[i] Merchant allows you to set up and maintain information for as many stores as you need. If you have only one store, that's fine. If you have 100 stores, that's fine, too.
The gateway to setting up and maintaining store information is the Find Store window:
To set up a new store, you'll need to key in a code and a description for the new store within the Find Store window.
Select File at the top of the window. A small pulldown submenu appears. Select New-Store from this submenu. The Store Properties window opens. This is where you need to set up the store's essential information.
In the Description field, key in the store name.
In the Store Number field, key in the store number.
Underneath these two fields, there is a box with seven tabs. The General tab is highlighted by default. This is where you set the region for the store, key in the name of the store manager, and determine your store's label defaults.
To set the region:
Click on the binoculars icon to the right of the Region field, or press F3 with your cursor positioned in the field. The Find window opens for Region. If you're setting this up for the first time, you'll need to set a code and a description for the region.
Select File at the top of the window. A small pulldown submenu appears. Select New-Parameter from this submenu. The Region Properties window opens.
In the Code field, key in a code for the region you are creating.
In the Description field, key in the region name (for example, Northeast).
Click on the Save button within the Properties window, then click on Close. You are back at the Region Find window, but the region you just created does not display until you back out of the Region Find window and then come back in. At this point, the new region will appear.
Follow this procedure to create as many regions as you need.
Note:
To change the code or description of an existing region:
Highlight the region and click on the Properties button at the right of the Region Find window. This opens the Region Properties window.
At this point, change the code and/or description, and save your changes.
Note:
To delete an existing region from your list:
Highlight the region you want to delete within the Region Find window.
Select Edit from the menu at the top of the Find window.
Under Edit, select Delete. Follow the prompts in the message boxes to delete the region.
To select the region you want for a particular store:
Highlight the desired region.
Click on the Select button at the right of the Region Find window, or simply press Enter. You are taken back to the Store Properties window, and the Region field is filled in with the Region you just selected.
Note:
If you want to view more information on how to select a parameter in a code-driven field, please click here..
In the Manager field:
Key in the store manager's name and click on the Save button in the toolbar at the top of the Store Properties window.
Under Labels Defaults, there are two fields--Product Barcode Label and Customer Order Label. At the right of each field, there is a dropdown arrow that, when clicked, calls up a menu of label names. Under both the Product Barcode Label field and Customer Order Label field, choose the default label type for the store.
Product Barcode Label refers to labels placed on regular products. Customer Order Label refers to labels placed on products received in to fill a Customer Order. If a product has a Label Type assigned to it in Product Properties, that Label Type will override what is defaulted for the store here in the Product Barcode Label. But if a product does not have a Label Type assigned to it, the system will use the label defined here.
The Customer Order Label type here must be filled in. If it is not, no Customer Order labels will be printed. This is the general default label for Customer Orders. However, there are two other Customer Order Label default here, as well.
In Store Pickup Label is optional. If you want to assign a store default label for Customer Orders that are picked up at the store, you can do so here. If you assign a label here, it will print along with the Customer Order label.
Charge & Send Pickup Label is also optional. If you want to assign a store default label for Customer Orders that are charge & send, you can do so here. If you assign a label here, it will print along with the Customer Order label.
Maximum number of Pickup Labels to print is also optional. If you leave this blank, no maximum will be established. But if you want to set a maximum for orders that are to be picked up at the store, simply key it in here. For example, if you key in a 5 here, only 5 Customer Order Labels will print for each item on a particular Customer Order that is to be picked up. So, for instance, if a customer has ordered 100 copies of a book, only 5 labels will print for that book.
In the General Ledger Store Code field, you may assign an Accounting General Ledger Code to the store as a whole. This is strictly optional. If used, the G/L Export process will be able to separate transactions on a store-by-store basis--matching all transactions against the store's General Ledger Code, as established here. If you only operate one store, this field has no real value. If you do not wish to separate transactions in the G/L Export by store, then you can leave this field blank, as well. (If used, the General Ledger Code here will be inserted in the "Class" column in a Quick Books file.)
In the Vendor for Transfer Purchase Orders field, assign a vendor for transfer POs. If this field is blank, no transfer POs will be able to be cut for the store in question.
The POS Options tab allows you to set up certain POS features within the store. There are numerous fields under this tab. Let's take a look at them.
In the Print Description field:
Click on the down arrow at the right of the field. A dropdown list appears, with three choices. Select the choice you want. Whatever you select here will appear on the printed receipt for each item sold during a sale. Essentially, the choices amount to the following--do you want only the SKU for the item to appear on the receipt, just the short description to appear (the short description will mirror the description shown on the POS screen itself), or both.
In the Discount Total Message field:
Any POS transaction that has a discount will display the total value (summary) of the discount on both the POS screen and the sales receipt. The text you key in here will appear just before this summary value. So, as an example, you might key in "Total of Discounts" here.
In the Receipt/Invoice Heading field:
Key in the heading you want printed on the top of the receipt. More than likely, this will be your store's name and address.
In the Balance Card Header field:
Key in the heading you want printed on the top of Balance Card slips.
Key in the message (if you want one) you want printed on the bottom of the receipt.
Print Sales & Receipt Summary Automatically is a checkbox field. The system will automatically check this field (it is the default). If you want it unchecked, you must do so manually. If checked, closing the POS will automatically print the shift summary and the daily sales and receipt summary. When unchecked, no summary is printed. In order to get a shift reading in this case, you must key in the appropriate password to access the information.
Hide Close and Start Next Day Menu Selection is also a checkbox field. This field will default to unchecked. If you want to activate it, you must manually check the box. If you check this box, the "Close and Start Next Dat" menu selection will no longer be available at the POS.
In the Default Discount field:
This is a checkbox field. If left unchecked, the field is not used. If checked, do the following . . .
Select which discount code you want to use as the default discount code for your store. The discount you select here is the same one that can be found in Customer Discounts. The only difference is that here, you are assigning a default discount code for the store as a whole, not for a specific customer. If a customer with a discount code attached to her buys something at the POS, the system will use that specific customer's discount code over the general code you establish here. In other words, the customer discount code, if one exists, trumps the store discount code. For information on discount codes, click here--just remember when reading about the discount codes, though, that, as the discount codes apply to what we're talking about here, they do not pertain to individual customers, but to the store as a whole.
In the NOF Service field:
Determine what the default prompt should be at the POS screen when an item cannot be found on file. When scanning something at the POS, if the system cannot find a matching product number (item not on file), the POS screen will prompt the clerk and ask whether or not to sell the NOF item as a service. If you enter a service here in the NOF Service field, this particular service will appear in the NOF POS prompt. For example, let us say you select gift wrapping here in the NOF Service field. Then, at the POS, the clerk scans an item and the system cannot find it (NOF). The POS screen will ask the clerk if he or she wants to sell the item as gift wrapping. What you enter in the NOF Service field is the default prompt when an item is not found at the POS. (If you need to view information on how to select a parameter in a code-driven field, please click here.)
To the right of this field, there is a check box--"Offer NOF Service." If the box is checked, the POS will automatically offer the service you set up in the above field whenever an item scanned is NOF. However, if this check box is unchecked, the system will not display the NOF service default message.
In the Signature Message field:
Key in the signature message you want displayed on applicable receipts. For example, when there is a credit card sale, there will obviously need to be a signature. What you key in here will be what displays before the signature line on the receipt.
In the Change Message field:
Key in what you want displayed on the receipt in the Change line. For example, if given cash and there is change to return to the customer, what should be printed on the receipt next to the change amount? That will be determined by what you key in here. If you enter nothing here, the Change Message will say, "Your Change."
In the Check Endorsement field:
Key in the message you want printed on the back of checks when they are validated.
In the Receipt Image field:
If you have a bitmap image you want to have printed in the header of your store's receipt, enter the path in this field, so [i] Merchant can find it. It would be a good idea to have the bitmap image shared in a network drive so everyone can access it. Be sure the bitmap resolution is compatible with your printer. Do not use bitmaps on printers that do not use high resolution.
In the Invoice Image field:
If you have a bitmap image you want to have printed in the header of your store's POS Invoice Report, enter the path in this field, so [i] Merchant can find it. It would be a good idea to have the bitmap image shared in a network drive so everyone can access it. Be sure the bitmap resolution is compatible with your printer. Do not use bitmaps on printers that do not use high resolution.
In the Balance Card Image field:
If you have a bitmap image you want to have printed in the header of your store's Balance Card slips, enter the path in this field, so [i] Merchant can find it. It would be a good idea to have the bitmap image shared in a network drive so everyone can access it. Be sure the bitmap resolution is compatible with your printer. Do not use bitmaps on printers that do not use high resolution.
In the Show Savings from MSRP field:
Either check this field or leave it blank. If you check it, any savings from the MSRP of products in a transaction will display on the POS screen as well as on the receipt. If you leave this blank, the savings from MSRP information will not display.
The next two fields--Item Line Message and Savings Total Line Message--only apply if you checked the "Show Savings from MSRP" field. If you left that blank, you can ignore these fields.
In the Item Line Message field, key in the text you want to appear (on the POS screen as well as the receipt) in front of the the MSRP price for each applicable item in the sale (for example, "List Price"). Note, the only time this will appear is if there is a savings from the MSRP. If there is not, nothing will display.
In the Savings Total Line Message field, key in the text you want to appear (on the POS screen as well as the receipt) in front of the total savings (for all combined items in the transaction) value. For example, if there were two items in a sale, and both had an MSRP of $10.00 but were sold with a selling price of $8.00, the total savings would be $4.00 ($2.00) for each item. This total will appear at the bottom of the POS screen and on the receipt. What you key in here will display just before this total. (Example: "Total Savings.) Discounts will not be calculated in this total. Discounted savings are calculated separately.
The Print Reward Program Status on Receipt field is a checkbox field. If you want the reward program status to be printed on the receipt, then checkmark this field. If not, simply leave it blank.
In the toolbar at the top of the screen, notice two of the icons--Quick Keys and POS Buttons.
Both Quick keys and Function Keys are established by clicking on the Quick Keys icon. Quick keys can be helpful for clerks at the POS. For example, if you sell a certain service or specific product or type of product often, it would make sense to create a quick key for it, especially something that cannot be scanned. If your store does a lot of gift wrapping, for example, you might want to create a quick key for gift wrapping.
How do quick keys work? Easy. Assign a letter or number to a product or a service. Then, when the cashier presses that number or letter during the sale, the desired service or product appears on the POS screen, just as if it were scanned. This is a great timesaver.
To establish and maintain your quick keys:
Click on the Quick Keys icon in the toolbar at the top of the screen. The Quick Keys window appears.
To create a new quick key, click on the "Add to List" icon, which is positioned at the top left of the window, above and just to the left of the Key column. A blank row appears after the last row that has been filled in--in other words, at the bottom of the list.
Under the Key column, key in a letter or number. This will be the actual quick key for the product or service you are selecting here.
To the right of the Key column, select whether the item is a service or a product. Simply click on the circle to the left of either choice to make the desired selection.
Under the Category column, select what you are creating the quick key for: a product, a service, or a function (Function keys will be discussed momentarily). Click on the pulldown arrow at the right of the field, and select the appropriate category.
Under the Code column, either key in the code (if you know it) for the product (in this case, the "code" would be the product number) or service (code would be the short description) you want to create the quick key for, or click on the binoculars icon and perform a search for the desired product or service.
Once you have selected the product or service code, the field beneath the Description column will fill in automatically, either with the name of the product selected or service selected.
You can create as many quick keys as you want, and you can always come back in and update the file. On the POS screen, there is a Quick Keys button on the right. When the clerk clicks on that button, a miniature Quick Keys window displays, showing all of the quick keys (and function keys) available to the clerk. This is helpful if the clerk doesn't know a quick key from memory. Ideally, clerks will memorize the most frequently used quick keys.
Beneath the Quick keys on this list, you will find the POS Function keys (or shortcut keys). Each function key provides a shortcut command. [i] Merchant comes with default function keys already established. For a list of the default function keys, click here.
If you want to change the default value of any function keys, highlight the appropriate row and then click on the arrow to the right of the Code field. A list of POS Functions will display in the submenu that appears. Simply select the function you want matched with the specific function key whose row you are in. Note, if you are changing the default of a function (F) key, you will probably want to keep the Key column the same (for example, F6) and keep the Category column the same (i.e. "Function"). You would just be switching the POS function associated with that particular function key.
Once you are finished creating (or altering) the quick keys and function keys, close out of the window and save your changes.
The Quick Keys window at the POS will list the function keys and what they do. Hopefully, however, the clerks will memorize the function keys.
The POS Buttons icon enables you to change (if desired) the definable POS buttons that appear on the right side of the POS screen. Even if you do not plan on changing the default buttons, you might want to click on this and check out what the defaults are.
When you click on the POS Buttons icon, the POS Function Mapping window opens. This is where the POS buttons that will appe ar on the POS screen are defined.
There are 12 POS buttons, all displayed on the left side of the POS Function Mapping window. To view the Button Properties of any individual button, simply click on it. Notice that the fields beneath "Button Properties" are filled in with the just-clicked button's information.
The POS Function field simply lists the function associated with the button. This means that, at the POS, when the clerk chooses this button, the function listed here is what will happen. For example, one button is "Cash," and its concomitant POS function is "Tender Cash." Therefore pressing the "Cash" button at POS will tell the system that cash is being used as the tender during a transaction. You can change the function to a button by clicking on the arrow to the right of the POS Function field and selecting the desired function in the menu that displays.
The buttons are color-coded. In the next field, you can change the color of the selected button by clicking on the Select Color tab. The Color Palatte appears, and from there you can choose the color you want.
The "Button Text" field is free-form. Key in whatever you want. Whatever is keyed in here is what the button itself will say at the POS screen. Maybe you want to change "Cash" to "Tender Cash" for example. Or you can create a completely different button and then make sure the POS Function matches it. This is all up to you.
You can also change the POS background color. Simply click on the "Change POS Background Color" button at the bottom of the window, and select the color you want.
You can go through all 12 buttons in this manner, if you want. Then, when finished, simply click the Apply button at the bottom of the window to apply the changes you just made. Then Save and Close out of the window. You have just defined the POS Buttons that will display on the right side of the POS screen.
The POS Security tab allows you to set security for several POS functions. Next to each function listed under the POS Security tab, you can key in a password that the POS clerk must key in at the POS to proceed with the function. For example, you may want to secure the Modify Price function. Key in a password next to Modify Price. At the POS, any clerk in your store will be prompted to key in this same password upon attempting to modify a price at the POS.
You can enter a password for each of the POS functions provided under the POS Security tab, you can enter a password only for a few desired fields, or you can ignore this feature altogether. Just be aware, if you do not key in a password for a defined POS function, it will not be password-protected at the POS.
The rest of the tabs at the top of this box deal with address information. To set the address information for your store:
Click on the Physical Address tab. The box fills in with standard address form fields for you to fill out.
Fill out the fields.
Note:
You can blank out the address form by selecting the Undo toolbar button at the top of the window, but only if you have not yet saved the information . Once you have saved, the Undo option will not work.
The other tabs are for the Shipping Address, the Billing Address, and the Corporate Address. If all of these addresses are different from the Physical Address you just filled out, you will need to fill them out manually. But if they are the same as the Physical Address, there is a shortcut.
To fill out the other address forms using the shortcut:
Click on the address you need to fill in next (for example, Billing Address).
Click on the down arrow to the right of the Copy toolbar button at the top of the Store Properties window. A pulldown menu appears.
Assuming you filled out the form for Physical Address first, select Physical Address from this pulldown menu. The form you have open (for example, Billing Address) fills in immediately with the same information you had entered in the Physcial Address form. This saves you the trouble of re-keying the same information.
Repeat this process for each of the remaining address forms, assuming they all mirror the Physical Address.
Click on the Save button in the Store Properties toolbar, and then close out of the window. Back at the Find Store window, the store you just added to the system appears in the list of stores.
Note:
To change any information for an existing store:
Highlight the store and click on the Properties button at the right of the Find Store window. This opens the Store Properties window.
At this point, change what you need to change, and save your changes.
Please take note of the "Used Store" toolbar icon at the top of the screen. This only applies if your store is running the Used Books module. If so, please click here for a description of the functions of the "Used Store" toolbar icon.
The PubTrack toolbar option opens the PubTrack properties window. Here you can enter the PubTrack Region and SAN. For more information on the PubTrack service, please contact Computac Customer Service.
The Symtio Settings toolbar option opens the Symtio properties window. Key in the SAN and Password here, Save the changes, and close out of the window.