERENCES h ADJUSTMENTS h Adjustment Reasons: predefine a list of reasons for making adjustments. Then, while making a memo, either select a predefined reason from the drop-down list enter a new reason.
[Rec #]
Record Number: The sequential number of a line item listed in the document item list. For example, the first line item would be Rec # 1, the second Rec # 2, and so on. Index field.
Sale Disc$
Sale Discount Amount: The amount by which an item’s original price is discounted. Derived from the Adj P$ field.
Sale Disc%
Sale Discount Percentage: The percentage by which an item’s original price is discounted. Derived from the Adj P$ field.
[Serial]
The item’s serial number control status.
Serial #
Serial Number: The serial number assigned to this item.
[Source*]
The action that created the memo. Not user editable. physical inventory overwrite mark down/up clean house planned pricing planned markdown inventory manual memo reverse memo leave
[Status]
Shows whether the memo is regular status (active) or reversed.
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Usage
[Store]
The store that the adjustment will affect. Editable only for quantity memos; price and cost memos are always CMP.
[Store Heading 1-6]
The address lines of the store.
[Style Image]
The image of the style that is selected. Form View only. From inventory.
[Time]
The time the memo was made.
[Transmitted]
5 Indicates that the memo has been prepared for polling.
[Type*]
The inventory value being modified (PRICE, COST, or QUANTITY).
[Wks]
Workstation: The number of the workstation that made the memo.
WS Seq #
Workstation Sequence Number. Sequential number for memos made at a workstation. Used to aid in Sequence Checks made by DVS and other tools. Not user-editable.
Adjustment Memo Buttons Adjustment Memo Button
Description Place the cursor in the Associate field, ready for editing.
Click to start the Barcode Download process.
Select items from inventory and list them on a document.
Select (and optionally edit) items from inventory and list them on a document. Place the cursor in the Comments field, ready for editing.
Display the Committed window.
Place the cursor in the Date field, ready for editing.
Display the Filtered View dialog, where you can define criteria for filtering records. Display the Help files.
Show the inventory quantities in all of your stores.
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Description Place the cursor in the item's Quantity field, ready for editing.
Place the cursor in the Item list.
Access a sub-menu where you can select the following buttons: Choose Items, Choose/Edit Items, Item Quantity, and Barcode. Click to prevent line items from being edited.
Click to allow line items to be edited.
Display a sub-menu where you can select the Reason, Date, Store, Associate, and Comments buttons. Click to select a month for which to view adjustment memos.
Move to the next record.
Display a sub-menu where you can select the Update Only and Print Tags buttons. Return to the previous record.
Print tags for the selected items.
Click to update and print the voucher.
Place the cursor in the Reason field, ready for editing.
Place the cursor in the Store field, ready for editing.
Update the voucher without printing.
Display a menu where you can Zoom In or Zoom Out on the current view.
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Actions that Generate Memos When tracking adjustments, the actions listed below will generate memos. The memo type and memo source columns refer to the entries automatically recorded in the corresponding fields in the memo header. Memo Source
Actions
Memo Type
Invn
Deleting an item with a non-zero quantity from inventory.
Quantity
Invn
Deleting a style with a non-zero quantity from inventory.
Quantity
Kit
Assembly or breaking of kit.
Quantity, Cost
Manual
Creating a memo manually.
Quantity, Price, Cost
Leave
Updating vouchers when Voucher C$ differs from inventory cost and when leaving inventory costs unchanged.
Cost
Markdown
Updating inventory in the Price Manager utility.
Price, Cost
Overwrite
Updating vouchers when Voucher C$ differs from inventory cost and when overwriting inventory costs.
Cost
Overwrite
Updating vouchers when Voucher P$ is different from inventory price and the user has selected to apply the new price to inventory.
Price
Physical Inventory Tool
Updating inventory using the Physical Inventory Tool.
Quantity
Planned Markdown
Processing planned markdowns.
Price, Cost
Planned Pricing
Processing planned pricing instructions.
Price
Point of Sale (Receipt, SO)
Breaking a kit. Made upon update/save at the Main (after polling if kit broken at remote).
Quantity, Cost
Reverse
Reversing a memo.
Quantity, Price, Cost
TranVer
Memo generated by the auto-resolution procedure used to resolve transfer slip discrepancies.
Quantity, Price
Note: Defining New Items in Inventory When you create a new item and you are tracking adjustments, the system will not allow you to enter a quantity, price, or cost while in inventory. Note: Updating PI Counts An adjustment memo will be made when using the Update feature of physical inventory at the Main whether you are tracking adjustments or not. Note: Cost Memos Generated from Vouchers When updating a voucher that has a Voucher C$ that differs from the item’s inventory cost, a cost adjustment memo will be created only if the inventory costing method selected is OVERWRITE or LEAVE. An adjustment memo will not be created if the inventory costing method selected is AVERAGE. Note: Serial Number Items Full-control serial number items are restricted to a quantity of one on adjustment memos. If updating from a PI, a separate memo is generated for each quantity that differs from the current on-hand quantity.
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Creating a New Memo (Manually) To create a memo: 1. Select NEW () from the top menu of Memos. Result: A pop-up menu of memo types is displayed.
39. Select the memo type:
QUANTITY, PRICE,
or COST.
Result: A new memo form is displayed, ready for editing.
40. Enter information into the appropriate fields. The Reason field must have an entry. If necessary, change the price level in the Prc Lvl field of price memos. If necessary, change the store in the Store field of quantity memos. Copyright © 2009 Retail Pro. All rights reserved. 655
Retail Pro® 8 User’s Guide 41. To list items on the memo, place the cursor in the Item # field and do any of the following (depending on system configuration; for more information, refer to Chapter 2. Retail Pro Basics): Enter the Item #, UPC #, or ALU Scan the barcoded merchandise tag using a barcode reader. Use CHOOSE ITEMS or CHOOSE/EDIT ITEMS from the side menu to locate items from inventory. 42. List the items to be adjusted, entering the adjustment value in the appropriate field (Adj Str Qty, Adj Prc, Adj C$) of the item list. 43. Select UPDATE ONLY () from the side menu to update the memo, or PRINT/UPDATE () from the side menu to print and update the memo. (Selecting PRINT from the top menu also prints and updates the memo.) Preference: After Update SYSTEM PREFERENCES h ADJUSTMENTS h After update go to: Choose whether to have Retail Pro open former memos or a new memo form after a memo has been updated. Note: Store Number When you select CHOOSE ITEMS or CHOOSE/EDIT ITEMS from an adjustment memo, the inventory screen that is displayed is automatically set for the same store number as that listed on your adjustment memo. You cannot change the store number while in choose-edit mode.
Pro Tip: Portable Terminal If you have a portable terminal and you have a large amount of items to add to a document, use the portable terminal to aid in adding the items in a shorter amount of time than using other means. When downloading more than 500 items to a document, the first 500 items will be listed on the document as usual. Then, Retail Pro will alert you that there are more items to be processed. Update the current document, then start a new document and select barcode again to list the additional items. Update this document, as well. (Refer to Chapter 2. Retail Pro Basics for more PT information.)
Canceling a New Memo See Canceling Documents section in Chapter 2. Basics
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Copying a Memo 1. Select Adjustments > Memos from the home screen. 76. Highlight or display the memo that you want to copy. 44. Select COPY () from the top menu. 45. Choose a memo type: quantity, price, or cost. The system opens a new memo with a new memo number in Form View. The same items as those listed on the original will be listed on the copy. The values in the Adj fields depend on the type of memo you chose to create. 46. Make edits as needed in any of the fields. 47. Select UPDATE ONLY () or PRINT/UPDATE () from the side menu.
Finding a Memo See Finding a History Document section in Chapter 2. Basics
Editing a Memo To edit a memo: 1. Select or display the memo that you want to edit, and then click the Edit button. Memo editing is limited to the associate, day of the month, reason, and comment fields with entries. To correct other fields, reverse the memo and make a new, correct one. 48. Click the Save button to save the changes. Accounting Note: Restrictions on Editing and Reversing Transactional Documents To help maintain accurate inventory values for accounting, there are restrictions on editing and reversing Retail Pro transactional documents. For retailers using Accounting Link, if a document is marked GL, it indicates the document has been sent to the company’s accounting software. These documents cannot be edited or reversed. For retailers using Enterprise, after a period has been audited and closed in RBA, all transactional documents from the period are marked Audited. These documents cannot be edited or reversed in Retail Pro unless the period is reopened. If you select EDIT or REVERSE for one of these documents, an error message is displayed, explaining that the action is not allowed. (For more information on the Accounting Link or Enterprise, refer to their respective User’s Guides.) Note: Last Edited Date Each time you edit a history document such as a memo, the current date/time will be recorded as the Last Edit Date, which can also be included in general reports. Note: Editing Polled History Documents Once a history document has been prepared for polling, it is marked Transmitted and will not normally be re-sent. If you edit a transmitted document in a history file, the Transmitted flag will be removed and the document will be prepared for sending during the next polling.
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Reversing a Memo Former memos are permanent records, which cannot be deleted. Some fields can be edited, but none of the adjustment information can be changed. To undo an adjustment, you must reverse the memo, instead. The original memo can then be copied and the copy used to create a new, correct memo. Effects of Reversing a Memo: Reversing a memo does not alter the original memo; instead it creates a new memo that has the opposite effect. Reversing a quantity memo creates a new quantity memo that has the opposite effect on inventory. If the original memo removed three of an item from inventory, the reversal will return three units to inventory. It does not restore inventory to the OLD QTY recorded on the original memo because other documents affecting inventory quantities may have been recorded in the interim. Reversing a price memo creates a new price memo that restores inventory prices in the specified price level to the OLD PRC on the memo. Reversing a cost memo creates a new cost memo that reverses the total dollar amount of the original cost adjustment. It also adjusts the current cost in inventory for each item. Note: Reversing Cost When Item Quantity Has Changed If the current total quantity on hand is less than or more than when the memo was created, Retail Pro will calculate the difference in unit cost and apply that amount to the inventory cost of the remaining or additional items. Example: Suppose you had 20 of an item on hand when you wrote down the unit cost by $2.00, which would be a $40.00 cost adjustment. Due to intervening sales, you now have 10 of this item on hand. If you reversed the entire memo, each item would now have $4.00 added to it, instead of the original $2.00. Retail Pro adjusts per item, in this case a $20.00 adjustment. The same principle applies when items have been added to inventory.
To reverse a memo: 1. Select or display the memo that you want to reverse. 49. Click Reverse. Result: The reversing memo is displayed in Form View. 50. Click Update Only or Print/Update.
Printing a Memo See Printing Records in Chapter 2. Basics If you select the PRINT button on a memo as you are creating it, but before updating, the memo will be both printed and updated.
Printing Tags for Memo Items See Printing Tags in Chapter 2. Basics
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Chapter 14. Reports About General Reports The Reports module offers a wide variety of reports that are invaluable tools for inventory control, sales analysis, targeted customer mailings, and informed purchasing. The information contained in these reports comes from the data you routinely enter during normal daily operations. For example, when you record sales on Retail Pro receipts you are automatically creating your sales history. That history can be viewed or reported in many ways, with the information ranging from detailed item reports to reports summarized by style, department, or store. Each report area, such as Sales or Purchasing, has a variety of ready-to-use report designs. The design of a report determines the overall look of the report, including the columns of information to be included, how the information will be arranged, etc. Designs are easily customized or you can choose to create completely new ones. Similarly, various predefined filters are supplied with Retail Pro. A report filter determines the actual information that is to appear in the report. Using a filter, you enter selection criteria to include or exclude particular merchandise, to focus on a particular date range, etc. You can customize the supplied filters or create your own. Various report options can also be defined, providing even more flexibility. Depending on the report, such options can include the filter that is to be used, the number of records to be reported on, the range of documents to be included, etc. A major plus is that both report options and filter criteria can be predefined – with the flexibility to modify them at runtime. Predefining options and criteria not only saves time, but also ensures accuracy and consistency if you are setting up the report to be run by others. Additional features: The Report Groups feature lets you group reports, therefore making them more convenient when it comes time to run them. You select the reports (from any of the categories), predefine the options and filters for each, and give the group a name. Then when needed, you select the group, optionally make runtime changes, and the system generates the reports automatically, one after the other. You can control the appearance of the report output. Use different fonts, sizes, styles (regular, bold, italics), colors, and effects (underline, strikeout) for various sections of a report. Sections for which the appearance can be defined are Report Header, Page Header, Column Headings, Details, and Totals. You can define default settings for all of your reports and can modify individual reports, as needed. While in other modules of Retail Pro, you can look at previously saved reports via the REVIEW feature. For example, while in the Purchasing module, you can quickly review a best-seller report and adjust your purchasing plans accordingly.
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Note: Offline Reporting Workstations accessing Retail Pro over a network read data files stored on the network server for reports. Retail Pro offers offline reporting, an important feature that allows a workstation to access a secondary set of data files (stored on the network or locally), allowing for more flexibility and speed when running reports. (Refer to Technical Supplement E6. Offline Mode for more information.)
Terminology and Conventions Terminology used in this chapter: Element
Elements are used to identify information. They fall into two categories: Value elements such as Qty Sold, and Fee $ Descriptive elements such as Item #, Vendor Code and Desc 1 The elements you include in the design of your report, and in the filter used with the report, determine the information that is generated by the report.
Filter
Filters determine the actual information that is analyzed when a report is generated. The selection criteria entered into a filter allows the user to include or exclude particular data and/or focus on a particular date range on a report. (The date range can be selected in report options as well as the filter.)
Layout
The layout determines the type of information to be included in a report.
Sort
Sort determines the order of information within the columns of a report. Sort can be used with descriptive elements.
Ranking
Ranking allows you to arrange report elements in ascending or descending order based on their value in the specified columns. Ranking can be used with value elements.
Distributed Reports
Predefined and specialty reports included in the Retail Pro reports module.
Predefined Reports
Ready-to-use reports that can be copied and modified to create user-designed reports.
Specialty Reports
Ready-to-use reports within Retail Pro that cannot be modified except for report options.
User-defined Reports
Report designs created by the user, in which the user defines the layout, sort, ranking, and filter criteria.
Conventions used in this chapter: reports h
Select REPORTS on the toolbar and then …
[category]
Select one of the available report categories.
[filter]
Select one of the available report filters.
[report]
Select one of the available report designs.
Example: REPORTS h [category] h [report] Enter the Reports module, choose a report category, and then select a report from those available for the category.
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Report Types Three types of reports are used in the Reports module. The two ready-to-use types that are distributed with Retail Pro are: predesigned reports and specialty reports. The reports that you create yourself make up the third type: user-designed reports. A predesigned report can be copied and modified to quickly create customized user-designed reports. In contrast, only the report options of a specialty report can be modified. The structure or layout of this type of report is fixed. [Exception: The SO: Fulfillment summary uses a design created with Document Designer. This design can be located and modified from the SO tabbed page in Document Designer. (Refer to Tool Supplement TS2. Document Designer – Windows.)] Note: Report Numbers When you enter a report category (defined on the next page), the available reports are displayed. Each report’s filename is also listed. The last three digits before the file extension are the report number. This number identifies what type of report it is. Predesigned reports Assigned sequential numbers starting with 001. Specialty reports Assigned sequential numbers starting with 051. User-designed reports Assigned descending sequential numbers starting with 999. Example: In the Journals Module, PO: Journal With Item Detail has a filename of UL000003.JPO. Its report number is 003, identifying it as a predesigned report.
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Report Categories The reports distributed with Retail Pro fall into four main categories: Summaries, Journals, Merchandise reports, and Lists. Summaries are probably the most used report category because any information recorded on a document can be included in a summary report. The data for these reports can be drawn from multiple history or order documents, or inventory. For each report, one data source, such as sales, is accessed for information. For example, one report might draw its information from on-hand inventory, another from receiving history. Only one date range can be specified for a summary report. As an example, a Sales Summary report could be used to compare the sales of various departments or styles over the last six months. There are two types of summaries: Merchandise summaries are item-oriented reports that can include item descriptions, quantities, and other item values. Transaction summaries are document-oriented reports that can summarize document data, but cannot provide line item (merchandise) detail. When filtering a transaction summary, if any item on the document meets your filter criteria, then the entire document is included in the report. In contrast, when the same filter criteria are applied to a merchandise summary, only the individual items meeting your criteria are included. Example: Filtering a Sales Merchandise Summary by department ABC produces a report with only items from that department. The price, cost, and quantity information reported is for those items only. When using the same filter criterion on a Sales Transaction Summary, the entire receipt is included if at least one item from department ABC is listed on the receipt. The summarized price, cost, and quantity information is calculated from all items on the receipt, not just items from department ABC. Inventory (Merchandise) Summaries are ideal if you want to list inventory items including item descriptions, quantities on hand, and price/cost data. If you use multiple price levels, such as for retail, wholesale, and employee prices, an Inventory Summaries report can include all the prices for each item. Journals report information from history and order documents on a document-by-document basis. One document is reported per row in a journal report. Journals can chronicle your sales, receiving, and transfer history as well as your current orders. These reports differ from summaries in that there is no grouping of the information. Journals can be targeted in many ways. For example, you can generate a journal that includes only cancelled receipts, or one that tracks all transfers in progress, or one that reports only layaways that are past due. Journals also have the option to include item, history, and deposit detail, as appropriate to the report. Merchandise reports are similar to summaries except that the information can be drawn from multiple data sources (any document type and inventory), multiple date ranges can be compared, and the focus of the report is merchandise information. Item components such as DCS, Vendor Code, Desc 1, etc. are reported rather than document components such as SO flags, comments, tenders, etc.
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Retail Pro® 8 User’s Guide Merchandise reports can provide complete information about your merchandise, ranging from an analysis of what is on hand, in transit, on order, or on layaway, to what has been received, sold, transferred, or adjusted. The defined Min/Max levels for any time period can also be included. Each type of information, such as sales, can be reported in terms of quantity, average unit price, total extended price, cost, margin, or many other values. For example, you can run a report that shows your inventory items grouped by department and vendor, and includes both the current on hand and net sales for the last 30 days for each item. Lists focus only on customers, vendors, departments, or employees. This report type can create a list of information for any of those groups. As an example, you can print an address list for any or all of the customers on file. Depending on your mailing needs, the list can be sorted by name, zip code, or any other field. Note that the information available for these reports is limited to what is stored in the related data file. For example, the customer file does not contain data on the purchases made by customers, therefore, a list report cannot include that information. Note: Credit Card Batch Reports Credit card batch reports summarizing credit card transactions can be run from within the Payment Processing Module. For more information about this type of report, refer to Chapter 11. End of Day.
Category Areas and Data Sources Each category includes reports for appropriate program areas, such as sales, transfers, and POs. The information for each area report is drawn from the related data source (either a document type or inventory). The information for Sales reports is drawn from receipts, Receiving reports information is from vouchers, etc. The available filters and other report features vary from area to area.
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Overview of Using the Reports Toolbars
Select a report category (JOURNALS, MERCHANDISE, SUMMARIES, or LISTS) and then a report in that category. You can then modify and/or run the report. You can also modify any filter associated with the selected report. Optionally, you can choose to create an entirely new report for the category.
REPORT GROUPS
- create and generate a group of reports.
REPORT WIZARD - create/modify a report design via a step-by-step process. (Note: The same capabilities are available individually in Edit mode.)
- create/modify a report filter via a step-by-step process. (Note: The same capabilities are available individually in Edit mode.) FILTER WIZARD
CUSTOM NAMES –
create custom labels for the fields that appear on reports.
- specify the default appearance for all reports. Assign font, font style, font size, color, and effect to various sections of a report. FIELD LENGTHS – define the lengths for various fields; for use in reports only. DEFAULT FONTS
OPTIONS – optionally choose to include additional details on printed reports or to exclude noninventory items on inventory summaries and merchandise reports. Choose whether or not to use record limit as a percentage in sales reports. REVIEW – display
reports that have been previously saved.
LANGUAGE – select
the language used within the reports module.
Note: Right-Click Menu When a list of reports or report filters is displayed, a right-click menu exists with many of the same features available from the toolbars, such as NEW, EDIT, DELETE, etc.
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Preference Settings that Relate to Reports System Preferences Workstation Preferences
SYSTEM PREFERENCES h REPORTSh
h CUSTOM LABELS (works in conjunction with Custom Names in the Reports module) Names in reports: From the drop-down list select from: Native (English): Reference the Native column for labels. Translated: Reference the Translated column for labels. User-defined: Reference the Custom Label column for labels. h OPTIONS Decimals Three settings specify the defaults for the number of decimal places to be included in reports. 5 Use decimal quantities in reports: Select to print quantities with 2 decimal places. Clear to print whole units only. Number of Price decimals to use in reports: Choose to print amounts with 1, 2, or 3 decimal places, or select 0 for whole currency units. Number of Cost decimals to use in reports: Choose to print amounts with 1, 2, 3, or 4 decimal places, or select 0 for whole currency units. Text case 5 Use uppercase for all report text: Select to use all uppercase in the report. Clear to use the text case as entered. WORKSTATION PREFERENCES h REPORTS h
h OPTIONS 5 Insert a blank line after each subtotal line: Select to insert a blank line after each subtotal and running total.
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Configuring Default Options You can predefine settings related to the display or calculation of certain report values. Whenever you run a report, the reports program will check these settings and apply them if needed. 1. Select Options. Result: The list of report options is displayed.
51. Select options as needed, and then click OK. Refer to the table below for descriptions of the available options. Option
Description
Show report details
If selected, report details are displayed.
Use PO Order date for merchandise reports
If selected, the PO Order Date is used when determining which purchase orders to include for a given date range on merchandise reports.
Use SO ship date for merchandise reports.
If selected, the Ship Date is used when determining which sales orders to include for a given date range on merchandise reports.
Ignore non-inventory items in summary inventory and merchandise reports.
If selected, non-inventory items are ignored when calculating values on summary inventory and merchandise reports.
Ignore non-inventory items in summary sales reports.
If selected, non-inventory items are ignored when calculating values on summary sales reports.
Record limit as percentage in sales reports
If selected, the record limit in sales reports uses a percentage.
Calculate Korean Tax values
If selected, Korean tax values are calculated.
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Default Fonts The Default Fonts feature allows you to define a default appearance for all reports. What you specify here determines how the information in each section will appear when you generate a report. (These settings can be altered for individual reports through EDIT h APPEARANCE.) The report sections that can be modified are shown in the list to the right. The Report Header appears only on the first page of the report. The Page Header appears on all but the first page of the report. You can specify the font, font style, size, color, and effect for each of the report sections. A sample Default Fonts display is shown below:
Define default report fonts: 1. Select DEFAULT FONTS from the side menu. Optionally, select the Fit Preview check box to see the entire sample page. 52. Choose the report section whose appearance you want to modify. 53. The Font window is displayed. Make your selections. 54. Click OK to save your settings for the section. Repeat Steps 2-4 for each section. 55. Select OK to exit this feature.
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Pro Tip: Reassign Default Fonts to Selected Report(s) This option is available when a list of reports is displayed and is used to reassign default fonts (as defined in REPORTS h DEFAULT FONTS) to a report whose appearance was edited. Using standard Windows procedures, select the report(s) for which you want to reassign the default fonts. Then right-click for a pop-up menu. Select ASSIGN DEFAULT FONTS.
Field Lengths and Labels A field is the area where information is entered. A label identifies the field. For example, VC is the label for the field that holds the 3-6 character vendor code. Actual vendor codes are entered in the VC field. The length of a field is defined by how many characters can fit in the field. Default field lengths are specified in RPRO DB or are hard-coded in the Retail Pro program. The Field Lengths feature can be used to redefine the lengths of many fields for use in reports only. The width of a report is determined by the combined width of its columns. In turn, the width of each column is determined by its field length or label, whichever is longer. To fit more columns on a page, you can shorten the lengths of the fields and/or labels that make up the report. (See the Pro Tip on the next page for label shortening information.)
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Retail Pro® 8 User’s Guide Define report field lengths: 1. Select FIELD LENGTHS from the side menu. Result: The Field Lengths screen is displayed.
There are predefined minimum and maximum values for each field or field type. Individual field settings are listed in the upper section of the window. Settings that affect a type of field are listed at the bottom. For example, a setting of 7 in Qty fields affects all quantity fields (Qty, Qty Sold, Tot Qty, Qty Available, Qty Due, etc.) 56. Choose the field or field type whose length you want to modify – for reports only. Either enter a value or use
to adjust the value.
57. Select OK to save these settings. Note: Fields Not Listed If a field is not listed or included in a field type, the width of its related column in a report is determined by whichever is larger - the default length of the label or the program default field size.
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Custom Names Use CUSTOM NAMES to customize the field labels used in your reports. 1. Select CUSTOM NAMES from the side menu.
58. In the Custom Names dialog, use the drop-down list to select an area of reports. 59. Type the first few letters of the field label you wish to change in the Find Native Name or the Find Custom Name fields to locate the label in one of the columns below. Alternatively, you can scroll through the list of labels until you find the one you want. 60. Select the label you wish to change in the custom name column. If you used the Find Native Name field to locate the label, clicking the label in the native name column will automatically locate the corresponding name in the custom name column. Then simply press twice to select the label in the custom name column or click on it. Copyright © 2009 Retail Pro. All rights reserved. 670
Retail Pro® 8 User’s Guide 61. Press or click the highlighted label. You can now edit or change the label as required. Hit again when finished. 62. Repeat to customize other labels as needed. Labels that have been customized will be displayed in red in both columns. Select OK when finished to exit the Custom Names dialog. Pro Tip: Report Labels By shortening a label that is used as a column heading, you may decrease the width of the related column. You can also adjust the space required by a heading label by modifying the font/font size/effect used for the labels. For individual reports, specify changes by selecting APPEARANCE. For all reports, define the appearance in DEFAULT FONTS.
Options in Custom Names Display Names: Select ALL to display all available field labels in the columns in the Custom Names dialog. Select CHANGED to display only the labels that have been customized. Select UNCHANGED to display only labels that have not been customized. View Initial Names As: Select NATIVE to view default native names in the native name column. Select TRANSLATED to instead view the names as defined in your translation files. Sort by Native Names: Toggle this option on to sort field names in the Find Native Name and the Find Custom Name columns by native names. Toggle this option off to sort by custom names. Names in Reports: Select NATIVE to use native names as the field labels in the reports module. Select TRANSLATED to use the names as defined in your translation files. Select USER-DEFINED to use the customized field labels as defined in Custom Names.
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Run a Report Select an existing report, enter runtime options and filter criteria, then generate the report. 1.
REPORTS h [CATEGORY]
(See list to the right for your choice of categories. )
Note: DETAILS/ICONS Button By toggling the details/icons button on the top menu, you have the option to display the available reports in one of two ways: Details lists reports linearly – one report per row – and includes the report’s current filter (if any), access level, last modified date, and actual filename. Clicking on any column heading sorts the reports by that element. The column that reports are currently sorted by is indicated by a symbol.
Icons shows the reports graphically. If using a touch screen, this is the recommended display.
63. To select a report, either double-click the report or highlight the report and then select PRINT.
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Retail Pro® 8 User’s Guide 64. The Run Report window is displayed. There are two tabbed pages in this window: Options and Filter Criteria.
On the Options tabbed page, define the runtime report options. In general, report options include user-defined instructions that specify a report subtitle, the filter to be used, aspects of the appearance of the report, and/or the data to be included. Some options can be defined only when designing the report, while others can be defined or modified at runtime. It depends on how essential the option is to the report. For example, the access level is an essential security element of a report and, therefore, cannot be modified at runtime. Such integral options are not displayed at runtime. The options you use when generating a report will be saved and suggested the next time you run that report. In a network environment, the suggested settings are those that were most recently used by any one of the network workstations.
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Retail Pro® 8 User’s Guide 65. On the Filter Criteria tabbed page, Retail Pro displays the predefined criteria for the filter that is specified on the Options tabbed page (SALES in the sample on the previous page). You can enter or modify criteria, as needed. You also have the choice to completely CLEAR (and then modify) all criteria or to use the criteria specified during the LAST RUN of this report.
66. Select OK to generate the report. Once generated, the results are displayed in a Previewer window. You then have the option to print the report, save it as a text file, send it to Notepad, to Excel, or export it as an HTML or PDF file. (Refer to the Previewer documentation in Chapter 2. Retail Pro Basics for more information.) 67. To save the report, select SAVE REPORT from the Previewer toolbar. The report is then available for later review, via the REVIEW feature, in Reports as well as in other modules of Retail Pro, such as Inventory, Departments, POs, etc.
Note: Printing Large Reports If a report is too wide to be printed within the page width specified for the printer, Retail Pro will print it in sections on multiple pages which can then be arranged to form the complete report. Pro Tip: Restore Minimized Report(s) If a report is minimized in the Previewer, the RESTORE feature becomes active throughout the reports module. Select RESTORE from the side menu to maximize the report. If multiple reports are minimized, all are maximized when RESTORE is selected. If reports are reduced from full screen to window, you can arrange the windows to display multiple reports at once.
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Report Options Report options are user-definable instructions. Depending on the report, such options can include the filter to be used with the report, the price level to use, the range of documents to be included, etc. When you run a report, some of its options can be modified. The options that are essential to the report design, such as access level, cannot be changed at runtime. Those options can only be redefined by editing the report design.
Refer to the Retail Pro Technical Supplement for each report area for more information on the related options.
Runtime Options Many of the options available at runtime are listed below. Report Option
Report
Description
Adjustment Date/Time
Adjustment Summaries
Define the starting and ending date/time for the adjustment memos to be included in the report.
Data Types
Merchandise
The types of information to be included in the report. This option also defines the column labels to be printed and specifies the date range of the documents to be read, when applicable.
Date Range 1, 2, & 3
PO: Projected Cash Requirements Report (Journals)
The 3 date ranges that determine the 5 periods to be included in the report (3 defined periods in addition to all earlier and all later dates).
Filter
All reports
The filter to be used for this report. From the Options tabbed page, select the Filter field. Then choose the filter you want from the available drop-down list. All the filters defined for this report area are listed. Select the Filter Criteria tabbed page to view, enter, and/or edit the criteria related to the selected filter. If the Filter field is left blank, a filter can be selected (or not) at runtime.
Form Feed after Data Block
Check In/Out: Shift Report (Summaries)
YES = Start a new page for each employee.
Line Feed after Data Block
Various reports
YES = Include a blank line after each block of data.
NO = List shift reports one after the other.
NO = Print data blocks one after the other – no blank lines between.
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Retail Pro® 8 User’s Guide Report Option Merchandise Detail
Report PO & TO Journals
Description Available only for PO and TO journals because POs and TOs can allocate items to more than one store. (For sample printouts illustrating each setting, see Technical Supplement A7. Purchase Order Journals or A13. Transfer Order Journals.) NONE = Include no item information on the report. BY ITEM W/ STORES CONSOLIDATED = For each PO/TO, list the
merchandise grouped by Item #; consolidate the orders for individual stores and print one line for each item showing the total for that item for all stores. BY ITEM W/ STORE BREAKDOWN = For each PO/TO, list the merchandise grouped by Item #; for each item, print each store’s order on a separate line and print a total line for all stores combined. Merchandise Detail continued
PO & TO Journals continued
BY STORE W/ ITEMS CONSOLIDATED = For each PO/TO, list the
merchandise grouped by store; consolidate the orders for individual items and print one line for each store showing the total ordered for that store for all items. BY STORE W/ ITEM BREAKDOWN = For each PO/TO, list the
merchandise grouped by store; for each store, print each item ordered on a separate line and then print a total line for the store for all items combined. OH/Intran/ Min/Max Price Level
Merchandise
Specify the price level to be used when displaying P$ or P$T$ values for the On Hand, Min, Max, and In-Transit data types.
Performance Breakdown
Sales: Cashier & Associate Performance Reports (Summaries)
To break down performance statistics into several ranges based on receipt total, define a starting and ending receipt total for each range.
Receipt Date/Time
Sales Journals & Summaries
Define the starting and ending dates/times for receipts that are to be included in the report.
Record Limit
Summaries, Journals, Merchandise
Generate the report as usual, but limit the output to the specified number of records. This is typically used with ranking to generate reports such as the 10 Best or 50 Worst performers. Note: If using subtotals, the record limit is applied to each subtotaled section independently. Note: If “Use record limit option as a percentage in Sales Report” is selected, the specified number will be percentage of items printed rather than a specific number of items.
Report Type
Projected Cash Requirements Report (Journals)
PO = Print amount due for each period for each PO.
Journals
All journals can include Item Details. SO Journals also include Deposit Details and History Details. (Note: PO and TO Journals use the Merchandise Detail option rather than this one.)
Show [Deposit / History / Item] Detail
VENDOR = Summarize all POs addressed to each vendor and print only
a single line summary for each vendor. TOTAL = Summarize all POs addressed to all vendors as a one line
report showing the total cash required for each period.
YES = Print the detail as specified in the report design. NO = Summarize by document. Print only a single line summary for each document.
Slip Date
Transfers
Define the starting and ending dates for slips to be included in the report.
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Retail Pro® 8 User’s Guide Report Option
Report
Description
Journals Subtitle
All reports
Optional user-defined subtitle for the report
Use Price with Tax
Sales: Cashier & Associate Performance Reports (Summaries)
YES = Use P$T$ when calculating performance statistics.
Voucher Date
Receiving Journals
Define the starting and ending dates for vouchers to be included in the report.
NO = Use P$ when calculating performance statistics.
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Report Access Levels Each report is assigned an access level that governs who is able to run the report. There are five available levels: SYSADMIN, 1, 2, 3, and 4. SYSADMIN has access to all reports, level 1 has access only to level 1 reports, level 2 only to level 2 reports, and so on. For access levels to be effective, General Reports must be registered with Security Administrator and access level(s) assigned to user groups, as appropriate. When creating a new report, you assign the access level as one of the report options settings. A report’s access level cannot be modified at runtime. To change a report’s access level, you must edit the report.
Then, select a report and click Edit. Click the Options button to display available options. Select an Access Level for the report and save your changes.
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Report Filters Filter is one of the options that can be predefined for a report. The criteria entered for the various
report filter elements determines the information that is analyzed when the report is generated. In Retail Pro, ready-to-use report filters are included for use with the distributed report designs. Each filter was created for a particular report area and is available only when running reports within that area. These predesigned filters contain the most commonly used filter elements, ready for you to add your own filtering criteria when you run the related reports. You can also create your own report filters and predefine default criteria for them.
Modify/Create a Filter Note: Modifying a Distributed Report Filter If you want to modify a distributed report filter for continued use thereafter, rename or copy it and then customize it. Otherwise, your customized filter will be overwritten during the next Retail Pro filter update. Note: Rename a Report Filter REPORTS h [category] h FILTERS
In the list of report filters, single-click the name of the filter you want to rename. Then either press or single-click it again, modify the name, and press . Note: Copy a Report Filter REPORTS h [category] h FILTERS h [filter]
Select COPY to create a new filter from an existing filter. Assign a different name to the copy and then modify the new filter, as needed.
1. A. Edit an existing filter: Select REPORTS h [CATEGORY] h FILTERS h [FILTER] h EDIT. B. Edit a filter associated with a report:
Select REPORTS h [CATEGORY] h REPORTS h [REPORT] h EDIT h EDIT FILTER. If you are already (re)designing a report, EDIT FILTER allows you to modify the report filter. C. Create a new filter: Select REPORTS h [CATEGORY] h FILTERS h NEW h [REPORT AREA]. 68. Select ELEMENTS. Place the elements that you want to include in the filter above the divider bar. 69. Select CRITERIA. If desired, use CLEAR to clear filter criteria entries. Modify and/or enter default filter criteria. Note: Filter Wizard vs. New/Edit/Edit Filter FILTER WIZARD takes you through a step-by-step process to create/modify a report filter. To make quick modifications, or to work in an order of your own preference, it is recommended that you use NEW, EDIT, or EDIT FILTER, as appropriate. The same functions are available whether you use the wizard or NEW/EDIT/EDIT FILTER.
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Report Filter Elements A report filter specifies what information (records) you want Retail Pro to analyze for the report. When designing a filter, elements above the divider bar are included in the filter and therefore can be used to filter your records. Elements below the bar will not be available when this filter is used. The order of the filter elements has no effect. To include/exclude elements, you can: Drag and drop an element to the desired position above or below the divider bar. Double-click an element to move it above or below the divider bar. Drag the divider bar up or down to encompass elements.
Pro Tip: How to Move Elements/Divider Bar Using the Keyboard To move either an element or the divider bar within the list, use an arrow key to place the focus on the item you want to move. The element or bar will be highlighted. Use to move the selected item up/down in the list. Use or to move the selected item to the beginning or end of the list respectively. Note: Excluding Non-Inventory Items on Inventory Summaries and Merchandise Reports You can select to automatically exclude non-inventory items on all inventory summaries and merchandise reports by selecting OPTIONS from the top menu of the main screen of the reports module, then selecting IGNORE NON-INVENTORY ITEMS IN SUMMARY INVENTORY AND MERCHANDISE REPORTS.
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Report Filter Criteria At runtime, you can enter filter criteria and/or modify many of the predefined criteria. Certain elements, and their related criteria, are used only in the Reports module of Retail Pro. This section discusses those report-specific criteria types. (For basic filter procedures, refer to Chapter 2. Retail Pro Basics.)
Note: Keyboard Commands When defining filter criteria, use the following: A combination of and the arrow keys to move from entry to entry. to display the selection list or the AND/OR window (explained in this section) for the field.
Free-form Criteria There are report filter elements that allow free-form criteria. Free-form criteria can be used with elements that have variable text entries, such as Last Name and Desc 1. You define each criterion by entering a string of alphanumeric characters. When running the report, the system searches for a matching string anywhere in the corresponding field, ignoring upper/lowercase. In addition, AND/OR statements (described later in this section) can be used with free-form criteria. Exact Matches: Enclose the criterion in quotation marks to require an exact match, i.e. to require the characters enclosed by the quotation marks to match the entire field entry, character for character. A matching data field cannot contain any characters (even leading spaces) that are not also in your criterion. Example: If your criterion is BLUE, both blue and sky blue would be matches. To find only exact matches for BLUE, i.e. include blue but exclude sky blue, use “BLUE” as your criterion. Since the entire field entry must match what is contained within the quotation marks, only blue is a match. Blank Fields: To filter for records with a blank field, use empty quotes, i.e. two quotation marks with nothing in between (“”). Excluding Matches: If you start your criterion with a tilde (~), Retail Pro excludes all records that match the criterion and includes those that do not. Think of the tilde as meaning not or exclude. To exclude all blank records, enter a tilde and empty quotes (~“”). Examples: ~BLUE (not blue) Excludes any records that include the word blue anywhere in the specified field. Example: Field entries of BLUE, SKY BLUE, DARK BLUE, and BLUE GREEN would cause their respective records to be excluded from the results. (not an exact match to what is in the quotation marks, i.e. not exactly/only blue) ~“BLUE” Example: A field entry of BLUE would cause its respective record to be excluded. Records with field entries of SKY BLUE, DARK BLUE and BLUE GREEN would be included in the results.
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Note: Multi-field Matches It is suggested that the tilde not be used with filter elements that include more than one field because information may be excluded that you do not intend to exclude. Examples of a multi-field element are the Any Address element (Address 1, Address 2, Address 3) for customer lists and the Customer Name element (Title, First Name, Last Name) for Sales Summaries.
And/Or Statements Selected filter elements allow the use of AND/OR statements when defining related free-form criteria. The power and flexibility gained with such statements is immense in that you can filter by what might otherwise be unrelated information. You can define multiple criteria and then include records that meet two or more criteria (AND) or those that meet any of the criteria (OR). You can also use a combination of AND/OR statements. Suppose that for your shoe department you include a color and description in Desc 1 (BRWN, BLCK, NAVY, WHTE, RED / TIE = tie/lace-up, SLON = slip-on, BUCK = buckle). Using AND/OR statements as your Desc 1 criteria, you could select such combinations as all black tie shoes, all black and brown tie shoes, or all slip-on shoes. Three rules determine how the system interprets any AND/OR statement. The examples on this and the next page make use of the inventory data shown to the right. Assume that the reports will also be filtered for the shoe department.
AND/OR
Item # 000101 000201 000301 000401 000501 000601 000701 000801
Desc 1 brwn tie brwn buck white slon blck slon brwn slon whte tie navy slon blck slon
Rule #1
If two or more criteria are joined by AND, the entry in the record’s field must meet all of the criteria in order to be included in the filter results. Goal: Filter for all brown tie shoes Criterion:
(an AND statement)
BRWN and TIE must
Item(s) Selected:
brwn tie
both be in the Desc 1 field
Item #101
Longer chains of criteria joined by AND can be built in the same manner.
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and
Retail Pro® 8 User’s Guide AND/OR
Rule #2
If two or more criteria are joined by OR, the entry in the record’s field must meet any one of the criteria in order to be included in the filter results. Goal: Filter for all brown or navy shoes Criterion:
(an OR statement)
brwn
or
navy
Either BRWN or NAVY must be in the Desc 1 field Item(s) Selected:
Items #101, #201, #501, #701
Longer chains of criteria joined by OR can be built in the same manner. AND/OR
Rule #3
When three or more criteria are joined by any combination of ANDS and ORS, the criteria joined by the ANDS are grouped together and evaluated first. Then the OR statements are evaluated. Goal:
Select all shoes that are brown tie or black slip-on
Criterion:
(a mixed AND/OR statement)
BRWN and TIE
or BLCK and SLON
brwn
and
tie
or
blck
and
slon
must be in the Desc 1 field Item(s) Selected:
Items #101, #401, #801
When designing these more complex statements, it often helps to visualize the AND statements enclosed within brackets and treated as a unit. Rewriting the criteria above would yield: [BRWN and TIE] or [BLCK and SLON] The system evaluates AND requirements first. In this example, it identifies all items that meet the first AND requirement, i.e. that were both BRWN and TIE (Item #101). Then it identifies all the items that meet the second AND requirement (BLCK and SLON, Items #401 and #801). After evaluating all the ANDS, the system looks at the OR statements. All items that satisfy either of the requirements joined by an OR are selected. In this case, Item #101 is selected because it satisfies the AND statement to the left of the OR, and Items #401 and #801 are selected because they satisfy the AND statement to the right. Pro Tip: Using Quotation Marks and Tildes in AND/OR Statements Quotation marks, empty quotation marks, and the tilde (~) can be used in your AND/OR criteria to specify exact matches, blank fields, and non-matches, respectively.
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Range Criteria Range criteria allows both open-ended and closed ranges. For date ranges, you also have the availability of dynamic date options. With a simple selection, you can specify to have the report span month-to-date, year-to-date, last year for this same year-to-date, etc. There are a variety of predefined dynamic date ranges available for your use. (Refer to the Chapter 2. Retail Pro Basics, Topic: Filter Basics, for complete information.) Note: Current Retail Pro Date Dynamic dates are calculated relative to the current operating system date, not the current Retail Pro date.
Include/Exclude Criteria Option The INCLUDE/EXCLUDE option lets you choose how to filter – inclusively or exclusively. If you want to filter for all vendors except one, you could select that vendor as the criteria and toggle the include/exclude option to EXCLUDE. All vendors except that one specified vendor will be included in the report results (that is, the one vendor is excluded).
Status Criteria Status criteria can be used to filter for such records as inactive customer records, receipts that have been sent to accounting, or the EDI status of a purchase order. Some examples of status criteria that can be included in filters are: Inventory items flagged as unorderable SOs for which partial shipments are allowed Customers from whom checks are accepted Unverified slips that have been marked for deletion Inventory items that have been marked down with price manager
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About Editing or Creating Report Designs The design of a report includes its layout, sort, and optionally, the ranking and/or totaling of the information generated by the report. There is also the option to specify item details to include in the report. In addition to the design, you can control the appearance by assigning different fonts, font sizes, colors, and effects to different sections of the output. Each of these report features is described in this section.
Overview of Layout & Sort The report layout defines the report columns and thus the type(s) of information to be printed, such as Size, Qty Ord, or Ext P$. The sort determines the order of the information within the columns – how it is first broken out and then how successive information within each breakout is ordered. For example, a sort by department and then vendor generates a report that is first broken out by department and then by each vendor represented in the department (i.e. information for a department is grouped together, but vendor information is found spread across multiple department entries). A sort by vendor and then department generates a report that is first broken out by vendor and then by each department that sells items supplied by that vendor (i.e. information for a vendor is grouped together, but department information is spread across multiple vendor entries). Sort works in conjunction with the layout. Including the Store element in the layout, for example, is not sufficient to break out the data by store. Unless Store is also included in the sort, data for all stores would be combined. Every report must have at least one layout element and one sort element. In some report areas, a specific sort element is required. Often, all of the descriptive elements included in the layout are also included in the sort, but that is not required. In addition, any descriptive element, even if not used in the layout, can be used in the sort. At the minimum, the elements included in the sort should ensure that the information is broken out as needed. For example, on PO journals it is sufficient to include only PO # in the sort to have each document reported separately. On a Sales Merchandise Style Summary, DCS, Vendor Code, and Desc 1 would all be required in the sort to generate separate report entries for each style. Note: Wizards vs. new/edit (edit filter) REPORT WIZARD takes you through a step-by-step process to create/modify a report design. FILTER WIZARD takes you through a step-by-step process to create/modify a report filter.
To make quick modifications, or to work in an order of your own preference, it is recommended that you use NEW or EDIT (EDIT FILTER), as appropriate. The same functions are available whether you use a wizard, NEW, or EDIT.
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Edit a Report Note: Copy and Modify a Distributed Report REPORTS h [category] h REPORTS h [report]
If you want to edit a distributed report and retain your modifications for continued use thereafter, select COPY to copy the report, give it a new name, and then customize it. That way, if a distributed report is later upgraded, your customized version won’t be overwritten. Note: Editing and Report Types You can modify both the design and the report options for predesigned and user-designed reports but, generally, can change only the options on specialty reports. Procedures and available options may vary for the report types. Refer to the technical supplement provided for each report type for details.
Select a report whose design and criteria is close to what you want. Modify it to meet your reporting needs. 1. Select the report category: journals, merchandise, summaries, or lists. 77. Highlight a report from the list displayed for the selected category. 78. Select Edit from the top menu. A sample Edit Report window is shown below:
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Retail Pro® 8 User’s Guide 70. You can now make changes to any aspect of the report: APPEARANCE, etc.
LAYOUT, SORT,
71. Select SAVE to retain your modifications.
Note: Report Details for Journals The DETAILS feature is available only when in Journals. This feature allows you to specify the details that you want to include in the report. There are three types of details: Item Details can be specified for all journals. (PO and TO journals use the specified details when the Merchandise Detail option is defined.) For SO journals, History Details and Deposit Details can also be defined. Each type of detail is on its own tabbed page. As with other element selections, detail elements above the divider bar will have their related information included in the report. Those below will not. To include a type of detail in the report, set the report option SHOW [type] DETAIL to YES.
Note: Delete a Report You can only delete user-designed reports. Predesigned and specialty reports cannot be deleted. To delete a report, select it and then choose DELETE from the top menu. Alternatively, right-click a report name and then select DELETE from the pop-up menu.
Reset Report to Default Settings Predesigned reports: If you have modified the design or options of a predesigned report, you can always reset the report to its default settings. Specialty reports: Generally, the design of a specialty report cannot be modified. Therefore, only the options for such a report are available for reset. User-designed reports: If you have modified the design or options of a user-designed report, you can always reset the report to its last saved settings. Reset design/options: [category] h [report] h EDIT. Select RESET from the top menu and then choose OK when asked to confirm the action. Reset runtime options: [category] h [report] h PRINT. On the report’s Options tabbed page, select RESET.
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Create a New Report 1. Select the report category: journals, merchandise, summaries, or lists. 79. Select New from the top menu. 80. Choose the report area for this new report. (When creating a Merchandise report, there is no choice of a report area because such reports can draw information from multiple report areas.)
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Retail Pro® 8 User’s Guide 72. Report Options are displayed. A sample window is shown below: Enter a name for the report. Define the report’s access level. The default access level is the highest level assigned to the user creating this report. Optionally enter a subtitle. Specify the filter you want to use as the default filter for this report. (A different filter can be selected at runtime.) Make other option modifications as needed.
73. Select EDIT FILTER to modify filter elements and to specify default criteria. 74. Select SAVE to retain your filter modifications.
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Retail Pro® 8 User’s Guide Journals Only If creating a journal report, you can add details to the report. Item Details can be specified for all journals. History Details and Deposit Details can also be defined for SO journals. 1. Select DETAILS from the side menu and the Report Details window is displayed. For most journals, there is one tabbed page - Item Details. For an SO journal, three tabbed pages are available, one for each type of detail.
75. Include/exclude detail elements, as appropriate for your report. The details will be included as part of each block of data (information per document) if the related report option is also selected. For PO and TO journals, select the Merchandise Detail option. 76. Define the design and appearance of the report. These features can be defined in any order.
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Note: Run a Report During the creation process, you can “test” run a report whenever the PRINT icon is available in the top menu. Select PRINT, specify runtime options and criteria, and then select OK.
Layout The layout window contains all the layout elements available for the report area. 1. Specify the elements to be included in the layout of the report. These will be the column headings in the report. Elements above the divider bar will be included in the report, those below will not. To move an element to the opposite side of the bar, either drag it or double-click it. In addition, the divider bar can be dragged up or down. 1. The top-to-bottom order of the layout elements determines the left-to-right order of the columns in the generated report. Rearrange the elements above the bar using a drag-and-drop procedure.
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Note: Stacked Data Blocks Generally, a data block corresponds to one data record and is printed as one line on the report. However, some layout elements, such as Last Name/First Name/Title in Customer Lists, generate more than one report line. These elements are represented in the layout list as two or more field names separated by a slash. The slash indicates that the following field is to be printed on the next line in the same column. Example: Last Name/First Name/Title prints, for each customer, those three fields on three separate lines in one column. If a record has no data for a particular line, there is a blank line in its place on the report. To print that same information on a single line in separate columns, use the individual Last Name, First Name, and Title elements, instead.
Jacobsen James Mr. Jacobsen
James
Mr.
Pro Tip: How to Move Elements/Divider Bar Using the Keyboard To move either an element or the divider bar within the list, use the arrow keys to set the focus on what you want to move. The element or bar will be highlighted. Use to move the selected item up/down in the list. Use to move the selected item to the top/bottom of the list.
Sort Reports can be sorted by one or more descriptive elements, in ascending (u) or descending (v) order. For example, Sales Summaries can be sorted by Item #, Size, Tax Area Name, or any other descriptive element. Whenever you sort by two or more elements, Retail Pro sorts in the order the elements are listed. The results can be quite different if the order of only two sort elements were reversed. For example, sorting by department and then by vendor yields a report that is first broken down by department and then by vendor within each department. Each vendor’s information is scattered throughout the departments. Reversing those elements yields a report that has each department’s information scattered throughout the vendors. When two or more items have the same entry in a sort field, the tie is broken by sorting them according to their entries in the next sort field, and so on.
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Retail Pro® 8 User’s Guide The sort window contains the same elements as the layout window for the report area. 1. Specify the elements to be used to sort the information. Elements above the divider bar will be used in the sort process, those below will not. 77. The order of the sort elements determines the order in which information is presented. Rearrange the elements above the bar using a drag-and-drop procedure. 78. Each field’s information can be sorted in either ascending or descending order. To change this order, simply click on the arrow, or if you are using your keyboard to navigate, make sure the desired field is highlighted and press . This automatically reverses it.
Note: Sort Results Report sorting is based on the following priority: uppercase letters, lowercase letters, numbers, and lastly symbols.
Totals Layout and sort elements must be defined before totals can be specified. Any report column that contains a value element can be totaled. Three types of totals can be included in a report: subtotals, running totals, and grand totals. Subtotals sum the values within the specified sort element(s). Running totals sum the values for the specified element(s) since the beginning of the report. The last running totals line printed on the report equals the grand total. Grand totals sum the values for the specified element(s) for the entire report. Note: Totaling Percentages, Averages, & Statistics Any value element can be totaled on a report. For some elements, such as averages and percentages, simply summing the values in the column does not yield a meaningful total. For all such non-summable elements, Retail Pro recalculates their total from the other totaled values. For example, if you ask for a grand total for Discount %, Retail Pro calculates that value from the Total Ext Orig P$ and the Total Ext P$, even if those other elements are not included in the layout or the totals.
Subtotals and Running Totals When specifying subtotals or running totals, two parameters have to be defined: what is to be totaled and when the totaling is to occur. (What) If a column contains a value element, it can be totaled. (When) When totaling can occur depends on the descriptive elements included in the sort. A subtotal and/or running total line can be printed each time the data changes for any of the sort elements. Specify which of these elements are to trigger totaling by selecting the element(s) in the When area. Notice that what you specify here applies to both subtotals and running totals. Copyright © 2009 Retail Pro. All rights reserved. 693
Retail Pro® 8 User’s Guide Example: If a sales report is sorted by DCS and Vendor Code, you could do one of the following or both: Subtotal each time the department code changed, giving you total sales for each department. Subtotal each time the vendor code changed, giving you total sales for each vendor’s merchandise within each department. Example: Since the distributed Monthly Sales Summary: Past 12 Months report is sorted by month, you could select to have a running total each time the month changed, giving you the accumulated total up to that point. To define subtotals and/or running totals, select TOTALS from the side menu. When - For both subtotal and runtotal, position elements that are to trigger totaling above the divider bar. Order does not matter. Subtotals and/or running totals will be generated each time the data for that element changes. What – For each subtotal and runtotal, position the elements you want totaled above the divider bar. Subtotals and running totals are printed on separate report lines flagged with an S or an R, respectively, at the end of the line.
Grand Totals (What) Specify the value columns for which a grand total is to be included. To define grand totals for a report, position the elements to be grand totaled above the divider bar in the TOTALS window. Order does not matter.
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Ranking By default, the sequence of the printed rows on a report follows the sort order. However, instead of sorting a report by descriptive elements, you can rank it by one or more of the value elements included in the layout. Ranking arranges the report rows in ascending or descending order based on their value in the specified column(s). Best seller and worst seller reports make use of this ranking capability. Use these reports to quickly spot hot moving merchandise or problem areas. Performance can be measured by many criteria, such as units sold, total price, cost, profit dollars, or margin percentage. These reports can show you what items, sizes, styles, departments, or vendor lines are most profitable, or they can rank the sales performance of your cashiers, checkout stations, or stores. Reports can focus on a specified date range and can include all or selected merchandise. Example: A department sales report could list the departments ranked by performance as measured by values such as Qty Sold, Ext M$, or Margin %. The departments could be listed from best to worst (descending) or worst to best (ascending). Use the Record Limit setting in Report Options to limit the report to the 5 best or the 10 worst, etc. With Sorting: Ranking supersedes sorting. When ranking results in a tie, Retail Pro uses the sort order to break the tie. With Subtotaling: If a report contains subtotals, the rows within each subtotaled section are ranked independently and the record limit is applied to each subtotaled section. Multiple Rankings: If you specify two or more ranking values, Retail Pro initially ranks by the first value specified. When items have the same value in that column, they are then ranked by the next value specified. If, for example, you ranked a style sales report by Margin % and Qty Sold, and two styles have the same Margin %, the tie would be broken by ranking them according to their Qty Sold. Rank a report: 1. Select ranking from the side menu. 81. When you select ranking, a list of all the elements available for ranking (i.e. all the value elements in the layout), is displayed. 82. Position the element(s) to be used to rank report values above the divider bar. Arrange them in the order by which the ranking is to be applied. Note: Delete a Ranking Element from Layout If you delete a value element from the layout that was used to rank information, Retail Pro automatically removes that element from the ranking instructions as well.
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Appearance The default report appearance is displayed. You have the option to change the appearance of any of the report sections for each particular report. The report sections that can be modified are the same as those available in DEFAULT FONTS. You can specify the font, font style, size, color, and effect for each of these sections. Select APPEARANCE from the side menu and follow the same procedures used to set default appearance. When you exit the appearance window, you will be asked if you want to save the report design. Select YES.
Note: Reset the Appearance While in Appearance, you can reset the report to the default fonts (as defined in REPORTS h DEFAULT FONTS), by selecting RESET FONTS from the side menu.
Pro Tip: Reassign Default Fonts to Selected Report(s) When a list of reports is displayed, use standard Windows procedures to select the report(s) to which you want to reassign the default fonts. Right-click for a pop-up menu. Select ASSIGN DEFAULT FONTS and follow the screen prompts.
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Report Groups It is likely that you always run certain reports at a given time or when looking for particular information. The Report Groups feature lets you group such reports and run them as a batch, therefore making the process much more convenient. You select the reports (from any of the categories), predefine the options and filters for each, and give the group a name. Then when needed, you simply select the group, optionally modify runtime options and filter criteria for any of the reports, deselect any reports you do not want to include at this time, and then run the group. All of the listed reports run automatically, one after the other. Define a Report Group: 1. Select Report Groups from the side menu. 79. Choose New from the top menu. A screen for creating/editing report groups is displayed.
80. Give the group an identifying name (40-character limit) and assign an access level to the group. (The access level assigned here overrides the individual report access levels. If you assign an access level higher than your own, the group will not be available to you later.) 81. Tabbed pages list the reports available for each report category. (The reports listed are limited to the ones to which you have access.) Select the reports you want to include in this group. Those above the divider bar will be included in the group. 82. If you want to save this group for the future, select SAVE.
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Retail Pro® 8 User’s Guide 1. Select PRINT to define (or make changes to) the runtime options and filter criteria for each report. For each report: Highlight the report name. Select PROPERTIES. Define the runtime options and filter criteria for the report. Click OK to save these property settings. At this point, the group has been created and the options and criteria defined. If you do not want to generate the group of reports now, CANCEL and exit the Report Groups feature.
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Retail Pro® 8 User’s Guide Run the report group: 1. You now have the option to deselect any report(s) for the current run. To deselect a report, click its check box to clear the check mark. Click it again to reselect the report. 83. Click OK. Each report is automatically generated in turn and displayed in its own Previewer window. (For full information on the Previewer, refer to the Previewer documentation in Chapter 2. Retail Pro Basics.) Note that the status bar displays various status messages as the reports are generated. 84. You can print or save the generated report while in Previewer. To print, select PRINT or press while the report is displayed. To save, either select SAVE REPORT while the report is displayed or, as you exit Previewer, you are prompted to save your report. A saved report can be reviewed using the REVIEW feature available in many Retail Pro modules, including the Reports module. Pro Tip: Create Report Groups (within a Category) “On the Fly” Select the category. When the list of reports is displayed, use or to highlight multiple reports. Then select PRINT to run this “on the fly” group of category reports.
Scheduling Report Groups Want a particular report group, ready for your review every morning? Use the Scheduler tool to generate it during the night, every night. Need a weekly report on a specific day of the week? Scheduler can run reports automatically and independently, at the times most convenient for you. (For complete information on the flexibility and use of Scheduler, refer to Tool Supplement TS8: The Scheduler.) To schedule the printing and saving of a report group, use the following commands in Scheduler: Area
Task
File
Parameters
Reports
Generate and print a Report Group
reports.exe
/PGP
Save a generated Report Group
reports.exe
Set date
reports.exe
To generate and print the specified report group.
/PGS< groupfilename.RGP> To save the reports generated by the specified report group.
/PGS:EXCEL - save to an MS Excel file /PGS:EXCELTXT - save to a text file ready for MS Excel /PGS:TXT - save to a text file /PGS:HTML - save to an HTML file /PGS:PDF - save to an Adobe Acrobat © PDF file CurrentDate:SystemDate Sets report date to system date. CurrentDate: Sets current report date used to the day/month/year specified (enter date in any date format supported by Retail Pro).
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Pro Tip: Scheduling a Single Report Only report groups can be scheduled. If you want to schedule a single report, simply create a group that contains only that report. Pro Tip: Scheduling Multiple Shift Reports Retail Pro provides several copies of the predefined Check In/Out Shift Report. This allows you to run multiple shift reports as part of a report group. For example, you could define several Check In/Out Shift Reports with different options—one report for each shift during the day—and schedule these to run overnight.
Report Library Report Files Two files define each report: a design file and an options file. The design file contains the layout, sorting, totals, and other structural settings of the report. The options file contains general information such as the report name and filter name. It also contains additional settings that are specific to each report area, such as the receipt date range for sales reports and item detail for journals. For each distributed report, a default design file (D file) and a default options file (R file) are installed with Retail Pro. Sample Distributed File Names: DL000002.SIM RL000002.SIM
After installation, the first time you access any reports category, Retail Pro copies each installed D and R file to create corresponding U and O files, respectively. Thereafter, Retail Pro checks to see if U and O files exist for every installed D and R file. If not, they are created. Sample Copied File Names:
UL000002.SIM
OL000002.SIM
The original D and R files cannot be accessed or modified. The U and O files are your working copies. For predesigned reports, you can modify both the report layout and the options (the U and O files). However, since specialty reports have hard-coded designs, only the report options can be accessed, that is, only the O file can be changed. Any distributed report that you have modified can always be restored to its original design and/or option settings.
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Note: Report Files Report files are stored in the …\RPRO\WINPRT\ directory and, in a network environment, are shared by all of the workstations on a network. Sample Filename:
DL000002.SIM
Character 1:
= default design
D
R
= default report options
U
= copy of the design
O
= copy of the report options
Character 2:
C
= specialty report
= predesigned or user-designed report Characters 3-5: 000 Characters 6-8: Report number 001 – 050 = predesigned reports 051 and up = specialty reports 999 and down = user-designed reports Extension: Report area where the file was created and where it can be used. For a complete list, refer to your Retail Pro Technical Supplements (A1-14). L
.LCS = Customer Lists .SIM = Sales Summaries Examples:
Pro Tip: Report Upgrades Each time you enter a report category, Retail Pro checks to see if the U and O files exist for each report. If they exist, no action is taken. If they do not, Retail Pro creates them by making copies of the D and R files and saving them with the appropriate U/O filename. As a result, you can install software upgrades containing new versions of existing reports without overwriting your customized settings (your U and O files). To overwrite your customizations and see the upgraded report, reset the report. This replaces whatever settings you had made with the upgraded design and option settings. Upgrading Specialty Reports Reset has no effect on the design of a specialty report since, generally, the design of that type of report cannot be modified. If you want to upgrade an old specialty report U file to its newer D file, delete the U file. The next time you select the related reports category, Retail Pro will create a new U file.
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Filter Files Default filters are distributed for use with the various predesigned and specialty reports. File Extensions: The file extension denotes the report area where the filter was created and where it can be used. For example, filter files with the extension .LVC are for vendor lists and only those filters are available when designing or printing a vendor list. File Locations: Report filters are stored in RPRO\WINFLT\. Report filters are shared by all the workstations on a network. These files record both the filter elements and any criteria predefined for the filter. In addition, each time you generate a report using a filter, a copy of the filter with the criteria used is stored in RPRO\WINFLT\LASTRUN. At runtime, the next time you generate any report using that filter, the predefined criteria is suggested, but you can select LAST RUN to use the criteria last used with that filter. Note: Using Last Run LAST RUN does not use saved report options and layout, it uses the options and layout that were used the last time the report was run. So, if you run a report, make changes to the report layout and save them, and then run the report again using LAST RUN, the report will not reflect your saved changes. Rather, the report will print with the layout that was used the last time it was run.
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About Sales Charts The Sales Charts Tool generates graphical summaries of sales for different descriptive elements, such as departments, vendors, attributes, sizes, stores, cashiers, clerks, hours, or weekdays. The sales information for one descriptive element over a defined period of time can be displayed in graph or chart format. Four types of graphs and charts are available: bar graphs, pie charts, area graphs, and line graphs. Create a Sales Chart: 1. Select Analysis from the top menu and then select Sales Charts from the side menu. 83. Select Analyze and define a date filter.
84. Across the bottom of the sales charts window, select the values to be included in the graph by toggling on the check mark selection boxes. Bar, Area, and Line graphs will display any combination of the values selected. Pie charts will only display one value at a time. If more than one value is selected for a Pie chart, the first of these selected values from the left will be charted.
85. From the side menu select the descriptive element to be displayed. Only one choice can be displayed per graph. 86. From the chart toolbar select the type of chart to be created: Bar, Area, Line, or Pie. Charts can be displayed with a three-dimensional effect. Select 3D to toggle that effect on/off. Additional display options are available in the Effects menu.
(For a more detailed look at Sales Charts, refer to Tool Supplement TS19. Sales Charts.)
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Appendix A: Interface Menu List View Interface Menu The Interface Menu contains the Layout Manager and Page Manager. Together, these make it easy to display data in multiple ways and to navigate between designs. Use Layout Manager to design an unlimited number of configurations (layouts) for your List View. Use Page Manager to design the pages (up to ten) that make up each layout. Right-click any column heading for the pop-up Interface menu:
All available pages for the selected layouts are listed below the line. A indicates the page currently displayed. To change the currently displayed page, click a different page.
Customize Columns Column width
Drag-and-drop the column heading separators to change column width. To adjust all columns to the width of their largest entry, right-click the column heading and select ADJUST COL WIDTH from the pop-up menu.
Hide columns
Right-click a column heading and select one of the following:
Show columns
Column position
•
HIDE COLUMN to remove the selected column from the display.
•
HIDE ALL to hide every column except the selected one.
Right-click a column heading and select one of the following:
•
SHOW ALL to redisplay all previously hidden columns.
•
A specific column heading to redisplay only that column.
Click the heading of the column you want to move and drag the column to the left or right.
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Layout Manager new
Add a layout.
rename
Rename the selected layout.
copy
Copy the selected layout. Use to create a new layout starting from the settings already specified in the copied layout.
delete
Delete the selected layout.
download
Download a layout from the layout folder in your application to the Layout Manager. Layouts available for downloading are displayed when the option is selected. (Layouts are stored in …\RPRO\LAYOUTS\.)
upload
Upload the selected layout to the layout folder in your application. The layout can then be downloaded to other workstations. (Layouts are located in …\RPRO\LAYOUTS\.)
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Page Manager
Fields above the bar will be included in the selected page design. Those below the bar will not. To include a field, double-click on it or click and drag it above the bar. Alternatively, click and drag the bar to include or exclude fields.
Show Tabs
Display the selection of tabbed pages for the current layout.
Show Captions Display the name of the currently displayed page in the caption bar (on the left side of the panel). Show Shortcuts Display the shortcut () assigned to each page design on the tab for that page. (# = page number) You must also select SHOW TABS in order for shortcuts to be displayed. (Page design shortcuts are automatically assigned as the page is applied.) new
Add a page to the Layout.
rename
Rename the selected page.
delete
Delete the selected page.
page font
Define the font on page tabs and captions. (The font color of the caption will not change.)
grid font
Define the font for entries in the grid.
Note: Page Manager Keyboard Commands Move selected field or fields up a space. Move selected field or fields down a space. Move selected field or fields to the top of the Page Designer. Move selected field or fields to the bottom of the Page Designer. Select consecutive fields from bottom to top. Select consecutive fields from top to bottom.
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Form View Interface Menu The Form Interface Menu contains a Layout Manager, Page Manager, and Page Designer. The Layout Manager lets you design an unlimited number of Layouts for your Form View. Within each of those layouts, up to 10 pages can be created using the Page Manager. Use Page Designer to customize each of those pages. Layout Manager, Page Manager, and Page Designer make it easy to display data in multiple ways and to navigate between designs. In the body of the Form, right-click for a pop-up Interface menu containing the following options: All available pages for the current layouts are listed below the line. A indicates the page currently displayed. To change the currently displayed page, click a different page.
Layout Manager Refer to the Layout Manager section of this appendix.
Page Manager Refer to the Page Manager section of this appendix. Procedures for Page Manager are the same in Form View as they are for List View. The only difference is that fields are not selected in Page Manager for Form View; instead, fields are controlled through Page Designer.
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Page Designer Page Designer is used to add, remove, position, and set navigation properties of, data fields, labels, images, and backgrounds in Form View layouts. To create/edit a form: 1. In the body of the Form, right-click and then select h PAGE DESIGNER.
INTERFACE
85. Select the FIELDS button. The Setup Fields dialog is displayed as on the next page. 86. Design and add individual fields or groups of fields. A group displays multiple fields in one form component. Add Individual Fields: Drag and drop the fields you want to add to your Form from the Available Fields or Field in Group panes into the body of the Form. A field can only be added to a form once, either individually or in a group, but not in both ways. Create a Group of Fields and add the group to the Form: Click anywhere in the Groups pane to make the toolbar active. Select ADD
to create a new group. Name the group as appropriate.
Double-click a field in the Available Fields pane to include it in your current group or drag and drop fields into the Field in Groups pane. Use standard procedures to order the fields within the Field in Group pane; this order will be the display order on the form. Drag and drop the group into the body of your Form. Position as needed (see next page). Select
to exit the Setup Fields dialog and return to Page Designer.
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Note: Working with Groups to edit a group name. On the Form, Highlight a group and then select EDIT A DESCRIPTION descriptions are displayed as the label of the group. Highlight a group and select DELETE to delete the group. Any fields in the group are returned to the Available Group column. Highlight a field or fields in the Field in Group pane and select DELETE SELECTED FIELDS to remove the field(s) from the group and return them to the Available Field pane. Alternatively, to remove a field from a group double-click or drag and drop it into the Available Field pane.
Customize your Form using the toolbar functions as described below.
set tab order
Define the sequence the cursor will follow (from field to field) when is pressed.
properties
Change the font or color of the entire Form; a single label or field; or group captions, labels or fields. In addition, images can be added to the Form. Select the drop-down arrow to toggle on/off the display of properties for the selected field/group.
add active text link
Add an active text link that can open an HTML page, launch a program file, or activate a side menu button function from within the form. (See more information later in this appendix.)
add form navigator
Add a touchscreen navigation toolbar to the Form. The form navigator allows users to navigate between fields and access an on-screen numeric or alphanumeric keypad.
delete
Delete selected field or group of fields (selected on the form).
save & exit
Save changes and exit Page Designer.
exit without save
Exit the Page Designer without saving any changes made to the Form.
select background
Browse for and display a form background image (*.gif, *.jpg, *.jpeg, or *.bmp formats supported). The selected image will tile, if necessary, to fill the form background.
erase background
Remove the current background image from the Form.
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add picture
Add and display a static image (*.gif, *.jpg, *.jpeg, or *.bmp formats supported). The image is static and will not change when the displayed record changes. (Add an Item Image, Style Image, etc. from the Setup Fields dialog instead to display a unique image for each record. See also Add Active Picture Link above.)
add label
Add a descriptive label to the Form. This label is static and will not change when the displayed record changes. Limited to a single line of text. (See also Add Active Text Link, above, and Add Memo, below.)
add active picture link
Add an active picture link that can open an HTML page, launch a program file, or activate a side menu button function from within the form. (See more information later in this appendix.
add memo
Add a Form-related memo. A memo is static and will not change based when the displayed record changes. Memos support multiple lines of text.
grid step
Change amount of space between each pixel in the grid.
snap to grid
When selected, field movements and positioning is restricted to the pixel increments designated in GRID STEP.
align left
Align selected fields with the leftmost selected field.
align right
Align selected fields with the rightmost selected field.
align top
Align selected fields with the topmost selected field.
align bottom
Align selected fields with the bottommost selected field.
equal vertical space
Equalize the vertical space between selected fields.
equal horizontal space
Equalize the horizontal space between selected fields.
adjust width
Adjust the widths of selected fields to that of the narrowest selected field.
reset label position
Reset selected labels to their default positions.
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Note: Designer Pop-Up Menu If Page Designer is open, you can right-click in the body of the Form for a pop-up menu that offers the same options as the Designer toolbar. Note: Aligning Selections Two or more fields must be chosen to use any of the positioning options. To choose multiple fields hold down and then click each of the fields you want to select. Alternatively, click and drag the cursor until all the fields you want to work with are encompassed.
Adding Images on a Form Use the procedures described above to add an image field to the form from the Available Fields pane of the Setup Fields dialog (e.g., Item Image, Style Image, Customer Image, etc.). Once the image field is positioned on the form, right-click it to display a pop-up menu containing the following options: Properties
Export an image, export a clip, or play a clip.
Get From Camera, File, or Twain
Assign an image from a Video for Windows source, an image file (*.gif, *.jpg, *.jpeg, *.bmp) , or use a Twain-compliant source (such as a scanner or digital camera) to
Clear Image
Clear the assigned image.
Assign Clip
Assign an image from any supported media files (*.avi, *.mov, *.mpeg, *.mpg).
Play Clip
Play the assigned clip.
Clear Clip
Clear the assigned clip.
scan an image.
Note: Images button The above menu selections can also be reached from the IMAGES button on the side menu after an image has been added to a form.
For more information on working with image files, refer to Chapter 2. Retail Pro Basics.
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Adding Active Links to a Form Layout By adding an active link to Form View layouts, mouse and touchscreen users can display an HTML page (in a separate browser window), launch a program file, or activate a side menu function, all from anywhere within the form layout. When the cursor is placed over an active link in a form, it is displayed as the typical "hand" icon indicating it is an active link. Active links can be added to any form layout as either a text link or a picture link. Text links and picture links work identically. The only difference is that with a picture link you can represent the link on the form with a graphic image. To add an active link to a form: 1. Display the form you want to change. Right-click anywhere in the form and select PAGE DESIGNER from the pop-up menu. 87. Select ADD ACTIVE TEXT LINK toolbar.
or ADD ACTIVE PICTURE LINK
from the Page Designer
88. If adding a picture link, browse for an image in the dialog that is displayed. The selected image is added to the form. Double-click the image to access the Link Properties dialog. If adding a text link, the Link Properties dialog is automatically opened. 89. Make entries in the Link Properties dialog. You can specify a caption (text link only) and either a Link or an Action. Caption - the caption is what will be displayed on the form for active text links. Link - specify the path to an HTML page or program executable file that will launch when the active link is selected. Action - specify an action that will be performed when the active link is selected from the drop-down list of available actions. The available list corresponds to the buttons available to add to the side menu. You can also use the Link Properties dialog to change the image assigned to an active picture link by selecting the picture BUTTON. 90. Select OK to close the Link Properties dialog. 91. Position the active link on the form as needed. Active picture links can be resized by dragging and dropping the image frame handles. 92. Select SAVE from the Page Designer toolbar.
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Distinguishing Editable and Uneditable Fields on a Form Layout You can optionally specify that uneditable fields on a form layout be displayed in a different color than editable fields. This makes it easy to determine which fields can be altered when editing a document. This option is defined for each form layout separately; thus you could select to distinguish between fields on your receipt Form View but not your purchasing Form View, or make uneditable fields blue on receipts but yellow on purchase orders, etc. To select the color in which to display uneditable fields: 1. Display the form you want to format. Right-click anywhere in the form and select PAGE DESIGNER from the pop-up menu. 87. If properties are not currently displayed, select the downarrow next to the properties button to toggle on the display of properties. If the current properties area is not form, select form from the drop-down list. 88. Select a color from the drop-down list in the Disabled Color field. Uneditable fields will be displayed in this color on the form layout. 89. Select SAVE from the Page Designer toolbar.
Menu Designer and Layout
On this sample receipt, uneditable fields have been shaded a different color than editable fields.
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Manager The Menu Designer makes it possible to include/exclude and rearrange buttons, create shortcuts for those buttons, change the height of the buttons, and move the side menu to the left or right side of the application window. The Menu Layout Manager makes it possible to have multiple side menu configurations (layouts), as defined in the Menu Designer, from which to choose. Perhaps for one application you would prefer the side menu to contain only the buttons you want available for specific users, placed in a specific order, and displayed on the left side of the window. For another application, you might require the toolbar displayed on the right side of the window, with buttons that are larger and have shortcut keys defined. Side menu layouts are stored in the workstation’s …\RPRO\LAYOUTS\ directory. Use the upload/download features of the Menu Layout Manager to copy layouts from one workstation to another, as appropriate. To access the Menu Designer and Menu Layout Manager, right-click anywhere in the side menu. A pop-up menu displays.
Menu Designer All available toolbar buttons and any dividing lines are listed in their current order. Click to hide/display buttons.
Display Buttons
A check mark indicates that the button is currently displayed on the side menu A small dot indicates the button is available to display, but is not currently displayed Position and select a dividing line to group related functions on the toolbar No icon means the button is always displayed and cannot be removed from the toolbar Menu Designer
Resulting Toolbar
Note that the Allocation Pattern button is displayed on the toolbar, but is not available in the specific program area this screen shot was taken from. Therefore it is grayed out on the actual toolbar. Arrange Display: Drag and drop buttons into the order you want them displayed. Shortcuts: Select the button for which you want to assign a shortcut and then press or .
Press the combination of keys that you would like to use as the shortcut. This can be any combination of , , or , and a function key. You will not be allowed to assign a combination if it is already designated as a shortcut for another button. To remove a shortcut, designate NONE by entering , , or . Press or to record the new designation. Copyright © 2009 Retail Pro. All rights reserved. 714
Retail Pro® 8 User’s Guide Note: is a shortcut key reserved by the system and cannot be assigned as a user-defined shortcut.
Button Height: The height of all the displayed buttons, and the pop-up menus associated with
those buttons, are affected by this setting. Toolbar Alignment: Display the side menu on either the left or the right side of the application
window. Pro Tip: Submenus Certain buttons on the side menu will open new menus, called submenus. You can include, exclude, and rearrange buttons on submenus using the same procedures used for the side menu. Buttons available on submenus are shown in a second pane on Menu Designer when you highlight the toolbar button that accesses the submenu. Often buttons that are available on the side menu are also available on submenus. If your toolbar is getting crowded, delete such buttons from the toolbar and place them on a submenu instead.
Menu Layout Manager new
Create a new side menu configuration.
rename
Rename the selected side menu layout.
copy
Copy the selected layout. Use to create a new layout starting from the settings already specified in the copied layout.
delete
Delete the selected layout.
download
Download a layout from the layout folder in your application to the Layout Manager. Layouts available for downloading are displayed when the option is selected. (Layouts are stored in …\RPRO\LAYOUTS\.)
upload
Upload the selected layout to the Layout folder in your application. The layout can then be downloaded to other workstations. (Layouts are located in …\RPRO\LAYOUTS\.)
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Layout and Page Manager Buttons Layout Manager
Page Manager
new
Add a layout.
Add a page to the Layout.
rename
Rename the selected layout.
Rename the selected page.
copy
Copy the selected layout.
Copy the selected page.
delete
Delete the selected layout.
Delete the selected page.
page font
Not applicable.
Define the page tabs font.
grid font
Not applicable.
Define the font for entries in the grid.
download
Download a layout from the Layout folder in your application to the Layout Manager. Layouts available for downloading are displayed when the option is selected. (Layouts are stored in … \rpro\layouts\.)
Not applicable.
upload
Upload the selected layout to the layout folder in your application. The layout can then be downloaded to other workstations. (Layouts are stored in …\rpro\layouts\.)
Not applicable.
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Page Designer Buttons fields
Move individual fields or groups of fields to Form.
add memo
Add a Form-related memo. (The memo is shown whenever the form is displayed.)
set tab order
Define the sequence the cursor will follow (from field to field) when is pressed.
grid step
Change amount of space between each pixel in the grid.
properties
Change the font or color of the entire Form; a single label or field; or group captions, labels or fields. In addition, images can be added to the Form.
snap to grid
Each time a field is repositioned using the arrow keys it will move the number of pixels designated in GRID STEP.
add form navigator
Add a touch toolbar to the Form. The touch toolbar enables users to navigate between fields and add an on-screen numeric or alphanumeric keypad.
align left
Align selected fields with the leftmost selected field.
delete
Delete selected field.
align right
Align selected fields with the rightmost selected field.
save & exit
Save work and exit Page Designer.
align top
Align selected fields with the topmost selected field.
exit without save
Exit the Page Designer without saving any changes made to the Form.
align bottom
Align selected fields with the bottommost selected field.
select background
Select a background image. (*.gif, *.jpg, *.jpeg, *.bmp)
equal vertical space
Equalize the vertical space between selected fields.
erase background
Remove any existing background from the Form.
equal horizontal space
Equalize the horizontal space between the selected fields.
add picture
Select an image. (*.gif, *.jpg, *.jpeg, *.bmp)
adjust width
Adjust the widths of the selected fields to that of the narrowest selected field.
add label
Add a description to the Form.
reset label position
Reset selected labels to their default positions.
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Designing Filters Within non-document modules such as Inventory and Customers, Filtered View allows users to display only records that match specific criteria. (Refer to Chapter 2. Basics for more information on using Filtered View.) You can custom design filters to make selected fields available for filtering.
1. Select filtered view from the side menu of relevant modules. The Criteria screen of the Filtered View dialog is displayed. 90. Right-click anywhere in the dialog and select filter design. The Filter Design screen is displayed. 91. Move each element that you would like to include in the filter above the gray divider bar. Do this in one of three ways: Double-click elements to move them above the divider bar. Use drag-and-drop procedures to move elements above the divider bar. Use drag-and-drop procedures to move the divider bar.
Divider bar.
You can quickly locate a particular element by typing the name of the element in the Find field. Retail Pro will automatically highlight closest matching element in the list. 93. Right-click anywhere in the dialog and select CRITERIA to return to the Criteria screen. The elements you selected are now available on this screen in the order in which they appear on the Filter Design screen.
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Program Labels The program labels module enables you to customize your Retail Pro terminology to best fit your business needs. A label can be either a field name in Form View or a column heading in List View. The program labels module contains a list of customizable labels used throughout Retail Pro excluding the reports module. The reports module includes its own label customization feature. This offers the user the flexibility to change program labels for all modules or on a module by module basis without having those changes affect reports. The user may want their report to have very short or long labels that would not be appropriate for other modules. (Refer to Chapter 14. General Reports for more information on report labels.) Warning: Changing Labels Changing program labels can make it more difficult for technicians to easily identify fields. However, it is possible to see the original program field label by resting the mouse pointer on that field. The Retail Pro 8-Series documentation assumes the use of the original labels.
Note: Program Labels and Security Administrator If you have registered Retail Pro with Security Administrator, you can control user access to the following actions in the program labels module on a user or group basis: System h Edit Program Labels (For more information, refer to Technical Supplement F1. Security Administrator.)
Preferences: Program Labels SYSTEM PREFERENCES h SYSTEM h Use user-defined labels in RPRO: 5 Select to allow the use of custom labels.
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Retail Pro® 8 User’s Guide To customize labels: 1. Select OPTIONS from Retail Pro's main menu top menu. 92. Select PROGRAM LABELS from the side menu. Program Labels are organized in six columns. The following is a description of each of those columns: Field
Usage
Label
The default term used by your installation of Retail Pro to describe this element. For example, Retail Pro uses the word Associate to define an employee.
Category/Schema
The area of Retail Pro where a label is located. (See Category/Schema section.) Employee may appear in several different areas, such as SOs, POs, TOs. A separate label can be defined for labels in each area they appear. This means if your stores are located in Italy but you purchase your merchandise from Spain, you can change all your Purchase Order labels to Spanish but leave your Transfer Order and Receipt labels in Italian.
Custom Label
Optionally define a label that will replace the system-defined label for this field. Labels can be up to twenty characters long. For example, you could change the term Associate to Salesperson.
Description
An unabbreviated description of the field name. For example, the description of ALU is Alternative Look Up.
Native Label
The name of the label in the program’s native language, English.
Native Category/ Schema
The location of the label in the program’s native language, English.
Label ID
A system-assigned number to help locate and track labels.
94. Find the label you would like to customize and in the Custom Label column enter a new term for that label. Edit all of the labels you want to change. Select CANCEL from the top menu to cancel an edit you are currently making. If you wish to delete a previously-made label, highlight the label and select DELETE from the top menu. 95. Select SAVE from the side menu to save all edits made this session and exit the module. Select CANCEL from the side menu to cancel all edits made this session and exit the module. Note: Order of Column Headings To change the order of the column headings, click and drag each heading into the appropriate position. Note: Layout Manager and Page Manager Right-click within the Program labels column headings to access Layout Manager and Page Manager functions. Follow standard procedures for creating layouts, pages, and including/excluding fields. (Refer to Menu Designer and Layout Manager sections for more information.)
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Category/Schema Category/Schema gives a short description of where a label is located within Retail Pro. The following table gives the name of each category/schema and the path to which it refers. Category/Schema
Retail Pro Location
CustHistory
POS h CUSTOMER h HISTORY h SALES HISTORY
Customer
POS h CUSTOMER
CustSOHistory
POS h CUSTOMER h HISTORY h SO HISTORY
Department
MERCHANDISE h DEPARTMENT
InventoryItem
MERCHANDISE h INVENTORY h ITEM VIEW and STYLE VIEW
InventoryItemPrices
MERCHANDISE h INVENTORY h FORM h
Prices field
InventoryItemQuantities
MERCHANDISE h INVENTORY h FORM h
Quantities field
Memo
ADJUSTMENTS h MEMOS
MemoItem
ADJUSTMENTS h MEMOS h FORM
PO
PURCHASING h PURCHASE ORDERS
POItem
PURCHASING h PURCHASE ORDERS h FORM
Receipt
POS h RECEIPTS
ReceiptItem
POS h RECEIPTS h FORM h
Slip
TRANSFERS h SLIPS
SlipItem
TRANSFERS h SLIPS h FORM h
SO
POS h SALES ORDERS
SODeposit
POS h SALES ORDERS h SO DEPOSITS
SODueTable
POS h SALES ORDERS h FORM h
SO Due Table field
SOHistory
POS h SALES ORDERS h FORM h
History field
SOItem
POS h SALES ORDERS h FORM h
Item List field
TO
TRANSFERS h TRANSFER ORDERS
Vendor
MERCHANDISE h VENDORS
VendorHistory
MERCHANDISE h VENDORS h HISTORY h RECEIVING HISTORY
VendorPOHistory
MERCHANDISE h VENDORS h HISTORY h PO HISTORY
Voucher
PURCHASING h VOUCHERS
VoucherItem
PURCHASING h VOUCHERS h FORM h
h Item List field
h Item List field
Item List field
Item List field
Item List field
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Appendix B: Preferences About Preferences The Preferences modules are used to configure Retail Pro to work with your hardware, to establish document security, and to customize many of the Retail Pro features to best suit the needs of your business. There are two types of preferences, workstation and system. Workstation preferences define workstation-specific settings and options including hardware setup and printing preferences. System preferences define settings and options that are shared by all workstations on a Retail Pro installation (network) and that configure all Retail Pro modules. Neither preference type modifies program settings that will change the structure of Retail Pro’s data files. Changes that affect your data file (such as the number of rows in inventory) should be made using RPRO DB. (Refer to Tool Supplement TS10. RPRO DB for more information.) You define preferences settings at the Main station and can poll them to your Remotes. You can poll: •
Global preferences:
•
Local preferences:
•
Workstation preferences:
most system preferences, especially those shared by all stores. non-global system preferences, specific to individual stores. preferences specific to a workstation, such as EFT options.
Automatic Backup of Preference Settings Preferences files are automatically backed up on edit/save. Upon program start-up, Retail Pro will check integrity of preference files and prompt to run RPRO DB to restore last backup if necessary.
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Workstation Preferences To define workstation preferences: 1. Select Options from the top menu and then W/S Preferences from the side menu.
W/S Preferences Tree
96. Choose the page containing the preference you want to change. Pages are displayed in tree format. Each of the branches on the tree is a page of preferences. (For example, in the tree shown to the right System, Documents, and EFT are each a page. Appearance and Scheduler are subpages.) Select
to view all the sub-pages contained in a branch.
Select
to hide sub-pages of a branch.
97. Edit the preferences you want to change. (Refer to the following tables for specific info.) 98. Select Save from the side menu to save changes made this session and exit. Alternatively, select Cancel to exit without saving.
Note: Saving If you are changing multiple preference settings, it is advised that you save and re-enter preferences a few times during that process. This way if there is a power surge or other system problem you will not lose all changes made.
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System Preferences 1. Select Options from the top menu, and then select System Preferences from the side menu. 93. Choose the node containing the preference you want to change. Pages are displayed in tree format. Select
to view all the sub-nodes.
Select
to hide sub-nodes.
99. Edit the preferences you want to change. 100. Select Save from the side menu to save changes made this session and exit. Alternatively, select Cancel to exit without saving changes.
Note: User-Definable Options No duplicate entries will be allowed for preferences with user-definable options.
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Workstation Preferences System In Workstation Preferences > System, you can change the path to various files and URLs.
Sales, Receiving, Transfer, and Adjustment History files Define the path to Sales, Receiving, Transfer, and Adjustment History files by either manually entering the path, or choosing the browse button and selecting the appropriate path.
EFT files Define the path to EFT files by either manually entering the path or selecting the browse button and choosing the appropriate path.
Home page URL Define the path to your home page URL by either manually entering the path or selecting the browse button and choosing the appropriate path.
E-Manuals URL Define the path to your e-manuals URL by either entering the path or selecting the browse button and choosing the appropriate path. Copyright © 2009 Retail Pro. All rights reserved. 725
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Workstation X/Z Define the path where a local sales file should be created and maintained for the purpose of running X/Z-Out reports. Running an X/Z-Out from a local sales file is faster than running it from the primary data resource (combined file of all workstations on the network).
Automatically logout Automatically logs out a user after a specified period of time has passed.
Minutes until user is automatically logged out Define the period of time, in minutes, before a user will be logged out. Default: 15 minutes
Prompt to create desktop shortcut when starting If selected, when users first access Retail Pro, a dialog will prompt them to create a desktop shortcut for the program.
Appearance In Workstation Preferences > System > Appearance, select various appearance/display settings.
Display on top toolbar Choose to display top menu buttons with text and icons, icons only, or text only.
Display on side toolbar Choose to display side menu buttons with text and icons, icons only, or text only.
Display navigation toolbar If selected, displays a toolbar that can be used to navigate the cursor between data fields, make data selections, and activate a touch keyboard or numeric keypad.
Display browser control bar If selected, displays a browser control bar that can be used to navigate the HTML pages displayed on the opening screen of Retail Pro. Copyright © 2009 Retail Pro. All rights reserved. 726
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When New is selected, the cursor position should Define the column the cursor will move to if New is selected while in List View in non-document modules (inventory, customers, vendors, departments).
Scheduler In Workstation Preferences > System > Scheduler, define your Retail Pro Scheduler setting.
Monitor for and restart Scheduler if required If selected, Retail Pro will monitor the system and restart Scheduler if a shortcut for Scheduler exists in your Windows startup group and it is not currently running.
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Offline Mode In Workstation Preferences > System > Offline Mode, define settings for Offline Mode.
(Refer to Technical Supplement E6. Offline Mode for more information.)
Enable use of Offline Mode Select to enable the use of offline mode for backup point of sale and offline reporting. None of the other offline mode options are available unless this option is selected.
Primary Data Resource (PDR) Enter or browse to the path (relative to the current workstation) to the network’s primary Retail Pro files (the primary data resource). The path must point to the …\RPRO folder.
Auxiliary Data Resource (ADR) Enter or browse to the path (relative to the current workstation) to the auxiliary data resource. The path must point to the …\RPRO folder.
Offline Mode path Enter or browse to the path of this workstation’s local data resource. The path must point to the …\RPRO folder.
Select the tenders that will be permitted when operating in Offline Mode Select the tenders, besides cash, to be allowed in offline mode. (Debit cards are not allowed in offline mode.) Copyright © 2009 Retail Pro. All rights reserved. 728
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Remind user to update the Local Data Resource if older than Display a reminder message to refresh the local data resource (LDR) when launching Retail Pro if the LDR is older than the defined time. Default: 1 day, 0 hours, 0 minutes
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Documents In Workstation Preferences > Documents, define settings related to Receipts, Sales Orders, Vouchers, document franking, and broker services.
Retain the same price level between Receipts If selected, defaults the next receipt to the active price level used in the previous receipt.
Print zero qty items when printing a receipt or SO If selected, prints items that are listed on the receipt or SO with a quantity of zero.
Allow the following Sales Order types Select the sales order types (Customer Orders, Special Orders, Layaways, Store Registries, Company Registries) that can be created at this workstation.
Allow only Pending Vouchers to be created at this workstation (Main) Select this preference to store all vouchers updated at this workstation as pending vouchers and to block them from being copied.
Document Franking in Receipts and SOs Select the tender types, checks and/or gift certificates that you want to print identifying information on the back of when tendered for a sale.
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Use Broker Services at this workstation If selected, transactional documents updating tasks will be turned over to Broker Services (optional, licensed program). The use of Broker Services must also be enabled in system preferences, and Broker Services must be installed and running or workstation will continue to update documents itself. (Refer to Broker Services documentation for more information.)
Documents > Options In Workstation Preferences > Documents > Options, select the default field (column) by which inventory will be sorted when you enter inventory from a document to select items, specify the default store to use when creating individual document types, and select whether to print tags for broken kit components.
Look up mode when using choose/edit from documents Select the default field (column) by which inventory will be sorted when you enter inventory from a document to select items. For example, when you select Choose/Edit item from the Receipts module, the items list will be sorted by the field selected in this preference. Find
can then be used to search by the mode selected to locate items to list on your document.
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Allow this workstation to define its own default stores (Main and Backroom stations only) If selected, enables this workstation to define its own default stores. Different workstations on a networked Main or backroom station can make receipts, vouchers, etc., for different stores.
Default store to use for Enter the number of the default store to be suggested on each type of document or record. The default is Store 0 for all document/record types. Notes: Customers: Define a store and station to be the default originating store for all new customer records at the workstation. Any valid store number and station identifier or “Main” can be entered. Enter a zero (0) as the station identifier to indicate that the customer record was created at the main station for another store. Example entries: 001A, Main, 0020. SO – Process At: Select from one of the processing Preferences > Point of Sale > Sales Order > Options.
stations predefined in System
SO – Sell From: This setting overrides the System Preferences > Point of Sale > Sales Order > Options > Sell From Store # preference at this workstation. Inventory: Select the default store to display when manually entering the inventory module. This setting does not apply when entering inventory by selecting Choose Items or Choose/Edit Items from a document. In this case, the inventory displayed will always be that of the store listed on the document. If using price-based stores, the appropriate price level is automatically displayed for the store shown in inventory.
Print tags for the broken kit components If selected, tags can be printed at POS (receipts, SOs) for the unsold components when a kit is broken.
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EFT In Workstation Preferences > EFT, you can select EFT settings for various functions, including credit card transactions.
Credit Cards - Type Select the type of electronic funds transfer and other credit card options. None:
None.
ACK:
Use ACK.
PPM:
Use Retail Pro’s preferred service provider.
Credit Pro: ICVerify: Shift4:
Use Credit Pro.
Use IC Verify.
Use Shift4
Close Credit Card dialog on approval If selected, once credit card has been approved, credit card dialog will automatically close.
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Automatically Update/Print after card approval If selected, automatically prints/updates transaction document as soon as credit card is approved if there is $0 due on the receipt. (Option only available if Close Credit Card Dialog on Approval is selected.)
Automatically start authorization after card swipe If selected, automatically starts the authorization process after the card is swiped. If not selected, the cashier must press/select OK in the authorization dialog.
Print EFT receipt Select when to print the receipt: •
During Authorization:
•
On Print/Update:
Prints receipt during authorization.
Prints receipt when Print/Update is selected.
EFT Options - None Record Credit Card Numbers If None is selected as the EFT Type, you can select to record credit card numbers from transactions.
EFT Options – ACK No options available
EFT Options – PPM AVS Prompt If PPM is selected as the EFT Type, then an option for displaying AVS Prompts is displayed. If AVS flags discrepancy with zip code on file, decide whether to always accept, prompt at point of sale, or never accept. (Only available if PPM is selected as the EFT Type.)
EFT Options – Credit Pro Pre-Dial Processor If Credit Pro is selected as the EFT Type, then an option for pre-dialing the processor is displayed. Select Never to never pre-dial the processor. Select Before Card is Swiped to pre-dial the processor before the card is swiped. Select After Card is Swiped to dial the processor after the card is swiped.
EFT Options – ICVerify Omit Apparent Duplicate Transactions If ICVerify is selected as the EFT Type, then an option for omitting apparent duplicate transactions is displayed.
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EFT Options – Shift4 Mandatory CVV2 If Shift4 is selected as the EFT Type, then an option for selecting mandatory CVV2 options is displayed. Select the card types for which CVV2 entry is mandatory. (CVV2 is the three-digit security code typically found in signature strip of cards) If selected, cashiers must enter the CVV2 when tendering by that card type.
Map Shift4 CCNames Select Map Shift4 CCNames to automatically map Shift4 CC Names to the card names.
EFT – Debit Cards Select which service to use debit cards and related options.
Debit Cards - Type None: PPM:
None.
Select to process debit cards with PPM.
PCCharge: Shift4:
Select to process debit cards with PCCharge.
Select to process debit cards with Shift4.
Retail Pro:
Select to process debit cards with Retail Pro Payment Services.
Allow Cashback Select to allow cashback on debit card transactions.
Maximum Cashback amount Enter the maximum amount of cashback allowed. (This option is only available if you have selected to allow cashback.)
EFT – Check Services Select a type of check service and related options.
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Type None: PPM:
None.
Select to use PPM to process check transactions.
Credit Pro: Shift4:
Select to use Credit Pro to process check transactions.
Select to use Shift4 to process check transactions.
PCCharge:
Select to use PCCharge to process check transactions.
Retail Pro:
Select to use Retail Pro Payment Services to process check transactions.
Advanced Editable Business Check fields Editable Personal Check fields Display these fields in the check tender dialog. Certain fields may be required by the check processor. Default: None
POS Resiliency (Only available if you choose Retail Pro or Shift4 as your EFT type)
Require Authorization for Credit Card Transactions If selected, Retail Pro requires authorization for credit card transactions.
Maximum Floor Limit Enter a maximum floor limit. Credit card transactions below the floor limit are automatically force authorized, while credit card transactions above the floor limit require manual authorization.
Mark Offline Transactions created under floor limit If selected, Retail Pro adds a default comment to any transaction under the floor limit while in offline mode.
Comment Field Select which Comment field to use for marking offline transactions.
Default Comment Enter a default comment to be written to the selected Comment field.
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EFT > Gift Cards In Workstation Preferences > EFT > Gift Cards, you can select EFT settings for gift card transactions.
Type None: PPM:
None.
Select to process gift cards with PPM.
Shift4:
Select to process gift cards with Shift 4.
PCCharge:
Select to process gift cards with PCCharge.
Retail Pro:
Select to process gift cards with Retail Pro Payment Solutions
Max Gift Card amount Enter the maximum amount allowed for a gift card.
Use Cash Out Limit (Shift4 only) If after using a gift card to tender a transaction, there is a remaining balance on the card, the clerk can have the option of “cashing out” the card, refunding the remaining balance to the customer. If selected, enables the Cast Our Limit field when making gift cards.
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Retail Pro® 8 User’s Guide
Cash Out Limit (Shift4 only) Enter the maximum amount (between 0.00 and 9,999,999.99) that can be cashed out on a gift card.
On Deactivation (Shift4 only) Receipt – Main:
Displays a new receipt and navigates to the main screen.
Receipt – Tender: Do nothing:
Displays a new receipt and navigates to the tender screen.
Immediately deactivates the card without displaying a receipt.
Increase Funds (Shift4 only) Immediate:
Funds added to the gift card are available for immediate use.
Post settlement:
Funds added to the gift card are available after settlement of the batch that includes the Increase Funds transaction.
Deactivation Reasons (Shift4 only) In the Reason column, enter up to 10 reasons for deactivating gift cards. When deactivating the card, the cashier will be able to choose from the pre-defined deactivation reasons. In the Default column, select the reason that will be displayed by default.
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Retail Pro® 8 User’s Guide
EFT > Options In Workstation Preferences > EFT > Options, you can select EFT settings for various options, including PPM and Shift4.
This workstation runs PPM server Select to make this the workstation on the network that runs PPM Server. PPM Server controls modem communication for the Payment Processing Module. In order to use PPM, one workstation on the network must run PPM Server.
Pre-dial processor Never:
Dials out for authorization after Authorize/Activate is selected.
Before card is swiped: Dials out Debit Card is selected as tender.
to the processor as soon as Credit Card, Gift Card Card, Check, or This is a convenient selection if you have a slow modem
connection. After card is swiped: Dials out you select Authorize/Activate.
to the processor after you enter card/check information, but before This is a useful selection if cashiers can’t seem to finish entering card or check information before the processor hangs up on the call (most processors automatically hang up if they do not receive information within a predetermined time period). Copyright © 2009 Retail Pro. All rights reserved. 739
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Shift4 Options Option
Description
Print all transactions
If selected, prints transaction information for every transaction.
NetAPI IP address
Enter IP address (see Shift4 documentation).
Credit Card/Gift/Check Timeout
Enter the time limit (for credit card, gift card, and check transactions) after which the processor will hang up if they do not receive information.
Debit Card Timeout
Enter the time limit (for debit card transactions) after which the processor will hang up if they do not receive information.
Api Serial Number
Enter the Api Serial Number.
Api Password
Enter the Api Password.
Use EFT configuration settings for workstation None:
None.
To use the EFT settings as they are defined for another workstation on your network, select the workstation number from the drop-down list.
Prompt for Gift Card transaction type If selected, ask if the transaction type is a gift card.
Retail Pro Payment Processing Options Option
Description
Debug Level
Select a debug level: Off: No information is stored for debugging purposes. Minimal: A minimal amount of information is stored for debugging purposes. Medium: A medium amount of information is stored for debugging purposes. Maximum: The maximum amount of information is stored for debugging purposes.
Server IP Address
Enter the IP Address of your RPPS server.
Server Port
Enter the port to be used for communication with the server.
Merchant ID
Enter your assigned merchant ID.
Seller ID
Enter your assigned seller ID.
Terminal ID
Enter your assigned terminal ID.
Modify Password
Select Modify if you need to modify the password.
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Retail Pro® 8 User’s Guide
Sequences In Workstation Preferences > Sequences, specify the next sequential number to be used for store credit IDs and gift certificates.
Next store Credit ID number Start the last five numbers in the Store Credit ID number at the specified number, moving ahead sequentially. (Only available if System Preferences > Receipts > Record/Suggest Store Credit ID Numbers is selected.)
Next Gift Certificate number Start the last five numbers in the Gift Certificate number at the specified number, moving ahead sequentially. (Only available if System Preferences > Receipts > Suggest Gift Certificate Number for Change Tender is selected.)
Sequences > Receipt In Workstation Preferences > Sequences > Receipt, specify the next sequential number to be used for receipts.
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Separate sequences for Sales/Return Receipts If selected, allow different numbering sequences for sales and return receipts. Otherwise, a shared sequence is used. (Only available if System Preferences > General Documents > Sequences > Receipts > Workstation-specific Receipt # Sequences is selected.)
Separate sequence for SO deposits If selected, allow different numbering sequences for SO deposits. Otherwise, a shared sequence is used. (Only available if System Preferences > General Documents > Sequences > Receipts > Workstation-specific Receipt # Sequences is selected.)
Next Receipt # (this workstation) Restart the receipt numbering sequence for both sales and return receipts at the specified number. (Only available if System Preferences > General Documents > Sequences > Receipts > Workstation-specific Receipt # Sequences is selected.)
Next Sales Receipt # (this workstation) Restart the numbering sequence for sales receipts at the specified number. (Only available if Separate Sequences for Sales/Return Receipts is selected.)
Next Return Receipt # (this workstation) Restart the numbering sequence for return receipts at the specified number. (Only available if Separate Sequences for Sales/Return Receipts is selected.)
Sequences > Voucher In Workstation Preferences > Sequences > Voucher, specify the next sequential number to be used for vouchers.
Separate sequences for Receiving/Return Vouchers If selected, allow different numbering sequences for receiving and return vouchers. Otherwise, a shared sequence is used. (Only available if System Preferences > General Documents > Sequences > Vouchers > Workstation-specific Voucher # Sequences is selected.) Copyright © 2009 Retail Pro. All rights reserved. 742
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Next Voucher # (all workstations) Restart the voucher numbering sequence at the specified number. (Only available if System Preferences > General Documents > Sequences > Vouchers > Workstation-specific Voucher # Sequences is selected.)
Next Receiving Voucher # (this workstation) Restart the numbering sequence for receiving vouchers at the specified number. (Only available if Separate Sequences for Receiving/Return Vouchers is selected.)
Next Return Voucher # (all workstations) Restart the numbering sequence for return vouchers at the specified number. (Only available if Separate Sequences for Receiving/Return Vouchers is selected.)
Sequences > Slip & Memo In Workstation Preferences > Sequences > Slip & Memo, specify the next sequential number to be used for slips and memos.
Next Slip # (this workstation) Restart the number sequence for slips at the specified number.
Next Memo # (this workstation Restart the number sequence for memos at the specified number.
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Retail Pro® 8 User’s Guide
Reports In Workstation Preferences > Reports, define various options relating to reports.
Insert a blank line after each subtotal line If selected, a blank line is inserted after each subtotal line in previewed and printed reports.
Use Workstation X/Z If selected, workstation-level X/Z-Out settings are used.
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Retail Pro® 8 User’s Guide
Peripherals In Workstation Preferences > Peripherals, specify options relating to OPOS, such as Magnetic Stripe Readers (MSR), keyboards, pinpads and printers.
OPOS MSR Type If you are using a Magnetic Stripe Reader (MSR), select OPOS 1.4 to enable using an OPOS 1.4 driver or OPOS 1.5 to enable using an OPOS 1.5 driver.
OPOS MSR device name Select or enter a MSR device name. (Only available if OPOS 1.4 or OPOS 1.5 is selected in the preference above.)
OPOS MSR Display type Select a display type for your MSR.
OPOS MSR Display device name Select or enter a MSR display device name. (Only available if OPOS 1.4 or OPOS 1.5 is selected in the preference above.)
OPOS Keyboard Type Select a keyboard type for your MSR. Copyright © 2009 Retail Pro. All rights reserved. 745
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OPOS Keyboard device name Select or enter an OPOS keyboard device name. (Only available if OPOS 1.4 or OPOS 1.5 is selected in the preference above.)
OPOS Pinpad Type Select a Pinpad type for your MSR.
OPOS Pinpad device name Select or enter an OPOS Pinpand device name. (Only available if OPOS 1.5 is selected in the preference above.)
OPOS Pinpad model Select the type of OPOS Pinpad to use. (Only available if OPOS 1.5 is selected in the preference above.)
Non-Windows POS Printer Type If you are using a non-Windows printer, select OPOS 1.4 to enable printing to compatible devices.
OPOS Scale Type Select the type of OPOS Scale to use.
OPOS Scale Device Name Select or enter a name for the OPOS Scale. (Only available if OPOS 1.5 is selected as the OPOS Scale Type.
OPOS Scanner Type Select the type of OPOS Scanner to use.
OPOS Scanner Device Name Select or enter a name for the OPOS Scanner. (Only available if OPOS 1.5 is selected as the OPOS Scanner Type.
Modem for PPM Select the modem to use for PPM. (Only available if the Workstation Preferences > EFT > This workstation runs PPM server option is selected.)
Number of lines returned by MSR If using a keyboard wedge MSR, designate the number of lines returned when a customer swipes his card through the reader.
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Retail Pro® 8 User’s Guide
Peripherals > Shopper Display In Workstation Preferences > Peripherals > Shopper Display, specify shopper display settings.
Shopper display type None:
No shopper display assigned.
PartnerTech: EMAX:
Configure Retail Pro for a PartnerTech shopper display.
Configure Retail Pro for an EMAX shopper display.
Casio 5100:
Configure Retail Pro for a Casio 5100 shopper display.
OPOS 1.4/1.5:
Configure Retail Pro to use either an OPOS version 1.4 or version 1.5 shopper
display.
Serial Port # (EMAX/Casio only) Choose the serial port to which you will connect the selected shopper display type.
Message (EMAX/Casio only) Enter the message to be displayed between sales. Default: Thank you Copyright © 2009 Retail Pro. All rights reserved. 747
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OPOS Shopper Display The following options are only available if an OPOS display type was selected above.
Device Name Select or enter the name of the OPOS device you are using.
Default Message: Select or enter the name of the OPOS device you are using. Specify the default messages to be displayed in Line 1 and Line 2.
New Receipt and SO message: Define how new receipt and SO messages for Line 1 and Line 2 should be aligned. Specify the Receipt and SO messages for Line 1 and Line 2.
POS line item display: Specify the type of POS line item display to be used in Line 1 and Line 2. You can choose to display nothing (blank), any one of selected document fields, or a user-defined message. Define how to align the POS line item display for Line 1
and Line 2. Available only if User-Defined is selected above.
Specify the user-defined message to be displayed for line items on Line 1 and Line 2. Only available if User-Defined is selected above.
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Peripherals > Cash Drawer In Workstation Preferences > Peripherals > Cash Drawer, specify the cash drawer port, tender types that automatically open the drawer, the timing of drawer opening, and other cash drawer options.
Cash drawer connected to Select the connection port or OPOS version for the cash drawer. Select None if there is no cash drawer. (The following settings are only available if a cash drawer connection is chosen and will vary depending on the type.)
OPOS Cash Drawer Name Select or enter the name of the OPOS device.
OPOS Cash Drawer printer name (for pass-through attachment) If using an OPOS cash drawer connected directly to a printer, select or enter the printer name. Otherwise, leave this field blank.
Opening tenders If selected, only open drawer for receipts tendered by the selected tender types. Copyright © 2009 Retail Pro. All rights reserved. 749
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Control characters for opening Specify the control characters used to open the cash drawer.
Serial port cash drawer model If using a cash drawer connected directly to your COM port, select or enter the model of cash drawer you are using.
Open cash drawer on $0.00 receipts If selected, cash drawer will open when $0.00 receipts are updated. Otherwise, only a non-zero total will open drawer.
Use cashier drawers If selected, allows the use of multiple cash drawers assigned to individual cashiers. Must be supported by your hardware and configuration. Each cashier’s drawer number is defined in system preferences.
Force drawer closed If selected, the cash drawer must be closed before a receipt can be started.
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Retail Pro® 8 User’s Guide
Peripherals > Portable Barcode In Workstation Preferences > Peripherals > Portable Barcode, specify options relating to barcode readers.
Barcode Reader Type Select the type of barcode reader used from the drop-down list. The selection here will determine which, if any, of the other settings in this group are available.
Delete Palm Scans after Upload If selected, scans are deleted after upload is completed. By default, scans are not deleted.
Retail Pro PT memory size Select the memory size of your RPRO PT.
Serial Port # Select the serial port to which your RPRO PT will be connected.
Opticon OPL-9728 Scanner To use the Opticon OPL-9728 scanner: 94. Register the .dll. 101.
Configure the scanner in Workstation Preferences.
102.
Configure the Scanner so that the Net0 protocol option is selected.
Registering the .dll The file Neto.dll is placed in the Retail\Rpro folder when the core update is applied. This file must be registered via Regsvr32.exe from the Windows Run prompt (example: "Regsvr32.exe c:\Retail\Rpro\Neto.dll").
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Retail Pro® 8 User’s Guide Configuring Workstation Preferences Once the DLL is registered, the device must be configured in Options>Workstation Preferences>Peripherals>Portable Barcode. Select Opticon from the Barcode Reader Type menu, and then select the appropriate Serial Port #. Baud Rate There is no Baud Rate setting in WS Preferences, however the device defaults internally to 115200. The COM port speed (Bits Per Second) in Windows Device Manager should be set to match for optimal performance. Uploading Data There are no means to upload data to the device or Smart Mode support. As a result, only the Barcode menu button will have any effect in relation to the Opticon. Configuring the Scanner On the scanner, navigate to; System menu > Communication > Protocol > Net0 protocol Select the Net0 protocol option.
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Retail Pro® 8 User’s Guide
Peripherals > EFT Devices In Workstation Preferences > Peripherals > EFT Devices, specify options relating to electronic funds transfer devices.
Contactless Device Option
Description
Device
Select VivoPay 3000/4000 as the device.
Serial Port #
Select the port to use for communication.
Port Speed
Select the port speed to use.
PIN Device Option
Description
Device
Select Verifone 1000 or Verifone 1000se as the device.
Serial Port #
Select the port to use for communication.
Port Speed
Select the port speed to use.
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Retail Pro® 8 User’s Guide
Printing In Workstation Preferences > Printing, specify various printing options, such as printer configurations and active printers.
Printing Choose an Area. If the Area chosen is an All area (for example All SOs) then you have the option to choose the following preference – Override individual document settings included in this Area. If this preference is selected then settings chosen for the All area will override any settings chosen for individual document types within that All area. Select Set Special Printer, if necessary, to set up a non-Windows printer that does not appear on the printer list. Users can create and then apply printer configuration files for speedy printer setup. A printer configuration file contains a predefined group of printer settings. Access this feature by selecting Printer Configurations. For detailed instructions on how to create and use printer configuration files, refer to Technical Supplement C1. Installing and Configuring Retail Pro.
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Retail Pro® 8 User’s Guide Override individual document settings included in this Area
If this preference is selected then settings chosen for the All area will override any settings chosen for individual document types within that All area.
Printers Specify printer settings for the chosen Area. Active:
If selected, the printer in the chosen row will be active for the selected area.
Printer:
A list of all of the printers available for the chosen area.
Design:
From a drop-down list, choose the document design to be used for the selected area when printing.
Copies:
Enter the number of copies to print each time this area type is printed.
Preview:
Select to automatically display a preview of what will be printed before actually printing
it. Paper Size:
From a drop-down list, select a paper size to use with this printer.
Allow change at time of printing Select any options (Printer, Design, Copies, Preview) you want to be able to change at the time of printing from the Allow change at time of printing preference.
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Retail Pro® 8 User’s Guide
System Preferences > Point of Sale In System Preferences > Point of Sale, select general options for point-of-sale operations.
Create a Security Receipt when Receipt in progress is exited:
If selected, creates a cancelled receipt if the associate exits from the POS Module when a receipt with listed items is in progress.
Drawer is opened manually:
If selected, creates a “drawer opened” receipt recording date, time, and associate each time the cash drawer is opened manually.
System is rebooted:
If selected, creates a “reboot detected” receipt that records the date, time, and associate if the system is rebooted while there is a receipt in progress.
Manager override:
If selected, creates a “manager override” receipt that records the date, time, and associate if a manager uses an override on a receipt (for example, to give a discount that a cashier is not permitted to give). Note: Security receipts are all numbered Receipt # 00000, are identified by entries in the field) and can be omitted from sales reports.
Comment 1
Availability checking Check available:
Alert if the stock available, after taking prior commitments on earlier SOs or TOs into account, is less than the quantity you are requesting.
Check on hand: Do not check:
Alert if the stock on hand is less than the quantity you are requesting.
Do not check availability when listing items or changing quantities on documents.
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Receipt/SO Customer Order/SO Special Order/SO Layaway/Out Slips Select the documents to which the availability checking option above applies.
Rounding multiple Specify the rounding multiple to be applied to selected tenders at point of sale.
Rounding method for base currency cash amount Normal:
Round to the nearest multiple. For example, if .10 is selected, .27 will round to .30, .22 to
.20. Up: Round up to the next multiple. For example, if .10 is selected, both .27 and .22 will round to .30. Down:
Round down to the previous multiple. For example, if .10 is selected, both .27 and .22 will round to .20.
Cash/Check/Charge/Credit Card/Debit Card/Gift Card/COD/StoreCredit/Deposit/Foreign Currency/Payments/Gift Certificate Select the tenders to round.
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Retail Pro® 8 User’s Guide
Point of Sale > Tender Requirements In System Preferences > Point of Sale > Tender Requirements, specify customer information requirements for various point of sale transactions.
Receipt Tenders For each tender type listed, select the check box in the Tender column to require customer information be entered on receipts tendered by that type. Select the check box in the Change column to require customer information be entered when giving change in that tender type. The customer fields required are set in the next preference option. Highlight a tender type in this area, then define the required customer fields in the next preference option for the highlighted tender type.
Required Customer Fields For the list of possible customer fields, select those that will require entries when tendering a receipt by the highlighted tender type (the affected tender type is displayed above the options box).
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Retail Pro® 8 User’s Guide
Point of Sale > EFT In System Preferences > Point of Sale > EFT, specify customer information requirements for various point of sale transactions.
Require credit card last 4 verification at point of sale (Only available for Shift4) If selected, this option forces the cashier to enter the last 4 digits of the credit card that was swiped. Retail Pro will compare the entered digits to the last 4 digits from the actual card swipe data to see if it matches. This feature helps prevent possible fraud situations where a person has copied the track to a dummy card and used it. .
Change CID/CVV2 Password If necessary, you can set or change the password used to override CID/CVV2 mismatches. Click the Modify button. Type the new password in the Enter new override password field, and then re-type the password in the field below. Click OK when you are finished.
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Mark CID/CVV2 override transactions If necessary, you can have Retail Pro automatically mark any CID/CVV2 override transactions. Select the checkbox, and then select the Comment field to which the mark will be entered: Comment 1 or Comment 2. In the Default Comment field, enter a default comment, such as “CVV2Override.”
Store encrypted card numbers If selected, credit and gift card numbers are stored in the database in an encrypted format. If this option is not selected, card numbers are not stored.
Perform level 2 processing when supported If selected, Retail Pro will perform level 2 processing, when level 2 processing is supported by the EFT provider.
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Point of Sale > Receipts In System Preferences > Point of Sale > Receipts, define general settings related to receipts.
After update go to From the drop-down list, select the default module page displayed after updating a receipt: the former receipts list, a blank new receipt form, or stay at the receipt tender screen.
Name of COD field Specify the label used for the COD field. Default: COD
Suggest Store Credit tender when available If selected, Retail Pro will suggest a store credit tender be used for customers with a positive store credit balance.
Check amount of Store Credit available If selected, when the sales associate tenders a purchase using store credit, Retail Pro will check the customer’s store credit balance and not allow the associate to tender an amount greater than the available credit.
Check charge balance Select to have Retail Pro check the customer’s available credit (their charge limit minus their charge balance). The associate will then be alerted if there is insufficient credit.
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Limit Receipt against SO to only items on that SO If selected, when making receipts that reference an SO, associates are only allowed to list items by bringing them from the SO.
Record/suggest Store Credit ID numbers If selected, when issuing Store Credit as a change tender, Retail Pro will suggest and record a Store Credit ID number.
Suggest Gift Certificate number for Change Tender If selected, when issuing a Gift Certificate as a change tender, Retail Pro will suggest a Gift Certificate number.
Generate new system ID for items with the ‘non-inventory’ flag If selected, every time an item flagged as a non-inventory item is listed on a receipt, it is listed with a new system ID. Therefore, such items can be broken out separately on reports.
Require customer field entries for: Return Receipts If selected, customer field entries will be required on return receipts.
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Point of Sale > Receipts > Tenders In System Preferences > Point of Sale > Receipts > Tenders, select whether or not change is allowed to be given for specific tender types and which tender types are allowed to be issued for a return.
Display change window when tendering by If a tender type is selected, then using that tender type and having change due will result in the display of a change window after Update is selected. The window displays the total amount tendered and the amount of change due. Default: 5 Cash
Allow these tenders on a return receipt Only tender types selected will be available to select from as the change tender type on a return receipt. Note: If a user is given the right to override return receipt tenders in Security Administrator, then every tender type will be available to that user regardless of what is selected here.
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Retail Pro® 8 User’s Guide
Point of Sale > Receipts > Comments/Terms In System Preferences > Point of Sale > Receipts > Comments/Terms, you define a list of comments to be available for entry on receipts. You can also select default comments for each of the Comment 1 and Comment 2 fields.
Comment List Define a list of comments to be available for selection on receipts.
Default Comments Define optional default entries for the Comment 1 and Comment 2 fields on receipts. The entries can be selected from the drop-down lists which contain all of the comments defined in the Comment List setting above. Free-form entries are also allowed.
Receipt Charge Terms Define up to 100 combinations of payment terms to be available for selection when tendering a sale by charge. Terms include: Dsc %: Discount percentage off of the total charge if it is paid within a certain number of days. Dsc Day: Number of days the customer has to pay the charge to receive the discount percentage. Net Day: Number of days until the undiscounted total is due. Copyright © 2009 Retail Pro. All rights reserved. 764
Retail Pro® 8 User’s Guide
Point of Sale > Sales Orders In System Preferences > Point of Sale > Sales Orders, specify general options relating to sales orders.
Minimum percentage for first deposit on Define the minimum default deposit amount (as a percentage of the SO total) for the first deposit received on Customer Orders, Special Orders, and Layaway Orders. Select the Require option to require that deposit. The default for each is 0%.
Allow a Lost Sale Receipt when deleting unfilled SOs If selected, allows the creation of a lost sale receipt when deleting an SO that is less than 100 % filled.
Number of days to keep archived SOs Specify the number of days SOs will be kept in the archived file before being purged. Default: 90
Require record sale Anytime:
Allow sale for an SO to be recorded anytime.
Before first deposit: After final deposit:
Require sale to be recorded before taking any deposits.
Record sale after the last deposit is taken on the SO and there is no remaining
balance. Copyright © 2009 Retail Pro. All rights reserved. 765
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Receipt message for backordered SO items Enter a message to print on receipts referencing an SO when there are still items on the SO with a positive Due Qty. Using Document Designer, you can add this message to your receipt design, as well as a field for the backordered items. (Refer to Chapter 12. Sales Orders or to Tool Supplement TS2. Document Designer for more information.)
Point of Sale > Sales Orders > Comments In System Preferences > Point of Sale > Sales Orders > Comments, pre-define a list of instructions and comments available on Sales Orders.
SO Instruction List Predefine a list of frequently used instructions to be available for selection on SOs.
SO Comment List Predefine a list of SO comments to be available for selection on SOs.
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Point of Sale > Sales Orders > Options In System Preferences > Point of Sale > Sales Orders > Options, you define various preferences related to sales orders.
Shipping Methods Define a list of allowed shipping methods. Defaults: FedEx, UPS Red, UPS Blue, UPS Ground.
Default shipping method Select a default shipping method from the drop-down list. The list includes all of the selections defined in the previous setting. Default: None
Processing Stations Define a list of allowed SO processing stations. Enter a store and station number that matches an assignment made in the Licensing tool. For example, enter 001A for station A at store 001. The first station on the list will be the default suggested on all new SOs. Default: the local station.
Sell from store # Specify the default sell from store for non-company registry SOs. Defaults: 1 at the Main; the local store at remotes. Copyright © 2009 Retail Pro. All rights reserved. 767
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Point of Sale > Customers In System Preferences > Point of Sale > Customers, specify general settings relating to customers.
Customer fields used in quick lookup at POS Specify the fields to be searched when using quick customer lookup on receipts and SOs. Fields shown in black and positioned above the divider bar will be searched in the order listed. Fields shown in gray below the divider bar will not be available for searching. To include a field, dragand-drop it above the bar or double-click it. The reverse can be done to exclude a field. and will also move selections.
Customer & Vendor Title Field Entries Predefine a convenient list of standardized entries to be available for selection in the Title field of customer and vendor records.
Customer Polling Specify the default sharing status to be suggested for all new customers.
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Order to display Full Name field Choose the order to display names in the Full Name field. Example: If a record has Sara in the First field, Edward in the Last field, and Ms. in the Title field, then, if you choose to display the Full Name field as Last, Title First, the system will automatically fill in the field with Edwards, Ms. Sara.
Number of prior months to include in period totals Specify the number of months prior to the current month to be included in the period totals displayed on the customer history summary screen. Default: 1 Note: Retail Pro will create history files for months that do not exist. Therefore, it is important if you are just starting to use Retail Pro to leave the setting at one so that blank customer history files will not be created and added to period totals.
Allow editing of Customer ID field Select to allow editing of the Customer ID field on customer records.
Allow duplicate Customer IDs Select to allow two or more customers to have the same Customer ID. The previous preference for editing Customer ID must also be selected in order to create duplicate Ids. Note: Selecting this option may cause a problem with your accounts receivable because a Customer ID may end up linked to two account numbers and Retail Pro will only update the first match it finds.
Zero out tax % for export customers If selected, export customers (customers who are not required to pay tax, or who can have a certain portion of tax they paid on merchandise in a country rebated to them) will have the Tax % field set to zero on receipts. Note: Export customers are only available only when VAT mode is active.
Limit Charge tender to AR customers only If selected, the Charge tender type will only be available for customers with the AR flag set to Yes or Export.
Allow charges against Charge Limit of zero Select to make the Charge tender available for customers with a zero charge limit. Typically used to allow immediate charges to new customers for whom a limit has not yet been set. Subject to AR customer preference above. Subject to normal security right of overriding limits.
Prevent duplicate customer names Select to prevent duplicate customer names. Retail Pro looks at first and last names for this purpose. Note: QuickBooks users that exchange data with Retail Pro should select this preference, as QuickBooks does not allow duplicate names.
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Use ZIP/Postal Code to lookup city/state Select to perform city/state lookup, as specified in the next setting, whenever an entry is made in a ZIP field.
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City/State placement Define a mask to map fields in the ZIP Code data file to Retail Pro Address 2 and/or Address 3 fields. The mask must specify which ZIP Code data field is to be written to which address field. It can optionally add spaces, punctuation, or any other character to the output addresses. ZIP Code data file fields: %1
= city
%2
= state
%3
= county
Retail Pro fields: #2
= Address 2
#3
= Address 3
Sample masks: City & state in Address 2 with comma: #2%1, %2 City in Address 2, state in Address 3: #2%1 #3%2
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Point of Sale > Customers > User-Defined In System Preferences > Point of Sale > Customers > User-Defined, enter field definitions and entries for your Customer user-defined fields.
Date Field Names Assign labels to the two user-defined customer date fields (UDF1-2). Example label: Birthday.
Text Field Names Assign labels to the six user-defined customer text fields (UDF3-8). Example label: Shirt Size.
Text Field Entries Select a Text Field Name from the drop-down list and predefine a convenient list of entries to be available for selection in that user-defined text field. Free-form entries will still be allowed.
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Point of Sale > Customers > Aux Fields In System Preferences > Point of Sale > Customers > Aux Fields, enter field definitions and entries for your Customer auxiliary fields.
Field Names Assign labels to the 12 auxiliary fields. Default: Aux 1 through Aux 12.
Text Field Entries Select a field name from the drop-down list and predefine a list of entries to be available for selection in that user-defined auxiliary field. Each entry can be up to 20 characters long and up to 1560 can be predefined. Free-form entries are still allowed.
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Point of Sale > Price/Discounts In System Preferences > Point of Sale > Price/Discounts, define general preferences for how Retail Pro® handles prices and discounts.
Discount types Define a list of names to be used to identify line item discounts at POS and on reports.
Allow global discount to be spread on If selected, allows associates to distribute global discount amounts over all the items listed on receipts and/or SOs. (A discount type can be assigned to the spread discount.)
Prompt to spread when going to tender/saving SO If selected, and Receipt and/or SO are selected in the preference above, the user will be prompted to spread the global discount when tendering a receipt or saving an SO with a global discount entered.
Bring original price from price level For comparison pricing, specify a price level from which the Orig P$ will be taken. All price changes will be compared to this price. For this option to work, Use Price Based Stores and Use Accumulated Discounting must be deselected. Default: Active
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Use customer defined price levels If selected, activates the use of customer price levels. A price level can be assigned to a customer on his customer record. That price level will be automatically suggested on all receipts and sales orders for this customer.
Use quantity pricing If selected, activates quantity pricing. Depending on the quantity listed on receipts and SOs, different prices will be suggested.
Forward Based Quantity Pricing This option enables retailers to assign a quantity of zero (0) to price levels above and below other quantity pricing assignments. If the option is selected, Retail Pro will scan forward within the pricing for that item based on the document's active price level (dependent on Store-based price levels, customer price levels, or current active level from inventory). Retail Pro will continue to scan forward until it has found a match for the qty entered for the item in question, not stopping on a value of zero for qty-based pricing as it does now. For example, a retailer may have an item with four price levels. Price Level 1 = Qty 0, Price 4.00 Price Level 2 = Qty 0, Price 3.00 Price Level 3 = Qty 0, Price 5.00 Price Level 4 = Qty 3, Price 1.00 If the item is entered on a receipt with a quantity of three (3), then Retail Pro would apply price level 4p (Price 1.00).
Use accumulated discounting Applies each successive line item discount to the previously discounted price (Rcpt P$), thus incorporating the previous discount. Applies each successive line item discount to the original price (Orig P$), thus overwriting (discarding) the previous discount.
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Point of Sale > Credit Cards In System Preferences > Point of Sale > Credit Cards, define settings for credit card transactions, including a list of accepted credit cards and the number ranges used for those cards.
Credit Card Names: EFT Processes the selected card types using EFT.
Card Define the list of allowed credit card names. When tendering by credit card, the first credit card defined will be the card name suggested. Defaults: Amex, Master, Visa
Credit Card Ranges To automate the entry of credit card names, predefine up to 16 card number ranges and associate a card name with each one. Enter all digits for the ending card number, as shown below. You must enter a lower range, upper range, and card type for each card. Defaults: 3400000
3499999999999999
AMEX
3700000
3799999999999999
AMEX
4000000
4999999999999999
VISA
5100000
5599999999999999
MASTERCARD
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Point of Sale > Fees/Shipment In System Preferences > Point of Sale > Fees/Shipment, define types of POS fees and various shipping options.
POS Fee Types: Name, Tax%, Tax Incl., Class, Req. Cust. Predefine a list of POS fee types to select from in the Fee Type field on SOs and receipts. The applicable tax rate, if any, to apply to fee and shipping amounts of the specified type. If selected, the fee or shipping amount entered will include tax (as is typically done when using VAT). Class assignment for this fee type. You can filter reports by Class to include or exclude a group of fee types. Default: 0 If selected, a billing customer entry is required on receipts listing this fee type (before fee type can be selected).
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Include tax when computing the shipping amount Compute the cost of shipping using the receipt total after tax was added. Compute the cost of shipping using the receipt subtotal (tax not included).
Have a default percentage Use the specified default percentage for surtax or other variable amount to be calculated as percentages. Allow only manual entry of amounts.
Default Percent If using a default percentage, specify the percentage.
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Point of Sale > POS Flags/Note Field In System Preferences > Point of Sale > POS Flags/Note Field, define the POS flags and notes.
Define POS Flags and Specify Defaults: Menu name, Options, Required (Defaults shown as raised cells.) Define up to three flag menu names for receipts and SOs. For each menu enter up to seven predefined options. To specify defaults, click on an option or press while your cursor is positioned on that option. Defaults will be shown as raised cells. Last flag (use the same flag as used on the previous receipt or SO) and No flag are offered as options for the default. For each menu enter up to seven predefined options. To specify defaults, click on an option or press while your cursor is positioned on that option. Defaults will be shown as raised cells. Last flag (use the same flag as used on the previous receipt or SO) and No flag are offered as options for the default.
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Require a Note field entry on Sales Orders/Sales Receipts/Lost Sales Receipts/Return Receipts If selected, require an entry in the specified POS flag field(s) on the selected document types.
Point of Sale > X/Z-Out In System Preferences > Point of Sale > X/Z-Out, define whether the cashier is required to provide a manual media count for various tender types and specify the number of days Z-Out files are kept before purging.
Number of days to keep Z-Out files Specify the number of days Z-Out files are kept before purging. Default: 90
Require a manual media count of If a media type is selected, require associates to manually count and/or check off individual items of that media type.
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Point of Sale > Packages/Kits In System Preferences > Point of Sale > Packages/Kits, specify whether package and kit information prints on receipts and SOs.
Print Package Item on receipts & SOs If selected, a package item will print on the customer receipt or SO.
Print Package Item price on receipts & SOs If selected, the package item price will also print on the customer receipt or SO. Only available if the preference above is also selected.
Print Kit Item on receipts & SOs If selected, a kit item will print on the customer receipt or SO.
Print Kit Item price on receipts & SOs If selected, the kit item price will also print on the customer receipt or SO. Only available if the preference above is also selected.
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System Preferences > Merchandise In System Preferences > Merchandise, define general settings for identifying inventory items and handling prices and costs.
Use decimal quantities If selected, partial units are allowed. For example, 2.75 yds. Otherwise, allow only whole units.
Number of decimals to use for price & cost Display the specified number of decimal places in price and cost values.
Allow duplicate ALUs Select to allow the same ALU to be assigned to more than one item.
Copy edits of which Desc. field to ALU field Edits to description fields will not affect the ALU field. When editing the Desc 1 field, changes will also be recorded in the ALU field. When editing the Desc 2 field, changes will also be recorded in the ALU field.
Source for Item SID generation System:
System generates Item SIDS (strongly recommend).
UPC # field: Creates Item SIDs from the UPC #. (Refer to TS7. The Corporate Tool for more information.) ALU field: Creates Item SIDs from the ALU. (To use, the Allow Duplicate ALUs preference must not be selected.)
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Source for Style SID generation System:
System generates Style SIDS (strongly recommend).
ALU field: Creates Style SIDs from the ALU. (To use, the Allow Duplicate ALUs preference must not be selected.)
Use first characters for Style SID generation When generating Style SIDs from the ALU #, the number of characters from the ALU field that will be used to generate the Style SID. For this method to work, the user must make certain that those characters are the same for all members of the style and are unique for each style.
Merchandise > Vendors In System Preferences > Merchandise > Vendors, specify general settings relating to vendors.
Record vendor name in Desc 2 field of inventory Select to automatically record the vendor name in the Desc 2 field when adding new items.
Number of prior months to include in period totals Specify the number of months prior to the current month to be included in the period totals displayed on the vendor history summary screen. Note: Retail Pro will create history files for months that do not exist. Therefore, it is important if you are just starting to use Retail Pro, to leave the setting at 1 (one) so that blank vendor history files will not be created and added to period totals.
Use Trade Discount Select to activate trade discounts. Trade discounts are entered in the Trade Discount % field in the vendor file and inventory. If you select to activate trade discounts, Retail Pro uses the entered % to automatically calculate an Ord C$ for each item. Therefore, the preference settings Use Order Cost on POs and Vouchers and Update Order Cost When Making Vouchers will be disabled. (Refer to Chapter 4. Inventory for more information.)
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Merchandise > Vendors > User-Defined In System Preferences > Merchandise > Vendors > User-Defined, enter field definitions and entries for your vendor user-defined fields.
Date Field Names Labels for the two user-defined vendor date fields.
Text Field Names Labels for the six user-defined vendor text fields.
Text Field Entries Select a Text Field Name from the drop-down list and predefine a convenient list of entries to be available for selection in that user-defined text field. Free-form entries will still be allowed.
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Merchandise > Options In System Preferences > Merchandise > Options, define settings for various merchandise options.
Suggest first and last received dates Select to have the current date entered in the First Rcvd and Last Rcvd date fields when adding a new item to inventory.
Provide a warning when entering a cost in inventory or on documents that is greater than the old cost by nn% Select to display a warning when the user enters a new cost value that is greater than the item’s current cost in inventory by a user-defined percentage (nn%). The warning is a safeguard against data-entry errors. Enter the percentage at which you want the warning to be issued.
Do not use committed Select to discontinue updating or displaying of the Committed file. The Build Committed tool can be used to update the Committed file after a period of disuse.
Use thousand separator for quantity Select to mark the thousand place with a separator for quantity values. For example, 1,000 instead of 1000.
Use thousand separator for currency Select to mark the thousand place with a separator for currency values.
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Use currency symbol If selected, currency values will be shown with the appropriate currency symbol.
Price Tag code Enter a character to replace each number (0-9) when selecting to print cost and received dates in code on price tags.
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Merchandise > User-Defined In System Preferences > Merchandise > User-Defined, enter field definitions and entries for your Merchandise user-defined fields.
Inventory user-defined field names These two fields are free-form entry fields in inventory. Entries made in inventory can be up to 20 characters. This setting simply defines the labels on these fields.
Name field Specify a label for the blank inventory name field. Default: UDF Name
Date field Specify a label for the blank inventory date field. Default: UDF Date
User-Defined Fields The next two settings differ from those above in that the affected fields DO NOT allow free form entries in inventory. Only the entries pre-defined here can be selected.
Field Names Assign labels to the inventory miscellaneous fields. Defaults: Misc 1 through Misc 4.
Text Field Entries Select a Field Name from the drop-down list and predefine a convenient list of entries to be available for selection in that user-defined field. You can predefine up to 255 entries for each of these inventory fields.
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Merchandise > Aux Fields In System Preferences > Merchandise > Aux Fields, enter field definitions and entries for your Merchandise auxiliary fields.
Field Names Assign labels to the 8 auxiliary fields. Defaults: Aux 1 through Aux 8.
Text Field Entries Select a Field Name from the drop-down list and predefine a convenient list of entries to be available for selection in that user-defined auxiliary field. Each Aux field entry can be up to 20 characters long and up to 1560 entries can be defined.
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Merchandise > Pricing In System Preferences > Merchandise > Pricing, select pricing settings.
Price Levels Establish up to 240 price levels. Secure: Designate a price level as secure by selecting the check box for that level. Secure price levels can be viewed and applied only by users given the right to do so in Security Administrator. Name: Assign an optional name to each price level. Default is sequential numbers 1 - 240.
Have Mrg%, MkUp%, and Coef affect Price:
When editing M%, MUP%, or COEF, have the change affect Inven P$ and not Cost.
Cost:
When editing M%, MUP%, or COEF, have the change affect Cost and not Inven P$.
Use P$T$ when calculating Margin % Option
Description
Use P$T$ when calculating Margin %
If selected, uses P$T$ rather than P$ when calculating the Margin %.
Use P$T$ when calculating Mark Up %
If selected, uses P$T$ rather than P$ when calculating the Mark Up %.
Use P$T$ when calculating Coefficient
If selected, uses P$T$ rather than P$ when calculating the coefficient.
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Price Level Select the price level to be used when calculating discount percentages and amounts for tag printing. The price level specified here will be used to calculate entries in the Sale Disc% and Sale Disc$ fields in various modules.
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Merchandise > Pricing > Advanced In System Preferences > Merchandise > Pricing > Advanced, define adjusting and rounding instructions for prices. Note: You must then apply the pricing method to inventory to actually change prices. See Pricing Methods section of the Retail Pro® 9 Series User’s Guide.
Adjusting Table Define price adjusting instructions. Adjusting modifies prices to exactly match the nearest defined adjusting level. All digits in the adjusting level will be included in the adjusted prices. Example: If adjusting levels of .29 and .79 are entered, then 27.38 is adjusted to 27.29 and 26.60 to 26.79.
Rounding Table Select the smallest amount that you want to round to. If you select “No”, then you will still round to the number of decimal places assigned to that currency. Optionally, offset the rounded amount. To define instructions: Enter the lowest amount to be included in a range in the From column and the highest amount in the To column. From the Round column’s drop-down menu, select a rounding amount. A rounding level of 1 will yield prices such as 1.00, 2.00, 13.00. Optionally, enter an offset amount in the Offset column. For example, an offset of -.01 will subtract .01 after the number is rounded, therefore 1.51 would round to 2.00 and then be offset to 1.99.
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Merchandise > Scales In System Preferences > Merchandise > Scales, define scales for creating inventory styles. For each scale, define the sizes/attributes to use.
Scale Define size/attribute scales that can be used when adding new style grids in inventory. Select Add, enter a scale name, and click OK. Enter attributes in the Attribute row and sizes in the Size column. Retail Pro will assign a Scale # to each scale after it has been saved. Scales can also be edited, copied, and deleted. Edit
Select the scale to be edited from the Name drop-down menu and edit as needed.
Delete Select the scale to be deleted from the Name drop-down menu and choose Delete. Copy Select the scale to be copied from the Name drop-down menu, select Copy, and choose a name for the new scale.
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Merchandise > Scales > Size Patterns In System Preferences > Merchandise > Scales > Size Patterns, define size patterns for creating inventory styles.
Size Pattern Define size patterns to be associated with size/attribute scales. Several patterns can be associated with the same scale. 1. Select a scale from the Scale drop-down menu. 2. Select Add, enter a size pattern name, and click OK. 3. Enter the pattern quantities in the appropriate size/attribute combination fields. Patterns can also be edited, copied, and deleted. Edit
Select the pattern to be edited from the Size Pattern drop-down menu and edit as needed.
Delete Select the pattern to be deleted from the Size Pattern drop-down menu and choose Delete. Copy Select the pattern to be copied from the Size Pattern drop-down menu, select Copy, and choose a name for the new pattern.
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Merchandise > Utilities In System Preferences > Merchandise > Utilities, define Min/Max and Clean House settings.
Ignore Min/Max locking in inventory (Inactive.) Allow two or more workstations on a network to edit Min/Max levels in inventory at the same time. Allow only one workstation at a time to edit Min/Max levels in inventory.
Always round calculated New Min/New Max up (Inactive.) Always round any fractional quantities up to the next whole unit. Round any fractional quantities normally.
Determine committed information for Clean House by reading By default, Clean House will look at the committed file to determine if an item can safely be deleted. Select Order Files to have Clean House look at order documents instead. If you select to not use the committed file, Order Files is automatically selected.
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Merchandise > Serial/Lot Numbers In System Preferences > Merchandise > Serial/Lot Numbers, define settings related to serial/lot number items.
Prompt for serial numbers when adding full control items on SOs Select to display a prompt when a full control item is added on SOs.
Prompt for serial numbers when adding/editing partial control items in: Specify the documents where prompts will appear when you add a partial control item to a document or edit the quantity.
Prompt for lot numbers when adding full control items on SOs Select to display a prompt when a full control item is added on SOs.
Prompt for lot numbers when adding/editing partial control items in: Specify the documents where prompts will appear when you add a partial control item to a document or edit the quantity.
Alert user when an item’s lot number expiration date has passed. If selected, Retail Pro warns the user when an item whose lot number is past its expiration date is listed on a receipt.
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Block the sale of an item past its expiration date If selected, Retail Pro prevents you from completing the sale if the item’s lot number is past its expiration date. Note: If you select to block the sale of a lot number item past its expiration date, you can still allow managers and others to override the preference. To do this, assign the security permission in Security Administrator: Allow the sale of an item whose expiration date has passed. (found in the RPRO v8 > System area of Security Administrator)
System Preferences > Purchasing In System Preferences > Purchasing, define various settings related to purchase orders and vouchers.
Copy to new (inven.) items DOC Price:
Automatically copy Doc.Prc and Doc.Prc w/Tax to Inven P$ and Inven P$T$ for new items being ordered on a PO.
DOC Cost:
Automatically copy Doc.Cost to Cost in inventory for new items being ordered on a
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Use inventory costing method This setting is applied when merchandise is received and the voucher cost (Voucher C$) differs from the inventory cost (Cost). Undefined:
Allow the associate receiving the merchandise to specify the cost handling method to
be used. Average:
Always average the inventory and voucher costs.
Overwrite: Leave:
Always overwrite the Cost with the Voucher C$.
Always leave the Cost unchanged.
If you are tracking cost adjustments, note that adjustment memos are created for cost changes on vouchers only if the inventory costing method is Overwrite or Leave.
Use Order Cost on POs and Vouchers If selected, have Retail Pro suggest the Order C$ as the PO C$ or Voucher C$ when listing items on a PO or voucher. If unselected, have Retail Pro suggest the Cost as the PO C$ or Voucher C$ when listing items on a PO or voucher. Note: This preference setting will be disabled if you have selected Use Trade Discounts in system preferences.
Update Order Cost when making Vouchers If selected, automatically record Voucher C$ as Order C$ in inventory each time an item is received on a voucher. If unselected, leave Order C$ unchanged. Note: This preference setting will be disabled if you have selected Use Trade Discounts in system preferences.
Allow Voucher to update inventory prices This setting is applied when merchandise is received and the voucher price (Voucher P$) differs from the corresponding price in inventory. If selected, have Retail Pro overwrite inventory prices with Voucher P$ when auto-updating vouchers during polling or when batch updating; when manually updating individual vouchers, have Retail Pro give you the option to overwrite inventory prices. If unselected, never affect inventory prices.
PO/Voucher fee types Define a list of fee types that can be selected from to identify fees on POs and vouchers.
Number of days to keep archived POs Specify the number of days past the cancel date when archived POs are eligible for purging. Default: 90
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Order by cases only Select to restrict quantities ordered on POs to whole cases for items defined in inventory as "bythe-case" items.
Case rounding method When Auto PO reorders “by-the-case” merchandise, it always rounds up to the nearest whole case. Example: An item comes in 5 units per case. You want to restock the item to its Min level, which is 25, and there are currently 9 items in stock. Sixteen items are needed to bring the item to its Min level. Auto PO will round up to the nearest whole case and order 4 cases (20 items). When Auto PO reorders “by-the-case” merchandise, it should always round down to the nearest whole case. Using the same example above, Auto PO would round down and order 3 cases (15 items). When Auto PO reorders “by-the-case” merchandise, it should round up or down to the nearest whole case. Using the same example above, Auto PO would round down and order 3 cases (15 items). If 19 items were needed to reach the Min level, Auto PO would round up and order 4 cases (20 items).
Restrict to one Vendor per PO/Voucher Select to restrict each PO and voucher to items whose vendor code (Vend Code) matches the Vend in the document header.
Code
Require comment on Vouchers Select to require an entry in at least one of the Comment fields on each voucher before it is updated.
Use automatic store groupings Applies only when printing POs in multi-store format. If selected, combine stores with identical ordered items and quantities into groups and print the items and quantities only once per group. Otherwise, always print the items/quantities for each store separately.
Allow receiving against a PO after PO cancel date If selected, allow receiving against a PO even if its cancel date has passed.
Allow POs with more than 500 items If selected, large POs can be created listing up to 8000 items. Warning: This feature is intended for use by retailers using automated purchasing/receiving systems. Substantial slowdowns in system speed can result in the PO module when making large POs manually.
Allow negative quantities on Vouchers Select to allow negative quantities on vouchers. This makes it possible to return merchandise to the vendor by listing negative quantities on a receiving voucher. Otherwise, a return voucher must be used.
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Purchasing > Comments In System Preferences > Purchasing > Comments, define comments to be available on purchase orders and vouchers.
PO Instructions Define up to five lines of optional instructions for all POs. Instructions can include text and/or data entry fields. Default: FOB and Confirmation # (data entry fields).
Voucher Comments Predefine a list of comments that will be available for selection in each of the voucher comment fields.
Voucher Default Comments Enter or select optional default entries that will appear in the comment fields. Other comments can still be selected from the drop-down list on vouchers.
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System Preferences > Transfers In System Preferences > Transfers, define general instructions for handling transfers.
Method for generating slips from a TO When auto-generating out slips from a TO, this setting determines the distribution when the quantity on hand for an item at the source store is less than the quantity assigned on the TO. (Refer to Chapter 8. Transfers for a detailed description of each option.)
After update go to Specify the default module screen displayed after updating a slip: the former slip list or a blank slip form.
Require a comment on out slips If selected, requires an entry in the Comment field on each out slip before updating.
Allow inter-company transfers If selected, allows transfers between different Mains (separate financial units) within a parent company. Define subsidiary/stores on the Sub/Stores page (see below).
Require Matching In Slips to file pairs (Available at the Main station only) If selected, requires both an out slip and a matched slip to update and file the pair of slips. If not selected, only out slips are required.
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Allow creation of In Slips from Out Slips If selected, in slips can be created by referencing an out slip. To function at remotes, polling properties must also be set to relay out slips to the remotes.
Slip Comments Predefine a list of comments that will be available for selection from drop-down lists in each of a slip’s comment fields.
Slip Default Comments Enter optional default entries that will appear in the designated comment fields. Other comments can still be selected from the drop-down lists on slips.
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Transfers > In Transit In System Preferences > Transfers > In Transit, define the default Days in Transit to use when transferring merchandise between specific Subsidiary/Store combinations.
Track merchandise in transit If selected, deduct transferred items from the source inventory when the out slip is made or received at the Main. Show the item as being in-transit until the Days in Transit requirement on the out slip is met. At that point, deduct them from in-transit and add them to the destination inventory. If not selected, add transferred items to the destination inventory and deduct them from the source inventory when the out slip is made or received by the Main. Warning: All slips in the transfer verification file should be processed before changing this setting at the Main to avoid introducing inventory quantity errors. Note: Generally, this setting should be the same at all locations. When this setting is selected at the Main, Retail Pro creates new in-transit data from the unmatched out slips in the transfer verification file. When this setting is deselected at any station, existing in-transit data will be deleted.
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Days in Transit Grid (Main only) Define the default Days in Transit values for all combinations of From and To transfer locations. The defined values will automatically be recorded on out slips when they are created or received at the Main and tracking in-transit. (Refer to Chapter 8. Transfers for more information.)
Weekday Exclusions (Main only) Select the days of the week that should not be included when calculating Days in Transit values. Example: If Sunday is selected, then Sunday will not count towards completing the required Days in Transit to complete a transfer on an out slip.
Date Exclusions (Main only) Specify dates that should not be included in Days in Transit calculations, i.e. Holidays. Select Recurring if this date should be excluded every year.
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Transfers > Slip Mismatch In System Preferences > Transfers > Slip Mismatch, define the rules that will govern autoresolution of slip mismatches.
Mismatch Rules (Main only) Define the rules that will govern auto-resolution of slip mismatches. Applies only when in slips are required to file slip pairs. Specify threshold values for cost, quantity, and Item # discrepancies in mismatched pairs, and the resolution action that should be taken when the thresholds are not exceeded, for each From and To location combination. Use "Any" in location fields to make a rule apply to all locations. (Refer to Chapter 8. Transfers for more information.)
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Transfers > Sub/Stores In System Preferences > Transfers > Sub/Stores, add or remove sub/stores to be used in conjunction with inter-company transfers.
Current Subsidiary ID Enter the current subsidiary ID.
Subsidiary/Store User-defined: Used in conjunction with the inter-company transfer option. Select Add to define a new sub/store or Delete to remove one from the table. Sub/Store: Sub:
Display-only file comprised of Sub and Store field entries.
Enter a 3-digit subsidiary number.
Store:
Enter the store number given within the subsidiary.
Store name: Global #:
Enter a name for this store, up to 40 characters.
Enter the unique store number assigned by the corporate system.
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System Preferences > Adjustments In System Preferences > Adjustments, you define the following preferences: •
Specify when Retail Pro® generates adjustment memos.
•
Choose whether or not to require comments on memos.
•
Choose to display quantity information on price/cost memos.
•
Define your list of pre-defined adjustment reasons.
Require a memo to change Quantity:
If selected, track adjustments to inventory quantities that will not be recorded on other history documents.
Price:
If selected, track adjustments to inventory prices that will not be recorded on other history documents. Cost: If selected, track adjustments to inventory costs that will not be recorded on other history documents.
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Retail Pro® 8 User’s Guide Note: For each memo type specified, Retail Pro will block manual editing of that value in inventory. Once tracking options have been selected, they should remain so to maintain a continuous audit trail. A tracking switch log records when a memo option is unchecked. Default:
Save store quantities for Price/Cost Memos Select to record the current on-hand store quantities on price and cost memos. This provides a historical record of the quantity on hand in each store (Str O/H) when writing down inventory costs, etc., rather than only the on hand quantity of the entire company (Cmp O/H). However, recording store data consumes considerable disk space. Note: This data is not displayed on former memos but is available when creating Adjustment Summary Reports or using any program that draws its data from RDW (e.g., DSS, Flash Query). In order for Store-based inventory accounts to work properly, this option must be selected.
Require a comment on Memos Select to record the current on-hand store quantities on price and cost memos. This provides a historical record of the quantity on hand in each store (Str O/H) when writing down inventory costs, etc., rather than only the on hand quantity of the entire company (Cmp O/H). However, recording store data consumes considerable disk space. Note: This data is not displayed on former memos but is available when creating Adjustment Summary Reports or using any program that draws its data from RDW (e.g., DSS, Flash Query). In order for Store-based inventory accounts to work properly, this option must be selected.
Tracking Switch Log Automatically records the last 8 times the Require a Memo to Change preference was changed, showing the date, the employee making the change, and the type of tracking affected.
Adjustment Reasons Predefine a list of adjustment reasons to be available for selection from a drop-down list in the Reason field on memos.
After update go to Specify the default module page displayed after updating a memo: the former memo list or a blank memo form.
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System Preferences > Stores In System Preferences > Stores, define codes to identify stores for use on filters and other screens. Also define store headings to add to various documents.
Store Codes Define a 3-character code to identify each store for use on filters and other screens. Default: Enters the store number as the store code.
Store Headings Store Headings can be added to various documents to identify the originating store. The Store Code defined above and the Heading 1 definition will be displayed in the Select Store dialog throughout the program. Select a store from the Store number drop-down menu. Fill in Heading 1, 2, and 3 with the selected store’s information, typically name and two lines for address. Enter any additional information in the Heading 4, 5, and 6 fields.
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Stores > Regions In System Preferences > Stores > Regions, define alternative groupings for convenient, meaningful reporting.
Alternative Grouping A grouping is a user-defined system for combining individual stores into groups for convenient and meaningful reporting. For example, when grouping by location, you might have northwestern stores, southwestern stores, etc. Grouping by size might include stores under 3000 sq. feet and stores over 3000 sq. feet. All groupings can be used with DSS (Decision Support System) and other analytical tools. “Regions” is a specialized grouping with a system-assigned name (Regions) which can also be used when filtering reports and similar Retail Pro activities to include/exclude groups of stores. Assign labels to any groupings (in addition to Regions) that you want to use.
Names Define subgroupings within each grouping by assigning a name to the subgroup.
Stores Select the stores to be included in each grouping or sub-grouping. Any store can be assigned to more than one group.
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Stores > Store Assignments In System Preferences > Stores > Store Assignments, define default stores for various document types.
Use price based stores If selected, when making order documents or transaction documents for a store, use the price level assigned to that store (see below) instead of the currently active price level in inventory.
Default store to use for Specify a default store for various document types. The specified store will populate any storerelated fields on that document. Note: At remote POS stations, documents can be made for the local store only. Settings entered here are ignored. Note: These assignments can be overridden at individual workstations by defining local default stores. Note: Your selection for Inventory determines the default store that is displayed in the inventory module.
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Store Tax Areas From the drop-down list of tax areas (predefined in the Taxes preferences, discussed later in this appendix) select the default tax area that applies to each store. If you selected Sales Tax – Multi as your tax method (System Preferences > Tax > Options > Tax Method), then you can define two tax areas for each store. If you define a second tax area, BOTH taxes will be applied to merchandise by default.
Price Based Stores From the drop-down list of price levels (predefined in Merchandise > Pricing preferences, discussed earlier) select the default price level to be used at each store. The Use Price Based Stores option must be selected for this option to be available. Default: Active, i.e. the price level currently active in inventory.
Stores > Store Pairs In System Preferences > Stores > Store Pairs, define store pairs to view in a table added to inventory form view.
Store Pair Quantities Define store pairs as needed. Once defined as a pair, item on-hand and in-transit quantities for the combined pair can be viewed in a table added to inventory form view. (For complete instructions on defining store pairs, refer to Chapter 2. Retail Pro Basics)
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System Preferences > Taxes In System Preferences > Taxes, select your sales tax method, and define options to use with that tax method. Note: The options available vary depending on your selected tax method.
Tax method Select a tax method. (For complete instructions on tax methods, refer to Chapter 2. Retail Pro Basics.) (For additional tips on VAT mode, see Technical Supplement E2. International Features.)
Item tax decimals to display Specify the number of decimal places used for the display of Tax $ in inventory and in item lists on receipts and SOs (applies to all methods). Default: 5 Your entry must be at least equal to the # of decimals specified for general price/cost amounts. Note: The number specified controls the display of item tax amounts only. The program always stores tax calculations to five decimal places and then rounds the tax total after summing individual item tax amounts. The total tax for the document is always rounded and displayed to the number of price/cost decimals specified.
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Receipt and SO Item Price Decimals with VAT Specify the number of decimal places used for the display of Tax $ in inventory and in item lists on receipts and SOs (applies to all methods). Default: 5 Your entry must be at least equal to the # of decimals specified for general price/cost amounts. Note: The number specified controls the display of item tax amounts only. The program always stores tax calculations to five decimal places and then rounds the tax total after summing individual item tax amounts. The total tax for the document is always rounded and displayed to the number of price/cost decimals specified.
Round Ext Tax $ Up If selected, rounds up, on an item-by-item basis, any fractional tax amount computed on a receipt, as required by some governments (for use with VAT and ICM modes).
Tax code subtotal calculation If selected, VAT is calculated for all items in each tax code group. The total T$ for a tax code group is then proportionally distributed to the items in the group. To round up the extended tax amount, select the option above (for use with VAT and ICM modes).
Eight Tax Codes compatibility mode If selected, user can define a maximum of eight tax codes. This ensures compatibility if the Main is using 8-Series and one or more remotes is using 7-Series. If you select Sales Tax – Multi as your sales tax type, then this option is grayed out.
Tax Area specific Tax Codes (Only available if the Eight Tax Codes Compatibility Mode is not selected.) If selected, the Tax Item column is included in the Tax Area setup option, allowing you to define separate tax codes and tax items. This is necessary in places where different tax jurisdictions assign their own tax rates and classifications to what are essentially the same classes of merchandise. For example, there might be a tax item called cloth with a rate of 5%. In some store locations, however, the classification might be called fabric and have a rate of 10%. In this case, you would define a tax code called cloth on the Tax Codes page. When you define tax rates on the Tax Areas Setup page, cloth will be listed as a tax item. You can then enter fabric as the tax code for the area and define its tax rate.
Include 1st tax when calculating 2nd tax on price If selected, the 1st price will be included when calculating a 2nd tax on price. This is for countries where two sales taxes are applied to retail sales, sometimes separately, sometimes combined.
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Round Tax $ at Receipt/SO level (Sales Tax only) If selected, the tax amount (Tax $) is rounded at the subtotal level (rather than rounding each item’s tax amount) when making receipts and sales orders. Select the rounding method to use: Normal: Up:
Tax $ is rounded up or down, whichever is closer.
Tax $ is always rounded up.
Down:
Tax $ is always rounded down.
Important: Set the number of tax decimals to zero if rounding Tax $ at the receipt/SO level.
Document total taxable threshold Enter the threshold amount for the document (receipt or SO) above which tax is to be applied. If the document subtotal is less than the taxable threshold, no tax will be applied. If using Sales TaxMulti as your tax method, you can define a threshold amount for each tax.
Taxes > Tax Codes In System Preferences > Taxes > Tax Codes, define, edit, or delete tax codes used at the subsidiary. Note: The tax code assigned to an item, combined with the tax area information, determines the tax (if any) to be applied to that item.
Name Define names for up to 1000 tax codes. Defaults: Taxable, Exempt, Luxury. (Note: If using Eight Tax Codes Compatibility Mode, a maximum of 8 tax codes can be defined.)
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Taxes > Tax Areas In System Preferences > Taxes > Tax Areas, define your tax areas and the tax rates for tax codes in that area. Note: The tax code assigned to an item, combined with the tax area information, determines the tax (if any) to be applied to that item.
Tax Area Define tax areas. For each tax area, assign a name and enter tax rates for the tax codes. (Refer to Chapter 2. Retail Pro Basics for more information on defining tax areas.)
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System Preferences > Polling In System Preferences > Polling, define general settings relating to polling.
Schedule a lock out period If selected, forces all users out of all other areas of Retail Pro during polling. This is typically used to avoid conflicts when processing in polled data. Note: To cancel the lockout before the specified end time, access this option and clear (
) the setting before the system forces you out.
Lock out start time The time at which the lockout period will begin.
Lock out end time The time at which the lockout period will end.
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Advance warning time The number of minutes before the start of the lockout when the system should display the first warning message. Subsequently, the warning will be displayed every time the user accesses a different module and also at every halfway time until there is one minute remaining. Example: When the advance warning time is set for 10 minutes, the warning will be displayed at T minus 10’, T minus 5’, and so on, down to T minus 1’.
Propose POs at this location If selected, enables a remote station to propose POs. Proposed POs must be polled to the Main and accepted before they become active POs.
Auto-update vouchers received from remotes If selected, when processing in polled vouchers, file all eligible vouchers directly in the receiving history files, bypassing the pending vouchers file.
Active price level after polling at remote Any defined price level:
When using multiple price levels, specify the level to be the active price level at this remote after polling. Active:
Make whatever price had been active before polling the active price level after polling.
Vouchers filed based on which date (Main station) Selection affects Creation Date. Arrival:
Date the voucher is created.
Posted:
Date voucher is filed at the Main and inventory is updated.
Delete marked ASNs during processing If selected, ASNs marked for deletion are deleted during processing. Using this feature helps ensure that ASNs are not polled twice.
Use deletion list for order documents If selected, POs and SOs are added to a deletion list, which is then polled to other stations and used to update their PO and SO files. To poll order differences, this preference must be selected.
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System Preferences > International In System Preferences > International, define the ZIP/Postal Code position as well as activate the tax rebate feature.
ZIP/Postal Code position Select the ZIP Code field location to be used when printing customer and vendor addresses.
Allow tax rebates If selected, activates this receipt feature. You must also select the Rebate column on the Tax Area page for each tax area that is to be affected. (See Technical Supplement E2. International Features for more information.)
Default Percentage Specify the default rebate percentage to be suggested on receipts. Default: 0
Rebate Threshold Amount Specify a minimum threshold amount. Retail Pro will calculate a tax rebate at POS only if the sum of the selling price for all eligible items on the receipt is greater than or equal to the threshold amount. Default: 0.00
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International > Currency In System Preferences > International > Currency, you define: •
Currencies
•
Exchange rates
•
Coin/Bills used by specific currencies
Currency Enter a name for each accepted currency.
Native (take) Enter the native comparison amount. For example, if currency exchange is one native to 1500 foreign then the Native (take) would be one and the Foreign (take) 1500.
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Foreign (take) Enter the exchange rates for the amounts to be paid in by foreign currency tenders (take rate) in each currency (from consumers).
Native (give) Enter the native comparison amount. For example, if the currency exchange is 1500 native to 1 foreign then the Native (give) would be one and the Foreign (give) 1500.
Foreign (give) Enter the exchange rates for the amounts of change to be given (give rate) in each currency (to consumers).
Round In the Round column, select the smallest denomination of the selected currency, such as 1 for dollars and 100 for rubles. Amounts converted to that currency will be rounded to the nearest multiple of that denomination. The options for this preference will vary depending on the number of decimal places chosen in System Preferences > Merchandise > Number of decimals to use for price and cost. Each option will contain the specified number of decimals. For example, 1 could be 1, .1, or .01.
Decimals Choose the number of decimal places to be displayed for the selected currency.
Purchase Rate The exchange rate that applies to item purchases made from vendors.
Denominations for currency If you require manual media counts for currency tendered, define the denominations and bill/coin multipliers for each currency. To select a currency, choose it from the Currency column of the Exchange Rate setting.
Use foreign currency If selected, activates foreign currency POS features.
Use euro currency triangulation If selected, defines all exchange rates, including that for your base currency, relative to the euro. (To use the euro as your base currency, do not select this setting.) In the Exchange Rates setting, define your base currency relative to the euro on the 1st line, the euro to the euro (1 to 1) on the 2nd line, & then any other currencies relative to the euro on the following lines.
Discrepancy allowed in base currency Enter the discrepancy amount that Retail Pro will automatically modify the conversion rate to, if it is needed. (For more information refer to Technical Supplement E2. International Features.)
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System Preferences > Employees In System Preferences > Employees, define general settings relating to Employees.
Use defined employees If selected, requires employee name/code entry on all documents.
High security on Receipts and Sales Orders If selected, require employee name/code entry on each receipt and SO. If unselected, require name/code entry on the first receipt or SO only.
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High security on Vouchers If selected, require employee name/code entry on each voucher. If unselected, require name/code entry on the first voucher only.
High security on Transfer Slips If selected, require employee name/code entry on each slip. If unselected, require name/code entry on the first slip only.
High security on Adjustment Memos If selected, require employee name/code entry on each memo. If unselected, require name/code entry on the first memo only.
Allow free-type for employee names If selected, allow free-type for employee names.
Employees Employee: A list of all of the employees defined in Security Administrator. (Refer to Technical Supplement F1. Security Administrator for more information.) Comm. Level: Assign a commission level. Each level is designated by a letter. Those levels can be defined in System Preferences > Commissions > Commission Schedule. Drawer: Assign a drawer number to each employee. Shift: Assign a shift number to each employee. Max. disc.%: Assign a maximum discount an employee can give at POS.
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Employees > Shifts In System Preferences > Employees > Shifts, define shifts to use with employees.
Shifts Define shifts. (The option to use defined employees in System Preferences > Employees must be selected in order to define shifts.) 1. Select Add, enter a name in the Name field, and click OK. 2. Select the days to be included in the shift. Then enter an In and Out time for each day. 3. Define the overtime criteria and hourly wage multiplier for up to 3 overtime brackets. Shifts can also be deleted or searched. Delete Select the area to be deleted from the Shift drop-down list and choose Delete. Find Select Find, then enter a shift name to search for and select OK. The matching shift information is displayed.
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Employees > Commissions In System Preferences > Employees > Commissions, specify the default commission code and define a commission schedule.
Default commission code for new inventory Enter the commission code to be suggested for all new items defined in inventory.
Commission Schedule Enter the commission code to be suggested for all new items defined in inventory.
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System Preferences > General Documents In System Preferences > General Documents, define general settings relating to general documents and reversing transactions.
Do not consolidate like items on documents If selected, like item entries will not be consolidated when you enter either the Choose Item or Choose/Edit Item screen from documents.
Look up mode for listing items on documents If selected, when listing items on documents, the system will only use the selected modes to look up an item. If all modes are selected, the system first looks for an Item # match, then a UPC # match, and lastly an ALU match. Default: 5
Default edit mode for document items Line edit on: Allow
for the manual editing of items listed on a document.
Line edit off: Item information can only be edited by accessing the . (See Chapter 2. Retail Pro Basics for more information.)
Edit Item dialog by pressing
Note that this setting is only the default setting for documents. It can be changed while creating documents by selecting the Line Edit On/Off button from the side menu.
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Enable Pulse! document processing Select to use the Pulse tool with your Retail Pro system.
Use Broker Services for document updating Select to use the Pulse tool with your Retail Pro system.
File reversing documents in Select Current RPro Month to file a reverse document in the month in which the reversed document is created. Select Month Orig Doc Posted to file the reverse document in the month in which it is received and posted at the Main.
System Preferences > General Documents > Sequences In System Preferences > General Documents > Sequences, specify the next sequential number to be used for the different document types (and customer records).
Next PO # Restart the PO numbering sequence at the specified number.
Next TO # Restart the PO numbering sequence at the specified number.
Next Customer ID Restart Customer ID numbering sequence at the specified number.
Next SO # Restart SO numbering sequence at the specified number.
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Next Shipping Notice # Restart shipping notice numbering sequence at the specified number.
Sequences > Receipts In System Preferences > Sequences > Receipts, define settings relating to receipt numbering.
Workstation-specific Receipt # sequences If selected, allows each workstation to define its own receipt numbering sequence.
Separate sequences for Sales/Return Receipts If selected, allow different numbering sequences for sales and return receipts. If unselected, use the same numbering sequence for sales and return receipts.
Separate sequence for SO Deposits If selected, use a separate numbering sequence for SO deposit receipts (created when a customer makes a deposit on a sales order).
Next Receipt # (all workstations) Restart the receipt numbering sequence at the specified number at all workstations. (Only available if the Separate Sequences for Sales/Return Receipts is not selected.)
Next Sales Receipt # (all workstations) Restart the sales receipt numbering sequence at the specified number at all workstations. (Only available if the Separate Sequences for Sales/Return Receipts is selected.)
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Next Return Receipt # (all workstations) Restart the return receipt numbering sequence at the specified number at all workstations. (Only available if the Separate Sequences for Sales/Return Receipts is selected.)
Next SO Deposit Receipt # (all workstations) Restart the SO Deposit receipt numbering sequence at the specified number at all workstations.
Sequences > Vouchers In System Preferences > Sequences > Vouchers, define settings relating to voucher numbering.
Workstation-specific Voucher # sequences If selected, allows each workstation to define its own voucher numbering sequence.
Separate sequences for Receiving/Return Vouchers If selected, allow different numbering sequences for receiving and return vouchers. If unselected, use the same sequence for receiving and return vouchers.
Next Voucher # (all workstations) Restart the voucher numbering sequence at the specified number. (Only available if the Separate Sequences for Receiving/Return Vouchers is not selected.)
Next Receiving Voucher # (all workstations) Restart the numbering sequence for receiving vouchers at the specified number at all workstations. (Only available if the Separate Sequences for Receiving/Return Vouchers is selected.)
Next Return Voucher # (all Workstations) Restart the numbering sequence for return vouchers at the specified number at all workstations. (Only available if the Separate Sequences for Receiving/Return Vouchers is selected.)
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Sequences > Slips & Memos In System Preferences > Sequences > Slips & Memos, define settings relating to slips and memos.
Workstation-specific Slip # sequences If selected, allows each workstation to define its own slip numbering sequence.
Next Slip # (all workstations) Restart the slip numbering sequence at the specified number. (Only available if the WorkstationSpecific Slip Number Sequences is not selected.)
Workstation-specific Adjustment Memo # sequences If selected, allows each workstation to define its own adjustment memo numbering sequence.
Next Adjustment Memo # (all workstations) Restart adjustment memo numbering sequence at the specified number. (Only available if the Workstation-Specific Adjustment Memo Number Sequences is not selected.)
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System Preferences > Accounting Calendar In System Preferences > Accounting Calendar, select the active retail calendar and define accounting calendars.
Active 5 = The calendar is the currently active one. Only one calendar can be selected to be active.
Name Enter a name for the calendar. (maximum 40 characters)
Type Select the calendar type used by your business. The choice of calendar type can have tax ramifications, so consult a tax specialist before changing calendar types.
Begin Date Enter a beginning date for your calendar, or select to display a drop-down calendar from which you can select a date. The date you choose here determines the end date and first week day, as well as the begin and end dates (and # of days) of each period in the calendar.
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End Date The end date for your calendar is determined by the beginning date. For example, if you enter/select Jan. 1, 2003, then the end date is automatically set to Dec. 31, 2003. If you set the begin date to Oct. 1, then the end date is set to Sept. 30.
First Week Day The first week day of your selected retail calendar. (The day of the week of the begin date.)
Year Offset The beginning date determines the year offset. For example, if you select Jan. 1, 2002 as the beginning date, then 2002 is automatically selected as the year offset. If you select Jan. 1, 2003 as the beginning date, then 2003 is automatically selected as the year offset.
Period # Period # is a system-assigned sequential number.
Begin Date The date the period begins, based on your selected calendar type and its begin date.
End Date The date the period ends, based on your selected calendar type and its end date.
# of Days The number of days in the period, based on your selected calendar type and its end date.
Descriptions Enter a descriptive name for the period. This is useful if you are using an alternative retail calendar types (4-4-5, 4-5-4, etc.), in which it might be hard to distinguish periods. If you choose the standard retail calendar, then the month names (January, February, etc.) are entered by default.
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System Preferences > Reports In System Preferences > Reports, define various options related to reports.
Names in reports Select the Report label column that should be referenced when reports are generated.
Use decimal quantities in reports If selected, show partial units displayed with up to two decimal places. If unselected, round quantities to whole units.
Number of Price decimals to use in reports Show prices with the specified number of decimal places.
Number of Cost decimals to use in reports Show costs with the specified number of decimal places.
Use uppercase for all report text If selected, converts all output text to uppercase letters.
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System Preferences > System In System Preferences > System, define various system settings.
Use user-defined labels in RPRO If selected, apply custom labels defined by the user in Options > Program Labels. To use custom labels in reports, User-Defined must be selected in System Preferences > Reports > Chapter. 14 General Reports).
Names in Reports (see
Use RPRO translation files Clear the checkbox to skip loading translation files on startup. Doing so may speed the program startup time, but will also prevent the use of any language other than the program's native English.
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Edit and Delete Confirmations 5= If an entry is edited in any of the chosen areas, a confirmation dialog will ask if you want to save changes. If an entry is deleted in any of the chosen areas, a dialog will ask you to confirm the 5= deletion. To enable edit or delete confirmations in a Program Area: Choose a Program Area. Select to have Edit Action and/or Delete Action confirmation. Some program areas do not offer the option to enable both.
Use Form view when creating new 5= If selected for a module, opens Form View when New is chosen in that module. It is still possible to create a new record in List View if this preference is selected, but List View must be selected after New is chosen.
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System Preferences > RPRO E-Mail In System Preferences > RPRO E-Mail, define e-mail server options.
Number of days to keep log files Enter the number of days to retain log files before they are automatically purged. Default: 60
Limit size of outgoing e-mail to Enter the maximum size, in kilobytes, of outgoing email. Default: 10 Kb
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Appendix C: Glossary A ADJUSTMENT MEMO:
A transactional document created at a Main station only that can change an item’s quantity, cost, or price.
ADR:
See auxiliary data resource.
ADVANCE SHIPPING NOTICE (ASN): With EDI, an electronic document sent by the vendor to the retailer notifying him of the merchandise being shipped. ALLOCATION PATTERN: A distribution pattern used when ordering merchandise on a PO to automatically distribute the total quantity ordered among various locations. ALPHANUMERIC:
Containing both letters and numbers.
ALU:
(Alternate Look Up) A descriptive inventory field optionally used as an additional item lookup field; often used to record a catalog number. ARCHIVE: store a copy of sales orders and purchase orders in the archive file until you purge the archive file. ARCHIVE FILE: A file that stores non-active SOs and POs. This file enables the user to print, copy, or restore non-active SOs and POs. AREA: A group of related system areas or functions accessed by selecting a button from the top menu of Retail Pro's Home Screen. POS, Merchandise, Purchasing, Transfers, Adjustments, Analysis, Options, Tools. ASN:
See advance shipping notice.
ASSOCIATE:
An employee; usually a sales person.
ATTRIBUTE:
A characteristic of merchandise, typically an item’s color or a second size, such as
shoe width. AUTO MIN/MAX: A feature that tracks the minimum and maximum stock levels in each location and can send commands to auto-order and distribute merchandise. AUTO-RESOLUTION: The automatic process of verifying and resolving discrepancies in transfer slips based on user-defined business rules. See transfer verification. AUXILIARY DATA RESOURCE (ADR):
A copy of the primary data resource (PDR), used for offline reporting and for creating a local data resource (LDR) which can then be used for Offline POS or mobile reports. See Local Data Resource, Primary Data Resource, and Offline Mode.
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B BACKROOM STATION:
A remote station able to interact with more than one inventory or store. Typically used for a backroom, warehouse or distribution center. Up to 99 workstations can be networked for access to each station.
BACKUP POINT OF SALE (OFFLINE POS): Limited offline POS activities performed on a local workstation using a local data resource (LDR) when the network connection to the server and the primary date resource (PDR) is lost. See Primary Data Resource, Local Data Resource, and Offline Mode. BASE CURRENCY:
The local currency.
BARCODE:
A series of spaced lines forming a code that is optically read and interpreted by a barcode scanner for rapid data entry. Barcodes typically are encoded item numbers, UPC codes, or Alternate Lookup (ALU) identifiers.
C CASE SENSITIVE:
Any process where the system distinguishes between upper- and lower-case
letters. CASH DROP: A security measure in which a portion of cash is removed from the cash drawer during the day. CASHIER:
An employee who works at point of sale.
CELL:
In a grid (such as a style grid), the point where a column and row intersect. Each cell represents a particular combination (such as size/attribute) and can correspond to an item in inventory. See grid. CLEANING HOUSE:
Using the Clean House merchandise utility to remove items from inventory that are no longer needed. CMP:
See company.
COEFFICIENT (COEF):
coef =
One way to express the relationship between item cost and price. price cost
COMMITTED: Summary of an item's commitments (outgoing) and incoming for a single location or for all locations. COMPANY (CMP):
In multi-store installations, the combined inventories of all the locations managed by a Main station.
COMPANY REGISTRY SO: maintains a list of items that customers hope others will buy for them, such as with a gift registry, and keeps the list updated across all the stores via polling.
COMPONENT:
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Retail Pro® 8 User’s Guide COMPONENT ITEM: If multiple item choices are defined for a package component, a dialog is displayed at POS listing the possible choices. These choices are called component items. The sales associate selects the specific component item that will be included in the current sale for that component. CONFLICTING ITEMS:
Two or more inventory rows in the same style with the same size and
attribute. CORPORATE STATION: A specialized Retail Pro station that can poll with more than one Main station, used to provide data consolidation and inventory management for corporations with subsidiaries or franchises. Will be replaced by the upcoming release of Enterprise. COST:
The amount paid by the retailer when purchasing merchandise for resale.
CUSTOMER ORDER SO: standard, general-purpose Sales Orders. Can record virtually an unlimited number of deposits. CYCLE COUNT:
A count of items completed during a physical inventory.
D DATA ENTRY FIELD:
A field that allows entry of information by the end-user. See field.
DATA VERIFICATION SYSTEM (DVS):
The DVS Tool is Retail Pro’s data administration tool that allows certified technicians to detect and directly fix inconsistencies, errors, and data corruption in the Retail Pro database. One example of its capability is that it enables a technician to resolve any SID discrepancies.
DAYS IN TRANSIT: A user-specified number of days a transfer of merchandise from one location to another is expected to take. DCS:
See department code.
DEDICATED PO:
A PO generated from the SO screen to order the items due on that SO.
DEDICATED SO CUSTOMER:
A customer recorded on an SO but not added to the customer file.
DEPARTMENT CODE (DCS):
The user-assigned department code, made up of a department, class, and subclass designation. When the code is broken out into its three components, this term refers specifically to the first component.
DESCRIPTIVE FIELD: ATTR, or SIZE.
A field that describes the item, typically the DCS, VEND CODE, DESC 1-4,
DOCUMENT ITEM LIST:
The data entry field of a document where the items being processed are
listed. DOCUMENTS:
Order documents such as Sales Orders, and transactional documents such as
Receipts. DROP SHIP PO: DVS:
Orders merchandise to be shipped directly to any number of locations.
See Data Verification System.
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E EAN: The European counterpart of UPC; a barcode symbology that encodes country, manufacturer, and product identification. EDI:
(Electronic Data Interchange) A process by which retailers send POs and exchange other information with their vendors electronically.
EFT: (Electronic Funds Transfer) The payment processing function in Retail Pro including credit card authorizations and related activities at POS.
F FEE: (PO/Voucher) A field on POs and Vouchers used to record amounts that are charged in addition to the cost of goods, shipping and tax, such as a small order fee. FEE: (SO/Receipt) A field on a POS document used to record miscellaneous paid-ins and paidouts, including charges for goods or services. FIELD: A component of a page design where data can be entered or viewed. In List View, a field is the cell where a column and row meet. Field names are included at the top of each column. In Form View, fields can be individual components or can be grouped together. See group. FILL STATUS:
(PO/SO/TO/MO) A summary of the quantity still due on an order document after it has been updated by a transactional document that references it. unfilled % = (to: incomplete)
FILTER:
qty due qty ord
x 100
defines criteria that determines what data will be included or excluded for the current
activity. FILTER ELEMENT: A component of a filter screen. Element names identify the criteria to be entered in each field. FOREIGN CURRENCY: FORM VIEW:
A non-local currency accepted by a store.
A detailed view that displays all fields of data contained in a single record.
FORMER DOCUMENT: (history document) A transactional document (Receipt, Voucher, Slip, Memo or Movement Note) that has been updated and is now stored in a history file. FRANKING: Printing specified validation information (such as customer name, receipt number, phone number, etc.) on the back of checks or gift certificates that are tendered for a purchase. It is optional and is enabled in workstation preferences.
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G GLOBAL DISCOUNT: GRID:
A discount applied to the total on a document. See item discount.
A spreadsheet type format used to display styles of inventory in Style View. See cell.
GROUP: (In Page Designer) In Form View, using Page Designer, users can link individual fields so they show as a group. GROUP:
(In Security Administrator) A set of users.
H HEADER FIELDS:
Data fields that contain general document information (not item fields).
HISTORY DOCUMENT: A transactional document (Receipt, Voucher, Slip, Memo or Movement Note) that has been updated and is now stored in a history file. HOME SCREEN: The screen that is displayed when Retail Pro is first launched. The hub of navigation for Retail Pro.
I IN SLIP:
A transactional document that records the arrival of transferred merchandise.
INDEX FIELD:
A field in a data record used to index and sort the records in that data file.
INFO STATION:
A remote station that contains a duplicate copy of the Main station’s data and history files, typically used for data analysis and presentation while traveling, at trade shows, at home or at a second office. Up to 99 workstations can access each Info station through a network.
INTERFACE MENU: allows a user to easily customize and manage designs for menus and pages. The interface menu contains both a Layout and Page Manager (both List and Form Views), as well as a Page Designer (Form View only). INTOLERANT ACTIVITY: A Retail Pro activity that can be performed only while no other workstation is accessing the same station. IN-TRANSIT:
tracking merchandise traveling between locations via a transfer slip.
INVENTORY:
the merchandise managed by Retail Pro.
INVENTORY:
(licensing) Each location of merchandise managed as a separate entity (three digit Inventory code such as 001).
ISBN:
A variation of the 13-digit EAN barcode symbology, used to identify books, and typically displayed as a 10-digit number without the three-digit prefix.
ITEM DISCOUNT: ITEM #:
A discount applied to an individual item price on an SO or receipt.
The item’s row number in the inventory file is used as its Item #.
ITEM SID: a unique system-generated alphanumeric code assigned by Retail Pro to each item in inventory.
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J JACKPOT ITEM: An item generically defined in inventory and used to record the sale or special order of items that are not listed in inventory. The description and other information are edited on each document.
K KIT: A kit groups two or more items together to be sold as a set, typically at a discount. A kit item is defined in Inventory and the Package and Kit area is used to configure the kit. Kits differ from packages in many ways. For example, a kit must be pre-assembled before it can be sold and component item choices or substitution of items is not allowed.
L LAYAWAY SO: A slightly modified customer order SOs used to reserve merchandise for future purchase and track the date merchandise is placed on layaway, the date the next payment is due, and the date the final payment is due. Deposits are used to record layaway payments. LAYOUT MANAGER: Allows the user to manage the available page layouts at each workstation. Also enables the polling of page layouts between stations. LDR:
See local data resource.
LIMITED TOLERANCE ACTIVITY:
A Retail Pro activity that can be performed while other workstations are engaged in certain, but not all, Retail Pro activities.
LIST VIEW:
A list of records contained in a file displayed in a spreadsheet type format.
LOCAL DATA RESOURCE (LDR):
A copy of the auxiliary data resource (ADR), placed on a local workstation for the purposes of Offline Point of Sale or Offline Reporting. See also Auxiliary Data Resource and Primary Data Resource.
LOCATION: defined as each licensed inventory or store, such as 001, 000 and 002 (3 locations) even if they are physically residing in the same building. LOG:
system files generated by Retail Pro that detail events occurring during automated activities (such as polling) or actions affecting inventory (such as style revision). LOOKUP MODE: The method that is used to locate an item in inventory and/or write it on a document. The choices of lookup are Item #, UPC #, ALU, or any combination of the three, searched in the order listed. LOST SALES RECEIPT: A permanent record of items ordered but never sold. A Lost Sales receipt can be created when an SO with remaining items due is deleted.
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M MAIN DATABASE: the core or master database for your Retail Pro system, only accessible through the Main station. MAIN STATION:
serves as the hub and communicates by polling with other remote stations. Some system activities, including defining inventory items, can only be done by a Main station. Up to 99 networked workstations can access a Main station. MAIN MENU: TOP MENU:
see Home Screen. see Top Menu.
MARGIN: The relationship between price and cost, usually expressed as a Margin %, Mark Up %, or Coefficient. MARGIN % (MRG%): Gross margin or profit margin percentage. One way to express the relationship between item cost and price.
mrg% =
price-cost
x 100
price
MARK: An indicator (usually a check mark) that a record should be included or excluded from an activity. MARK UP
% (MKUP%): An expression of the relationship between item cost and price.
mkup% =
price-cost
x 100
cost
MARKED-FOR PO:
Orders merchandise that will be shipped to one location, often a central warehouse, and transferred from there to other locations based on the PO's allocation instructions.
MASTER WORKSTATION:
A workstation with a Retail Pro software (licensing) key installed.
MCS (MOVEMENT CONTROL SYSTEM):
Tracks inventory by sub-location. Can be physical locations such as racks and bins in a warehouse, or logical locations such as out for cleaning or on loan.
MEMO:
See adjustment memo.
MENU DESIGNER:
enables users to customize the side menu of their Retail Pro layouts.
MENU LAYOUT MANAGER: Manages multiple side menu configurations (layouts) that were designed with the Menu Designer. MODEL WORKSTATION TOOL:
allows users to copy many of the basic settings at a "model" workstation to other workstations on the same network. This capability can ensure that workstation settings are consistent, so that employees trained on one workstation can easily use others.
MOVEMENT NOTE (MN):
A transactional document that records the movement of merchandise between sub-locations within an inventory.
MOVEMENT ORDER (MO): A planning document used to direct the movement of merchandise between sub-locations within an inventory.
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N NETWORK: Two or more computers linked together and sharing program and data files. Information recorded by any computer on the network can be instantly available to all users on the network. NON-INVENTORY ITEM: A generic item whose on-hand quantity is not managed in inventory but can be listed on a receipt or SO. See also Jackpot Item. NON-REGISTRY SO: Non-registry SOs include customer order SOs, layaway SOs, and special order SOs. They commit merchandise for future sales and require a Bill To customer.
O OFFLINE MODE:
System mode in which a workstation reads data from an auxiliary or local data resource, rather than the primary data resource, to run Offline Point of Sale or Offline Reports. See also Offline Point of Sale and Offline Reports. OFFLINE POINT OF SALE:
Limited POS activities performed on a local workstation when the network connection is lost. See Offline Mode, Primary Data Resource and Local Data Resource.
OFFLINE REPORTS: The process of running reports by accessing an auxiliary or local data resource, rather than the primary data resource. This frees the primary data resource for transactional activities, thus enhancing system performance. ORDER DOCUMENTS: Purchase Orders (POs), Transfer Orders (TOs), Sales Orders (SOs), and Movement Orders (MOs). Planning documents for future activities. OUT SLIP: A transactional document that records merchandise transferred out of one location and into another.
P PACKAGE: A package is an inventory item that groups two or more components on a receipt or sales order and can adjust each component price based on the user-defined package price. Each component can optionally include multiple choice items and allows for non-component item substitutions.
A package item is not a true inventory item in that it is referencing inventory items and grouping them together at the point of sale. When a receipt listing a package is updated, the component items are deducted from inventory in the normal manner. PAGE DESIGNER:
Enables users to customize the tabbed pages of their Retail Pro layouts.
PAGE MANAGER:
Allows the user to manage which page is displayed for document, inventory and utility screens. It also enables the user to control the fields displayed on each page in List View. PARTIAL SHIPMENT:
When the sale of items ordered on an SO leaves a quantity due for any ordered item, it is considered a partial shipment. PAYEE: The vendor or agent (listed on a voucher) to be paid for merchandise received by a retailer.
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Retail Pro® 8 User’s Guide PAYMENT PROCESSING SOLUTIONS: processes and manages such tender types as credit cards, debit cards, gift cards and checks. Called "EFT" in Preferences. PAYMENT PROCESSING MODULE (PPM):
Retail Pro's gateway or interface to third-party payment
processors. PDR:
See primary data resource.
PHYSICAL INVENTORY (PI):
The process of counting the actual merchandise on hand and then correcting the quantities recorded in inventory as needed.
PO:
See purchase order.
POINT OF SALE (POS):
Referring to activities and physical locations for sales transactions, tracking customers and related procedures. On Retail Pro's Home Screen, this term refers to the area containing Sales Orders, Receipts and Customers.
POINT-OF-SALE (POS) STATION: A remote station limited in functionality to POS activities for a single store. Up to 99 networked workstations can access each POS station. POLLING: The remote communications system used by Retail Pro to periodically exchange data between stations. POS:
See point of sale.
POS DOCUMENTS:
Receipts and SOs.
PREFERENCES: Preferences are options you select to configure and customize your Retail Pro system and workstations (Options h System Preferences or W/S Preferences). PRICE: The amount charged to the customer for an item sold. Price can refer to the price without tax (P$) or the price with tax (P$T$). PRICE LEVELS:
Up to 240 sets of prices for all items in inventory. Different price levels can record location-specific prices, quantity prices, employee prices, wholesale prices, etc. PRICING COEFFICIENT:
See coefficient.
PRIMARY DATA RESOURCE (PDR): The Retail Pro files on your server to which Retail Pro writes data and from which it reads data. See also Auxiliary Data Resource and Local Data Resource. PRIVILEGES: controls access to specific Security Administrator tasks (Creating new users, changing passwords, etc.) and/or access to individual applications (DVS, RPRO DB, etc.). Privileges are assigned in Security Administrator to either of the two user classes, User and Power User, and apply to all members of the class. PROMOTIONAL PRICING:
allows you to assign items or styles to a user-defined promotion so that you can price those items lower when selling them at greater quantities. You can choose whether or not to apply promotional pricing at point of sale.
PULSE: A program that works in real-time to capture sales data and update inventory quantities for one or more selected remote stations. PULSE TAKER:
as part of the Pulse Tool, Pulse Taker reads and writes sales and inventory data for selected stations.
PURCHASE ORDER (PO): PURGE:
A planning document recording merchandise ordered from a vendor.
To permanently remove an archived SO, PO, or MO from the system.
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Q QUANTITY PRICING:
Enables you to define different prices to be automatically applied depending on the quantity listed on Receipts and SOs. Uses price levels to record the price for each quantity range.
QUICK LOOKUP: Ability to quickly locate data from another part of the system and enter that information for the current document or record.
R RECALC SRO: updates the quantities sold, received and on order for each location and the company as a whole for all inventory items in a specified time period. RECEIPT:
A transactional document that records a sale. Also, the printed record of the transaction, typically given to the customer. See Sales Receipt and Return Receipt. RECEIVING VOUCHER:
A transactional document that records merchandise received from a
vendor. RECORD:
(noun) Retail Pro data is typically stored as a sequence of records in data files.
RECORD:
(verb) To enter data in a field.
REGISTRY SO:
Registry SOs include store registry SOs and company registry SOs. They are essentially lists of items that customers hope others will buy for them, and do not commit merchandise. REMOTE DATABASE:
The data files residing at a Remote station.
REMOTE STATION: Backroom, POS, Info or Corporate stations are Remote stations that are specialized for particular functions and poll data to and from the Main station. Up to 99 workstations can be networked for access to each station. RESTORE: (Relating to archived documents) To move an archived PO, SO, or MO from the archive file to the active file, and make the document active. RESTORE:
(Relating to the Safeguard Tool) Using backup data to replace damaged data.
RETURN RECEIPT:
A transactional document that records the return of merchandise by a
customer. RETURN VOUCHER:
A transactional document that records the return of merchandise to a vendor.
REVERSE: Reverse a transactional document that has already been updated to undo the effects of that document. For example, reversing a Receipt adds the items from the Receipt back into inventory, adjusts customer records, SO fill status, etc. RIGHTS: RPRO:
See security rights.
Retail Pro software.
RUN TIME:
refers to the actual moment you are using the system or performing a function such as in the example of generating a report "enter an optional subtitle at run time.”
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S S/C:
See store credit.
SAFEGUARD: A manual or automated procedure that copies selected Retail Pro data to a specified drive for a back up. SALES ORDER (SO):
A planning document listing merchandise ordered by a customer for a planned future sale. See Non-registry SO and Registry SO.
SALES RECEIPT:
A transactional document that records a merchandise sale to a customer.
SCALE: A predefined array of sizes and attributes that can be used when creating or modifying a style grid. SEARCH:
when available, enter data in the search field and the system will find the closest data
match. SEAT:
A licensing term that refers to an individual workstation with access to a Retail Pro
station. SERIAL NUMBER (SN): when used, each unit of an inventory item is assigned a specific alphanumeric identifier. SRO:
Sold, Received and On Order.
SECURE DOC:
An application that ensures data integrity by verifying that each transactional document is saved to the history files.
SECURE PRICE LEVEL:
Price level that can be viewed or applied only by users given the security
right to do so. SECURITY ADMINISTRATOR:
Tool which can limit which features and areas can be accessed by
users or groups. SECURITY RECEIPT: A receipt that is created for security reasons when exiting POS, opening a cash drawer or rebooting the system. SECURITY RIGHTS:
Either a user- or group-specific ability to perform an action set in Security Administrator, or a workstation- or system-specific ability to perform an action set in preferences.
SHIPPING NOTICE:
See advance shipping notice.
SHORTCUT KEY:
Quick keyboard command that executes a Retail Pro function. These commands can be predefined by the system or customized by the user, and can be shown as an underlined letter in a menu option. Typing selects the corresponding option on the top menu. SID (SYSTEM IDENTIFIER):
The unique, alphanumeric, 16-character code system-assigned (based on system preferences) to each customer, item, style, and document (both transactional and order). A SID remains constant, even if certain customer, item, style, or document data is changed.
SIDE MENU:
(side menu) The vertical toolbar located throughout Retail Pro, with command buttons to access areas or functions of the system.
SIZE PATTERN: the relative quantities that must be ordered in each size when ordering styles that come from the vendor pre-packaged with a particular size distribution.
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Retail Pro® 8 User’s Guide SLIP: SO:
See out slip and in slip.
See Sales Order.
SPECIAL ORDER SO:
Modified customer order SOs used to handle special order items that are not currently defined in inventory.
SPIF (SALES PERSON INCENTIVE FEE):
A set amount, usually provided by the manufacturer, to be paid to a sales associate for each sale of a particular item.
SPLIT TENDER SALE:
A sale paid for using two or more tender types.
SPREAD: Adding freight charges, global discounts, and tax proportionally to the cost of all items received on a voucher, or adding global discounts proportionally to the price of all items on a receipt. STATION: An installation of Retail Pro which can be configured as a Main, Backroom, POS, Info or Corporate station. For each station, up to 99 workstations can access the station through a network. STATUS BAR: An information line located on the bottom of most Retail Pro screens, displaying data such as store #, active price level, record status, etc. STOCK AUDIT:
Refers to the use of the Stock Audit tool to manage inventory valuations that are accurate and aligned with transactional document history and accounting records. The tool recalculates inventory cost after final vendor invoices are received and then "rerolls" the transactional documents created during a period to update them with the corrected cost. STORE:
In Retail Pro, a location of inventory, defined as a three digit code such as 001.
STORE CREDIT (S/C):
A credit typically issued to customers for merchandise returns that the customer can then use to subsequently tender a purchase.
STORE REGISTRY SO: maintains a list of items that customers hope others will buy for them, such as with a wedding registry, and is used when the gift list is only needed at one store. STYLE:
Inventory items are grouped together in styles based on the DCS, VEND CODE, and what is defined as the style description, usually DESC 1. The style can be viewed as a grid or in a lineal display. STYLE DESCRIPTION: The description field(s) used along with VEND CODE and DCS to define a style. Will normally be DESC 1. STYLE GRID:
See Grid.
SUB-LOCATION:
An item’s physical or logical location within inventory as defined by the user.
See MCS. SYSTEM MENU:
select the Retail Pro button at the Home Screen to display this side menu.
SYSTEM PREFERENCES:
define settings for the system shared by all workstations.
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T TABBED PAGES:
Designable pages within an area.
TAX AREA:
The instructions for computing tax for items with each tax code. There will typically be a different set of instructions for each tax jurisdiction where you make sales.
TAX CODE:
A code assigned to each item in inventory that defines types of merchandise for tax purposes. See tax area.
TENDER:
(SO/Receipt) How the customer pays for merchandise or the store pays out a customer’s refund or change. Examples: cash, check, credit card.
TERMS: (Receipt) For sales tendered by charge, how and when the customer is to pay for the merchandise. Terms can include a discount % for prompt payment. TERMS: (PO/Voucher) How and when the retailer plans to pay the vendor for merchandise ordered. Examples: COD and 2% 10, Net 30. TERMS:
(SO) The tender to be suggested when receiving deposits or making a receipt against an
SO. TO:
See transfer order.
TOGGLE:
To switch between two options.
TOLERANT ACTIVITY: A Retail Pro activity that can be performed anytime, whether or not other workstations are active. TOOLBAR: TOOLS:
A bar or menu of command buttons for navigation or specific functions.
Separate applications that can work with your Retail Pro system to add functionality.
TOP MENU: (main or top toolbar) The horizontal toolbar located across the top of Retail Pro screens. Select buttons to access program areas or functions. TRANSACTIONAL DOCUMENTS:
Receipts, vouchers, Slips, Memos, and Movement Notes. When updated, transactional documents record changes in inventory quantities, locations, costs, or prices.
TRANSFER ORDER (TO):
A planning document for the transfer of merchandise between
locations. TRANSFER SLIPS:
Transactional documents that record the transfer of merchandise between locations. See in slip and out slip.
TRANSFER VERIFICATION: The process, either manual or system assisted, of resolving discrepancies between out slips and in slips and then filing the slips in history files (optional).
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U UDF:
See user-defined field.
UNSPREAD: Removing previously spread freight charges, global discounts, or tax from individual item values and returning them to their original fields. UPC: Universal Product Code (13 - 18 digits). A family of barcode symbologies that encode manufacturer and product information. UPDATE: Refers to the action initiated by the user to process a transactional document which updates data files as appropriate. Update also refers to various procedures in inventory, utilities, or file management that affect inventory information and/or the replacement of program or data files with a newer version. USER-DEFINED FIELD:
Data entry field can be defined and customized for your system.
V VALUES:
Fields that require numerical entries.
VAT: Value Added Tax. In many countries that use VAT, the selling price is typically quoted with tax included. VENDOR CODE (VEND CODE, VC):
The user-defined code assigned to each vendor and used to track that vendor’s merchandise as it is received, transferred, and sold.
VOUCHER:
See receiving voucher and return voucher.
W W/S:
See workstation.
WILDCARD:
A character that matches any other character when doing a data search. The question mark (?) can be used as a wildcard when defining DCS and VEND CODE filter criteria.
WORKSTATION (W/S): An individual computer accessing any Retail Pro station; usually from a server on a network. WORKSTATION PREFERENCES:
define workstation-specific settings and options, including hardware set up and printing preferences.
X X/Z-OUT REPORT: Report of POS activities. Both reports can be run at any time. The X-Out Report can be run throughout the day to monitor sales activity. The Z-Out Report is usually run at the end of the shift to reconcile the cash drawer.
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Appendix D: Keyboard Shortcuts Keystroke
Action
“F” Keys
Access Help
Activate edit mode
Access the Sort By index dialog
Access data files and selection lists
Open and close the Edit Item dialog (Documents)
Cycle between tabbed pages (Document Form View and document item list)
Access the Review feature
Toggle between List and Form Views
Open and close the Committed screen
Cycle the focus between top menu, side menu, and the main window
Update only (Transactional documents)
Update and print (Transactional documents)
Shift Keys
(Defaults in applicable modules; user-definable)
Change month (Transactional documents)
Run X/Z Out
Reverse tab navigation
Control (Ctrl) Keys
(Defaults in applicable modules; user-definable)
Log in/out
Go to a specific page, where # is the page number (List View and document item list)
Activate choose/edit items (Documents)
Activate/deactivate continuous edit mode
Access Filtered View
View held documents Hold SOs
Unhold a selected document (Transactional documents) Restore SO or PO (Archived SOs and POs) Access customer and vendor history (Customer and vendor modules, respectively)
Open cash drawer
Print tags
Go to next page
Go to previous page
Display the record before the currently selected record
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Action
Display the record after the currently selected record
Go to the record at the beginning of the list
Go to the record at the end of the list
Delete a style in inventory Style View
Alternate (Alt) Keys
(Defaults in applicable modules)
Creates a new document/item
Edit document/item
Save document/item
Delete document/item
Print document/record
Hold a document
Toggle to List View
Toggle to Form View
Exit Retail Pro
Toggle between List and Form View
Access options that contain an underlined letter by pressing . For example, to access COPY, use .
Other Keys
Backs out one screen
Retail Pro button
Backs out one screen. From Main Menu, accesses additional side menu options
Move from one component to the next (a component can be an individual field or a group of fields)
Navigate between fields, columns, buttons, and selections Zoom in and out
Move cursor to first column of selected row
Move cursor to last column of selected row
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Retail Pro® 8 User’s Guide
Index abandoned property law ....................117–18 Accessing customers ...............................442 Accounting Link......................................113 action buttons ............................................20 active links...............................................116 Adjustment memo buttons.......................656 adjustment memos copying memos .............................345–46 editing memos .....................................662 fields....................................................656 memo types .........................................650 reversing memos .................................357 security ................................................650 Adjustments tracking ...............................................649 allocation patterns............................300–303 applying...........................................302–3 creating................................................301 ALU - Alternate Look Up .........................77 ASN .................................................371, 841 Auto Min/Max...................................265–79 analyzing sales history ..................274–76 auto-generating levels ...................276–77 creating formulas...........................272–73 defining formulas ................................271 editing formulas ..................................274 fields....................................................266 filters ...................................................270 updating proposed levels...............277–79 auto POs numbering ...........................................331 options, elements, and criteria.............328 Auxiliary Data Resource (ADR) .............841 available merchandise checking for...........................................60 backing up data..................................16, 594 backroom station .........................................7 backup POS .............................................118 barcode ....................................................842 Build Totals .......................................260–64 parameters .....................................261–62 SRO information ...........................262–64 case quantities ordering ...............................................295 cash drawer..............................................511 cash drops ..........................................544–46 cash rounding ..................................510, 510
cashier drawers ......................................... 93 charge account ........................................ 531 checking in/out ................................... 92–93 Checking Item Availability....................... 58 checks ............................................... 515–17 franking .............................................. 509 choose items ..............................55, 293, 617 Clean House...................................... 255–59 deleting items ..................................... 259 fields ................................................... 256 marking items..................................... 258 reviewing items .................................. 258 security ............................................... 255 coefficient ........123, 128, 154, 181, 236, 842 commissions ............................................. 93 committed merchandise ............................ 65 company.................................................. 842 company - CMP........................................ 64 company (CMP) ..............256, 264, 299, 336 configuring Retail ProPro® ........................ 6 Configuring Your EFT Settings.............. 549 corporate station ......................................... 8 credit cards........................................ 519–21 Credit Cards adding card number to customer record ....................................................... 465 Customer discounts................................. 452 Customer fields....................................... 443 Customer File 2 GB limit ....................... 467 Customer menu buttons .......................... 447 Customer pricing .................................... 451 Customer sales history............................ 460 Customer security ................................... 441 Customer SO History.............................. 463 Customer tax areas.................................. 453 customers adding customers................................ 449 adding customers at POS.................... 459 assigning a shipping priority .............. 453 copying customer records................... 450 editing records .............................. 450–51 fields ............................................. 152–60 pricing and discounts.................... 451–52 printing records and labels ................. 464 sales history .................................. 460–64 security ............................................... 441 sharing records with other stations453–54
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Retail Pro® 8 User’s Guide tax areas...............................................453 Customers adding to documents ...........................457 deactivating .........................................455 deleting................................................455 sharing customer records.....................454 data entry blank fields............................................39 check box fields ....................................40 currency fields.......................................40 date fields ..............................................44 drop-down lists......................................41 fields with suggested entries .................40 note fields..............................................41 quantity fields........................................41 quick lookup fields................................42 read-only fields .....................................39 time fields..............................................43 debit card ...........................................522–23 refund ..................................................523 Deleting POs ......................................................316 departments copying................................................127 creating................................................126 defining .........................................120–22 deleting................................................128 fields....................................................124 pricing formulas ..................................128 security ................................................120 deposits................See Sales Orders: deposits discounts trade.....................................................192 documents history .................................................101 printing ................................................105 Documents canceling ...............................................48 restricting editing/reversing to current day's documents ................................38 Driver's License reading.................................................466 EFT..................................................515, 589 EFT tenders .......................................517–18 Electronic Data Interchange (EDI) ..113, 844 Electronic Funds Transfer (EFT).............844 employees cashier drawers......................................93 check in/out .....................................92–93 sales commissions and SPIFs................96
Employees store assignments.................................. 38 end of day and midday reports defining report settings................. 559–62 description of...................................... 556 displaying reports ......................... 573–75 exporting reports .......................... 575–76 media counts..........................566, 568–72 media totals .................................. 566–68 printing reports ................................... 575 report options................................ 576–79 running reports ................................... 559 statistical analyses ........................ 580–88 statistics .............................................. 580 terms ................................................... 557 exchanges.......................................... 536–38 exiting Retail ProPro®............................... 16 exporting data ......................................... 113 fill status ................................................. 315 filtered view.............................................. 31 Filtered View designing filters .................................. 723 foreign currency................................ 533–35 Form View.............................................. 718 active links.......................................... 717 images ................................................ 716 Page Designer........................713–16, 722 Former Z-Out reports.............................. 573 franking................................................... 509 freight ..................................................... 353 gift cards ......................................... 524, 526 gift certificates ...........................529, 528–29 glossary of terms..................................... 854 grid scales ............................................... 175 help topics................................................. 15 history documents editing and reversing ............................ 98 holding documents.................................... 49 images working with ................................ 114–15 in slips....................................... See transfers info station .................................................. 7 installing Retail ProPro®............................ 5 inventory..................................................... 6 adding items ................................. 164–66 adding styles................................. 177–78 case quantities .................................... 166 copying items ..................................... 167 defining styles .............................. 151–52 deleting items ............................... 167–68
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Retail Pro® 8 User’s Guide editing items....................................69–70 editing styles .......................................179 fields..............................................152–60 grid scales............................................175 margins................................................181 markdowns ..................See Price Manager physical inventory See physical inventory price levels ............................................78 Price Manager .............See Price Manager pricing methods.............................190–91 promotional pricing.......................184–88 quantities ...............................................66 quantity pricing .............................183–84 rounding prices..............................188–89 store pair quantities ...............................67 style view ......................................175–76 trade discounts.....................................192 Inventory auditing inventory ...............................193 ISBN................................. 75, 845, See UPC items consolidating .........................................72 deleting listed items ..............................71 editing items on documents.............69–70 item lookup mode..................55, 293, 617 line item edits ........................................71 listing on documents .......................52–53 Items deleting items ........................................72 jackpot item ...............................150–51, 846 keyboard shortcuts...................................856 kit See packages and kits label report ...................................................673 vendor .................................................135 labels employee .......................................12, 108 launching Retail ProPro® ...........................11 Layout Manager ..............710, 719, 720, 721 links working with active.............................116 List View .................................................711 adjusting columns ...............................709 listing items on documents.........................52–53 logging in/out ............................................19 lost sales ..................................................476 lot number tracking .................................213 main menu ...........................................13, 14 main station .................................................7
main toolbar.............................................. 13 main toolbar buttons ................................. 20 margin..................................................... 181 Memo types ............................................ 650 Memos accessing............................................. 652 actions that generate memos .............. 658 canceling............................................. 661 copying ............................................... 662 creating ............................................... 659 editing................................................. 662 fields ................................................... 652 finding ................................................ 662 printing ............................................... 663 printing tags for memo items.............. 663 Menu Designer ................................. 719–20 midday reports ... See end of day and midday reports min/max .................................................. 266 model workstation .............................. 6, 847 navigation keyboard ............................................... 32 mouse and touchscreen......................... 34 offline mode............................................ 118 opening the cash drawer ......................... 511 order documents ......................................... 4 out slips..................................... See transfers package ................................................... 848 packages and kits ............................ 195–231 break kits ............................................ 229 configure............................................. 225 editing items in inventory................... 231 kit 846 kit cost and pricing ............................. 225 kits ................................................ 224–31 package cost and pricing .................... 221 packages ....................................... 221–24 reports................................................. 231 Page Designer ......................................... 722 Page Manager ................................. 711, 721 passwords.................................................. 18 payments................................................. 536 physical inventory................................... 280 portable readers......................... See scanners POs ...............................See Purchase Orders POS Resiliency going online........................................ 554 mark offline transactions .................... 551 recovery log........................................ 554 security ............................................... 555
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Retail Pro® 8 User’s Guide setting floor limits ...............................551 switching to offline mode ...................553 transaction files ...................................553 transaction recovery failure.................554 POS station ..................................................7 practice Retail ProPro® ..............................15 Previewer.........................................109, 112 price levels.................................................78 Price Manager copying prices .....................................246 markdown basics...........................235–36 markdown fields............................236–37 markdown price level..........................239 markdown prices ...........................239–42 markdown pricing method ..................239 printing markdown tags ......................247 restoring prices..............................247–49 security ................................................234 system preferences ..............................254 updating markdowns .....................242–46 price-based stores ......................................79 prices .................................................181–92 activating pricing methods ..................191 adjusting ..............................................190 Price Manager .............See Price Manager rounding ........................................188–89 trade discounts.....................................192 Primary Data Resource (PDR) ................849 printing documents ...........................................105 employee labels...................................108 tags ......................................................106 using report groups..............................107 Printing mailing and shipping labels.................464 program labels ...................................723–26 category/schema..................................726 proposing POs ...................................308–12 Purchase Orders allocating merchandise..................297–98 allocation patterns .......................300–303 completing a basic PO.........................283 deleting and archiving POs ...........315–17 fields..............................................152–60 fill status..............................................315 foreign order cost ..........................320–21 generating a TO.............................318–19 ordering case merchandise ..................295 printing POs ..................................313–15 proposing POs ...............................308–12
purging archived POs ......................... 317 reviewing reports................................ 320 security ............................................... 282 size patterns .................................... 304–7 using EDI ........................................... 320 viewing quantities ...................... 299–300 Purchase Orders drop ship POs ..................................... 281 marked for POs................................... 281 Purchase Orders price and cost...................................... 296 quantity pricing....................................... 184 receipts........................ See sales and receipts records adding new ........................................... 36 editing................................................... 37 saving ................................................... 48 remote ......................................................... 8 report groups........................................... 107 reports appearance.......................................... 701 categories...................................... 667–68 creating new reports ..................... 344–45 default settings.................................... 692 designs................................................ 690 editing reports..................................... 662 field lengths and labels ................. 673–76 filter criteria.................................. 686–89 filter elements............................... 684–85 filters ............................................ 683–84 fonts.............................................. 670–73 layout............................................ 696–97 options .......................................... 576–79 preferences ......................................... 670 ranking................................................ 700 report files ...................................... 705–7 report groups ...................................... 705 running ......................................... 677–83 sales charts.................................... 697–98 sorting........................................... 697–98 terms ................................................... 557 toolbars ............................................... 669 totals ............................................. 698–99 restoring data ............16, 594, See Safeguard prices .................................................. 233 report defaults..................................... 692 SOs ..................................................... 628 returns ............................................... 536–38 Reversing a memo .................................. 663 rounding
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Retail Pro® 8 User’s Guide case........................................................74 price.....................................................188 taxes ................................................82, 89 tender...................................................510 Safeguard.................................................594 sales and receipts associates.............................................481 canceling new receipts ........................476 cashiers..........................................480–81 comments ............................................346 completing receipts .............................475 discounts .............................................501 Edit Item dialog.............................496–97 editing receipt items ......................496–98 effects of updating receipts .................512 fees ................................................483–84 fields..............................................152–60 giving change ..................................508–9 global discounts.............................482–83 jackpot items .......................................492 kit items.........................................494–96 line-item edits........................................98 looking up customers at POS ........477–78 lost sales ..............................................476 package items................................492–93 POS flags.............................................479 prices ...............................................502–4 printing ..........................................513–14 returns .................................................468 security ..........................................469–72 shipping charges............................484–85 surtax.............................................484–85 taxes ....................................................488 tender screen ...................................505–8 sales charts...................................See reports Sales Orders archiving SOs................................627–30 copying SOs ..................................345–46 creating SOs from receipts ..................614 customer discounts..............................616 customer orders .............................625–26 deleting SOs ..................................627–30 deposits ...............................................631 discounting items ..........................618–22 fields..............................................152–60 generating POs ....................................645 global discounts.....................622–23, 623 layaways........................................626–27 listing customers ...........................492–93 listing items ...................................292–94
partial shipments .......................... 642–43 printing deposit receipts ............... 646–47 printing SOs.................................. 647–48 purging SOs.................................. 627–30 receiving SO deposits................... 631–32 record sales using SO deposits ........... 640 recording sales from SOs ................... 638 referencing SOs on receipts................ 636 refunding SO deposits ........................ 634 registry SOs ...........................612–13, 627 returns................................................. 643 reversing SO deposits................... 632–34 sales order types ........................... 598–99 security ............................................... 597 shipping charges and fees................... 642 special orders................................ 625–26 terms ................................................... 557 using deposits ............................... 635–36 viewing dedicated POs ................. 645–46 saving records ........................................... 48 scanners .................................................... 50 importing-error reports......................... 52 scanning errors ..................................... 52 uploading data ...................................... 51 seat ...................................................... 6, 851 security vendors ............................................... 129 Security Administrator ............................. 18 Sell Items button..................................... 639 serial number tracking ............................ 198 shipping charges ..................................... 485 SID...........................................150, 444, 489 SID (System Identifier) .................. 115, 851 size patterns ........................................ 304–7 SPIF (Salesperson Incentive Fee)........... 852 SPIFs......................................................... 93 spreading................................................. 353 starting Retail ProPro®.............................. 12 stations ........................................................ 7 backroom................................................ 7 warehouse............................................... 7 Stock ledger ............................................ 193 store credit ...................................... 530, 530 store pair quantities................................... 67 style grid ........................................... 171–74 subsidiary................................................ 438 system preferences international........................................ 825 tags and scanners ................................... 50, 75
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Retail Pro® 8 User’s Guide printing ................................................106 taxes...........................................................91 applying and changing at POS ..............91 tax fields................................................89 tender .................................................505–11 cash .....................................................508 cash drawer .........................................511 change .................................................508 charge account.....................................531 check ...................................................515 credit card............................................519 debit card.............................................522 EFT .....................................................518 foreign currency ..................................533 franking ...............................................509 gift card ...............................................524 gift certificates.....................................529 payments .............................................536 procedures ...........................................506 reversing credit card............................521 rounding ..............................................510 split tender transaction ........................507 store credit...........................................530 tender screen .......................................505 undo/delete ..........................................507 toolbar buttons...........................................20 top menu ..............................................13, 14 touchscreen................................................33 Tranfer Orders and Slips in slips .................................................376 transactional documents ..............................4 Transfer Orders and Slips allocating TO items .......................417–19 auto transfer options and filters...........434 auto transfer TOs and slips..................437 auto transfers analysis .........................436 creating slips .................................389–90 deleting TOs........................................421 fields..............................................152–60 fill status..............................................315 generating auto transfers .....................427 generating out slips .......................423–25 generating TOs..............................422–23 in slips ...................................376, 394–96 in-transit ................................376, 397–99 listing items on TOs ......................416–17 mismatched slips ...........................405–13
out slips ........................................ 392–94 preferences ......................................... 378 purging slips ....................................... 414 recording comments on slips........ 390–91 slip history (former slips) ................... 392 updating and filing slips ................. 404–5 verifying slips............................. 400–414 UPC multiple UPCs .................................... 196 UPC - Universal Product Code................. 75 user information........................................ 16 vendors.............................................. 128–41 copying ............................................... 135 creating ............................................... 134 deleting ............................................... 135 editing................................................. 134 fields ............................................. 130–31 history........................................... 140–41 payment terms .................................... 136 printing records and labels ................. 135 Vendors multiple vendors................................. 195 views Form View................. 27, See Form View List View ...................... 25, See List View vouchers Advance Shipping Notices ........... 371–73 canceling vouchers ............................. 345 creating ......................................... 344–45 discounts....................................... 353–54 editing items ................................... 69–70 fields ............................................. 152–60 freight ................................................. 354 generating a TO............................ 369–70 prices and costs............................. 354–56 printing vouchers and tags.................. 373 recording comments ........................... 346 security ............................................... 333 tax ................................................. 353–54 updating vouchers .................347, 364–68 wedge readers ........................... See scanners wildcard .......................................... 121, 854 X-Out reports..... See end of day and midday reports Z-Out reports ..... See end of day and midday reports
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