POS MANAGER USER GUIDE

POS Manager User Guide Table of Contents Receiving New Inventory Items 1 Section 1 - Manufacturer and Store 2 Section 2 - Creating & Receiving Inventory 2 Adding a New SKU/Item 2 Finding an Existing SKU/Item to Receive Inventory 4 Section 3 - Updating SKU/Item Price 4 Section 4 - Posting Inventory 5 Inventory Maintenance 6 SKU/Item Lookup 7 Quick Lookup 7 Department/SubDept 7 Modifying SKU/Item Details 7 Tax Pricing Wizard 9 Print Labels 9 POS Configuration 10 Edit/Add Departments 10 Edit/Add SubDept. 11 Edit/Add Manufacturers 12 Edit/Add Tax Groups 13 Edit/Add Store Information 14 Gift Card Setup 14 Edit/Add GL Accounts 14 Physical Inventory Adjustment 15 Kits 16 Section A (Manage, Find, Edit, and Create Kits) 17 Selecting a Kit 17 Adding a New Kit 17 Editing a Selected Kit 18 Section B (Add or Remove Sales Items from Kits) 19 Adding Items to a Kit 19 Removing Items from a Kit 20 Discounts 21 Adding a Discount 22 Editing a Discount 23 Limiting User Access 24 Applying Items to a Discount 24 Applying a Schedule to a Discount 25 User Management 26 Adding a User 27 Explanation of User Functions 28 Editing a User 29 Deleting a User 29 POS Reports 30 List of Reports 31 Commonly Used Reports 33

RECEIVING NEW INVENTORY ITEMS Receiving New Inventory Items Overview Receive New Inventory serves a few key purposes; creating new SKU’s/Items, updating an Item’s price, updating inventory, and printing labels. Figure 1 From the top, start in Section 1 and work down from there (Figure 2).

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In Section 1 select the correct Manufacturer and Store (Figure 3). Figure 3

In Section 2 there is the option to create a new SKU or Receive Inventory on an existing Item.

Figure 4

Adding a New SKU/Item 1. Click on “No SKU on File - AUTO ASSIGN –“. This will bring up the “New Item Add” window or to use an existing SKU, type it in the SKU box and click “Save Receipt”, this will also bring up the “New Item Add” window.

Follow these steps while in the New Item Add Screen (Figure 5).

Figure 5

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1. Select the store that the Item should be available at and what Item Type the Item will be.

Figure 6 2. In the Department/Tax section, select the correct Department,

SubDepartment, Manufacturer, and make sure the correct Tax is applied to this Item.

Figure 7 3. Fill out the Description box. This is what appears in the POS System

as well as on the Receipt when this item is purchased. 4. Fill out the Invoice Cost, Price 1, and Price 2. If Tax needs to be

included in the price i.e. “backing out the Tax”, use the B-4 Tax Pricing Wizard (Figure 8).

Figure 8

5. Fill out the Button Text box, there is a special format in which the Text needs to be filled in. The text can be at maximum 18 characters (a space counts as a character) and the text will wrap after 9 characters. Also the text will need to be in ALL CAPS for ease of reading. This will appear as a button in the POS DEPT section in the EZPOS System like this -

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6. When all the information is filled out correctly click “SAVE”.

2. Enter in the quantity of the newly created Item (if it is a “Fee”, nothing needs

to be added to this box), review all the information, and click “Save Receipt”. If needed, Print Labels for the newly created Item by pressing Print Labels.

Figure 9 Finding an Existing SKU to Receive Inventory

1. Select the Manufacturer. 2. Select the Item that will be received. Figure 10 3. Enter in the Actual Quantity Received and click “Save Receipt”.

Figure 11 In Section 3 the ability to adjust the price of any existing Items is available (Figure13). Figure 12

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In Section 4 Click “Post Receipts” when all SKU’s have either been updated or created and this will update the EZPOS Item Inventory. Figure 13

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INVENTORY MAINTENANCE Inventory Maintenance Overview Inventory Maintenance serves several purposes and is a key utility in POS Manager. These functions will be broken down further (Figure 2) and shown throughout this overview. Figure 1

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SKU/Item Lookup Figure 3

1. Quick Lookup - This function is the fastest way to find and edit the details of a specific SKU.

a. Enter a SKU into the box. b. Click on the Binoculars button to View Item Details – Please refer to

Modifying SKU/Item Details for more details.

2. Department/Sub Dept – Drop downs provide selection lists of all active Inventory items in the Items box below.

a. Select a Department. b. Select a Sub Department.

c. Items are now available to select to modify any Item details.

Modifying SKU/Item Details SKU/Item Details is an option that becomes available when selecting items through either the Quick Lookup method or Dept/SubDept method shown in section A. If using the Quick Lookup

method the Item Details come up immediately after pressing the button, but when using the Dept/Sub Dept Lookup method, select the desired item to view and modify any details about and click on “Show Details“ in the lower left of the window (Figure 4).

Figure 4

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Figure 5

1. This is the option to change what store the SKU is located in “Available At:” and to change whether the SKU is a Stocked Item, Fee, or Kit in “Item Type”.

Figure 6

2. This section is where the Item Description and Button Name Text are available for changing.

3. The Department/Tax section gives the user the option to move the Item into a

different Department, Sub Dept, Manufacturer, or change whether Tax will be applied to the Item.

4. The GL Account Code can be changed manually by selecting the correct GL

Account in the Drop Down Box.

5. Receipt Text can be customized for individual SKU’s to print at the bottom of the receipt when the Item has been purchased (i.e. for Specific “Kick Back” Coupons).

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6. The Active (Y/N) section can be De-Activated or Re-Activated by the user since the EZPOS system does not allow Deletion of Item’s.

7. The Pricing section provides the ability to adjust the price of the Item any time and

an option to take the tax out of an Item’s price to be sold at a rounded price.

Figure 7 a. Tax Pricing Wizard is available to adjust the final price to include the tax.

Figure 8

1. Enter in the After Tax Price in both Price 1 and Price 2 boxes. 2. Click on Use Calculated Prices.

b. Enter the desired price in both Price 1 and Price 2 boxes, if the Tax Pricing

Wizard was used then the two prices will already be populated. c. When the price is correct in both Price 1 and 2 boxes Click on “Click to Save

New Prices”.

d. ***NOTE*** Open Pricing can be used for items that may have a variable price. This allows the POS user to enter in any price for the item when it is being purchased. To turn this option ON, enter a -1 in the box to the right, to keep it OFF, enter a 0 in it.

8. Print Label(s) appears in a couple areas in Inventory Maintenance, in lower right

corner of Item Details and in the lower right corner of the Inventory Maintenance window.

9. When finished with all the edits/modifications in Item Details, click on “Save/Close”.

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POS Configuration In the upper right of the Inventory Maintenance window are all of the Edit/Add options available to easily configure and create a unique EZPOS System to meet business reporting and tracking needs. Figure 9

A. Edit/Add Departments – New Departments can be added or existing titles can be modified.

Figure 10

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B. Edit/Add Sub Departments – When Adding/Editing a Sub Dept the option to assign a GL Account Code or Stat Code can be applied. Figure 11

1. Select a Department to either Add or Edit a Sub Department under that Department.

a. Adding a New Sub Department. Figure 12

1. Enter in Sub Dept. Name **This is a Required Field to fill in**.

2. GL Account Code can be assigned. 3. When finished click “SAVE”.

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b. Editing a Sub Department.

Figure 13

C. Edit/Add Manufacturers – Allows the user to Add new Manufacturers/Vendors to the POS System or Edit any existing Manufacturers.

Figure 14

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D. Edit/Add Tax Groups – Add new Tax Rates or edit existing in this utility.

***NOTE*** If a Tax Split is Required/Needed Please contact EZLinks Support at 1-888-99-LINKS

Figure 15

1. To Add a Tax Group click on “ADD”, then Name the Tax Group and fill in the Percentage Amount.

2. To Edit an existing Tax Group, select the Tax Group to be edited and select

“Edit“. Enter in the new Tax Name and fill in the New Percentage amount.

Figure 16

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E. Edit/Add Store Information – Add new stores to the Facility (i.e. ABC Golf Shop, Neil’s Bar & Grill….etc.) or Edit the Name of existing stores. The Store Information will appear on sales receipts with the store name and address at the top and the website and email listed at the bottom.

Figure 17

F. Gift Card Setup – Please Contact EZLinks Golf, Inc. Support for details on updating your system to integrate with a Gift Card Processor at 888-99-LINKS.

G. Edit/Add GL Accounts – To Add a new record, go to the bottom of the list to the

record with the * in it. To import a GL Account List a .csv (Comma Seperated Values) import file must be created called GLAccountList.csv. The file should have the following headers in this order: GLAccount, AccountDescription, Note. The file should be saved as follows: C:/EZLinks/GLAccountList.csv on the local computer Please contact EZLinks Golf, Inc. Support if there are any questions regarding GL Accounts at 888-99-LINKS.

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PHYSICAL INVENTORY ADJUSTMENT Physical Inventory Adjustment Overview The Physical Inventory function serves to update or adjust the on-hand quantity for Stocked Items. Once in the Physical Inventory Screen (Figure 1) the steps are numbered on the left and there are instructions listed on the right. Figure 1

1. Select the appropriate store. 2. Print the Inventory Report (Top Button), and perform a physical

inventory.

3. Select the DATE the actual physical inventory count was done, then click LOAD INVENTORY LIST and view the list of items below. Note, system quantity is rolled back to date of actual count (Sales added, Receipts subtracted).

4. An optional interface with a portable data collection device (scanner)

is available, if a scanner unit is used, use the “BLUE” buttons to initiate the upload. Save the scanner file as “INV.csv” in the C:\EZLinks directory, then click the “TRANSFER SCAN DATA” button to load the scanned data in the actual count fields. If Scanned field shows as “NO”, the item was NOT among those scanned, be sure to check the item is indeed no longer in stock before posting.

5. Make necessary adjustments to ACTUAL quantity and click POST

UPDATES TO INVENTORY to adjust inventory. A Variance Report will be exported to EXCEL upon successful posting of updates.

NOTE: Closing before posting will result in loss of data.

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KITS Kits Overview Kits are used to group multiple Items/SKU’s into a single SKU (i.e. Golf Ball Dozens, Riding Green Fees…etc.).

Figure 1 After selecting Kits, notice that the window is divided into two sections; A and B (Figure 2). Both sections options will be further explained through this overview.

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Section A

Figure 3

Selecting a Kit In the upper right corner of Section A in the KITS window choose the Kit Type (ie Golf PKG Kits, Golf Ball Dozen Kits, Food Kits….etc.) listed in the scroll down box. Click on the Edit/Create selection which allows the user to Create a new Kit Type if the desired Type is unavailable or to Edit an existing Type’s Title (Figure 4). Figure 4 Once the Kit Type is chosen the white box below will populate with existing Kits (as shown in Figure 3) or will be blank waiting for new Kits to be added.

Adding a New Kit

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Click on “Add a New Kit” and fill out all the fields (Figure 5):

1. Select the appropriate store. 2. Select the correct Kit Type. 3. Fill in the Kit Description (i.e. Public Ride 18, NXT Dozen). 4. Fill in the Button Text. *Note* Button Text is a maximum of 18 characters long and the text wraps to the next line after 9 characters. Also, spaces count as characters. Example of a Button in the EZPOS System

5. Once all fields are completed click on “Click Here To Save”. The newly created Kit will now appear at the bottom of the selected Kit Type’s list

Editing a Selected Kit Before choosing “Edit a Selected Kit”, select a Kit by highlighting and clicking on the Kit in the list to the left (Figure 6). Once the Kit has been selected, the Edit function gives the following options (Figure 7): Figure 6

Figure 7 1. The ability to De-Activate and Re-Activate the Kit. 2. Change the Kit Description, Button Text, and Store that the Kit will belong to. 3. Add Receipt Text that will appear on a Sales Receipt whenever the Kit is

purchased in a sales transaction (i.e. Coupons). 4. When finished Editing/Updating, click on “Save/Close”.

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Section B Figure 8

Adding items to a Kit 1. Select and Highlight a Kit in Section A.

2. The Selected Kit Contents will be shown in the grey box in Section B. 3. Click on the scroll down bar in Section B titled “Filter By Department” and

select the Department that the needed item(s) belong to.

Figure 9 4. Now select the item in the scroll down bar titled “Select a SKU”. 5. After selecting the item, a new box will appear to set the Kit Pricing for the SKU (Figure 10). Figure 10

a. Put in the appropriate quantity of that item for the Kit.

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b. Fill in the Intended Price for that item and click “Use calculated prices”.

c. When finished filling in the appropriate fields click on “Save and Add

to Kit”. 6. Repeat this process until all intended items have been added to the Kit.

Removing items from a Kit Figure 11

1. Select and Highlight a Kit in Section A. 2. Select and Highlight the item(s) in the grey box in Section B.

3. Click on “Remove Selected Item from Kit Contents”.

***NOTE *** A Kit’s contents DO NOT UPDATE if those Items have been Edited in Inventory Maintenance while it is in a Kit.

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DISCOUNTS Discounts Overview The Discounts function allows the user to create customized discount categories and types in the POS System, as well as apply GL Account Codes to discounts (Figure 2).

Figure 1 Figure 2

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Adding a Discount

Click on in the upper right of the window and follow these steps (Figure 3).

Figure 3

1. Chose the Discount Type (Figure 4).

OPTIONS: Figure 4

- Fixed $ - Fixed % - Fixed Cost + $ - Wholesale cost of the item plus a fixed dollar amount will be

the final price of the item. - Fixed Cost + % - Same as Cost + $ but a fixed percentage amount will be added to the wholesale cost to determine the final price of the item. - Fixed Comp 100% - Starting with this discount in the list and the rest of the following should only be made available to Managers and Administrators.

- Open $ - Discount any dollar amount desired towards the selected item. - Open % - Discount any percentage desired towards the selected item. - Open Specify Price - Open Cost + $ - Add any dollar amount to the wholesale cost of the Item. - Open Cost + % - Add any percentage of the wholesale cost to the item.

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2. Name the Discount. 3. Assign a GL Code, if desired.

4. Assign the Value, if it is a $ discount put in the $ amount or the % amount for a % discount.

5. Global? – This should remain as a No selection unless this Discount is intended to be

used on every POS item in the system then select Yes. 6. Click on “OK/Save” to save the newly created Discount when finished.

Editing a Discount

Follow the steps shown in Figure 5. Figure 5 1. Chose the Discount type by using the two filters in the upper left of the window.

- Filter by Type – Chose the Discount by the various types available. - Filter by Schedule End Date – Used to find any discounts that were added

with a specific schedule given to them.

2. Click on the Discount that will need to be edited. 3. Edit the details of the Selected Discount.

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Limiting User Access The button next to the Filter by Type scroll down (Figure 6) is used to set the user type allowed to use each type of discount (Figure 7).

Figure 6 Figure 7

After selecting the correct User Type, click the button. Repeat this step for each Discount Type to set the correct User Security Level.

Applying Items to a Discount Figure 8

1. Select and Highlight the Discount. 2. The best method to add items is select the Bulk Add button .

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3. Filter by Department/Sub Department/Manufacturer maximize or minimize the item types to be added.

4. Once the item list is correct in the Blue Box on the right, click on

Repeat step #3 and this step to continue to add items until entire list of items is correct.

5. When finished with the item list, scroll through the list and Delete any items that will

not be part of the discount by highlighting the item and using the Delete SKU button. If not satisfied with the entire list, start over by using the Delete All button.

Applying a Schedule to a Discount Figure 9 1. Either leave the current *Forever* schedule applied to the discount or apply a new

schedule by clicking the “Add Schedule” button and follow the steps below: 2. Name the schedule.

3. Select the Beginning Date and the End Date.

4. Click on .

5. Select the newly created schedule and click on .

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USER MANAGEMENT User Management Overview User Management is used to Add/Edit/Delete all users for the EZLinks POS system.

Figure 1

Enter in the Password and click the “OK- Continue” button.

Figure 2

Once the password has been entered follow the steps in Figure 3.

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Figure 3

Adding a User

Selecting will bring up the User Creation window (Figure 4) that has multiple fields to fill in and select Yes/No to in the user creation process.

Figure 4

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1. Fill in the Name field with the employee’s First and Last Name. 2. Fill in the Usercode field, this will be the Username for the employee when they log into

the POS terminal. (Common used usernames are Last names or First Initial & Last name, etc….)

3. Fill in the Password field, this will be the Password for the employee when they log into

the POS terminal. (Common used passwords are employee #’s if applicable)

4. Fill in the Clerkcode, this is used to another identifier for clerks in POS Reports.

5. Once these fields are filled out, the following will be user rights given in drop down boxes. The chart below provides an example for typical user rights setup for Clerk, Manager, and Administrator.

An Explanation of User Functions listed above:

Override Power - The ability to override all password protected functions.

Quick Button Setup – User ability to create and delete all of the POS Quick Buttons.

Access POS – Allows access to the POS system.

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Close Day – Provides the ability to close the entire sales day for a particular store. Please do not confuse this function with closing an instance; all clerks are given that right when they are given access to the POS. ***IMPORTANT*** - Once Sales Day has been CLOSED it CANNOT BE Re- Opened.

Misc. Sales – Allows user to ring in miscellaneous sales, this function is password protected.

No Sale – “Pops” the cash drawer.

Returns – The ability to return an item or items from a sales transaction, this function is also password protected.

Voids – Void any sales transaction, it is a password protected function that requires a reason for the void.

Discounts – Allows user to view and use discounts that are assigned to any particular item.

Payouts – Allows the user to give payouts, this can only be turned on or off for any user, it is not password protected.

Offline Credit Cards – This is a function that will only be used in the instance that the internet connection has “gone down” to record all credit card transactions to either reconcile at a later time or match up with credit card sales from a phone line CC Brick.

Accounts – Member charge accounts or Tournament/Event accounts can be created with this function. The choices given in the drop down boxes dictate the amount of access the user has with Accounts.

Rainchecks – This is a function that allows the user/manager to give a reusable receipt for golf to play another day due to inclement weather.

Gift Certificates – Creates an account for the customer to use an Gift Certificate.

Editing a User Click to change any of the user rights that were initially given when creating the user.

Deleting a User

Select to remove any user from system.

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POS REPORTS POS Reports Overview

Figure 1

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Instance Report – Instance Closeout details including Clerks drawer countdown or view any current Instances that are open.

Sales Reports – Date Range by Day – These Reports give information regarding the Day that has been selected in the EZPOS system, not the actual Date and Time.

1. Select the Terminal

2. Select the Store

3. All Stores/All Instances – Sales “Day” data for a single day or multiple days subtotaled

by Department and SubDepartment. Useful Information: Cost of Goods, Tax breakdown, Void reasons, No Sales, Tender details…etc.

4. All Items w/ SKU Detail – Sales “Day” data outlining every item sold on a particular day.

5. Department Summary

6. Single Department Summary

7. Select Clerk

8. Single Manufacturer Summary

10. Inventory Reports

a. Inventory List – Value by Historical Date b. Complete Inventory List c. Inventory Value by Sub Department d. Aging Inventory Report e. Received Inventory Report f. Inventory SKU/Item History g. Inventory Sales Analysis – Golf Detach Report h. Velocity Sales Report i. Inventory RE-ORDER Report

11. Gift Certificates and Rain Checks

a. Individual Gift Certificate Audit b. Gift Certificate Balances by Expire Status c. Gift Certificate Activity by Date Range d. Rain Check Activity/Outstanding Balances e. Rain Checks by Check # f. Complete Rain Check Log g. Export (Excel) Complete Rain Check Log

12. A/R Statements and Balances 13. Event Deposit Reconcile Report

14. Sales Report – Hourly Count by Department by Date Range

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15. Accounting Interface File Utilities

16. Tender Detail Report – All Stores – All Instances

Sales Reports – Date Range by Date/Time Stamp - These Reports give information

regarding the actual Date and Time, not the Day that has been selected in the EZPOS system. 17. Select the Terminal 18. Select the Store 19. All Stores/ All Instances

20. All Items w/ SKU Detail

21. Department Summary

22. Single Department Summary

23. Select Clerk

24. Cash Reconcile Report – This report is used to reconcile the cash when Closing the

Sales Day in EZPOS.

25. Day Close Preview and Exceptions Reports

26. Transaction Detail Export

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Commonly Used Reports

These are some commonly used reports when Closing the Sales Day, looking at Inventory, reviewing Gift Certificates and Rainchecks, and A/R (Member Charges) or Event Charges. 1. End of Sales Day/ Closeout

a. Report # 1 Instance Report b. Report # 4 All Stores/ All Instances

c. Report # 5 All Items w/ SKU Detail

d. Report # 24 Cash Reconcile Report

e. Report # 26 Transaction Detail Export

2. Inventory

a. Complete Inventory List b. Aging Inventory

3. Gift Certificates and Rainchecks

a. View Individual G.C. Audit b. View G.C. Balances

4. A/R (Member Charges) and/or Event Charges

a. Preview Aging (All) Button Report

b. Preview Statements