Go to “Options”, “Administrative”, then “Reporting”. On this screen you are able to select the type of report you want to generate, the Date/Time Range (keep in mind that the default date in both fields will be “today’s” date and the time in both fields of 12:00 a.m., so be aware of that and be mindful to set your specific report date/time range), and the Category (Sales, Inventory, Customer, Employee, etc.). For each category you click on, the list of reports specific to that category will populate in the “Report” drop-down box. Select your category and your report. These reports are able to be exported to different file types. If a report consists of multiple pages, these will appear on the far left side of the screen and you can click on a specific page to view. To export a report, in the upper left corner of your screen, click on “Export” and you will be able to choose the file type for the report to be exported and then click “Save”.
Bar Code Printing
From the main cashier screen, click “Options”, “Setup”, and then “Barcode Express”. On the next screen you will select your “Label Type” from the drop-down box. At the top of the screen in the left corner, click on “Options” and select “Mark All”. You will be prompted to enter an amount for “Print how many for all”? Enter the appropriate number and it will populate on each line item on the screen under the “Number of Label” column. After the number of barcode labels to be printed for each line item has been printed, go back up to “Options” and click “Unmark All” so that you start with a clean slate. To only print barcode labels for select items, click on the “Go To Item” button and a search box will come up on the screen where you can enter the item number to search, or you can scan the item. Once the item shows up on the screen, you can tap on the screen in the “Number of Labels” column and enter the number of labels to print for that particular item and then hit your “Return” key on your keyboard. When the number of labels to print are entered for the items you want, click “Print” and your barcodes will print off on your barcode printer.
End of Day Operations
Go to “Options”, “Setup”, and then “Setup Screen”. Click on the “System Access” tab. On the left side of the screen, there are several features related to cashiering in. One of these would be the “Default Cash Drawer Start”, which is the default start amount of the drawer for that cashier. This can be altered if needed. Another feature is “Blind Recount of Drawer if Over or Short”, which gives a threshold that if the cashier comes up over or short by a specified amount, you can force them to do a recount with an override option for the manager. Under this tab, there is another tab, “Time Clock”, which includes features such as how to handle closing out the day if staff are still clocked in. You would want to force them to clock out so you can cover the time clock and hourly wages to close all of that down with the end of day. There are several radio button selections to help manage this feature. There is also the capability to deny or allow end of day closeouts with transactions still on hold; however, you would generally like to close those out.
A key feature for the manager who is receiving all the input and cash drops from all of the employees, is the “End of day Require Money Count” option. There are 4 options for how you allow that manager to receive those cash drops for the employees. There is an option where it does require them to do a basic money count, you can require them to also provide a blind money count, or you could assume it is correct from the sum of all the cashiers’ counts from their blind drops. If any changes are made to any of these parameters be sure to click “Update”.
To go into each individual employee screens to set them up for cashiering in and cashiering out go to “Options”, “Administrative”, and then “Employee Maintenance”. Select an employee for this clock-in procedure. You will need to set up a job code if this has not been done by clicking on “Job Code Setup” and give a “Job Code Name”, make sure that the “Access to POS” box is checked as well as the boxes for “Cash Bank” and “Require Cash Count Screen at Clock-out”. Make sure to click “Update” if making any changes to or creating a Job Code. Back on the employee screen, select the “Job Codes & Wages” tab, click “Add” and then select the job code for the individual employee. Another setting to be done for this process to work correctly is to check the box that is just above the “Jobe Codes & Wages” tab that states “Require Clock-In Before Login”. If this is checked and the employee tries to login to the system, a red box will show on the screen that will tell the employee that they must clock in before they can log in and then ask if they would like to clock in now. When the employee clicks “Yes” on this box, they will be prompted with a starting cash count screen if there is no default set up.
At the end of the day the cashier will need to clock out and count their drawer. Once they clock out, the cash drawer will open which will allow them to count their drawer. They will enter in all of the amounts in their appropriate field and then click “OK” which will show a prompt screen asking if you are sure you are done counting. When “Yes” is clicked, a screen will show stating “Clock-Out Successful”.
At this point, the manager will access the system and make sure that everyone has cashiered out for the day and given them their blind counts. Go to “Tools” and then “End Of Day”; this will generate the final end-of-day report and depending on the security settings for the manager, they may need to count the money again to hand in with a final receipt to the owner. If the person doing the count at the end of the day has the same security as the cashiers, they will not be able to login to some of the secured areas and close the day that way. What they need to do is click on “File” at the top of the main login screen and they are able to run an end-of-day report from there. A screen will show that will give them an “Expected Deposit” amount and ask them to “Enter Actual”. These settings will depend on the security level set for your supervisors, etc.
To make changes to what shows up on your main screen, go to “Options”, “Setup”, and then “Touchscreen Configuration”. Click on the “Items & Departments” tab. This screen will show a box with a list of departments and a box with a list of items in the department. You are able to click on a department and move it up or down using the “Up” and “Down” buttons to the left of the box. This will move that department name to the position you want it to show on the main screen. This can also be done with the items listed in that particular department by using the “Up” and “Down” buttons to the right of that box. Once changes have been made, you will need to click on “Save and Exit”. You will also have to log out and log back in for these changes to take effect.
Another key feature that we can bring onto the main touchscreen is a function that does several mass inventory management features. Go to “Administrative”, “Setup”, and “Setup Screen” and click on the “Touchscreen” tab. Click on the “Show Inventory Adjust/Receive Button on Retail Invoice Screen” and then “Update”. This will also require you to logout and log back in for the changes to show on the main screen. This particular feature is used for merchants who do not have a way that they create purchase orders in the system but still need a mass method to bring inventory in or to make adjustments for losses. Now that the “Inventory Adjust/Receive” button is on the main screen, when that is selected an “Inventory Adjustments” box will show up on the screen. Here you select an “Adjustment Type”, i.e. “Standard Adjustment”, “A DSD Receipt” (when merchandisers bring inventory to you), “Create Purchase Order”, and “DSD Credit” (when merchandisers take inventory away because it is expired or for another reason). For a DSD Receipt, you can either scan the barcode on the items or do a “Search” and select the item(s) and enter the quantity received for each. When you click “Commit” you will be prompted to select a vendor and then enter a reference number if needed. Your DSD order confirmation will then show on the screen.
Mass Data Transfers
In Microsoft Office Excel, if you have a template created you are able to update stock levels onto the spreadsheet; this can also be used for your initial input. Your headings on the spreadsheet will consist of “Description”, “Barcode”, “Cost”, “# In Stock”, “Price”, “Department”, and “Retail Price”. To bring an item into the spreadsheet, enter the description of the item in the appropriate cell, scan the barcode, which will populate in the “Barcode” cell, then fill in all cells with that item’s information. Keep in mind the entries are all case sensitive. When all the information has been entered onto the spreadsheet, save as a CSV file by clicking on “File” and “Save As” and in the “Save As Type” field, click the drop-down box and select CSV file to our desktop. Right click on the icon on the desktop to rename it to “Import.txt”, click “Enter” and then “Yes” to make the change. Open the file and take out the top portion headings and save these changes.
To transfer this file to Cash Register Express via the ASCII transfer feature, on your main screen, go to “Options”, “Tools”, and then “ASCII Transfer”. You will be prompted to enter your administrator password and click “OK”. The ASCII transfer window will show on the screen. The field at the top of the box will have “Import Inventory” (You can also exoport invoices). For “Data Format”, choose “General” and for “Delimiter Used” select “,”. Click “Import” and an Info Prompt will show on the screen to “Import All With..” – select “2” (Tax) then click “OK”. Next, select the file to import (Import.txt), and click “Open”. A message will appear that the import is complete and it will also tell you how many new items were added and how many existing items were updated.
Global Price Changes: Go to “Options”, “Administrative”, and “Global Price Changes”. A “Global Inventory Changes” window will appear on the screen where you can specify where you want the changes applied: “All Items”, “Items In A Department”, or “Selected Items” (there is no “Undo” function so you need to be very careful about what you are doing). If “Items In Department” has been selected, you will need to click on the drop-down box and select your department. Select “Set Sale Price” and you will see a Question Box: “This will apply for ALL of the selected items for the store, are you sure you’d like to do this”? You will click “Yes” and will then be prompted to “Enter Sale Price”, and when you do this, you will be prompted to enter a start date and click “OK” and then an end date. You will get a message screen stating that the sale prices have been applied and you will click “OK”.