The Options program is where you set your default store name and the store's default security model. It is also where you key in your Computac account number and establish other store defaults.
To access the Options program:
Select Tools from the [i] Merchant Desktop. A submenu appears.
From this submenu, select Options. The [i] Merchant Options window opens. There are seven tabs within this window--General, Customer Orders, Account Information, Product, Accounting Integration, Purchasing, POS, ATL Export, and PubTrack. The window defaults to the General tab. This is where you set your default store name, determine your store's default security model, establish which industries you will have in your store, set the Auto Code names for four parameters, set up your e-mail settings, determine the store batch-mode user, and determine whether you want to enable Cash Drawer Management.
To set your default store name:
If setting the store defaults for the first time, you'll need to add and set up the new store to the system. Click here for information on adding a new parameter to the system. If you need to view (or alter) the existing default store, please click here for information on selecting code-driven parameters in [i] Merchant.
The Security Model field is where you set the selected default store's basic security paradigm. There are two choices: Full Access and Restricted Access.
Full Access sets the default for every user as having unlimited access to every program and module in the system. Restricted Access sets the default for every user as having no access to any program or module in the system.
If you select Full Access, you will need to set user security on an individual basis, manually restricting access to specific programs and tasks within the system on a user-by-user basis. For example, if you do not want a user to have access to Store Properties, you would need to define this in that user's user security. Full Access is a starting point, giving full access to everything to every user. Exceptions for each user (modules or programs you do not want users to access) then need to be set on a user-by-user basis.
Restricted Access works the same, only in reverse. It blocks access to everything for every user, including yourself. You then need to give access to individual users manually. For example, if you want to give yourself access to everything, you would need to define this in your own user security. Exceptions for each user (modules or programs you want users to be able to access) need to be set on a user-by-user basis.
The Industries section allows you to establish which of the industries you want included in your system. When you create a new product in Product Properties, you need to determine which industry the newly-created product belongs to. Your industry choices will be determined by what you select here in the Industries section of Tools-Options. To deselect an industry, click on the checked box to the left of it. This unchecks the industry, and it will not appear as a choice when adding a new product. For example, if your store does not sell clothes, you would uncheck Clothing here, and Clothing as an industry will not appear in the list of industries when adding a new product to the system.
The Auto Code Names section determines whether the system will assign numbers or names in the Short Name field for the following four categories: Customer, Vendor, Service, and Author. To set the value for any of the four fields (the default is set to Name), click on the arrow at the right of the field. From the dropdown list, select either Name or Number.
For Customer, if you select Number, the system will assign the next available customer number for a newly-created customer in the Short Name field of Customer Properties. If you select Name, the system will merge the customer's first and last name, creating the Short Name. Please note, this only applies if you leave the Short Name field blank. If you manually fill it in, the default established here does not come into play. Whether you choose Number or Name is strictly a personal preference.
For Vendor, Number would assign the next available vendor number in the Short Name field of Vendor Properties; Name would simply assign the vendor's name.
For Service, the principle is the same. Number would assign the next available service number in the Short Name of any newly-created service. Name would simply assign the service's description in the Short Name field.
For Author, it would be the same principle as Customer.
There are three e-mail fields that need to be filled in under the "E-mail Alert Settings" section. Once these are filled in, [i] Merchant will be equipped to send out automated e-mail alerts. These alerts concern Above the Treeline and offline POS updates.
In the "SMTP Server to use for sending alerts" field, key in the mail server IP address or name. Please contact Computac Customer Service if you have any questions regarding your mail server IP address.
In the "E-mail address to use for sending alerts" field, simply key in the address that [i] Merchant e-mail alerts will be sent from.
In the "E-mail addresses of I-Merchant administrators," key in the e-mail address (or addresses) where you want the [i] Merchant e-mail alerts to be sent.
In the User For Batch Mode Processing field, select a user that will be used when an [i] Merchant process is run via the automated system scheduler, or in an unattended mode--such as offline POS updates. Keep in mind, the selected user must have the security rights to perform whatever job will be submitted. The system just wants to "see" a user assigned for these functions. The functions themselves are entirely automated and the selected user will not need to "do" anything.
On the far right of the screen, you will find the Password section. Here you can select the number of days before a password change to the system must be changed. For example, if you enter 90 days, the password would need to be changed after 90 days. If you enter a 0, the system will not force a password change.
The Customer Orders tab deals with customer order settings within [i] Merchant. Check the box to the left of Add to be Ordered if you want the Add to TBO box to be checked as an automatic default in the Customer Order program. If you do want it to be checked as a default, you can always uncheck it as necessary while in the Customer Order program.
The Ordered Quantity field determines the default that will appear in the Ordered field in the Customer Order program each time a product is added to the customer order. Either key in the value you want, or click on the up/down arrows to the right of the field to increase or decrease the value by one until you have set it the way you want. A standard default setting here would be 1, but make it whatever you desire. You can, of course, change the default ordered amount in the Customer Order program if needed.
The Use Vendor box determines whether the TBO vendor for a Customer Order will be the product's vendor of record or whether it will be the specific vendor you define here. If you want to have it be the vendor you specify here, click on the circle to the left of "Specific." The circle will fill in. If you want the TBO vendor for Customer Orders to be the vendor of record for the applicable products, click on the circle to the left of "Vendor of Record." Choose whichever makes the most sense. If you normally order your Customer Orders through one vendor, then establishing the specific vendor here might be wise. If you process your Customer Orders with numerous vendors, it might make sense to just use the vendor or record option. Either way, you can always change the vendor as necessary for any specific Customer Orders.
In the TBO Vendor field, choose the vendor you want to use as the specific vendor for all of your Customer Orders. Remember, this only applies if you choose the "Specific" option discussed above. If you leave the TBO Vendor field blank, you cannot use the "Specific" option.
In the TBO Type field, choose the TBO Type (as opposed to Order Type) you want the system to use as a default for all of your Customer Orders. Remember, you can always change the TBO Type for a specific product later. The default should represent the normal TBO Type used with the majority of your Customer Orders.
In the "E-mail address to use to e-mail notifications" field, key in the e-mail address where [i] Merchant will send its Customer Orders e-mail notifications from. This e-mail will be sent to customers directly.
Click on the Account Information tab to set your Computac account number within the system. Simply key in your Computac account number in the Computac Account # field. This is also where you key in your Venstock information, with which Computac will provide you. Pay special attention to the Venstock Turned On box. If checked, Venstock is activated. If unchecked, Venstock will not be available.
If you want to map the fields that appear for products when they are imported from Venstock, click on the Venstock Mapping button. This opens the Venstock Product Mapping window. There are two columns--Venstock and [i] Merchant Product. Beneath each column, there are eleven rows. The row underneath "Venstock" lists the data field names as they appear in Venstock. To the right, under the [i] Merchant Product column, you need to map these Venstock fields to a concomitant [i] Merchant field. The data will then be automatically imported into the product's Product Properties screen using the [i] Merchant mapped data field name.
To select an [i] Merchant data field, simply click on the arrow at the right of the appropriate field, and select the choice you want. Select the field that makes the most sense, the one that matches the Venstock field. Note that many of the [i] Merchant fields offered here are user-definable.
If you don't want to map a Venstock field, simply leave the value in the field under [i] Merchant Product set to "Nothing." You can map some of the Venstock fields, all of them, or none of them. It is entirely up to you. When you are finished working in the Venstock Product Mapping window, Save your changes (or Close out without saving the changes you made).
The Default Pricing option allows you to have the system automatically discount new products imported directly from Venstock. If you don't want the system to do this, just leave the field set to zero. But if you do want the system to discount new products from Venstock, key in a percentage here. The system will discount the Venstock price by this percentage to come up with an adjusted retail price for the affected products. (Note: If you have the system automatically discount the Venstock price, the Retail Price will be adjusted. However, the MSRP price will remain set to the original Venstock price.)
Venstock is a books-in-print database that interfaces with [i] Merchant. It provides title information and stock availability from wholesalers. It allows your store to look up information about titles that you do not have in your inventory and to add them to your inventory, if desired. Venstock is particularly useful when trying to satisfy customer orders. The Venstock database is updated on a regular basis. If you have any questions regarding Venstock and its capabilities, please contact Computac Customer Service.
The first portion of the Product tab has five checkbox fields underneath it. The first checkbox field applies to the Description and Formal Description for a product, as established in Product Properties. If you check the checkbox here, the system will automatically make the Description and Formal Description fields be the same. So, for example, in Product Properties, if you key in a Description, the Formal Description will fill in automatically with the identical information once Saved, and vice versa. If you key in different information in both fields, the system will switch the Description field information to match the Formal Description field--in other words, the Formal Description will take precedence.
If you leave this box unchecked here in Tools-Options, then you will need to fill in both the Description and Formal Description fields in Product Properties. The system will not automatically force them to match.
The second checkbox (Legacy SKU Check when scanning) is not recommended. If you want to use this feature, please contact Computac Customer Service before selecting it. Generally, you will not ever need to use this.
The third checkbox (Use the Product Find form that consolidates line items) determines whether you want to stick with the traditional, standard Product Find program (which operates using the same principles as standard Find programs throughout the system), or if you want to use the special, optional Product Finder, which is a unique Find program you can use for Product searches. If you leave the box unchecked, the system will use the standard Find program for Product searches.
The fourth checkbox (Require a reason when adjusting on hand or cost) determines whether you want the system to force you to fill in the Reason field when you change the onhand amount of a product. If you uncheck this field, a Reason will not be necessary, only optional.
The fifth checkbox (Retail Price Includes the Sales Tax) determines whether you want the Price column in POS to include the sales tax amount added to the retail price amount. For example, let's say you check this box. What happens at the POS? Let's say you scan a product with a retail price of $10.00. It also has an 80 cents sales tax. With the Retail Price Includes the Sales Tax box checked, the Price column will display an amount of $10.80 ($10.00 retail + 80 cents tax).
If you don't want the sales tax included in the Price column, simply leave this box unchecked.
On the right side of the screen, notice, also, the "Product Link URL" box. This enables you to key in a URL, and then click on a link titled "Link to Website" in the right-clicker menu for applicable products. Once you click on that link in the right-clicker menu, you will be taken directly to the Web Site in question, and to the product in question, if applicable.
Simply copy and paste a URL in this box. Make sure the URL includes a valid product (ISBN) number. And then, after pasting the link in the box, replace the product number with the words "IM_PRODUCT_NUMBER". Once you do this, the "Link to Website" feature in the product right-clicker menu will be enabled.
At the bottom of the window, there are three additional checkboxes, one each for New Products, Used Products, and Remainder Products. If you check a box next to one of the choices, the system will require that the price be included in the barcode of the product label when scanning. You can leave all three choices unchecked (not requiring prices in the barcode when scanning), you can check all three, or you can just check one or two. The choice is yours.
The Accounting Integration tab enables you to set default Accounting General Ledger Codes. There are thirteen fields in all. These are very important fields. If you want to use integrated accounting through [i] Merchant, make sure you fill these fields in. Some of these fields apply to products, services, tenders, and tax codes that have not been given their own GL Codes within their respective Accounting Categories. When using the appropriate G/L Export program, such records will be assigned the GL Codes you establish here. The remaining default fields here are more general and must be filled in for the G/L Export processes to function properly.
The Purchasing tab is where you establish which price should display for products as you add them to Purchase Orders via the PO Properties program. Select the price you want to use in the Retail Price Default field. There are three choices: Retail; MSRP, Retail; or Buy, MSRP, Retail. Whichever price you select here is the price that will display in the PO Retail Price field in PO Properties for any product you add onto a PO. If you choose "Retail," the Retail price will automatically appear in the PO Retail Price field on the PO. If you choose "MSRP, Retail," the system will first look for the product's MSRP price (it will look on the inventory file, in Product Properties). If it finds a value greater than zero, it will place this price in the PO Retail Price field on the PO. If the MSRP value is zero, the system will place the Retail price onto the PO instead. If you choose "Buy, MSRP, Retail," the system will first look for the product's Buying price. If it finds a value greater than zero, it will place this price in the PO Retail Price field on the PO. If the Buying price is zero, the system will then look for the product's MSRP price. If that is greater than zero, that is the value that will be placed onto the PO. If that, too, is zero, the system will put the product's Retail price onto the PO.
Of the three selections, we recommend that you use the "Buy, MSRP, Retail" option--but it is entirely up to you.
The second option underneath the Purchasing tab (Retail Price Default for Remainder) works exactly the same as the option discussed above. The only difference is, this option only applies to products coded as Remainders.
There is also a field that allows you to set the maximum number of products that can display in the Buying Manager at any one time. The system default is 1,000 products, but you can change it to anything you want. Be aware, though, if you set the default higher than 1,000, the Buying Manager search may take longer to complete.
Under the POS tab, you will find the following fields:
The Enable POS Cash Drawer Management field has a checkbox to the left of it. If you want to activate Drawer Management, check this box. If you do not want to use it, make sure the box is unchecked.
The "Assume 2 decimal points when entering price" field also has a checkbox to the left of it. If you want the system to assume 2 decimal points when you enter a price in Product Properties or POS, leave this field checked. If you do not want the system to automatically assume 2 decimal points, then simply uncheck this field.
The "When creating a new balance card account, include the customer used in POS" field has a checkbox to the left of it as well. If you want the system to include the customer you're creating a new balance card account for in POS, place a check in the box, otherwise leave it blank.
The Demographic Prompt Message allows you to key in a message that the system will then display at the POS when the demographic prompt should appear.
You can convert all of your store's applicable inventory to 13-digit ISBN product numbers here in Tools-Options, as well:
At the menu at the top of the screen, select Edit-Conversion Utilities-Convert To ISBN-13. A box appears expalining that the conversion to ISBN-13 numbers from any product numbers using 10-digit ISBNs will occur if you proceed.
To proceed, click on the Run Convert button. A small box appears telling you the system is running the conversion and telling you how many records are being converted. Once completed, a "completed" message will appear.
Once you run this conversion, you will not need to repeat it. (And ISBN-10 numbers cannot be restored automatically.)
For information on what happens in regard to ISBN-13 product numbers when adding new products to your system, please click here.
When you are finished setting everything up, click on the Save button in the toolbar at the top of the [i] Merchant Options window. Then close out of the window.