salesware user and ticketing guide for beginning users · 2015. 4. 14. · salesware user and...
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Salesware User and Ticketing Guide for Beginning Users
Version 4.4
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Copyright
Copyright 2015 accesso Technology Group, plc. All rights reserved.
NOTICE: All information contained herein is the property of accesso Technology Group, plc. No part of this publication (whether in hardcopy or electronic form) may be reproduced or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written consent of accesso Technology Group, plc. The software, which includes information contained in any databases, described in this document is furnished under a license agreement and may be used or copied only in accordance with the terms of that agreement.
This publication and the information herein is furnished AS IS, is subject to change without notice, and should not be construed as a commitment by accesso Technology Group, plc. accesso Technology Group, plc. assumes no responsibility or liability for any errors or inaccuracies, makes no warranty of any kind (express, implied, or statutory) with respect to this publication, and expressly disclaims any and all warranties of merchantability, fitness for particular purposes, and non-infringement of third party rights.
INTRODUCTION TO SALESWARE AND BASIC TICKETING OPERATIONS ......................................... 8
Salesware module overview .................................................................................................................................................................... 8
Sales ........................................................................................................................................................................................................ 9
SysManager .......................................................................................................................................................................................... 11
ReportManager .................................................................................................................................................................................... 11
BASIC SYSMANAGER OPERATIONS ................................................................................................... 11
Product setup ........................................................................................................................................................................................ 11 Item creation .......................................................................................................................................................................................... 11
DCIs ................................................................................................................................................................................................... 11 How to create a Department ................................................................................................................................................................ 12 How to create a Category .................................................................................................................................................................... 12 How to create an Item ......................................................................................................................................................................... 13 Creating Item Tree groups ................................................................................................................................................................... 13
Modifiers ............................................................................................................................................................................................... 17 Configuring items ................................................................................................................................................................................... 20
General tab ......................................................................................................................................................................................... 20 Sales Point Type tab............................................................................................................................................................................ 23 Restrictions tab ................................................................................................................................................................................... 24 Price tab ............................................................................................................................................................................................. 26 Profit Center tab.................................................................................................................................................................................. 29 Specials tab ......................................................................................................................................................................................... 30 Action tab ........................................................................................................................................................................................... 31 Printing tab ......................................................................................................................................................................................... 33 Sales Actions tab................................................................................................................................................................................. 34 Security tab ......................................................................................................................................................................................... 36 Price History tab ................................................................................................................................................................................. 37 Required Fields tab ............................................................................................................................................................................. 37 Liability tab ........................................................................................................................................................................................ 38 Fundraising Interface tab ..................................................................................................................................................................... 39
Layouts .................................................................................................................................................................................................. 40 How to insert or edit a Credit Card layout ............................................................................................................................................ 40 How to insert or edit a Non-Graphical Receipt layout .......................................................................................................................... 41 How to insert or edit a Graphical Receipt layout .................................................................................................................................. 41 How to insert or edit a Sales Summary layout ...................................................................................................................................... 41 How to insert or edit a non-graphical Saved Sales layout ..................................................................................................................... 42 How to insert or edit a graphical Saved Sales layout ............................................................................................................................ 42 How to insert or edit a Non-Graphical Account Invoice layout ............................................................................................................. 43 How to insert or edit a Graphical Account Invoice layout .................................................................................................................... 43
Account setup ....................................................................................................................................................................................... 43 How to create an account ........................................................................................................................................................................ 44 How to enter account invoice preferences (user-defined fields)................................................................................................................ 46 How to enter Account Preferences (User Defined fields) ......................................................................................................................... 46 How to define quantities reserved (for trip details in accounts) ................................................................................................................ 47 Default Accounts .................................................................................................................................................................................... 48
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Salespoint setup .................................................................................................................................................................................... 49 General salespoint setup ......................................................................................................................................................................... 49 Salespoint modes .................................................................................................................................................................................... 49 Salespoint type functionality ................................................................................................................................................................... 50 Streamlining item lookup operations with the keyboard........................................................................................................................... 50
Pre-programmed function (F), Alt and Ctrl keys .................................................................................................................................. 50 Single key lookup ............................................................................................................................................................................... 52 Multi-key lookup ................................................................................................................................................................................ 52 Hot key select ..................................................................................................................................................................................... 53
Using .INI settings to customize F1-F12 keys ......................................................................................................................................... 53 How to configure the salespoint to provide detailed totals ....................................................................................................................... 55
Sales Channels ...................................................................................................................................................................................... 55 Introduction............................................................................................................................................................................................ 55 Configuration ......................................................................................................................................................................................... 56 Use: ....................................................................................................................................................................................................... 58
Operator setup...................................................................................................................................................................................... 59 Adding new operators ............................................................................................................................................................................. 60 How to enter operator preferences (user-defined fields) ........................................................................................................................... 60 Salesware 3.x security levels vs. Salesware 4.0 security roles .................................................................................................................. 62 How to define a new security role ........................................................................................................................................................... 62 How to create the global default security role .......................................................................................................................................... 63
Common operations ............................................................................................................................................................................. 64 How to create a salespoint group............................................................................................................................................................. 64 How to disable guest mailing/shipping/billing/local address .................................................................................................................... 65 How to set the number of log-in attempts and the log-in lockout period ................................................................................................... 65 How to enable Zip code collection .......................................................................................................................................................... 65
Notes on using zip code collection....................................................................................................................................................... 66 How to duplicate an item ........................................................................................................................................................................ 67 How to enter company information ......................................................................................................................................................... 68 How to enter Guest Preferences (User-Defined fields) ............................................................................................................................. 68 How to require collection of guest information ........................................................................................................................................ 70 How to enter pole display text................................................................................................................................................................. 71 How to enter trip booking confirmation text ............................................................................................................................................ 71 How to prune credit card data out of local Sales data ............................................................................................................................... 72 How to prune credit card data out of Sales data on the server................................................................................................................... 72 How to insert pictures/logos into accesso Siriusware reports ................................................................................................................... 73 How to control keyboard response time .................................................................................................................................................. 74 How to change the default resolution of the photo box used to capture photos of pass holders .................................................................. 74 How to limit quantity sold (Max4Sale) ................................................................................................................................................... 74 How to specify Points4Sale capability .................................................................................................................................................... 76 Enhancements to creation and deletion of Max4Sale and Points4Sale limits ............................................................................................ 81 How to define seasonal rate structures and taxes ..................................................................................................................................... 82 How to define fees.................................................................................................................................................................................. 82 How to apply fees to accounts................................................................................................................................................................. 83 How to enter profit center information .................................................................................................................................................... 85 How to create specials and coupons ........................................................................................................................................................ 85
Global versus product specials ............................................................................................................................................................ 89 How to use coupons and barcodes ........................................................................................................................................................... 89 How to enter generate a list of persons and reasons ................................................................................................................................. 90 How to define daily ticket codes ............................................................................................................................................................. 91 How to delete duplicate guest records ..................................................................................................................................................... 91 How to use the second guest functionality ............................................................................................................................................... 91 How to void a block of tickets ................................................................................................................................................................ 92
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How to edit images on main action buttons ............................................................................................................................................. 92
Data maintenance ................................................................................................................................................................................. 94 How to clean up unused item tree entries ................................................................................................................................................ 94 How to force refresh all .......................................................................................................................................................................... 95 Copying tables FROM Training and FROM Live .................................................................................................................................... 95 How to archive data to a new database ...................................................................................................................................................113 How to create local table update files .....................................................................................................................................................114 How to refresh selected tables ................................................................................................................................................................114 How to set Max Keys ............................................................................................................................................................................115
Sample item configuration steps .........................................................................................................................................................115 Consignment programs ..........................................................................................................................................................................115
Step #1 – Configuring the accounts ....................................................................................................................................................116 Step #2 – Configuring the voucher items ............................................................................................................................................117 Step #3 – Selling consignment vouchers .............................................................................................................................................123 Step #4 – Redeeming the vouchers .....................................................................................................................................................124 Step #5 – Tracking the redemptions ....................................................................................................................................................125 Step #6 – Testing everything thoroughly ............................................................................................................................................128
Ticketing item configuration steps .........................................................................................................................................................129 Quick guide .......................................................................................................................................................................................129 Detailed steps ....................................................................................................................................................................................129
Retail item configuration steps ...............................................................................................................................................................135 Quick guide .......................................................................................................................................................................................135 Detailed steps ....................................................................................................................................................................................135
Food Service module item configuration steps .......................................................................................................................................138 Quick guide .......................................................................................................................................................................................138 Detailed steps ....................................................................................................................................................................................138
Membership item configuration steps.....................................................................................................................................................142 Quick guide .......................................................................................................................................................................................142 Detailed steps ....................................................................................................................................................................................142
BASIC SALES OPERATIONS ............................................................................................................... 148
How to use Sales in “standalone” mode ..............................................................................................................................................148
Logging in and logging out ..................................................................................................................................................................150 How to log into Sales ............................................................................................................................................................................150 How to exit Sales ..................................................................................................................................................................................150 How to use E-Messages .........................................................................................................................................................................151
Selecting items .....................................................................................................................................................................................151 How to select items with function and Alt keys ......................................................................................................................................151 How to select items with the on-screen keyboard ...................................................................................................................................151 How to use the sticky list .......................................................................................................................................................................152
Modifying line item quantity ...............................................................................................................................................................152 How to modify line item quantity – large ...............................................................................................................................................152 How to modify line item quantities – small ............................................................................................................................................153 How to use arrows to modify line item quantity .....................................................................................................................................153
Modifying line item prices ...................................................................................................................................................................153 How to apply 100% discounts and how to select persons/reasons ...........................................................................................................153 How to indicate marketing/source codes for items sold ..........................................................................................................................153 How to use specials to apply discounts to products .................................................................................................................................154
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How to use direct pricing functionality ..................................................................................................................................................154 How to use coupons to select discounts ..................................................................................................................................................155 How to use line item specials vs. the global special button .....................................................................................................................156 How to use modified and custom specials ..............................................................................................................................................156
Emailing receipts from Sales ...............................................................................................................................................................157 Configuration ........................................................................................................................................................................................157
SysManager .......................................................................................................................................................................................157 Sales ..................................................................................................................................................................................................162
Use .......................................................................................................................................................................................................163 Finalizing the sale ..............................................................................................................................................................................164 Reprint a receipt.................................................................................................................................................................................165
Adding messages to a line item and changing the date/time ...............................................................................................................165 How to add a message to a line item ......................................................................................................................................................165 How to change the date/time for a line item ...........................................................................................................................................165 How to change the date/time for an entire sale .......................................................................................................................................166 Line item notes can be deleted ......................................................................................................................................................166
Using set carryover functionality ........................................................................................................................................................166 How to use set carryover functionality at a salespoint .............................................................................................................................167
Voiding sales ........................................................................................................................................................................................167 How to void an entire sale .....................................................................................................................................................................167 How to void a line item in a sale ............................................................................................................................................................168
Looking up guest history .....................................................................................................................................................................168 Driver’s license swipe ...........................................................................................................................................................................168
Sort sale history by date/time ..............................................................................................................................................................169
Associating guests with line items where quantity is > 1 and guest information is required .............................................................170
Collecting zip codes .............................................................................................................................................................................170 How to collect zip codes during a sale....................................................................................................................................................170 Zip codes associate with a guest auto-populate ........................................................................................................................171
Making tax exempt sales .....................................................................................................................................................................171 How to make a tax exempt sale ..............................................................................................................................................................171
Performing refunds .............................................................................................................................................................................171 How to refund a sale ..............................................................................................................................................................................171
Refund / Refund All ...........................................................................................................................................................................172
Using a stored credit card to pay for a sale .........................................................................................................................................172
Performing garment exchanges...........................................................................................................................................................174 How to perform a garment exchange ......................................................................................................................................................174
Quick Select available on -1 quantity items ........................................................................................................................................174
How to globally select a special, but only apply to linked items .........................................................................................................175
Saving and recalling sales ....................................................................................................................................................................175 How to use quick save (hold button) functionality ..................................................................................................................................175
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How to save a sale (based on Recall dialog) ...........................................................................................................................................176 How to use the Notes button in Sales .....................................................................................................................................................176 Sales offers a clearer message when recalling a sale that does not have any notes associated with it ........................................................177 No to All option ....................................................................................................................................................................................177
Using the Item Availability dialog .......................................................................................................................................................177 IA dialog controls ..............................................................................................................................................................................177 Using IA ............................................................................................................................................................................................178
Training operators as troubleshooters ................................................................................................................................................178 How to determine connection status and verbosity .................................................................................................................................178 How to respond to an error message.......................................................................................................................................................180 How to collect a log file.........................................................................................................................................................................180 How to customize the Sales interface by using the visual tools in Sales > Tools > Action > Appearance .................................................180
BASIC REPORTMANAGER OPERATIONS ......................................................................................... 181
How to use ReportManager ................................................................................................................................................................182 How to start ReportManager ..................................................................................................................................................................182 How to use the main menu.....................................................................................................................................................................182 How to use the ReportManager button bar .............................................................................................................................................182 How to exit ReportManager ...................................................................................................................................................................183
Commonly used reports ......................................................................................................................................................................183 Overview of daily financial and performance reports..............................................................................................................................183
How to run reports ..............................................................................................................................................................................184 How to specify parameters for a report ...................................................................................................................................................185
How to use scroll-through Lists ..........................................................................................................................................................185 How to use date fields ...........................................................................................................................................................................186 How to use custom filters ......................................................................................................................................................................186 How to export, preview, print and save reports .......................................................................................................................................186
How to export a report .......................................................................................................................................................................186 How to preview a report .....................................................................................................................................................................187 How to create an HTML file ..............................................................................................................................................................187 How to create a PDF file ....................................................................................................................................................................188 How to print a report ..........................................................................................................................................................................188
How to use Add 2 Q .............................................................................................................................................................................189
How to configure reporting information in SysManager ...................................................................................................................189 How to name your DCIs, salespoints, accounts and their groups .............................................................................................................189 How to set up security for reporting in SysManager ...............................................................................................................................189 How to add company information and logo to reports ............................................................................................................................189
How to run the Cash Drawer Report ..................................................................................................................................................190 The Report Criteria tab ..........................................................................................................................................................................190 Starting – Ending Stock #s tab ...............................................................................................................................................................192
How to run the Daily Summary Report ..............................................................................................................................................194 The Report Criteria tab ..........................................................................................................................................................................194 Sample Daily Summary Reports ............................................................................................................................................................196
Sample Summary Cash Drawer Report ...............................................................................................................................................196 Sample Payment Type Breakdown Report ..........................................................................................................................................196 Sample Account Detail Report ...........................................................................................................................................................197
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Sample Daily Summary Report ..........................................................................................................................................................197
How to run the Gross Receipts Report ...............................................................................................................................................197 The Report Criteria tab ..........................................................................................................................................................................198 Additional Filters tab .............................................................................................................................................................................199 Sample Gross Receipts Report ...............................................................................................................................................................200
How to run the Payment Types By Salespoint Report ........................................................................................................................200 The Report Criteria tab ..........................................................................................................................................................................200 Additional Filters tab .............................................................................................................................................................................201 Sample Payment Types by Salespoint Report .........................................................................................................................................203
How to run the Period Sales Report ....................................................................................................................................................203 The Report Criteria tab ..........................................................................................................................................................................203 Additional Filters tab .............................................................................................................................................................................204 Profit Center Split tab ............................................................................................................................................................................206 Sample Period Sales Report ...................................................................................................................................................................208
How to run the Profit Center Split Comparative Report ...................................................................................................................208 Report Criteria tab .................................................................................................................................................................................208 Additional Filters tab .............................................................................................................................................................................209 Resplit/Show tab ...................................................................................................................................................................................211
Example Profit Center Split Comparative Report ................................................................................................................................212
How to run the Profit Center Split Report .........................................................................................................................................213 The Report Criteria tab ..........................................................................................................................................................................213 Additional Filters tab .............................................................................................................................................................................214 Profit Center Split tab ............................................................................................................................................................................215 Sample Profit Center Split Report ..........................................................................................................................................................218
How to run the Admissions Report .....................................................................................................................................................218 The Report Criteria tab ..........................................................................................................................................................................219 Pass Calculation tab...............................................................................................................................................................................220 Additional Filters tab .............................................................................................................................................................................221
Sample Admissions Report ................................................................................................................................................................222
How to Create Comps and Refunds Report ........................................................................................................................................223 The Select Criteria tab ...........................................................................................................................................................................223 Custom tab ............................................................................................................................................................................................224 Sample Comps Report (Detail Report selected) ......................................................................................................................................224 Sample Refunds Report (Detail Report selected) ....................................................................................................................................225
How to run the Discounts Performance Report ..................................................................................................................................225 The Report Criteria tab ..........................................................................................................................................................................225 Additional Filters tab .............................................................................................................................................................................226 Sample Discount Performance Report ....................................................................................................................................................227
How to run the Items Performance Report ........................................................................................................................................228 The Report Criteria tab ..........................................................................................................................................................................228 Additional Filters tab .............................................................................................................................................................................229 Sample Items Performance Report .........................................................................................................................................................231
How to run the Max4Sale By DCI Performance Report ....................................................................................................................231 The Report Criteria tab ..........................................................................................................................................................................231 Sample Max4Sale By DCI Performance Report .....................................................................................................................................233
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How to run the Messages Performance Report ..................................................................................................................................233 The Report Criteria tab ..........................................................................................................................................................................233 How to run the Saved Period Sales Report .............................................................................................................................................234
The Report Criteria tab.......................................................................................................................................................................235 Additional Filters tab .............................................................................................................................................................................236 Profit Center Split tab ............................................................................................................................................................................237 Sample Saved Period Sales Report .........................................................................................................................................................238
How to run the Saved Sales Audit Report ..........................................................................................................................................238 The Report Criteria tab ..........................................................................................................................................................................239 Additional Filters tab .............................................................................................................................................................................240 Sample Saved Sales Audit Report ..........................................................................................................................................................241
How to run the Specials Performance Report ....................................................................................................................................241 The Report Criteria tab ..........................................................................................................................................................................241 Additional Filters tab .............................................................................................................................................................................242 Custom tab ............................................................................................................................................................................................243 Sample Specials Performance Report (Detail Report selected) ................................................................................................................245
How to run the Zip Code Performance Report ..................................................................................................................................245 The Report Criteria tab ..........................................................................................................................................................................245 Additional Filters tab .............................................................................................................................................................................246
APPENDIX A: SALESWARE SECURITY SETTINGS ........................................................................... 248
APPENDIX B: END OF DAY CLOSE OUT PROCEDURES ................................................................. 272
Closed drawer vs. cash drawer............................................................................................................................................................272
Choosing your method of closing out ..................................................................................................................................................274
Using the closed drawer method .........................................................................................................................................................275 The operator closes out the salespoint from the salespoint ......................................................................................................................275 The accounting department finalizes the close out ..................................................................................................................................276 Corrections are made if necessary ..........................................................................................................................................................278
Using the cash drawer method ............................................................................................................................................................279
Financial reports criteria ....................................................................................................................................................................279
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Introduction to Salesware and basic ticketing operations
Salesware is a Point-Of-Sale (POS) system that provides a wide variety of sales solutions. These sales solutions are implemented either from standard salespoints (such as at a ticketing window or retail checkout counter) or over the Internet. The original Salesware product was used primarily for ticketing and, as the product matured, added support for just about every ticketing scenario imaginable. Most of the core POS capability in the Salesware product stems from the basic ticketing capability, and thus beginning users usually first learn how to use Salesware from a basic ticketing perspective. However, the core features that you learn about in this manual are now implemented in a wide variety of POS scenarios, including retail stores, food and beverage environments, golf courses, hotel check-in and check-out, rentals, lessons, and activity and facilities scheduling. The Salesware documentation set includes modules documents for each of the POS application environments just listed. After you learn the basic Salesware mechanisms that originally were used in the ticketing environment, you can move on to the modules documents for the specific modules that have been deployed in your business. User functionality not documented in this document is documented in the specific modules documents. The basic Salesware capabilities fall into three categories: sales, system management and reporting. The sales capabilities are implemented from salespoints running the Salesware salespoint software (usually just called Sales); the system management capabilities are implemented from a management computer running the Salesware SysManager software; and the reporting capabilities are implemented from a computer running the Salesware ReportManager software.
After a brief overview, this guide is divided into three sections that correspond to the three categories. Each section features lots of “How-to’s.” You learn how to use Salesware by running SysManager, Sales or ReportManager and exploring it with these “How-to’s.” Try out as many “How-to’s” as are required to understand the basic concepts of the software.
Salesware module overview
Salesware module is primarily used to sell tickets and passes. After they are purchased, tickets and passes usually need to be validated – that is, they need to be authenticated to ensure that they are valid for use when the person who bought one presents it for admission. Tickets are normally used just once (though Salesware is designed to accommodate many different ticketing scenarios). Passes are always used multiple times and need to have a guest associated with them so that usage can be monitored. When a ticket or pass is sold, it may be paid for immediately, or payment may be postponed. When it is paid for immediately, the sale is immediately “finalized,” unless some special condition exists such as the need to print a ticket at a later time. Most sales are immediately finalized and the customer walks away with her ticket or pass. When payment is postponed, the payment may be:
• Put on an account for billing later • Saved for just a few minutes (for example, the customer forgot her purse in her car) • Saved so that the customer can pay for it at a later date, usually when he picks up his pass or ticket
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To handle the first case, Salesware allows you to create accounts. To handle the second case, Salesware allows the operator to quickly and conveniently hold a sale at the POS until the customer returns. To handle the third case, the sale is treated as a saved sale. Saved sales are often done when a sale is made over the phone or from the Internet. When the customer is ready to pay, the saved sale is retrieved and the payment is finalized.
A reservation is a special case of a saved sale. Reservations module in Salesware is sophisticated and described in detail in the Salesware Reservations document.
There are also special cases for sales. For example, vouchers can be sold by a third party and brought to a business for redemption. Salesware has many facilities for handling vouchers, coupons and specials.
Salesware also features an E-Commerce component so that the POS “operator” becomes your web site; customers visit your web site and buy directly from there. In E-Commerce module, customers usually pay for products such as passes right away (finalized sales), though they can also reserve tickets and other items for purchase when they actually visit your venue.
Furthermore, there are the Salesware Kiosk and Self Entry capability, which are similar to the E-Commerce module except that physical “stations” are placed in strategic locations where customers can walk up and help themselves to the variety of products and services available through Salesware.
Sales The Sales component of Salesware is used by operators to sell tickets, passes and other products. The main Sales interface is shown in the following screen capture:
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On the left side of the screen is the menu of products you can sell, also referred to as the menu of “items.” You can configure simple or elaborate hierarchies of items and navigate the hierarchies using the two large buttons on the screen above the items. On the right side of the screen is the area where items are added to the sale. The two rows of buttons along the bottom right of the screen enable you to finalize sales, save sales, look up guests, and so on.These are called the Main Action buttons. If you are using the Reservations module, you use the large Create New Reservation Header button above the “invoice” (area where items are added to the sale) to make reservations. The hold buttons along the bottom of the screen allow the operator to hold a sale at the POS for a short period of time.The round, colored buttons on the lower far-right of the screen, sometimes called the “M&M” buttons, show whether the salespoint is connected to the Middleware, credit cards and PrintEZ application (see How to determine connection status and verbosity). You can manually connect and disconnect from the Middleware using these buttons. (Middleware is described in the Salesware Installation Guide and Salesware System Architecture and Specifications documents. A salespoint “talks” to your central database via middleware, but a salespoint can operate successfully even if it loses its connection to the middleware.)Note: that one item has been added to the sale in the screen capture. When an item is added to the sale, several buttons become available in the “invoice” to customize the sale of the specific item – for example, a guest can be associated with the item, or a coupon or special can be applied to the item. Global operations can also be performed on all items in the invoice using the buttons located above the Create New Reservation Header button.
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SysManager
SysManager is used to configure the individual salespoints and the Salesware system as a whole. Operators typically don’t use SysManager. SysManager is used by the Salesware administrator. With SysManager, the administrator adds operators and salespoints, and controls security. The administrator controls what appears at each salespoint (what can be sold by each salespoint) – the items listed on the left of the main Sales interface that are available for sale. The administrator also controls which Salesware modules can be used at a salespoint (for example, Reservations or Rentals), as well as item prices and the coupons and specials that can be applied to items.
ReportManager
ReportManager is used primarily by administrators to run reports about sales activities for defined periods. For example, the Cash Drawer Report is typically run at the end of each day for each salespoint. There is a wide variety of reports available from ReportManager.
Basic SysManager operations
This section presents a collection of “How-To’s” related to SysManager. SysManager is used by Salesware system administrators to perform basic product configuration and day-to-day operations tasks. The “How-To’s” are grouped into general categories. Do as many “How-To’s” as you feel are needed to understand the product and how you use it at your venue.
Product setup
Item creation DCIs
Every product or service that your site sells must be organized into three divisions: Departments, Categories and Items (DCIs). Departments are the top level of these three divisions, and represent gross groupings of products/services. Some common departments include Tickets, Retail, Season Passes, etc.
Note: Because the way you organize your products in the DCI list directly affects the ways your reports are organized, you need to plan your DCI list carefully! Think about how your reports need to look in order to give you the information you need. You may want to consult management and/or accounting before designing your DCI list. For more information on this process, see How to configure reporting information in SysManager.
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How to create a Department
1. Start in SysManager > Activities > DCI (alternatively, you can click the DCIs button at the top left of the SysManager screen).
2. Click on Departments, and then click the New button. 3. You need to assign both a ten character nickname and a description for the Department. The ten character
nickname is important for reporting; the description can be lengthier and is useful for operators as they view the DCI list within the software.
Note: Once a nickname is established and the department is saved, you cannot go back and edit the nickname. You can, however, edit the description.
4. If desired, you can set the role membership required to edit items within this Department. 5. Finally, you can set a Department Max4Sale limit, if so desired. A limit set at this level applies to all the
items within the Department. All items contained within the Department when sold decrement the Max4Sale capability. (Checking the Enforce Max4Sale box on the item simply determines if the remaining amount displays next to the item description on the button and is used to activate real time Max4Sale capability for that item if necessary.)
How to create a Category
Every product or service that your site sells must be organized into three divisions: Departments, Categories and Items (DCIs). Categories are the second level of these three divisions, and represent sub-groupings of products/services. Examples of categories include Adult Tickets, Half Day Tickets, Jackets, Golf Clubs and Beverages. A Department must be created first before you can create a Category underneath it.
To create a Category:
1. Start in SysManager > Activities > DCIs (alternatively, you can click the DCIs button at the top left of the SysManager screen).
2. Click on an existing Department so that it is highlighted, and then click the New button. 3. The pink Category dialog is displayed. You need to assign both a ten character nickname and a description
to the Category. The ten character nickname is important for reporting; the description can be lengthier and is useful for operators as they view the DCI list within the software.
Note: Once a nickname is established and the Category is saved, you cannot go back in and edit the nickname. You can, however, edit the description.
4. If desired, you can set the security role membership required to edit items within this Category. 5. Finally, you can set a Category Max4Sale limit, if so desired. A limit set at this level applies to all the items
within the Category. All items contained within the Category when sold decrement the Max4Sale capability. (Checking the Enforce Max4Sale box on the item simply determines if the remaining amount displays next to the item description on the button and is used to activate real time Max4Sale capability for that item if necessary.)
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How to create an Item
Every product or service that your site sells must be organized into three divisions: Departments, Categories and Items (DCIs). Items are the final level of these three divisions and represent the individual products or services that you sell to customers. Examples of items include Adult 1 Day Ticket, Youth Half Day Ticket, Logo Golf shirt, 2 Hour Tennis Lesson or Blue Sky Cola. A Department and Category must be created first before you can create an Item underneath it. To create an Item:
1. Start in SysManager > Activities > DCIs (alternatively, you can click the DCIs button at the top left of the SysManager screen).
2. Open an existing Department by clicking on the + sign. Find the Category where you’d like to create your Item, click on that Category so that it is highlighted, and then click the New button. (You can also create Items within existing Departments and Categories through SysManager > Activities > Item/Sales Lists > Items. Select the Department: and Category: for the Item first from the dropdown boxes, and then click the NEW button.)
3. The green Item dialog is displayed. You need to assign both a ten character nickname and a description to the Item. The ten character nickname is important for reporting; the description can be lengthier and is useful for operators as they view the DCI list within the software.
Note: Once a nickname is established and the Item is saved, you cannot go back in and edit the nickname. You can, however, edit the description.
There are several tabs on the Item dialog. Each tab contains multiple fields, which may or may not need to be filled in for your item. What needs to be filled in on each tab depends on what type of Item you are creating, how you price products, if an Item is available for sale in the E-Commerce module, etc. Please see documentation on each tab for further details on setting up an item (see Configuring items). Creating Item Tree groups
While the DCI list is organized primarily for reporting, the Item Tree activity is used to create the menus that appear at various POSes. In order to have items configured within the DCI list show up within the menu at a salespoint, they must be added to the Item Tree.
1. Open up the entire Item Tree. (Only one administrator at a time is allowed to edit the entire Item Tree, so administrators have to take turns creating their top-level Item Trees.) You do this by clicking on the Item Tree button (or by selecting Activities > Item Tree) and then clicking on *** ENTIRE ITEM TREE ***.
Warning: Never manually release a lock on an Item Tree (by clicking the Release Lock button on the Item Tree dialog) and proceed to edit an Item tree that is in fact still being edited by another user. This can cause parent nodes
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in the tree to “break” and you need to run special maintenance programs to fix the tree. The Release Lock button is used only if SysManager crashes or the workstation that is editing the Item Tree is unexpectedly shut down and that Item Tree branch is still marked as in-use.
2. Make sure that you do not have any folders selected on the Item Tree dialog and click on the Create Group button.
3. You may name the new group and give it the appropriate restrictions and security by clicking once on the New Item Group folder just created and editing its values on the right-hand side of the dialog within the Restrictions section.
4. If you want to take advantage of role-based security for this New Item Group make sure to assign a Role membership required to edit this item tree: located on the lower right-hand corner of the dialog. Now only those operators who have the selected role may edit this particular tree.
5. You can:a. Drag and drop entire DCIs from the DCI List window into the New Item Group on the Item Tree
dialog, or you can drag individual Items.b. You may also copy Items already contained within other Item Tree folders (groups) to your new group.
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c. You can even edit the actual DCI (with appropriate security) by clicking on the Item on the Item Tree dialog and clicking on the Edit button.
d. You can create unlimited subgroups within your main group by selecting the New Item Group you just created and clicking the Create Group button.
e. Arrange the folders or Items in any order necessary by simply dragging folders/Items above or below other folders/Items (or even into other folders).
f. Make the same Item show up multiple times within your Item Tree for popular Items. This makes the Item available to your operators numerous places within the Item menu in Sales.
g. Display Override check box, when checked, allows items or folders to display even if current operator does not have a sufficient security level. If the security check fails, the operator will be presented with the standard Security Override dialog.
h. Specify text and button colors, or add pictures to the buttons. Note: Graphics for item buttons are available from the accesso Siriusware Information Portal. Log in and navigate to Downloads > Bitmaps.
Important: Images must be in .BMP format. If an image is downloaded in any other format, you must first open the image in photo editing software, and then save as .BMP in order for Sales to recognize it. Simply renaming the image extension to .BMP does not work.
Note: Graphics can be fairly large (i.e., 1024 x 768) and are auto-sized as needed. This is in contrast to guest mug shots, which are small (320 x 200) because there are so many of them. Once they are imported into SysManager, the images are directly stored in the SiriusSQL database tables, so the image file doesn’t need to be also stored somewhere. There are plenty of free graphic editing tools available. For example, see http://www.gimp.org or http://www.irfanview.com/. You can also use Paint in the Accessories folder on Windows operation systems.
i. Define top-level groups with the Always Top check box. This stands for “always on top level item tree
groups.” This check box allows you to; for example, define top level groups that are present on all F&B menus regardless of level. Examples are Entrees, Appetizers, Children’s Menu, Desserts and Beverages. Buttons representing these menu sub-groups are available on the screen at all times. Selecting the button takes the operator to the top level items of that group. This allows operators to rapidly move from one group of items to another.
j. Set restrictions specific to the Items as they appear within the Item Tree (this is in addition to the restrictions enforced on the item itself within the DCI).
k. You can multiselect items in ItemTree and perform changes en masse (except for the Picture). Multi-select drag-and-drop is not possible, but not necessary.
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Note: Think of the Item Tree products as shortcuts to the real item. You can put these Item shortcuts wherever necessary and they always link to the same DCI.
6. The final step is to ensure that the correct salespoints use the new Item Tree. Do this by editing your salespoints within the SysManager > Activities > System Lists > Salespoints > New/Edit > Item Tree tab and selecting your new group (in this case, Call Center) for the salespoints’ Item Tree.
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Note: Sales updates immediately, and correctly, when changes are made to the item tree, whether or not items have been removed. Previously, if an item was added to an item tree, the salespoint updated with it, and then the item was removed from the item tree, changes could then be made to the item (or modifiers) which would not get to the salespoint (but it would consider itself up-to-date if it updated those files during that time). Then, if the item was re-added to the item tree, the salespoint wouldn’t get the updated item record or the dci_mods. This is now fixed by re-checking those tables when an item is added to the item tree.
In an effort to prevent slowdown at the salespoints when item tree edits are being done in SysManager and to make item tree editing easier, the following changes have been made to SysManager program.
• The re-ordering method of the item tree has been simplified• A warning message now displays when attempting to save changes to the item tree if the number of changes
that need to be made to update the item tree exceeds 400, thus allowing the user to cancel out of the process• The ability to delete multiple items and item tree groups has been added. This is done by selecting multiple
items and/or groups while holding the Ctrl key down and selecting with the left mouse button, then clicking on the Delete button. The user is prompted to confirm each deletion.
Modifiers
Modifiers are used to modify an item. An item that is a modifier is created like any other item. For example, if the main item is “Ice Cream,” a modifier can be used to enable the selection of the kind of ice cream – “Vanilla,”
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“Chocolate,” etc. Modifiers are especially useful in Food Service environments, for packaging products together, and for “up-selling.”
Characteristics of modifiers include the following:
• Modifiers for an item can be optional, or they can be configured to prompt the operator for a selection, or they can be configured to prompt and require the selection of a certain minimum/maximum number of modifiers.
• Modifiers can be visually separated on the Modifier dialog in Sales. This is done by inserting the appropriate number of “blank” items (items with no description) in between “real” modifiers on the Modifiers tab (of an item while editing the item in SysManager).
• Using modifiers, any type of product can be packaged. For example, a product that creates an access record, that requires a pod booking and that creates an electronic rental form can be included in the same package.
• When a guest is added to an item, that same guest can be attached to the entire item’s modifiers (assuming the modifiers are configured to accept guest information) or you can attach different guests to a main item and each of its modifiers. See Inherit Guest Information from Main Item check box in the following screen capture.
• Modifiers can have specials and date/times set independently of the main item or other modifiers. • Modifiers can follow Max4Sale restrictions. • Modifiers follow the DCI restrictions, not the item tree restrictions. • Multiple layers of modifiers can be used. For example, if a rental item is added as a modifier, the rental item
may also be modified by a “Damage Insurance” modifier. • Item descriptions are available under the Available items and Assigned item scroll boxes.
Note: Even though it is possible to use multiple layers of modifiers, care must be taken not to overwhelm operators with screen after screen of modifier options.
• Modifiers can automatically be added to an item by using the following Sales screen action macros (see the Salesware Sales Screen Action Macro Commands document for more information):
MODIFYITEM(“DDDDDDDDDDCCCCCCCCCCIIIIIIIIII”) MODIFYITEM2(“DDDDDDDDDDCCCCCCCCCCIIIIIIIIII”)
MODIFYITEM adds the specified DCI as a modifier to the item.
MODIFYITEM2 adds the specified DCI as a modifier to the item only if it is not already present as a modifier.
Modifiers are associated with a main item via the Modifiers tab (SysManager > Activities > DCIs > New item/Edit item > Modifiers), as shown in the following screen capture:
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The radio buttons shown in the screen capture can be used to make modifiers:
• Optional• Prompt• Prompt/Required
Modifiers can added to any item from anywhere in the item tree by selecting the appropriate Department and Category. Clients usually create separate categories to keep similar modifiers together, as shown in the following screen capture (there are groups of modifiers for entrees and salads):
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Configuring items
This section provides an overview of the contents of each item configuration tab (SysManager > Activities > DCIs> New item/Edit item). These tabs allow you to exert a fine level of control over item configuration. More specific usage of many of the settings is described elsewhere in the Salesware documentation set.
Note: The Web and Inventory tabs are not discussed in this section. For information about these tabs, see the Salesware E-Commerce document and the Salesware Retail document, respectively. See Modifiers for information about the Modifiers tab.
General tab
The General tab is used to set overall characteristics for an item. The General dialog is shown in the following screen capture. The General settings are summarized in the table following the screen capture.
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Setting Description
Calculate specific end time dynamically
See Salesware Dynamic Pricing and Salesware Rentals.
User Defined A twenty-five character field primarily used in multi-key lookup functionality.
Note: If you plan to use multi-key lookup in Sales, this field can be used to assign unique identifiers to products. See Multi-key lookup. Often used in conjunction with the Retail module to enhance inventory item lookup from the keyboard.
Note: Standard Salesware reports do not use this field. The field is available for reporting only via a custom filter or when developing custom reports.
Subclass See Salesware Retail.
Season See Salesware Retail.
Deposit Makes a deposit required when item is sold. Used to configure “deposit items” used only for collecting deposits – not to require a deposit on a specific item. Used only for very specialized applications. Contact accesso SiriuswareTechnical Support before using.Warning: Serious consequences to data may occur if not used correctly.
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GL Number A twelve character field that can be used for internal purposes (such as generating custom reports based on this field). Note: Standard Salesware reports do not use this field. The field is available for reporting only via a custom filter or when developing custom reports. Profit centers are often used for GL reporting.
If modifier, inherit parent’s time span
Modifiers often need to inherit the same Time Span as the main item.
Round time span to end of month
Rounding Time Span to the end of the month is useful for products that are valid for longer periods of time. Typically used for annual memberships that are valid to the end of the month.
Time Span The Time Span of a product is the length of time that the product can be used. Time Span is used to set the valid date range or time range of the product. The Admissions field is used for reporting to count the number of skier days, museum visits, park entrances, etc., that the product is worth. The actual control of the number of entrances is done via scanning (GateKeeper, ScanMan or salespoint scanning of barcodes) and is set within the various uses and points fields within the access templates and pass action specifics. You can select whether the Time Span entry represents Days or Minutes. Minutes are used primarily to represent a Time Span that is a fraction of a day (e.g., 240 minutes would represent a four-hour Time Span).
Admissions Admissions are a way to track your visitor count. Typically, a 1-day ticket item would be set to Admissions = 1. A 2-day ticket would be set to Admissions = 2. Setting admissions on appropriate items allows you to obtain a count of how many visitors you have during any given range of time (this is done through the Admissions Report in ReportManager). If Admissions is 2 and Time Span is 5, then the item is good for two admissions during the five days. The default value of this field is 0. If Admissions is left at 0, the item is not included in the Admissions Report. Typically, non-ticket items (Retail module items, Food Service module items, etc.) do not require an Admission count, so are left at 0. Note: If Admissions for a single product are greater than 1 (a multi-day product), you need to select whether to use the Flat Rate or Calculate method on the Price tab to determine the product’s price.
Use Admission only for price calculation
This check box is useful if you have multi-day items that:
1. Do not have true admissions associated with them, and 2. Use the Calculate method of pricing on the Price tab.
Example: You may have a ski helmet rental item that allows users to rent for two days. It you are using the Calculate method of pricing, you must set Admissions to 2 in order for the pricing to calculate correctly.
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However, a helmet rental does not reflect a true admission (visitor count), and you may not want it to be included on the Admissions Report. If not, you can check this check box, and the helmet rental item does not contribute to the Admission Report totals.
Help Useful in E-Commerce module. See Salesware E-Commerce. Also, displays in Sales with a right-click.
Resource Schedule Event Type Item
Use this check box if the item is to be used in conjunction with Resource Scheduling functionality.
Payment Plan Rule
If the item is and access based and is payment plan eligible, it can have a Payment Plan Rule assigned. See the Payment Plans document for more information.
Sales Point Type tab
The Sales Point Type tab has been deprecated. Although it is possible to control a salespoint’s menu in previous versions of the software by using salespoint types, the recommended method for generating a salespoint menu is via the item tree activity.
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Restrictions tab
The Restrictions tab is used to set restriction for an item. The Restrictions dialog is shown in the following screen capture. The Restrictions settings are summarized in the table following the screen capture.
Setting Description
Allow Sales On: You can select the days of the week when the item is available for sale by clicking the check box to the left of each day.
Black-out Dates You can assign up to four date ranges during which the item is not available.
Note: SysManager lets you define a Black-out Dates range that is the same as the Available For Sale date range, even though this makes the item unavailable all the time. Carefully set up your restrictions to make sure you are restricting items in the way that you mean to restrict them.
Available for Sale You can assign a period during which the item is available for sale. This is the easiest method of restriction for a product that is good for only a short period of time. You can also use the Times field to select a period of time during which the item is available for sale on the valid dates.
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Enforce Max4Sale Max4Sale limits can be set for an entire department, for an entire category, or for particular items. Max4Sale capability allows you to define sale quantity restrictions for limited resource products for certain date and time ranges by department, category or item. See How to limit quantity sold (Max4Sale). A different limit can be assigned to each day, each hour, or any other period you like. Once the maximum number allowed is reached, Sales does not allow any more of this particular item to be sold for that date and time range without a warning. Operators with sufficient security can sell over the Max4Sale limit.
A limit on a department allows only so many products from that department to be sold before a warning is displayed. A category limit allows only so many products from that category to be sold before a warning is displayed. If the limit is assigned to a particular product, only so many of that product can be sold before a warning is displayed. For example, you can force the system to allow only ten horseback rides to be sold within a given hour before a warning is displayed. When combined, the most restrictive Max4Sale limits override the others − for example, if you can sell ten of a given product in a day, but the department is limited to selling five in a day, only five of the product are allowed to be sold before the warning is displayed.
Operator security levels determine whether an operator can sell beyond the assigned limits. The quantity of a limited product available for sale is display in the item list on the salespoint. If the operator does not have sufficient security to sell over the assigned limits, products that are sold out are not displayed at the salespoint for selection. If operator security is sufficient to sell over assigned limits, all products are displayed and sold out products show an available number of 0 or less. If salespoints are running standalone (disconnected from SalesEZ application), only operators with sufficient security are able to sell products with Max4sale limits on them. These products have a ? following them because the number available is not known and is only be visible to operators with sufficient security to sell over Max4Sale limits. A Max4sale check is performed when the product is selected for sale, and a second time when the sale is finalized. Selecting a product for sale does not reserve it, and that product may be sold between its selection and finalization by another salespoint. If upon finalization the product is no longer available, the message, “This Violates Server Restrictions, Override?” is displayed and an operator with sufficient security may log in to finalize the sale and sell over the Max4Sale limit.
When the Enforce Max4Sale check box is selected, the Enforce Real-Time Inventory Tracking check box also becomes available for use (in addition to the Max4Sale button). For more information on this setting, see the Salesware E-Commerce document.
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Min Qty/MaxQty You have the option of assigning a minimum and maximum quantity of an item that can be sold. If an operator tries to sell more than the Max Qty, a message that the quantity is too high is displayed, and operators cannot sell over the Max Qty. Usually the Min Qty is set to 1; however, this field can be used in conjunction with a group sale product, so that the Min Qty can be set to the minimum number of persons required for the group rate. This is not security controlled. Even the Admin operator cannot set the quantity beyond the restriction. The min/max quantity is based on the line item, not the entire sale. So a min/max of two would only allow the quantity of that item to be set to 2, although you could sell any amount within a given sale − just two at a time per line item.
Min Age/Max Age You have the option to assign a minimum and maximum age required to purchase an item that can be sold.
Enforce Points4Sale By checking this box, you will affect the performance of item tree displays in Sales.
Points4Sale Group Enables you to select the specific item
Points4Sale Rule Enables you to attach a rule
Price tab
The Price tab is used to set the price for an item. The Price dialog is shown in the following screen capture. The Price settings are summarized in the table following the screen capture.
Salesware module provides flexible pricing based on the day of the week and on season date fluctuations. You have a choice of assigning each product a single price all week; a price on weekdays and one on weekends (you can define when the weekend begins and ends), or you can have a different price every day of the week. In addition to the day of the week flexibility, you have the option of creating and applying rate schedules based on seasonal price fluctuations. Before you can apply a rate schedule, you need to create one. There are four rate schedules available to you, and each one has five date ranges. They are usually used for holiday periods or early/late season periods. You predefine dates within each rate schedule, and then based on the product you’re setting up, if the price fluctuates based on the date, you can choose the appropriate rate schedule and assign prices to each date range within the rate schedule. Usually ski areas define a rate schedule for regular ticketing items, and one for season passes. Season passes may have discount date ranges based on when during the ski season a particular date range falls (i.e., pre-season passes may be discounted, as well as season passes halfway into the season). Tickets may fluctuate based on holiday periods. You might have other rate schedules for group sales or some other type of product. There is also a default price that is defined so that any time the date is out of the rate schedule date ranges, the default price is applied.
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Setting Description
Direct Pricing Check Direct Pricing to allow the item’s price to be entered at the time of sale by operators with sufficient security. Direct Pricing can be used to override the assigned price and therefore can be used in conjunction with other pricing features on this tab.
Default Only Check Default Only if you want this product to have only a single price,and not follow a rate schedule.
1 2 3 4 (Rate Schedules) To use rate schedules for a product’s pricing:1. Verify that rate schedules are defined in SysManager >
Preferences > Seasons & Dates (see How to define seasonal rate structures and taxes).
2. Choose a rate schedule (1 - 4).3. Choose whether to assign a single price all week, a different price
for weekdays and weekends, or different prices for each day of the week using the 1 Price All Week, WeekDay/Weekend and 7Prices (Mon-Sun) fields.
Note: The appearance of the box in the lower right of the tab varies depending on the choices you make in step #3. Enter the required information into each field that is displayed.
Dynamic Pricing See the Salesware Dynamic Pricing document.
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Flat Rate/Calculate These selections are applicable to multi-day items. Prices for multi-day items (i.e., items that have been defined in the General tab as having an Admissions value greater than one) can be calculated in one of two ways: Flat Rate or Calculate. Choose Flat Rate for multi-day items if the price of the multi-day item is calculated based on the price assigned to the item for that particular day of purchase. The prices entered in the rate schedule would correspond to the price of the multi-day ticket. For example, if a customer purchases a four-day ticket on a particular date, and the price assigned to that date (utilizing the season schedule) and/or day of the week is $79, Sales would simply use the price entered.
If the item is defined in the General tab to have an Admissions value greater than one and Calculate is chosen for the item, then the prices entered in the rate schedules would correspond to the price of that portion of the multi-day ticket, and Sales would calculate the price of the ticket based on the amounts entered for each of the days that the customer would be admitted.
Note: Any item that has been defined in the General tab as having an Admissions value of one or zero automatically uses Flat Rate, whether or not it is selected.
Add Tax Before assigning taxes to items, you must customize this feature to define the specific taxes you use at your site. See How to define seasonal rate structures and taxes.
An item defaults to having no taxes assigned to it. You have the option of adding one or two taxes to the sale of any item. The rates that you assigned to Tax 1 and Tax 2 during setup display. The third blank tax choice is for a custom tax that can be set per item. Select the rate that applies to the sale of this item, or use the bottom button to customize the tax for this item. Click the button and a field appears to the right allowing you to enter a custom tax rate. Once a tax is selected for the sale of this item, the Add Tax field becomes active. If Add Tax is selected, the tax is added to the price of the item when it is displayed for a sale. Do not check Add Tax if the tax is included in the base price. Note: If you have a package product that includes several items that are taxed differently, you may want to go to the Profit Ctr tab and define a profit center named Taxes and break the taxes out that way, as opposed to using this tax feature. Or you could use modifiers to “package” different items together that are each configured with their respective tax rates. Contact accesso Siriusware Technical Support for more information.
Note: The way the tax feature is currently set up in Salesware module, there is no way to deal with products that are taxable at their full price, but
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not taxable if a discount is applied. (In some states, tax is applied only if the product costs over a certain amount of money.) Note: The Salesware tax calculations are mainly for the guest. The site calculates taxes manually after the fact based on the true profit center splits. We charge taxes on a line item basis because of the many ways they can be calculated. You take your general ledger entries to calculate actual taxes, rather than using Salesware estimates.
No Fee Before assigning fees to products, you must customize this feature to define the fees you use at your site. See How to define fees.
An item defaults to having no fee assigned to it. You have the option of adding one fee to the sale of any item. The rates or amounts that you assigned to Fee 1 and Fee 2 during setup do not display on the Price tab, but are the values used when calculating the sale of items with fees. If you would like to assign a fee, select either Fee 1 or Fee 2. Note: Fees are calculated (if the fee is a percentage fee) based on the full item price (before taxes are added), even if a 100% discount is applied to that item during a sale. Therefore, even if a sale is discounted 100%, fees are still charged. Note: Fees are always “backed out.” Therefore, if a product with a price of $100 has a $5 fee, the fee is always included in that $100. Discounting the product 100% still requires the fee to be paid. Use reports that break out fees to view the accumulated fee amounts.
Price Calculated by Weight
Used with a scale to price items. Activates calculating price by weight.
Unit Price Used with a scale to price items. Price per unit specified in the Unit of Measure dropdown.
Unit of Measure Used with a scale to price items. Specifies unit of measure that corresponds to Unit Price.
Profit Center tab The Profit Ctr tab is used to specify the profit centers for an item. The Profit Ctr dialog is shown in the following screen capture. In order to be able to distribute the proceeds of the sale of products to Profit Ctrs, define the profit centers and revenue allocation methods using this dialog.
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Add the profit centers from within SysManager > Activities > Financial Lists > Profit Centers. See How to enter profit center information. Profit centers can be split using two different methods:
• % Method – Allocates percentages of the item revenue to up to six profit centers. This method is advantageous in that even if the price of the item increases or decreases, all profit centers still get their fair share.
• Fill Method – Allocates dollar amounts of the item revenue.
Note: Be careful when using the fill method! If the item price decreases, the profit center(s) listed on the bottom might not receive any revenue. If the price increases, you may have “unallocated” profit.
Specials tab
The Specials tab is used to associate specials with an item type – for example, a pass item or an In-House Cards (IHC) item. The Specials dialog is shown in the following screen capture. When a special is associated with an item, it is available from the item’s Special button when the item is moved into the invoice portion of the main Sales screen.
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To associate Specials with an item, simply move the Specials from the All Specials scroll box to the Specials For This Item scroll box. To edit a special, click the special you want to edit in either scroll box, and then click the associated Edit button. To create a new special and add it to the All Specials scroll box, click the Add button. For details on how to create a new special, see How to create specials and coupons.
Action tab
The Action tab is primarily used to set the type of item. This tab allows you to configure the item to:
• Create passes• Create access records (ticket and voucher products that are scanned)• Create booking items• Create guest records• Create an In-House Cards card• Set validation of an item• Begin a rental• Activate and load external gift cards
Warning: Once an item is defined as being of a certain type – for example, a pass item or an IHC item – do not re-define that item after it has been deployed for use. While SysManager does allow you to do this, there are a variety of problems that can show up later if you change an item’s type, after it has already been to make sales.
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The Action dialog is shown in the following screen capture. The Action settings are summarized in the table following the screen capture.
Setting Description
Item Type The Item Type dropdown allows you to select from the following:
• Regular Item - Basic items such as Retail module and Food Service module selections.
• Create New Guest Record - Forces the collection of guest information at the time of sale.
• Create Pass - Pass item. See the Salesware Memberships/Passes document.
• Begin Rental - Rental item. See the Salesware Rentalsdocument.
• Begin Private Booking - Private booking item. See the Salesware Private Instruction document.
• Begin Pod Booking - Pod booking item. See the Salesware Activity/Facility Scheduling document.
• Tee Time Reservation – Tee time reservation item. See the Salesware Tee Sheet document.
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• Gift Card - Used for ProtoBase/ValueLink gift cards. Contact accesso Siriusware Technical Support for more information.
• Reserved Seating – Reserved Seating item. See Reserved Seating document.
Action Specifics Related to pass items. See Salesware Memberships and Passes and the Salesware Validation document.
Validation: area Used to set validation. See the Salesware Validation document.
Create Access Record check box
Used for access record auto-validation. See the Salesware Validation document for a description of each tab.
Printing tab
The Printing tab is used to link a Printer layout, or Multiple Printer layouts, to an item. The Printer dialog is shown in the following screen capture.
For example, a one-day adult ticket might print a ticket to the Ticket 1 printer, and a coupon to the Voucher 1printer. When the item is sold in Sales, two pieces of stock are simultaneously printed. By default, Salesware module does not print a receipt. To cause a receipt to print, you can check the Print On Receipt button for the item or you can set the salespoint to print a receipt for every sale (Sales > Tools > Sales Pt
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Setup > Miscellaneous > Print Receipt). You can also press the Reprint button in Sales to print a receipt on demand.
The Multiline print check box is used when you are printing vouchers/tickets for private or pod bookings and the item you are selling requires additional bookings. (For example, a quantity of 1 for the item could be configured to require a total of three bookings.) When trying to print a voucher/ticket per lesson with this type of item, checking the Multiline print check box allows the actual start date/time of the lesson based on the private or pod schedule to be printed, as opposed to the transaction start date.
When checked, the check box labeled Remote print with parent item causes the modifier to print on the same printer with its parent item. If the box is not checked, the modifier is printed on the printer assigned to the modifier itself (which may not be the same printer as its parent item). For more information on this tab, see the Salesware Layouts document.
Some ideas on printing receipts:
• By default, the system does not print a receipt • You can check the Print on Receipt button to cause the system to automatically print a receipt any time the
item is included in a sale • You can set the salespoint to print a receipt for every sale • You can hit the Reprint button in Sales to print a receipt on demand
Sales Actions tab
The Sales Actions tab is used to cause an action to be performed when an item is sold. It is also used to configure items to be sold with single keystrokes (to enable operators to work faster). The Sales Action dialog is shown in the following screen capture.
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• Sales Screen action to execute when this item is sold - When this item is sold, Sales automaticallyperforms the following action. For example: apply a special, sell a designated item, or change quantity. See Salesware User Guide for Advanced Users for a description of the Sales screen action macros that can be used here.
• Press to set - Allows you to sell this item via a keystroke. See Streamlining item lookup operations with the keyboard
• Refund conditions for scanned items – Enter conditions for adding this product to the sale when the product is returned using the auto-refund feature. Conditions consist of a statement that states, “between xminutes and y minutes since purchase, sell z of this product.” Conditions must be specified in the following format:
RFND(starttime,endtime,quantity)
• starttime is the start time of the time range during which this product is added to the sale in minutes since purchase
• endtime is the end time of the time range during which this product is added to the sale in minutes since purchase
• quantity is the number of this product to add to the sale when the auto refund product is returned
Example:RFND(0,240,-1)This says that: If this product is returned between 0 and 45 minutes after purchase, sell -1 of this product.
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Note: You can have more than one RFND statement for a given product. Separate each one with a blank space. If you want different sales actions to occur at different times (sell quantity 1 between this timeframe, but quantity 2between another timeframe, etc.), then you would need to use more than one RFND statement.
For information on how to use %F along with RFND for automated refunds, see the Salesware Validation document.
Security tab
The Security tab is used to specify the numeric level of security associated with an item. Operators with a numeric security equal to or greater than the numeric security set for the item see the item in the menu when logged into the Sales application. Values can range from 0 to 9.
A security role used to limit who can edit the item in SysManager can also be selected within this tab. The Security dialog is shown in the following screen capture. For more information about security roles, see Operator setup.
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Price History tab
The Price History tab is used to show the price history associated with an item. It shows initial price-related values, as well as any and all changes to those fields. The Price History dialog is shown in the following screen capture.
Required Fields tab
The Required Fields tab is used to require that specified information be collected when the item is sold. The Required Fields dialog is shown in the following screen capture. For more information, see How to enter guest preferences (user-defined fields) and How to require collection of guest information.
The User must enter meeting place when sold check box is linked to the list of Meeting Locations in SysManager > Activities > Item/Sales Lists > Meeting Locations. If an item has this checked, the operator has to select a Meeting Location before the item can be sold in Sales.
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Liability tab
The Liability tab is used to associate a liability form with an item. Liability forms are entered from within SysManager > Item/Sales Lists > Liability Forms/Paragraphs. The Liability dialog is shown in the following screen capture.
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Fundraising Interface tab
The Fundraising Interface tab is used primarily in conjunction with fundraising software. The Fundraising Interface dialog is shown in the following screen capture. The data entered into the fields on this tab gets entered into the itemfund table.
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Layouts
For complete information on layouts, see the Salesware Layouts document. The procedures provided in this section are some of the more common procedures performed for layouts from SysManager.
How to insert or edit a Credit Card layout
To specify a Credit Card layout through SysManager:1. Go to the SysManager > Preferences > Miscellaneous > CC Layout tab.2. There are two areas: one for Top, the other for Bottom. Top is designed to hold the Merchant layout
(typically it includes a signature line). Bottom holds the Customer layout.3. Click the Get From File button next to the Top section, and you are taken to your
Siriusware\Layouts folder.4. Choose your desired cc_top.txt file.5. The layout automatically populates the field.6. Repeat the above steps for the Bottom section, selecting your desired cc_bottom.txt file.7. Make any customizations to the Receipt layout and save your changes.
To set up your salespoints to print the Credit Card layout:1. Go to the Sales > Tools > Sales Pt Setup > Printing > Page 1 tab.2. Define your desired printer in the CC Receipt field.
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How to insert or edit a Non-Graphical Receipt layout In order for receipts to print automatically, a type of layout must be selected and any desired changes to the selected layout must be done. To specify a Non-Graphical Receipt layout through SysManager:
1. Go to the SysManager > Preferences > Miscellaneous > Receipt Layout tab. 2. There are two areas: one for Short (a forty column receipt size), the other for Full (8.5 x 11 receipt size). 3. Click the Get From File button and you are taken to your Siriusware\Layouts folder. 4. Choose your desired receipt.txt file. 5. The layout automatically populates the field you chose (Short or Full). 6. Make any customizations to the Receipt layout and save your changes.
How to insert or edit a Graphical Receipt layout In order for receipts to print automatically, a type of layout must be selected and any desired changes to the selected layout must be done. To specify a Graphical Receipt layout:
1. In SysManager, go to Activities > Edit Layouts to browse to the layout that corresponds to your choice of a short (RECEIPT40.FRX) or full (RECEIPT80.FRX) layout.
2. Make any changes and save the layout.
Note: The layout names for Receipt Graphical layouts are hard-coded. Your Graphic Receipt layout must be named either RECEIPT40.FRX or RECEIPT80.FRX to print your receipts.
3. Go to the SysManager > Activities > System Lists > Salespoints > New salespoint/Edit salespoint >
Printing tab and select one of the graphic receipt formats in the dropdown box.
Note: This selection also can be made through the Sales > Tools > Sales Pt Setup > Printing > Page 2 tab. How to insert or edit a Sales Summary layout The Sales Summary is a dialog that summarizes the sale after finalization. You can enable or disable this feature and edit the layout to customize how it displays. To set up SysManager to display a Sales Summary in Sales:
1. Go to SysManager > Preferences > Miscellaneous > Summary Layout tab. 2. Click the Get from file button and you are taken to your Siriusware\Layouts folder. 3. Choose your desired sales summary.txt file. 4. The layout automatically populates the field.
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5. Make any customizations to the layout and save your changes.
Note: There is no graphic option with the Sales Summary layout.
Note: The following .INI setting determines whether the Sales Summary appears on your salespoint:
[Preferences] SalesSummary=TRUE
How to insert or edit a non-graphical Saved Sales layout A saved sale receipt can be printed after a sale is saved if the Reprint button is clicked. It has a similar format to an invoice. To specify a non-graphical Saved Sales layout through SysManager:
1. Go to SysManager > Preferences > Miscellaneous > Saved Sale Layout tab. 2. Click the Get From File button and you are taken to your Siriusware\Layouts folder. 3. Choose your desired saved sales.txt file. 4. The layout automatically populates the Saved Sale field. 5. Make any customizations to the layout and save your changes.
How to insert or edit a graphical Saved Sales layout A saved sale receipt can be printed after a sale is saved if the Reprint button is clicked. It has a similar format to an invoice. To specify a Graphical Saved sales layout:
1. In SysManager, go to Activities > Edit Layouts to browse to the layout that corresponds to your choice of a short (SavedSale 40.FRX) or full (SavedSale 80.FRX) layout.
2. Make any changes and save the layout. Note: The layout names for Invoice Graphical layouts are hard-coded. Your Graphic Receipt layout must be named either SavedSale40.FRX or SavedSale80.FRX to print your receipts.
3. Go to the SysManager > Activities > System Lists > Salespoints > Edit salespoint/New salespoint >
Printing tab and select one of the graphic invoice formats in the dropdown box.
Note: This selection also can be made through the Sales > Tools > Sales Pt Setup > Printing > Page 2 tab.
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How to insert or edit a Non-Graphical Account Invoice layout In order for invoices to print automatically, a type of layout must be selected and any desired changes to the selected layout must be done. To specify a Non-Graphical Account Invoice layout through SysManager:
1. Go to SysManager > Preferences > Miscellaneous > Invoice Layout tab. 2. There are two areas; one for “short” (a forty column size), the other for “full” (8.5 x 11 size). 3. Click on the Get From File button, and you are taken to your Siriusware\Layouts folder. 4. Choose your desired invoice.txt file. 5. The layout automatically populates into the field you have chosen (short or full). 6. Make any customizations to the invoice layout and save your changes.
How to insert or edit a Graphical Account Invoice layout In order for invoices to print automatically, a type of layout must be selected and any desired changes to the selected layout must be done. To specify a Graphical Account Invoice:
1. In SysManager, go to Activities > Edit Layouts to browse to the layout that corresponds to your choice of a short (INVOICE40.FRX) or full (INVOICE80.FRX) layout.
2. Make any changes and save the layout.
Note: The layout names for Invoice Graphical layouts are hard-coded. Your Graphical Account Invoice layout must be named either INVOICE40.FRX or INVOICE80.FRX to print your invoices.
3. Go to SysManager > Activities > System Lists > Salespoints > Edit salespoint/New salespoint > Printing tab and select one of the graphic invoice formats in the dropdown box.
Note: This selection also can be made through the Sales > Tools > Sales Pt Setup > Printing > Page 2 tab.
Note: Text boxes 1-5 for an invoice, accept up to twenty characters. Text boxes 6-15 still accept up to ten characters.
Account setup Accounts enable individuals and groups to use services and purchase products without paying at the time of purchase. Once an account is created, charges and payments to that account may be entered immediately. The accounts feature is often used for group sales.
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Accounts have the option to be used only to save sales but not have any sales be finalized to them. This is useful to adjust cost of items through Dynamic Pricing Rules, but still require a different form of payment for the sale. For example, you can now select the check box Pay Upon Finalizing for the account under the General Info tab and this allows sales to be saved to the account, but no sale finalized to that account. At finalize, the balance due must be paid through a different form of payment.
Note: Normally accounts are created in SysManager; however, Sales allows you to create accounts on the fly with appropriate security.
How to create an account To create an account in SysManager:
1. Go to SysManager > Activities > Accounts to access the Accounts dialog. Note: Accounts are listed here in ASCII order by Nickname and also include the Full Name and Phone for each Account. To locate an Account easily in the long list, start typing the Nickname and the Account closest to the letters you typed is highlighted.
2. Click the New button and the Account dialog is displayed. 3. Enter an up to ten character Nickname for the Account.
Note: If you anticipate more than a few hundred Accounts each year, you may want to establish a policy regarding selecting Nicknames. Salesware module automatically generates an account nickname by using an incrementing number. If you do not want to use the incrementing number as the account nickname, simply delete the number and enter the appropriate nickname.
4. Enter a Full Name for the person or business that is associated with the Account.
Note: This full name displays at the salespoint for Account selection.
5. Enter the name of the person with financial authority and responsibility for paying the Account balance in
the Contact field.
Note: If the Account is set up for an individual by a second person, you might want to enter the individual’s name in Full Name and the second person’s name (who is financially responsible) in Contact.
6. Enter an Address, Phone (USA) and an E-Mail Address in the fields provided. 7. Select the Do not allow A/R check box to have any sale or reservation associated with this account required
to have payment in full upon finalization. No accounts receivable will be allowed
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8. Enter the maximum indebtedness allowed for this Account (this amount is usually set by established policy) in the Credit Limit field.
Note: The Credit Limit may be overridden at the salespoint if the operator has sufficient security clearance.
9. Select an Account Type from the dropdown box.
Note: Account Types are specified from SysManager > Activities > Financial Lists > Account Types.
Note: Special pricing may be applied to items sold to an Account by configuring a Dynamic Pricing Rule for the Account and selecting it from the Dynamic Pricing Rule dropdown box. See the Salesware Dynamic Pricing document for details.
10. Enter any relevant notes about the Account in the Notes tab.11. Enter any useful user-defined data in the User Def tab.
Note: To enter labels for user-defined Account fields shown here, go to Preferences > Accounts > Labels for User Defined Information. See How to enter account preferences (user defined fields).
12. Click the Save button to save the Account.
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How to enter account invoice preferences (user-defined fields)
To enter account invoice preferences:1. Go to SysManager > Preferences > Invoices > User Defined Text Boxes or User Defined Check Boxes.2. You can enter labels here for up to fifteen text fields, and five check boxes:
3. Enter desired labels and click Save.4. Any labels that are entered here show up in SysManager > Activities > Accounts > New account/Edit
account > Invoices > New invoice/Edit invoice > User Def tab. (They also appear when viewing/modifyingthe accounts invoice in Sales.)
How to enter Account Preferences (User Defined fields)
To enter Account Preferences:1. Go to SysManager > Preferences > Accounts.2. You can enter labels here for five check boxes, five numeric fields, five text boxes, two date fields, and one
memo field:
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3. Any labels that are entered here show up in Activities > Accounts > New account/Edit account > User Deftab (they also appear when viewing/modifying accounts in Sales):
How to define quantities reserved (for trip details in accounts)
To define quantities reserved:1. Go to SysManager > Preferences > Invoices.2. You can label up to five fields here:
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3. These fields (and their labels) show up on the Trip Details tab of SysManager > Activities > Accounts >New account/Edit account > Invoices > New invoice/Edit invoice:
Default Accounts
There are four default accounts in Salesware module. Invoices are created in certain circumstances, as described in the following table.
Default account nickname Invoices created
*DEBIT* For each In-House Cards **DEBITWARE** account
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*GUESTS* When money is received from a valid guest
*RESRVATN* Any Reservation Header
*TABLE* Any Dining Header
Salespoint setup General salespoint setup In general, you need to set up your salespoints previous to installing Sales on each salespoint, as described in the Salesware Installation Guide. You set up salespoints from SysManager > Activities > System Lists > Salespoints. Each salespoint gets a unique name. Each name also appears in the license file in SysManager (SysManager > Preferences > Sales Point Licenses). These names need to be meaningful (see How to name your DCI’s salespoints, accounts and their groups). You can’t set up more salespoints than you have licenses for.
Note: Do not use hyphens in your salespoint names. Hyphens pose compatibility problems with ProtoBase.
You can group salespoints together from within SysManager > Activities > System Lists > Salespoint Groups. Salespoint groups are used primarily for reporting purposes (including the ability to assign reporting security roles per salespoint group), though you can also apply global specials by salespoint group. You also specify salespoint .INI groups from the Global Salespoint .INI tab (SysManager > Preferences > Miscellaneous > Global Salespoint INI tab), though these groups do not necessarily need to correspond to the groups you set from SysManager > Activities > System Lists > Salespoint Groups. (For more information on setting Global .INI settings, see the Salesware .INI Settings Reference document.)
Salespoint modes
Every salespoint, scanning device and reporting station must be assigned a salespoint mode. This is done on both the licensing grid (SysManager > Preferences > Sales Point Licenses) and when you create the salespoint, scanner or reporting station from SysManager > Activities > System Lists > Salespoints. When you click New, you are presented with the following dialog:
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You can also select the mode and assign support for new/additional modules to salespoints from the SysManager >Activities > System Lists > Salespoints > New/Edit > Licensing tab on the Salespoint Configuration dialog.
Salespoint type functionality
In Salesware 4.4, salespoint type functionality (SysManager > Preferences > Sales Point Types) has beensuperseded by the ability to assign an item tree to a salespoint in order to create the item menu for that salespoint.However, you must use salespoint types to restrict payment types to different salespoints (see the Salesware Installation Guide) and salespoint types are still sometimes used with specials (see How to create specials and coupons).
Streamlining item lookup operations with the keyboard
You can streamline the process of operator lookups with multi-key lookup, single key lookup, and hot key select(hot key select, however, doesn’t work with buttons – only 3.x-style text lists). These options, and how they are configured from SysManager, are described in this section.
Pre-programmed function (F), Alt and Ctrl keys
Before streamlining item lookup from the keyboard, note that several pre-programmed function and Alt keys can be used in Sales to quickly select items and for certain other functions that are otherwise selected by clicking buttons on the screen. The following function keys are available, without any special set-up procedure:
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F-Key Function
F3 Clear
F4 Finalize
F5 Cash drawer – Pop drawer
F6 Quit
F8 Tools
F9 Coupon
The following Alt keys are available, without any special set-up procedure:
Keys Function
Alt + a Account
Alt + d Date/time
Alt + f Finalize
Alt + o OK (depending on where you are in the screen)
Alt + p Reprint receipt
Alt + r Cash drawer
Alt + c Cancel or Coupon, depending on where in the screen you are
Alt + s Special
The following Ctrl keys are available, without any special set-up procedure:
Keys Function
Ctrl + n Notes
Ctrl + d In-House Cards lookup dialog
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Single key lookup This method allows a unique single keystroke to be linked to products so that when the key is typed in Sales, the product is selected for sale. If multiple products are coded with the same key, then a list is presented to the operator of all of these products and the operator must select one.
Example: If the programmable keyboard code for a product is set to A, when A typed at the salespoint, the product is automatically selected for sale. If multiple products are set to A, then a list of all products set to A are presented to the operator on a pop-up dialog and he must choose from the list.
To specify the use of the single key lookup method at salespoints:
1. Go to SysManager > Activities > System Lists > Salespoints. 2. Highlight the salespoint to configure and click the Edit button. 3. Access the Misc tab. 4. Select Single Key Lookup. 5. Save your changes.
Note: You can also change this setting in Sales by going to Tools > Sales Pt Setup > Miscellaneous. To enter a programmable keyboard code for an item:
1. Go to the SysManager > Activities > DCIs > New item/Edit item > Sales Actions tab. 2. Click the Press to set button and press the key that is to be used to automatically sell this product. 3. Save your changes.
Note: Currently, there is no way to remove a programmed key for an item - the only option is to re-assign a key to an item that is rarely touched by an operator.
Multi-key lookup The multi-key lookup feature allows operators to type in a product name at a salespoint to access the product and move it into the invoice side (right side) of the main Sales screen. As the operator types, what is typed is visible on a small dialog box. When the box times out or the operator hits the Enter key, Sales takes what was typed and searches for it. If multiple items are found matching the same text, they are all listed on a pop-up dialog box and the operator must choose from the list. Once chosen, the item appears in the invoice.
The text that is searched can be: 1. Typed into the User Defined field for the item (on the SysManager > Activities > DCIs > New item/Edit
item > General tab)
Note: When you search, you must type the search term exactly as it was specified in the User Defined field and in its entirety.
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2. The Description for DCI List for the item (on the SysManager > Activities > DCIs > New item/Edit item
> General tab).
Note: You can use multi-key lookup or single key lookup, but not both. To specify the use of the multi-key lookup method at salespoints:
1. Go to SysManager > Activities > System Lists > Salespoints. 2. Highlight the salespoint to configure and click the Edit button. 3. Access the Misc tab. 4. Select Multi Key Lookup. 5. Save your changes.
Note: You can also change this setting in Sales by going to Tools > Sales Pt Setup > Miscellaneous. Hot key select
Hot key select allows the operator at the salespoint to type letters one at a time to move through items, stopping when the appropriate item is selected. No dialog boxes are used, as in the other two methods of keyboard lookup already described. However, hot key select only works with the 3.x-style list, so you must enable the list instead of the buttons on the Sales menu interface by adding the following .INI setting to the Sales32c.INI file:
[Interface] Buttons=FALSE To specify the use of the hot key select method at salespoints:
1. Go to SysManager > Activities > System Lists > Salespoints. 2. Highlight the salespoint to configure and click the Edit button. 3. Access the Misc tab. 4. Select Hot Key Select. 5. Save your changes.
Note: You can also change this setting in Sales by going to Tools > Sales Pt Setup > Miscellaneous.
Using .INI settings to customize F1-F12 keys
You can use .INI settings to customize F1-F12 keys for use as main action keys or for Sales screen action macro invocation. Sales screen action macros are documented in the Salesware Sales Screen Action Macro Commands document. The customized settings override the default uses of the F keys (see Pre-programmed function and Alt keys for the default settings).
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Example:
Using an F key for main actions: F3=SCH This setting overrides the default setting and brings up the booking schedule window. Examples: Using an F key for Sales screen action macros: F9=SELECTLAST()ACCOUNT()
This brings up the account window instead of the default coupon button action. F10=SELECTLAST()MODIFYITEM("TICKETS ADULT 1DAY ")
This adds the specified modifier to a line item on the sale list. F11=SELECTLAST()SPECIAL("BUY1GET1 ")
This applies the Buy1get1 special to a line item on the sale list.
Swipe settings can be simplified by using the new SWIPE() macro in the .INI settings.
Example: Using the format: FXX=SWIPE(prompt, track, text, strip [optional]), this set of four lines: F10Track=1 F10Strip=2 F10Text=%EP F10Prompt="Please Swipe Employee Card" can be combined in one line: F10=SWIPE(Please Swipe Employee Card,1,%EP,2)
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How to configure the salespoint to provide detailed totals
This enables Sales to display more detailed sale totals. Sales can be configured so that summary totals reflect the entire sale regardless if items are finalized or not. If IncludeFinalizedInTotals = TRUE is added to the [Preferences] section of Sales32.INI, Sales includes both finalized and non-finalized items in the displays for Sale Total, Discount, Subtotal and Taxes/Fees. Additionally Sale Total, Discount, Subtotal and Taxes / Fees may be added to the Recap dialog using the following language:
"Sale Total: <sale_total><cr>Discount: <discount><cr>Subtotal: <subtotal><cr>Tax / Fees: <tax_fees> <cr>'
These values also reflect the IncludeFinalizedInTotals setting.
Sales Channels Introduction Sales Channels can be used to limit the percentage of Max4Sale items that are sold in a certain salespoint group. One Sales Channel can be assigned to multiple Max4Sale limits and a Sales Channel can also handle multiple salespoint groups.
Note: Sales Channels only works with Max4Sale, it does not work with Points4Sale Example: You have a special exhibit event that will take place on March 5th at 8:00 P.M. The requirements are:
• This event has a max4sale limit of 100 and you would like to sell this event on E-Commerce, reservation salespoints, and your ticket window salespoints.
• You would also like to limit the amount of tickets that can be sold by each salespoint group as follows: E-Commerce (80%), Reservations (90%), and Ticket Windows (90%).
• Finally at 7:00 P.M. (one hour before the event starts) you would like for all remaining tickets to become available.
If you want to use Sales Channels with E-Commerce module, you will need to create a Salespoint that the E-Commerce site itself (ww.dll) will use. It is not Sales Host in this case as Sales Host processes transactions after the sale is complete and therefore would not show the correct Max4Sale numbers on the pages.
• Create a new salespoint that is the same name as used for ww.dll. In most cases this will be WWSP. When creating the salespoint, choose the Reporting mode as this is unlicensed.
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Configuration Setup of Sales Channels
1. Salespoint groups are used to assign Sales Channels. You can use existing salespoint groups or create new ones for this purpose. Go to Activities > System Lists > Salespoint Groups and note the current groups you would like to use or create new ones. • For example, if you want all of your Reservation salespoints to be defined as a Sales Channel, create a
group that includes all Reservation salespoints. • For E-Commerce module, create a group or add to an existing group the WWSP salespoint that was
created above.
2. Setup the Sales Channels by going to Activities > Item/Sales Lists > Sales Channels. 3. Click on New and add a description for this Sales Channel. Remember, a Sales Channel can be used on
multiple items and events. 4. Click on Add and select a Salespoint group that you would like to limit. 5. Set the percentage amount that is allowed to be sold by this group. For example, if the limit on the event is
100, and you want up to 80 tickets sold on the web, then set this to 80%. • Optional: Hours to Expire: You can expire the % restriction so that all salespoints can access all
quantities of the Max4Sale limit at a certain number of hours before the expiration of the restriction. In our example, we want all remaining tickets to be available one hour before the start of the event, so we set this to 1. If 75 out of the 100 tickets were sold, then at 6:00 PM, all salespoints including E-Commerce will show 25 tickets left.
Note: This will only work if the Max4Sale restriction on your item is set to Date/Time.
6. Click on Add and continue with the next Salespoint Group until you are complete.
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7. Navigate to the event item in your DCI and ensure Max4Sale is checked. Select the appropriate Sales Channel and set your date/time limits and max4sale number.
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Note: Sales Channels can also be set on Max4Sale limits that are set on a Department or Category.
Use:
E-Commerce pages show there are 85 total tickets available as the Sales Channel percentage for the Web salespoint group is 85%. Even though in reality there are 100 tickets available, the web will only show a maximum of 85 available until 7:00 P.M. on March 5 when it will release any remaining tickets left.
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A Salespoint that is sold through the Ticket and Admission salespoint group shows 90 remaining as the Sales Channel is set to 90%.
A Sales Channel can be associated with a max4sale limit. Sales Channels associate Salespoint Groups with an associated percentage. Then if a salespoint is a member of a Salespoint Group (or web sales) then the percentage defined in the Sales Channel will be multiplied by the max4sale limit to prevent over sale from the Sales Channel.
Max4Sale forms have a Sales Channel dropdown. Max4Sale types of 2, 3, 4, 5, 52, 53, 54 and 55 hide the dropdowns. Sales Channels can be designated in SysManager: Activities > Item/Sales Lists > Sales Channels. Adropdown was also added to the Create Daily dialog.
Operator setup
Anyone who uses Salesware module must be added as an operator and assigned a security role. In addition, operators can be part of operator groups that are used within ReportManager to filter data down to operators contained within the group selected. Additionally, reporting security roles can be enabled for operator groups.
Note: Salesware ships with one default user named Admin. Admin has all security rights. You change the Admin password the first time you log into SysManager.
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Adding new operators To add a new operator:
1. Go to SysManager > Activities > System Lists > Operators. 2. Click the New button.
Note: To view all current operators in this system, click the Find/Refresh button.
3. At a minimum, specify the following:
a. Up to a six-character Operator ID and Full Name. b. From the Security/Login tab, set a password. c. From the Security Roles tab, select the Available Roles that you want Assigned to this Operator (see
How to define a new security role). 4. Click the Save button.
Note: Salesware 4.0 users do not need to select an Item Security level unless using the numeric item security to control the items that appear at a given salespoint based on the operator log-in. See Salesware 3.x security levels vs. Salesware 4.0 security roles for an explanation. To add a new operator group:
1. Go to SysManager > Activities > System Lists > Operator Groups. 2. Click the New button. 3. Provide a Description for this Operator Group. 4. Move the Available Operators that you want in this group to Associated Operators. 5. Click the Save button.
How to enter operator preferences (user-defined fields) To enter operator preferences:
1. Go to SysManager > Preferences > Operators > Labels For User Def tab. 2. You can enter labels here for five check boxes, five numeric fields, five text boxes, two date fields, and one
memo field:
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3. Any labels that are entered here show up in the SysManager > Activities > System Lists > Operators >New operator/Edit operator > User Def 1 and User Def 2 tabs:
4. Go to SysManager > Preferences > Operators > Misc tab.5. Change the security parameters for the operator, or accept the defaults, shown in the following screen
capture.
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Salesware 3.x security levels vs. Salesware 4.0 security roles
Starting with Salesware 3.4 and then expanded in 4.0, role-based security is now used in the product. The security topics in this section describe how to implement role-based security. All Salesware users need to be assigned a security role in order to be able to perform various tasks within the system. An operator without a security role can still perform the basics, such as selling items, and he can also perform any security controlled functions that areallowed via the “global default” security role. See Appendix A: Salesware security settings for a description of all security settings that can be included in a security role. See How to create the global default security role for more information on the global default security role. A training video about security roles is also available, from http://portal.siriusware.com/docs/Videos/index.html
Note: that this video was created for Salesware 3.4, but the concepts apply to 4.4 as well.
Salesware 4.0 still allows you to set numeric security levels for operators that can be used to control the items and specials viewed at the POS, based on the operator log-in. This setting is an integer from 0 – 9 and any operator with a numeric security level equal to or greater than the numeric security level set on the item or special is able to see that item or special when logged into Sales. Use of the numeric security levels to control actions within the system has been replaced by role-based security in versions 3.4 and 4.0, but still has a few applications used by some clients.
How to define a new security role
To define a new security role:1. In SysManager > Preferences > Security, click New.
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2. The Edit a Role screen is displayed.
Note: When adding a new role, all security settings are unassigned and listed on the left, and no settings are listed on the right.
Each line in the box on the left labeled Unassigned settings is a setting for a particular feature in the software. Unassigned means that for this role, they are not defined as granting access. If a setting is not defined in any roles assigned to an operator, the system looks to how the setting is defined in the Global Defaults Role and use that as its guide.
Note: The settings that are granted in the Global Default Role are also green in the Unassigned settings box. Those that are denied in the Global Default Role also show with a red X here.
There are three dropdown lists across the top of the screen that allow you to filter the displayed assigned security settings by product (Groups), applications (Modules) and categories of functionality (Categories). This allows you to wade through fewer settings when you are working on setting up a role.
3. Enter a Role Description for this role. 4. To assign a particular setting to a role, highlight it in the box on the left (Unassigned settings for this role)
and click the right-facing arrow, and the setting moves to the right and is automatically turned on, or grants access to this setting for this role.
5. If you want to specifically deny access to this feature for this role
Note: this is rare and is only done to turn off a particular right for a certain role when that same right is allowed for all operators via the global defaults. Once it is moved to the right box, hit the Space Bar on your keyboard and the green ball (on) turns to a red x (off). However, even if a setting is turned off for one role assigned to an operator, if it is turned on in another role for that operator, that operator has access to this feature. If the setting is turned on only in the Global Defaults Role, undefined in all other roles, and turned off in a single role assigned to an operator, access is still denied to this operator.
6. To assign all settings to a role, simply click the right-facing double-arrow key and all roles move from the Unassigned box to the Assigned box and are turned on. They can then be edited one by one, to turn them on, or to return them to the Unassigned box.
Note: See Appendix A: Salesware security settings for a description of all security settings.
7. When you are finished, click Save to save your changes.
How to create the global default security role
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The system includes a default security role. All operators have the global default role assigned to them in the system without having to specify as such. When settings in other roles are undefined, the system checks to see what the global default role is allowed. The global default role is best set up to include the absolute minimum security you would grant to any user in the system. Then subsequent roles can be defined and added to an operator to grant more and more functional security to a given employee. To set up the global default:
• Go to SysManager > Preferences > Security.
Note: that all security settings are listed, and have a red X. This means that by default, access to any feature is denied.
• To grant access for any setting, highlight the setting, and hit the Space Bar on your keyboard. This changes the red X to a green ball.
• Once a security setting has been granted, every operator using the system can perform that function. • Press the Save button to save your changes.
Note: If an operator has multiple roles and attempts to access a feature of the software, the security routine searches through each of the roles assigned to the operator for a role that grants access to that feature. If any role assigned to that operator grants access, the operator gets in. If access is not defined in any role assigned to an operator, the software checks the default role to see if access is granted or denied.
Common operations How to create a salespoint group Salespoint groups are used primarily as reporting filters, but they can also be used to restrict global specials and accounts of a certain “type” to specific salespoints, and they can be used as conditions within Dynamic Pricing Rules (for more information on this, see the Salesware Dynamic Pricing document).
Note: Item tree functionality, not salespoint groups, has “replaced” the salespoint type functionality for the most part. To create a salespoint group:
1. Go to SysManager > Activities > System Lists > Salespoint Groups. 2. Click New to create a new Salespoint Group. 3. On the Salespoint Group Edit dialog, move the Available Salespoints that you want in the Salespoint
Group into the Associated Salespoints list. 4. Click Save.
Note: Any single Available Salespoint can be added to any number of Salespoint Groups.
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How to disable guest mailing/shipping/billing/local address By default, accesso Siriusware allows you to collect up to four addresses per guest: mailing, shipping, billing, and local. If you would like to disable any of the 4 address possibilities (for example, if your site would never have an interest in collecting a shipping address):
1. Go to the SysManager > Preferences > Guests > Misc tab. 2. Put a check next to any of the mailing fields that you do not wish to use. 3. Click the Save button to save your changes.
How to set the number of log-in attempts and the log-in lockout period In some modules, such as E-Commerce, visitors/guests are allowed to log into their accounts. For security reasons, you can configure how many log-in attempts a guest is allowed before lockout, and the length of time he is locked out. To do this:
1. Go to the SysManager > Preferences > Guests > Misc tab. 2. Change the number using the Number of failed login attempts before lock spinner. 3. Set the number of Minutes to keep guest login locked spinner. Allowable values are 0 or 30 – 9999.
How to enable Zip code collection
You can collect Zip code information during sales for marketing purposes. Salesware allows you to specify how often you would like to collect this information with a setting in SysManager:
1. Go to the SysManager > Preferences > Miscellaneous > Sales tab. 2. Enter a number that represents how often you would like to collect a zip code (every X sales). 3. Save your changes.
Note: The number you enter here affects all salespoints at your site.
If you need to control zip code collection on an individual salespoint basis, you can insert the following .INI setting into either the global .INI for a salespoint type (SysManager > Preferences > Miscellaneous > Global Salespoint INI, or the Sales32c.INI file for a specific salespoint:
[Preferences] ZipCodeCollect=0/-1 Setting this overrides the company-wide preference (set in the SysManager > Preferences > Miscellaneous > Sales tab) for collecting zip codes. Setting this value to 0 suppresses the zip code collection prompt. Setting this
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value to -1 specifies that salespoint to follow the company-wide preference. Setting to any other value prompts a zip code collection at N finalizations/saves. The default value is -1. You can also enable zip code validation using the ValidateZip .INI setting.
Notes on using zip code collection ZipCodeCollect= This setting is designed to override the global system setting found in the SysManager > Preferences > Miscellaneous > Sales tab. By using this .INI setting, you can adjust the zip code collection for each salespoint.
Example: If you never want to collect zip codes at a cafeteria salespoint, you can set this .INI setting on the cafeteria salespoint to ZipCodeCollect=0. If you want another salespoint to collect the zip code every 10th sale, you can set the .INI setting on that salespoint to ZipCodeCollect=10.
ValidateZip=TRUE This setting ensures the collection of a valid zip code. Valid means that the zip code entered in Sales must match exactly an existing zip code in the zipcode.dbf file. You can choose to populate your zipcode.dbf with:
• US zip codes only • US & Canadian zip codes • Australian zip codes only • US, Canadian, and Australian zip codes
The Zip code files can be found on the accesso Siriusware Information Portal.
Sales respects the proper entry of international zip codes – as long as you set the ValidateZIP .INI setting to TRUE. The operator must enter the international zip in a manner that exactly matches the entry in the zipcode.dbf file. For example, Canadian zip codes that utilize a space (i.e., A1X 6K1), must be entered with the space in Sales. Otherwise, the operator receives a message saying that the zip code is not valid. “Junk” zip codes If you are using ValidateZip=TRUE, it is impossible for the operator to enter a “junk” zip code – she is forced to enter a valid one. To get around this requirement, the only real option is to pre-define a “junk” (but in reality, valid) zip code for operators to enter in cases where customers do not wish to supply one.
If you are not using ValidateZip=TRUE, accesso recommends using 00000 or 99999 as your pre-defined “junk” zip code, as those entries can be filtered out of the Zip Code Performance Report:
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How to duplicate an item
To duplicate an item:1. In SysManager, in the DCI, select an existing item.2. Click the DUPL button in the DCI.3. A duplicated item is created within that same department and category; simply create a new nickname and
description for the item and modify other settings (price, etc.) if needed.
Note: From this point, you can also create new or duplicated items from on the Item Configuration dialog (no need to return to the main DCI – simply use the NEW or DUPL selection found on the far right-hand side of the Item Creation dialog). You are prompted to save your existing item before creating a new or duplicated one. Ensure that the new items you create are included in the proper department and category.
To duplicate an item across department and category: 1. Open (Edit) the item you wish to duplicate. 2. Set the new department and category using the lists on the right. You now see that department and category
listed at the top of the Item dialog.3. Click the DUPL button on the right side of the screen. 4. Give the item a new nickname.5. You do not see the items listed in their new DCI until you close and reopen the DCI.
Note: You must set the new department and category first before clicking the DUPL button or this does not work.
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How to enter company information
The Company Information dialog is used for a variety of purposes in Salesware, including the defining of what gets printed on the top of sales receipts and to identify site numbers for companies that use Salesware at more than one site. To enter company information:
1. Go to SysManager > Preferences > Company Information. 2. There are fields available to enter your site’s information, including Company Name, Address, Phone and
Phone Extension (USA and Non-USA). This information, by default, prints at the top of your sales (and, if applicable, credit card) receipts.
3. There are also selections available for Close Cash Drawer By options; please see close drawer documentation for more information.
4. The Site Number field remains 0 by default. If your company operates more than one site using accesso Siriusware you may want to assign each individual site a unique number here. This ensures that each site is producing unique pass and ticket numbers. Also, the hot pass list (stolen passes list) is generated by Site Number.
Note: You can have a proper international phone format as your default. No country code is displayed for the domestic phone number, but for foreign phone numbers the country code is always displayed. The exception to the country code “always” being displayed is when the table being used does not support a country code. Currently only guest phone numbers and rental manufacturer phone numbers support a country code. Instructors, operators, accounts, invoices and retail vendors do not support a country code.
How to enter Guest Preferences (User-Defined fields) To enter Guest Preferences:
1. Go to SysManager > Preferences > Guests. 2. You can enter labels for the User Defined 1 tab here. You have five check boxes, five numeric fields, five
text fields, two date fields, and one memo field available:
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Note: If you need additional labels for guest preferences, more are available in the Labels for User Defined 2 tab.
The Guest Edit Form > User Def 2 tab in SysManager now includes support for five, new, long text (fifty characters) fields. Labels for these can be configured in the Guest Preferences Form > Labels for User Def 2 tab. Additionally, any of these five new fields can be configured as being required globally using the Fields That MUST Be Entered tab of the Guest Preferences Form and when selling an item using the Required Fields tab of the Item Edit Form.
3. Any labels that are entered here show up in the guest’s User Defined tabs:
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Five guest user defined text fields of fifty characters each have been added to the Guest Info 3 tab in Sales. Labels for these fields are configured in SysManager > Preferences > Guests > Labels for User Def 2 tab. Additionally, any of these five new fields can be configured as being required globally for guests using the Fields That Must Be Entered tab of the Guest Preferences Form in SysManager, when selling an item using the Required Fields tab of the Item edit Form, or via the RequiredGuestFields setting in the [Preferences] section of the Sales32c.INI file.
How to require collection of guest information
If you would like to force operators to collect certain guest information (e.g., address, phone number, or one of your user defined fields) at the salespoint, you can do so in SysManager:
To require collection of guest information:1. Go to the SysManager > Preferences > Guests > Fields that MUST be Entered tab.2. Put a check mark next to any of the fields that you would like to require.3. Click the Save button to save your changes.
Note: This is a global setting that affects pass, booking, rental and other products. Setting any of the required settings here applies to every item that creates a guest record. If setting required guest fields globally doesn't make sense for your business, consider setting required guest fields per item instead.
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Note: There is a Sales .INI setting that can be used to require certain guest fields regardless of the global required fields or item required fields. Please note that this setting is used to increase the amount of data collected, not decrease. There is also a Sales .INI setting that can be used to eliminate the global required guest fields per salespoint. Please refer to the Salesware .INI Settings Reference document for more information.
How to enter pole display text
To enter text that appears on pole displays:1. Go to SysManager > Preferences > Miscellaneous.2. Click on the Sales tab.3. Enter text into the Pole Display field. Any text that is entered here displays between each sale.
How to enter trip booking confirmation text
To enter trip booking confirmation text:1. Go to SysManager > Preferences > Accounts > Confirmation Report Text.2. Any text that is entered here appears on the Account Trip Details Confirmation Report. This is “boiler plate”
text that can be edited per invoice, if desired.
Note: This report can be previewed/printed in two locations:• SysManager > Accounts > Invoices > Trip Details tab.• ReportManager > Account Reports > Booking Confirmation.
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How to prune credit card data out of local Sales data
On the SysManager > Preferences > Miscellaneous > PA-DSS tab there is a spinner named Prune credit card data out of local Sales data every NNN days. Recommended settings are in the 1 - 45 days range. Local cc_trans records that are that number of days or older are deleted from the data.
Note: Previous to version 4.1, this spinner was located on the SysManager > Preferences > Miscellaneous > Sales tab.
How to prune credit card data out of Sales data on the server
On the SysManager > Preferences > Miscellaneous > PA-DSS tab there is a spinner named Prune daily at xxx credit card transaction data on Server which is older than xxx days, as shown in the following screen capture.
Possible settings are in the 1 – 90 days range. There are also two options for the time of day to perform the pruning task and to Prune Now. Server cc_trans records that are that number of days or older are deleted from the data. In addition, the CardOnFile, Card_no, and Exp_date fields in the sh_save.pmthistory that are that number of days or older are deleted, as is the data between the pr_info, pr_out, card_no, and exp_date tags in the ww_sales.sale_text field. For pruning of the server data to function in an automated fashion on a
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daily basis, you are required to create a new SQL Server Agent job to execute the siriussp_AutoTasks stored procedure every fifteen minutes. See http://portal.siriusware.com/docs/kb-pdf/Database_SQL_and_data-related/charge_cards_2010_aug_20.pdf for instructions on how to set up a SQL Server agent job.
The Prune Now button allows you to perform the pruning process immediately. When pressed, the following is displayed:
The Purge All Guest Credit Cards On File button is used to remove the credit card on file for every guest in the database. When pressed, the following is displayed:
How to insert pictures/logos into accesso Siriusware reports To insert pictures/logos into accesso Siriusware reports:
1. Go to SysManager > Preferences > Pictures. 2. Click the Get button and navigate to a .bmp, .jpg, or other graphic file.
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Note: You can use images as large as 1024 x 768 and they are auto-sized as needed. This is in contrast guest mug shots, which are smaller (320 x 200 is a good size) because there are so many of them. To get images to import properly and to achieve the best results, try different sizes and formats. Once images are imported into SysManager, the images are directly stored in the SiriusSQL database tables. There are plenty of free graphic editing tools available. For example, see http://www.gimp.org or http://www.irfanview.com/. You can also use Paint in the Accessories folder on Windows operation systems.
3. The graphic displays in the Your Company Logo field, and appears in the upper left-hand corner of your
accesso Siriusware reports. 4. The remaining ten graphic fields are designed for future use, and are not activated in the software at this
time.
Note: You can also change the accesso Siriusware logo in the Sales interface to your own company logo by editing the C:\Program Files\Siriusware\Sales\Images\LOGO.bmp file, which is the graphic that is displayed. How to control keyboard response time The SysManager > Preferences > Miscellaneous > Manager tab > Keyboard Seek Timeout spinner is used to control how fast you can type by speeding up or slowing down the rate at which the application accepts input. Locating a name in a long list is easier when the program finds the closest match as you type. Once you pause for a certain amount of time and then resume typing, Salesware assumes you are entering a new name. Keyboard Seek Timeout allows you to set this specific period of time.
How to change the default resolution of the photo box used to capture photos of pass holders The SysManager > Preferences > Miscellaneous > Manager tab > Default Image Scaling spinner is used to set the default resolution of the photo box that is used to capture photos of pass holders. If your camera setup is such that the person’s face is closer or further away from the camera than the average setup, this setting can be changed to optimize the photo frame. If the face seems too big to fit in the default frame, increase this number. If the face seems too small to produce an optimal picture, decrease this number.
How to limit quantity sold (Max4Sale) Max4Sale capability is configured from the SysManager > Activities > DCIs > New/Edit > Restrictions tab. You can configure whether saved sales include or exclude Max4Sale counts from the SysManager > Preferences > Miscellaneous > Manager tab > Max4Sale and Saved Sales area.
To set Max4Sale restrictions on a product:
1. In Restrictions tab for the product to be limited, click the Enforce Max4Sale check box to activate the Max4Sale button.
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2. Click the Max4Sale button. The current Max4Sale restrictions assigned to this product are displayed in a grid.
3. Click the New button and the Max4Sale edit dialog is displayed. 4. Enter a beginning date and time and an ending date and time to define a range during which the Max4Sale
restriction is imposed.
Note: In the Max4Sale grid, the number of days represented by the date range are displayed under Days.
5. Click Date/Time to restrict the number of this product that can be sold during the displayed date/time range. Click Time Only if you want to restrict the number of this product that can be sold during a given time range on all days.
6. Select Dynamic Time Span if you want to restrict the number of this product that can be sold across the time span of the product sold. For example, a product with a three day time span reduces the Max4Sale by one throughout each of the three days that the item is valid. Once the item has expired, the Max4Sale increments by one.
7. Enter a maximum number of the item that can be sold during the assigned period. Note: Max defines the number that can be sold within the time period defined, not for each day of the period defined.
Note: Max4Sale capability is decremented upon save or finalization of the sale that contains the restricted product. If it is necessary to decrement Max4Sale the moment the item is added to a sale (prior to save or finalization) or the moment the item is added to the cart for E-Commerce transactions, check the Enforce Real-Time Inventory Tracking box. Please note that this option does increase the load on the system, so only use this when necessary based on the product demand.
Note: The Create Daily button is used provide greater specificity as to when limits apply, and to accommodate exceptions.
Note: The Override other limits check box only works to set a date/time limit. When checked, any limit set in this manner forces that limit to take precedence over all other applicable limits (applicable limits include date/time and time-only limits). This applies to limits configured using the Department Max4Sale, Category Max4Sale, Item Max4Sale, and Points4Sale dialogs. If there is more than one applicable limit configured with the Override other limits box checked, the most restrictive is used. For more information about Max4Sale, see Restrictions tab.
To set Max4Sale restrictions on a category or department:
1. Go to DCIs. 2. Edit a Department or Category by highlighting it and clicking the Edit button. 3. Click the Enforce Max4Sale check box to activate the Max4Sale button.
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4. Click the Max4Sale button. The current Max4sale restrictions assigned to the Category or Department are displayed in a grid.
5. Click the New button and the Max4Sale edit dialog is displayed. 6. Enter a beginning date and time and an ending date and time to define a range during which the Max4Sale
restriction is imposed.
Note: In the Max4Sale grid, the number of days represented by the date range is displayed under Days.
7. Click Date/Time to restrict the number of products contained within the department or category that can be sold during the displayed date/time range. Click Time Only if you want to restrict the number of products contained within the department or category that can be sold during a given time range on all days. Select Dynamic Time Span if you want to restrict the number of products contained within the department or category that can be sold across the time span of the products sold. For example, a product with a three day time span reduces the max4sale by one throughout each of the three days that the item is valid. Once the item has expired, the Max4Sale increments by one.
8. Enter a maximum number of the items that can be sold during the assigned period. Note: Max defines the number that can be sold within the time period defined, not for each day of the period defined. To include saved sales in Max4Sale limits:
1. Go to the SysManager > Preferences > Miscellaneous > Manager tab. 2. Select the Include saved sales option. 3. Save your changes.
How to specify Points4Sale capability
Max4Sale and Points4Sale capabilities are very similar. Use Max4Sale capability unless you have to draw from inventory across departments. Max4Sale capability is tied to the DCI, whereas Point4Sale can grab from anywhere and is not tied to quantity. Whereas Max4Sale records are linked to a specific DCI, Points4Sale records are linked to the Points4Sale group table. Points4Sale groups can then be linked to item records (limits at the category or department levels do not apply).
In SysManager, there is a Points4Sale Groups lookup dialog where you can create, edit, delete, or hide/unhide Points4Sale groups. This is accessed by going to Activities > Item/Sales Lists > Points4Sale Groups. When you create a new Points4Sale Group, you are first asked to enter a description for the group, and once the description is entered you are taken to a grid similar to the existing Max4Sale grid where you can create/duplicate/edit/delete individual limits and also edit the group description. When you create a new limit you can make it either a Date/Time Points4Sale limit where you enter a beginning and ending date/time and a Points4Sale limit, or a Time Only Points4Sale limit, where you enter a beginning and ending time and a Points4Sale limit. Dynamic time span limits are not an option here as they are with Max4Sale capability.
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In the SysManager > Activities > DCIs > New/Edit > Restrictions tab, there is an Enforce Points4Sale check box. If this is checked, the new Points4Sale dropdown becomes active where you can specify the Points4Sale Group to use. In addition, the DP Rule dropdown becomes active where you can specify the Dynamic Pricing Rule to use for calculating the points to deduct from the limits.
Example: A typical Dynamic Pricing Rule would be: IF(DOW(MON-FRI),QTY()*2.25,QTY()*4.25)
An item can be configured to use either Max4Sale or Points4Sale restrictions, but not both. In addition, as with Max4Sale limits, when enforcing Points4Sale limits the user has the option of selecting the Enforce Real-Time Inventory Tracking check box on the SysManager > Activities > DCIs > New/Edit > Restrictions tab.
In the item description (recap) language, points can be referred to using <ifpoints> and <pts4sale> in a construction such as <ifpoints>pts=<pts4sale></ifpoints>. The Points4Sale Rule, which is used to determine the points cost of items sold, is a mathematical expression and can use the QTY()function. Also, any numeric field in the item record can be accessed using GETFIELD(fieldname), which can be included in a Points4Sale Rule. Note that points are not automatically scaled by the quantity of the item sold. So, in order to simulate that behavior, QTY*(rule) is necessary. Points4Sale Rules are configured as Dynamic Pricing Rules, and are assigned to items from the SysManager > Activities > DCIs > New/Edit > Restrictions tab.
Here are some examples of Points4Sale Rules:
Example Points4Sales Rule Description IF(DOW(MON-FRI),QTY()*2.25,QTY()*4.25) This rule says to multiply the quantity set on the main item by
2.25 if the day of the week is Monday, Tuesday, Wednesday, Thursday, or Friday, otherwise multiply the quantity set on the main item by 4.25.
QTY()*(COUNTMODS(,,BEGINNER)*1.25 + COUNTMODS(,,EXPERIENCE) *10.75)
This rule says to count the modifiers and multiply them by the specified amount. Then, multiply it all by the quantity set on the main item.
IF(QTY(>=5),GETFIELD(ADMISSIONS)*1.25, GETFIELD(ADMISSIONS)*2.5)
This rule says to multiply the number found in the items.admissions field for the item being sold by 1.25 if the line item quantity is greater than or equal to 5, otherwise multiply the number found in the items.admissions field by 2.5.
Also, TIMESPAN (or TSPAN) is a function that accepts a single argument. It returns the time span set for the item in days (default). It can also be specified as follows: TIMESPAN(SECONDS)
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TIMESPAN(MINUTES) TIMESPAN(HOURS) Although TSPAN still works in the above (e.g., TSPAN(MINUTES)), the name was altered to avoid confusion with the TSPAN conditional expression.
Here are a couple of examples of how to use TSPAN.
Example of using TSPAN Description IF(TSPAN(>=120),ROUNDUP(QTY()*1.75), ROUNDUP(QTY()*3.25))
This rule says multiply the quantity on the main item by 1.75, and then round up to the next whole number if the time span for the item is greater than or equal to 120, otherwise multiply the quantity on the main item by 3.25, and then round up to the next whole number.
IF(TSPAN(>=120), TIMESPAN(MINUTES)*0.1, TIMESPAN(MINUTES)*0.15)
This rule says multiply the time span of the main item in minutes by 0.1 if the time span for the item is greater than or equal to 120; otherwise multiply the time span of the main item in minutes by 0.15.
Example of using Points4Sale capability:
1. Configure your Points4Sale group (SysManager > Activities > Item/Sales Lists > Points4Sale Groups). Give it a name and insert the appropriate limits.
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2. Configure a Dynamic Pricing Rule that specifies how much to decrement based on the sale contents/conditions. To mimic “classic” Max4Sale, where 1 is decremented from the Max4Sale limit per quantity sold based on the start date/time, enter this for the rule: QTY()*1.
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3. Attach the appropriate Points4Sale group on the Restrictions tab of all items that decrement against the Max4Sale configured for the group. Check the Enforce Points4Sale check box to activate the dropdown.Check the Enforce Real-Time Inventory Tracking check box if necessary.
4. Finally, attach the Dynamic Pricing Rule that says how much to decrement on the Restrictions tab of the item that needs to follow that rule.
Note: You can activate the Max4Sale limit bar. It displays a green/red bar on the item button to provide another indication of how much of the given item is remaining for the selected global date/time. You activate it by inserting this setting within the [Interface] section of the .INI: ShowLimitBar=TRUE.
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Note: You also must have the NewButtons=TRUE setting also set in the [Interface] section for the ShowLimitBar setting to function.
Enhancements to creation and deletion of Max4Sale and Points4Sale limits
The act of creating and deleting Max4Sale and Points4Sale limits has been enhanced with the ability to create or delete multiple records at once for Departments, Categories, Items, Lessons Types, Lesson Type Categories, and Lesson Locations. To create multiple records click on the Create Daily button in the appropriate Max4Sale/Points4Sale Groups dialog. This brings up the Create Ranges dialog where you can enter beginning and ending dates and times, as well as, entering the maximum number available for sale for each day of the week along with check boxes to create those limits for each day. The Delete Ranges dialog is accessed by clicking on the Delete Ranges button in the appropriate Max4Sale/Points4Sale Groups dialog. As with the Create Rangesdialog, the user can set beginning and ending dates and times as well as select check boxes to delete limits for each day of the week. When deleting ranges, only those limits where there is an exact match to the time range entered isdeleted.
Example:Set the times in the time range text boxes for deletion as follows: 10:00 - 13:5900:00 - 23:59 would NOT be deleted
8:00 - 10:59 would NOT be deleted9:00 - 12:00 would NOT be deleted10:00 - 13:00 would NOT be deleted
10:00 - 13:59 would be deleted11:00 - 13:59 would NOT be deleted
12:00 - 14:00 would NOT be deleted
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How to define seasonal rate structures and taxes If you use seasonal rate structures, taxes and fees, you must define them in SysManager before setting up product pricing. For some sites, rate structures, taxes and/or fees may not apply. However, if your price structure varies by date, or if you must apply taxes or fees to sales of certain products, you must set up these date ranges, taxes and fees before product setup. To enter season and date preferences:
1. Go to SysManager > Preferences > Seasons & Dates. The left portion of the Season & Date Preferences dialog has four tabs that contain information about seasonal rate schedules.
2. Use the Season Sched X tabs to define up to four different seasonal rate schedules for pricing products. Click on the relevant tab and enter up to five date ranges during which your product prices change.
Note: If a product is sold outside of these predefined ranges, the default price entered for the product is used.
Note: The dates can be changed at any point, in case you have prices that are linked to conditions rather than to specific dates, although use caution when changing the rate schedules “mid-season” as this impacts every item that is configured to use the rate schedule. If more rate schedules are required than available within the Seasons & Dates preferences, consider implementing Dynamic Pricing Rules for certain products. See the Salesware Dynamic Pricing document for further instruction.
To define taxes:
1. Go to SysManager > Preferences > Seasons & Dates. The right portion of the Season & Date Preferences dialog is used to set up taxes.
Note: The Season & Date Preferences dialog allows two different taxes to be defined with two standard rates each. A rate from both Tax 1 and Tax 2 may be applied per product. In addition, there is a third rate for Tax 1 and Tax 2 that may be defined per product within the SysManager > Activities > DCIs > New/Edit > Price tab.
2. Use the two Tax fields and their corresponding value fields to define up to two taxes to use in pricing
products.
Note: If a product is discounted 100%, taxes are not applied to the sale.
Note: Taxes are calculated per item, not for the entire line item quantity.
How to define fees
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If you use fees, you must define them in SysManager before setting up product pricing. For many sites, fees don’t apply. However, if you must apply fees to sales of certain products, you must set up these fees before product setup.
Some sites have need of a separate fee feature to account for certain charges. This feature originally was designed for U.S. Forest Service fees. For example, if your site must pay a fee for the use of National Forest Service land, you could define that fee here and assign it to an item in the Price tab (SysManager > Activities > DCIs > New/Edit > Price tab).
To define fees:
1. Go to SysManager > Preferences > Seasons & Dates. The right portion of the Season & Date Preferences dialog is used to set up taxes.
Note: The Season & Date Preferences dialog allows two different fee amounts or rates to be made available for defining fees for individual items on the Item edit dialog.
2. Use the two Fee fields and their corresponding value fields (a percentage rate or a flat rate) to define up to
two fees to use in pricing products.
Note: You can apply a percentage fee or a flat rate fee, or both.
How to apply fees to accounts
An operator with the security setting SysManager - Menu/Activity - Accounts - Apply Fees can look up an account in SysManager and apply fees, such as annual maintenance fees, to the invoices linked to that account. To do this the operator goes to the Invoices tab of the account and selects the Apply Fees button, which is next to the Pay Invoices button. This brings up the Apply Fees To Invoices On Account [Account Name] form. The form is divided into sections, with various settings and instructions on the top and a grid of invoices on the bottom. The following columns are present and are sortable within the grid (when the form first loads, the invoices grid is sorted by Last Transaction Date):
• Apply – Check boxes that indicate whether or not the fee is going to be applied to that invoice – initially these are unchecked
• Fee To Apply – Indicates the fee that gets applied to the invoice – initially set to 0.00 • Invoice # • Description – Name on the invoice • Last Transaction Date • Balance – Current invoice balance –
Note: that a negative number means that the guest still has money to spend and a positive number means that the guest owes money
• Pass # – This is 0 for non-In-House Cards invoices
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• Pass Swipe Number – This is blank for non-In-House Cards invoices • Pass DCI – This is blank for non-In-House Cards invoices
Steps to applying fees:
1. As indicated on the form, the first step in the process is to set the fee transaction information. This includes setting the Operator and Salespoint to associate with these transactions using the two dropdown menus in the upper left corner of the form, setting the date/time using the calendar control, entering a twenty character message if desired into the Message text box, and selecting the Fee DCI that is used for these transactions.
Note: that any price associated with the Fee DCI is ignored, and the fee amount calculated using the rules defined in step #2 are used instead. Some examples of Fee DCIs might be one called “Dormant Fee” or “Annual Renewal Fee” for In-House Cards invoices, or one called “Past Due” for past due invoices for groups.
2. In step 2 of this process, the operator sets how the fees are calculated and actually calculates the fees. You
can enter a flat rate fee and/or a percent fee to use and then set a radio button to use the flat rate, use the percent, use the greater of the two, or use the lesser of the two.
Note: that the percent fee is calculated the same on a negative balance or a positive balance – e.g., a 3% fee on a +$500 balance and a -$500 balance is calculated as $15 in both cases. The operator next needs to decide whether the check box labeled Do not allow a positive balance is checked. Checking this box makes it so that an invoice’s balance is not taken above $0.00 (i.e., the guest owes you money) if the calculated fee exceeds the balance remaining on the invoice. This can be useful for removing remaining credit on dormant In-House Cards items. Finally, the operator needs to click the Calculate Fees button to perform the actual calculation of the fees for each invoice and to populate the Fee To Apply column in the invoice grid.
3. The next step is to select the invoices (put a check in the check boxes in the Apply column in the invoice
grid) that get the calculated fees applied to them. There are four buttons for this as well as a calendar control that works in conjunction with two sets of radio buttons. The four buttons are:
• Select All • Unselect All • Unselect Zero Balances – Used to unselect invoices that have a $0.00 balance • Unselect Credit Balances – Used to unselect invoices with a negative (credit) balance
Note: The calendar control is used to set a date that can be used in conjunction with the two sets of radio buttons that Select/Unselect invoices whose last transaction date is Before/After the set date. To apply the actions as set by the radio buttons and calendar control, the operator needs to click the Go button next to the calendar control. Note that all of these controls for selecting the invoices can be used together to select/unselect a very specific set of invoices in the grid.
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4. Before clicking the Apply button to apply the fees to the invoices, the operator can manually modify the fee per invoice if necessary or select/unselect invoices. Also, the operator can see the total of the fees that are applied to the selected invoices on the form below the grid.
5. When ready the operator can click the Apply button to apply the fees and create a transaction for the calculated fee amount per invoice using the selected DCI.
How to enter profit center information To enter profit center information:
1. Go to SysManager > Activities > Financial Lists > Profit Centers. 2. On the Profit Centers dialog, click the New button to create a new Profit Center. 3. Enter a Description for the Profit Center and click the Save button.
Note: You can change the Description and the first user-defined field for a Profit Center after the Profit Center is saved.
Note: Profit Centers are listed in ASCII-order by description in the list.
How to create specials and coupons Specials are discounts that can be applied to a sale. The most common use of specials is to handle discounts, including coupons, vouchers and other discounts for valued customers or for specific dates and times. Coupons are specials that can be selected in Sales based on the products that are linked to them.
Note: that the Coupon button is only available as a global option: there is no Coupon button associated with line items. Once a special is associated with a product, then it is accessible from the Coupon button on the main Sales screen; the operator simply clicks the global Coupon button to find the item(s) for which a particular coupon can be used.
Some important features of specials are:
• Specials may be associated with particular products, or they may be maintained independently of products and instead applied to an entire sale.
• Specials may be date-based for holidays or special events. They may be displayed during designated periods, and hidden when inactive. These features enable an extensive list of specials to be compiled independently of their active periods.
• Security levels can be assigned to each special to restrict access. • Discounts can be set as a percentage of a product price and/or as a flat rate. They apply to the current
pricing. • Specials can be configured to prompt the operator for the selection of a marketing code, source code, person
authorizing the special, or reason for the special.
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Note: Standard discount coupons and other specials for which you have data can be entered at any time, and then can be associated with products later, or be defined as global specials. One-time specials can be created on the fly in Sales as needed by operators with enough security.
You assign names and descriptions to each special. Specials are named such that:
• The most commonly used specials require the fewest keystrokes possible to access them (for example, put them near the top with names that begin with numbers).
• The least commonly used specials are easy to find, taking into consideration ease of reporting so that specials commonly reported on together appear consecutively within the dropdown filters within the ReportManager reports.
Note: Typing the first letters of a selection in a menu brings you to that area of the menu – this is kept in mind when naming specials for quick access.
You also want to collect the following for each special:
• The minimum security level required to apply this special during a sale. • The discount amount, whether as a percentage or as a flat rate, or both. • Whether the special requires a valid pass when applied. • The Salespoint Types where this special is available (this is one of the few areas in Salesware 4.0 where
Salespoint Types are still sometimes used, though rarely). • Whether this special applies to all products, or is linked to specific products. • When (specific date ranges, days of the week, and times) this special is available, and any blackout dates.
Note: Specials can be used to mark a selected type of sale even if there is no discount. For example, if you want to track the number of people from a specific company or group who buy tickets, a special can be designed and applied whenever that target purchase is made.
How to create a special:
1. Go to SysManager > Activities > Financial Lists > Specials. 2. Click the New button to create a new special. The following fields, at a minimum, are specified for each
special you define: a. Provide a Name and Description for the special. b. From the General tab, provide the Discount (the percentage or flat amount of the discount). Leave Min
Security to Sell at 0 unless there is a reason to specifically restrict the view of this special at the salespoint based on operator log-in. In version 4.0, the application of certain controlled specials - such as a “manager comp” - is typically managed with role based security as opposed to the numeric security level (see Salesware 3.x security levels vs. Salesware 4.0 security roles for an explanation).
Note: The discount amount can be calculated as a percentage of the item price And/Or a flat dollar amount that is applied when this special is selected during a sale. The maximum discount allowed is one that results in a cost of $0.00 for the item. Both a percent discount and a dollar discount can be assigned. If both are assigned, the percent
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discount is applied first. For example, for a $10.00 item, if the item was assigned a 50% plus $1.00 discount, the cost would be ($10.00*.5) - $1.00, or $4.00.
Important: It is possible to discount an item below $0.00 as a negative amount. For example, an item that is $1.00 in price and is included with in a group that has a special applied called $5.00 off. The price of the discounted item will be reduced to -$4.00.
c. From the Security tab, select the Role membership required to edit this special and Role
membership required to apply this special in Sales. After the latter is selected, provide an Authorized role for Sales.
Note: These are optional configurations used to limit who can edit the special in SysManager and who can apply the special in Sales.
3. Click the Save button.
Note: Specials are listed in ASCII-order by Name in the list.
The following table provides descriptions of the other settings available from the Special dialog.
Tab Setting Description
General Set Final Price Click the Set Final Price radio button to set the final price at the salespoint to the amount entered here when this special is applied. Note: A discount can be defined or a final price to be set (Set Final Price) can be defined, but not both.
General Force Validation when applied
Check this check box if at the time of sale a valid pass/access ticket number is required to apply this special and finalize the sale. See the Salesware Validation document for more information.
General User Defined Used in conjunction with a barcode to automatically apply a special or coupon at a salespoint with a scanner. See How to use coupons and barcodes.
General Source code required to apply this special
If checked, these settings are used to link specials to source and marketing codes. If you have a special that requires a source or marketing code selection, the operator is presented only with the list of source or marketing codes linked to that special. If the special has no authorized source codes or marketing codes,
General Marketing code required to apply this special
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then the entire list of available source codes or marketing codes is displayed. If the special has only one source or marketing code associated with it, the source or marketing code is automatically tied to the special.
Once a source or marketing code is selected from the list of those available in Sales (or if the special has only one source code or marketing code associated with it) the corresponding data gets written into the transact table when the sale is finalized and this information can be reported on using ReportManager.
Type (Salespoint Type check boxes)
If you are using Salespoint Types, you can specify the Salespoint Types where the special appears. The same functionality for global specials can be achieved using Salespoint Groups and checking the Global Special check box on the Restrictions tab and selecting the appropriate Salespoint Groups.
Source Codes
Available Source Codes These are all of the Source Codes that were entered from SysManager > Activities > Item/Sales Lists > Source Codes.
Restrictions Allow Sales On: The day(s) of the week when the special is available.
Restrictions Black-out Dates Dates during which the special cannot be used.
Note: SysManager lets you define a Black-out Date range that is the same as the Available for Sale date range, even though this makes the special unavailable all the time. Carefully set up your Restrictions to ensure that you are restricting specials in the way that you mean to restrict them.
Restrictions Available for Sale Dates during which the special is available for use at a salespoint. Can specify the specific Times: when the special can be used.
Restrictions Global Special If checked, the special is available to all items. You can limit the salespoints at which these appear by selecting a Salespoint Group (see How to create a salespoint group) from the Limit Use to SalesPoints in This Group dropdown. For more information about Global Specials, see Global versus product specials.
Source Codes
Authorized Source Codes These are the Source Codes that you select to be associated with this special.
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Marketing Codes
Available Marketing Codes These are all of the Marketing Codes that were entered from SysManager > Activities > Item/Sales Lists > Marketing Codes.
Marketing Codes
Authorized Marketing Codes These are the Marketing Codes that you select to be associated with this special.
Security Operator must select a person authorizing this special
If checked, the operator must select the person who authorized this special. The operator is presented with all of the Persons Authorizing Comps that were entered from SysManager > Activities > Financial Lists > Persons Authorizing Comps.
Security Operator must select a reason for issuing this special
If checked, the operator must select the reason for issuing this special. The operator is presented with all of the Reasons for Comps that were entered from SysManager > Activities > Financial Lists > Reasons for Comps.
Dept/Cat Link
Ability to attach a certain department or category to a special
It is possible to attach a special to a certain department or category so that the special is applicable to all items in that department or category instead of having to assign the special to each item. To do so, go to SysManager > Activities > Financial Lists > Specials > Edit > Dept/Cat Link tab > Department and (possibly) Category > Add > Save. Sales respects the specials links at department and category levels. If it is set for a special to be applicable to a certain department or category, Sales lists all the items under that department or category when the special is selected under Coupon.
Global versus product specials
Check the SysManager > Activities > Financial Lists > Specials > New special/Edit special > Restrictions tab > Global Special check box if the special applies to all items. (Otherwise, you link the special to particular items during product setup – see Specials tab for more information about this process.) Global Specials, when selected, are applied globally at the salespoint to all items in the sale.
Note: If Global Special is checked, other restrictions, such as Sales Point Types, Dates and Times, still apply.
How to use coupons and barcodes It is possible to print a barcode on a coupon and have the discounted product automatically added to the sale when the barcode is scanned.
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To specify the user code for the special and print the barcode:
1. Go to the SysManager > Activities > Financial Lists > Specials > Edit special > General tab for the special you are applying as a coupon.
2. In the User Defined field, enter a code that specifies this special. 3. Print a coupon with a barcode that begins with the prefix %%C1 followed by the contents of the User
Defined field. Specify the User Code for the special. Scan the barcode at a salespoint. Sales searches the specials database for a product with a matching User Code. If only one matches, a list of products is displayed. If only one product exists, it is automatically added to the sale with the special applied. Otherwise, the operator has to select the product.
Note: This was first created so that a resort could scan a Coke can, for example, which would add a discounted item to the sale. The User Code was set to the scan code on a Coke can, and the %%C1 was programmed into the scanners.
How to enter generate a list of persons and reasons
You can require that a valid person and reason for a special be entered when applying a special. This is an optional feature.
Note: Previously in Salesware module, this was a feature only for “comps,” but now the functionality has been expanded to allow you to configure any special to collect person and reason information. Thus the Comps label within these two lists is a remnant from previous functionality. The persons and reasons lists can apply to any special, not just those considered “comps.”
To enter persons:
1. Go to SysManager > Activities > Financial Lists > Persons Authorizing Comps. 2. Click the New button to create a new Person. 3. Enter a name for the Person and click the Save button.
Note: Persons are listed in ASCII order by description in the list.
To enter reasons:
1. SysManager > Activities > Financial Lists > Reasons for Comps. 2. Click the New button to create a new Reason. 3. Enter a description for the Reason and click the Save button.
Note: Reasons are listed in ASCII order by description in the list.
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How to define daily ticket codes
You can define a different daily ticket code and picture for each day of the year. The text and/or picture can then be printed on tickets. This is helpful for sites that visually check lift or admission tickets for validity.
Note: Daily Ticket Codes 1 - 4 can all be printed on Graphic layouts. Daily Ticket Code 1 is the only code available to Text layouts. The daily ticket picture can only be printed using graphic printing.
Note: Daily Ticket Code pictures must be .jpg files, and not any other type of graphic file.
To enter daily ticket codes and pictures:
1. Go to SysManager > Preferences > Daily Ticket Codes. 2. Enter text for each day of the year in the Daily Code 1 column.
Note: Daily Codes do not contain punctuation characters in them.
3. Use the ellipsis button ( . . . ) to browse for a picture to assign to each day. 4. Click the Save button.
How to delete duplicate guest records
The Dedupe utility in SysManager allows you to remove duplicate guest records as a bulk process. Once the De-dupe button is clicked the operator is taken to the De-dupe dialog. From the De-Dupe dialog, users can either manually choose which records are to be merged into the primary records, or Auto De-dupe can be run. Users select the Guest table and accompanying Rule from the dropdown lists. Once the rule is selected, you are be presented with an automatically generated list of duplicate guest records. If manually selecting duplicate records, operators choose which is the primary and which is the merged record using the Primary and Merge check boxes and select De-Dupe. Or you can select Auto De-dupe and records are merged based on the option selected in the De-dupe Options dropdown.
How to use the second guest functionality You can enable second guest functionality in SysManager from the Preferences > Guests > Misc tab > Use Second Guest check box. Once activated, a second guest name can be added to a guest record. The second guest first and last names are simply typed into their respective fields, or this information can be populated by linking to a guest record that currently exists in the database. Simply typing in a guest name does not create a new record in the database − it only adds the name to the existing guest record.
You can require a second guest at the item level from SysManager > Activities > DCIs > New/Edit > Required Fields > Require Second Guest:. The option also exists here to require a Valid Guest – that is, a guest that that currently exists in the database.
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How to void a block of tickets
In some situations, it is handy to be able to void entire blocks of tickets. For example, tickets might have been mistakenly sold to the wrong account and need to be voided. Or perhaps tickets were mailed to an incorrect address, and need to be voided.
When voiding blocks of tickets, it is best to enter as much information as possible onto the Void Tickets (Block)dialog. The more the search can be narrowed the faster it runs, and the less chance of getting extraneous tickets in the mix to be voided.
To void a block of tickets:1. Go to SysManager > Utilities > Void Tickets (Block).2. Enter an Account range, an Invoice # range, a Sale # range, and/or a Ticket # range, followed by the Void
Reason (e.g., “stolen,” “lost,” “mistake”)3. The utility finds all of the access tickets that meet the search criteria specified. 4. A dialog displaying the matching tickets is displayed next for the operator to review. This dialog lists not
only the Ticket #, but also the Account, Invoice #, Sale #, and Transaction # where pertinent. 5. One can then choose to void these tickets, or cancel out of this action and enter another set of criteria.6. Once the voiding is complete, you receive a confirmation message.
How to edit images on main action buttons
You can customize the look of your salespoint interface by inserting unique images onto main action buttons. In this way you can further simplify how the salespoint looks for your staff.
To change the image that appears on main action buttons on the salespoint interface:1. Download the free application paint.net http://www.getpaint.net/download.html2. Determine the image you would like to use, http://www.google.com/imghp
Example:1. Select an image for a dollar sign2. Save the image, go to its folder location and open the image with a graphic editor (Photoshop, paint.net,
etc.). 3. If your image has an embedded color block, you can eliminate it by using a magic wand tool
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4. You can delete the selected area, providing just the image you desire.
5. Select the image and resize.6. Resize the image to under 10 Kbytes.7. Save changes to your image in a Bitmap (.bmp) format.8. Bit depth should be 24-bit.9. Determine which current main action button will display this image.
10. Navigate to Program Files (x86)/Siriusware/Sales/Images folder.
11. Rename new image with the default image name (SAV.bmp).
12. Replace the default image with the new image in the Program Files (x86)/Siriusware/Sales/Images folder.
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Note: These files are located on the local salespoint, most likely you will need to edit the images on each computer.
13. Restart Sales. 14. The button will now display the new image.
Data maintenance
How to clean up unused item tree entries
You can clean up un-used item tree entries from SysManager > Utilities > Data Maintenance via the Find Unused Item Tree Entries utility.
How to use the find unused item tree entries utility: Warning: Make a complete backup of your SiriusSQL database.
1. Run SysManager > Utilities > Data Maintenance > Find Unused Item
Tree Entries. 2. Select a cut-off date. 3. Enter any exceptions using the three text boxes; click OK. 4. Make sure to review the entire list of item tree nodes (including DCIs)
to be removed; click Continue 5. Click Yes to confirm the removal; click No to cancel the removal if you
are not 100% sure.
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Warning:
• It is very important to have a backup of the SiriusSQL database, because the only way to “undo” the unused item tree entries removal is to restore the data. If possible, please run this utility on your test or training database first
• Salespoints instantly reflect changes made by the unused item tree entries removal utility; therefore, it is best to run this utility during non-operational hours to make sure the removal is done properly and Sales gets the correct update of the item tree when back in business.
How to force refresh all
Force refresh all gives users the ability to automatically refresh all local files on all salespoints. This eliminates the need to refresh local files at each and every salespoint at your site.
Warning: Refreshing all local data can take some time at the salespoint. Refreshing the data happens the next time the operator hits Finalize or starts Sales, whichever comes first. Because of this, you should use great caution in using this button: NEVER use this button in the middle of a busy day!
To refresh all local files at all salespoints:
1. Start in SysManager > Utilities > Data Maintenance. 2. Click Force Refresh All. 3. You see a Confirmation dialog, asking if you are sure you wish to proceed. Click Yes to proceed, No to
cancel. 4. Once you click Yes, all salespoints refresh.
Copying tables FROM Training and FROM Live
Warning: This is a potentially very scary thing to do. You overwrite your live database, and replace it with data from your training database, or vice versa. Do not proceed without a backup of your live SQL data.
Please contact accesso Siriusware Technical Support if you do not understand the function of these buttons, or are unsure if you need to use it. It could cause catastrophe if used accidentally!
1. Start in SysManager > Utilities > Data Maintenance > Copy Data FROM Training System or Copy Data FROM Live System.
2. You can select the type of data to copy by checking a specific table, or can choose Select all. 3. A warning message is displayed, asking if you are sure that you would like to continue. Click No to cancel,
Yes to proceed. 4. The process then copies data in all the related tables. Updated records (based on primary key) are updated in
the target table. New records are appended. Also, records on the target table that do not or no longer exist in the source table are hidden, or deleted if no hidden field is available.
5. Once the copying is complete, you are returned to the Data Maintenance dialog.
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If you run your “live” SysManager, the Copy Data FROM Training System option is available from the menu, and if you run your “training mode” SysManager, the Copy Data FROM Live System is available. Please be careful using these options. This function copies all the setup information from the other system (training or live, depending on which one you are running). It does not copy transactional information − like the transact, sale_hdr, etc., or guest/access information like guests, access, gst_actv, acc_actv, gst_pass, etc. Only the information related to item setup and system preferences is copied. This means that reports run on a data set copied from another using this method does not match − because of the missing transactional information. Here are the tables that can be copied:
(For advanced users, SiriusSQL tables are fully described in the SiriusSQL Data Dictionary, available from accesso Siriusware Client Services.) The following list shows what related tables get copied when you check off a particular group of data to copy. To find out what data is related in the various tables, the copy program inspects the enforced relational table constraints defined in the SiriusSQL database. Some tables may seem completely unrelated to the group you selected, but if there is an enforced relational constraint connecting them anywhere along the chain of related tables, that data must be copied to preserve integrity. There can be some overlapping of table information, so if you check off multiple groups (or all groups) and the table appears more than once, it is copied only the one time. These table lists are not necessarily in alphabetical order. They are in the order the data is copied in order to preserve the relational integrity of the data (i.e., parent department records must be copied before child category records, and so on).
All data groups checked (copy everything) departme i_atname category dp_rules i_tmpnam prof_ctr pts4grp r_rules rev_type units b_bases i_vendor items accttype b_instr b_locatn b_lsntyp calsched i_items p_icvtyp p_rt_typ r_levels r_shops
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r_types sp_group accounts b_pdprfs b_pods i_tmplat l_forms mktgcode op_group operator p_incntv pmt_type r_eqpmfg r_invent r_mreasn sec_func sec_role specials srcecode accomdtn b_in_bs b_lessns b_podyes baselodg blackout callocat calsitem card_act cartrule compprsn compreas dailycod dci_kits dci_liab dci_mods gifttmpl gst_atmp i_adjtyp i_attlnk itemfund itempics itemtree Layouts lockers max4sale meet_loc op_link
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op_rptlk p_instrt p_manadj passlink pictures pkup_loc prefix prefs prefs_ac prefs_bk prefs_cc prefs_gs prefs_rl prefs_rt prefs_rz prefs_sl pts4sale r_eqpmod r_packgs refreasn res_facl seasons sec_acct sec_mbrs sec_rght sec_spcl sitelink sites sp_rptlk speclink specmktg specsrce subclass template tipouts usercod1 usercod2 usercod3 val_tmpl wrapcode Accommodations accomdtn
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Accounts departme i_atname category dp_rules i_tmpnam prof_ctr pts4grp r_rules rev_type units i_vendor items accttype b_lsntyp calsched i_items r_levels r_shops r_types sp_group accounts b_pdprfs b_pods i_tmplat l_forms mktgcode op_group operator r_invent sec_func sec_role specials srcecode b_lessns b_podyes blackout calsitem cartrule dci_kits dci_liab dci_mods gifttmpl i_attlnk itemfund itempics
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itemtree max4sale op_link op_rptlk passlink pts4sale r_packgs sec_acct sec_mbrs sec_rght sec_spcl sitelink sp_rptlk speclink specmktg specsrce template val_tmpl Base Lodges baselodg Calendar Schedule Locations callocat Card Actions card_act Comps - Persons Authorizing compprsn Comps – Reasons compreas Daily codes dailycod
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DCI items departme i_atname category dp_rules i_tmpnam prof_ctr pts4grp r_rules rev_type units i_vendor items accttype b_lsntyp calsched i_items r_levels r_shops r_types sp_group accounts b_pdprfs b_pods i_tmplat l_forms mktgcode op_group operator r_invent sec_func sec_role specials srcecode b_lessns b_podyes blackout calsitem cartrule dci_kits dci_liab dci_mods gifttmpl i_attlnk
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itemfund itempics itemtree max4sale op_link op_rptlk passlink pts4sale r_packgs sec_acct sec_mbrs sec_rght sec_spcl sitelink sp_rptlk speclink specmktg specsrce template val_tmpl Golf courses res_facl Guest activity templates gst_atmp Instructors b_bases b_instr b_locatn p_icvtyp p_rt_typ p_incntv b_in_bs p_instrt p_manadj Inventory adjustment types i_adjtyp
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Layouts layouts Lockers lockers Marketing codes departme i_atname category dp_rules i_tmpnam prof_ctr pts4grp r_rules rev_type units i_vendor items accttype b_lsntyp calsched i_items r_levels r_shops r_types sp_group accounts b_pdprfs b_pods i_tmplat l_forms mktgcode op_group operator r_invent sec_func sec_role specials srcecode b_lessns
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b_podyes blackout calsitem cartrule dci_kits dci_liab dci_mods gifttmpl i_attlnk itemfund itempics itemtree max4sale op_link op_rptlk passlink pts4sale r_packgs sec_acct sec_mbrs sec_rght sec_spcl sitelink sp_rptlk speclink specmktg specsrce template val_tmpl Marketing source codes departme i_atname category dp_rules i_tmpnam prof_ctr pts4grp r_rules rev_type units i_vendor items accttype b_lsntyp
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calsched i_items r_levels r_shops r_types sp_group accounts b_pdprfs b_pods i_tmplat l_forms mktgcode op_group operator r_invent sec_func sec_role specials srcecode b_lessns b_podyes blackout calsitem cartrule dci_kits dci_liab dci_mods gifttmpl i_attlnk itemfund itempics itemtree max4sale op_link op_rptlk passlink pts4sale r_packgs sec_acct sec_mbrs sec_rght sec_spcl sitelink sp_rptlk speclink specmktg specsrce
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template val_tmpl Meeting locations meet_loc Operators departme i_atname category dp_rules i_tmpnam prof_ctr pts4grp r_rules rev_type units i_vendor items accttype b_lsntyp calsched i_items r_levels r_shops r_types sp_group accounts b_pdprfs b_pods i_tmplat l_forms mktgcode op_group operator r_invent sec_func sec_role specials srcecode b_lessns b_podyes blackout
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calsitem cartrule dci_kits dci_liab dci_mods gifttmpl i_attlnk itemfund itempics itemtree max4sale op_link op_rptlk passlink pts4sale r_packgs sec_acct sec_mbrs sec_rght sec_spcl sitelink sp_rptlk speclink specmktg specsrce template val_tmpl Pass prefixes prefix Payment types pmt_type Pickup locations pkup_loc Pictures/logos pictures
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Pods departme i_atname category dp_rules i_tmpnam prof_ctr pts4grp r_rules rev_type units i_vendor items accttype b_lsntyp calsched i_items r_levels r_shops r_types sp_group accounts b_pdprfs b_pods i_tmplat l_forms mktgcode op_group operator r_invent sec_func sec_role specials srcecode b_lessns b_podyes blackout calsitem cartrule dci_kits dci_liab dci_mods gifttmpl i_attlnk itemfund itempics
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itemtree max4sale op_link op_rptlk passlink pts4sale r_packgs sec_acct sec_mbrs sec_rght sec_spcl sitelink sp_rptlk speclink specmktg specsrce template val_tmpl Preferences - Accounts/Invoices prefs_ac Preferences – Booking prefs_bk Preferences - Credit Card/DirecNet prefs_cc Preferences – Guests prefs_gs Preferences – Rental prefs_rt Preferences – Reservations prefs_rz
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Preferences – Retail prefs_rl Preferences – Sales prefs_sl Preferences – System prefs Reasons for refunds refreasn Rental equipment manufacturers r_eqpmfg r_eqpmod Rental maintenance reasons r_mreasn Salespoint groups departme i_atname category dp_rules i_tmpnam prof_ctr pts4grp r_rules rev_type units i_vendor items accttype
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b_lsntyp calsched i_items r_levels r_shops r_types sp_group accounts b_pdprfs b_pods i_tmplat l_forms mktgcode op_group operator r_invent sec_func sec_role specials srcecode b_lessns b_podyes blackout calsitem cartrule dci_kits dci_liab dci_mods gifttmpl i_attlnk itemfund itempics itemtree max4sale op_link op_rptlk passlink pts4sale r_packgs sec_acct sec_mbrs sec_rght sec_spcl sitelink sp_rptlk speclink specmktg
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specsrce template val_tmpl Seasons seasons Sites sites Subclasses subclass Tipout list tipouts User defined codes #1 usercod1 User defined codes #2 usercod2 User defined codes #3 usercod3 Wrapup codes wrapcode
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How to archive data to a new database
This feature archives transactional data to a new SQL Server database. This utility prompts the user for a date range, an archive folder and the type of data (logs, rentals, transactions, etc.) to archive. Records in various tables that match these criteria are then copied to new .dbfs in the archive folder, and deleted from the main tables.
Warning: As with all data maintenance, please contact accesso Siriusware Technical Support if you do not understand the function of this button, or are unsure if you need to use it.
1. Go to SysManager > Utilities > Data Maintenance. 2. Select Archive Data to a New Database. 3. Input the data range for data that needs to be archived. 4. Under Archive Folder select or create a folder to store the archived data. 5. Under Type of Data to Archive, select one, several, or all the items by checking the boxes. Or use the
Select All button to select all the items. 6. Click Go.
The following is the list of tables that are archived per item in the Type of Data to Archive box: 1. Type = Activity Logs includes: - acc_log.dbf - access.dbf/fpt - gst_actv.dbf/fpt - gst_log.dbf - msg_log.dbf/fpt 2. Type = Bookings includes: - b_histry.dbf - b_sched.dbf/fpt 3. Type = Inventory includes: - i_invent.dbf 4. Type = Rentals includes: - r_entals.dbf - r_header.dbf/fpt - r_hist. dbf/fpt 5. Type = Payroll includes: - p_ayroll.dbf/fpt - p_manadj.dbf/fpt - p_sched.dbf
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6. Type = Sales Transactions includes: - sale_hdr.dbf - sh_save.dbf/fpt - tr_save.dbf/fpt - transact.dbf
Note: Any sales and saved sale transaction records that are linked to unfinalized invoices are not archived, even if they fall in the date range.
How to create local table update files For sites that have large data files (1 MG+) files, synching up local data can be a time consuming process. To speed this process up, users are able to create a local table update file. Entire tables are pulled out of SQL Server, put into .zip files, and distributed to local salespoints. The .zip files can then be manually un-zipped within the local Sales data folder in order to update the local tables. To create local table update files: 1. Go to SysManager > Utilities > Data Maintenance > Create Local Table Update Files. 2. Put a check next to the tables you wish to update. 3. See the Memberships and Passes document, Off-site Sales section for further instruction.
Note: These update files do not include the fwd_status fields. This is by design, as Sales handles the fwd status after the .zip is imported.
How to refresh selected tables The Refresh Selected Tables utility gives you the ability to automatically refresh specific local tables on all salespoints. This eliminates the need to refresh local files at each and every salespoint at your site.
Warning: Refreshing local data files can take some time at the salespoint. Refreshing the data happens the next time the operator hits Finalize or starts Sales, whichever comes first. Because of this, you should use great caution in using this button. Never use this button in the middle of a busy day!
To refresh selected tables on all salespoints:
1. Start in SysManager > Utilities > Data Maintenance. 2. Click on Refresh Selected Tables. 3. Choose the table or tables that you wish to refresh. 4. You see a Confirmation dialog. Click OK to proceed. 5. Once you click OK, all salespoints refresh the selected table(s).
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As with all data maintenance, please contact accesso Siriusware Technical Support if you do not understand the function of this button, or are unsure if you need to use it. How to set Max Keys Re-setting Max Keys re-initiates the key field number to be assigned to the next new record; doing so can help eliminate duplicate record problems in your server and/or local data files. For more information about re-setting Max Keys on the server, see the Salesware Modules, Licensing and Maintenance document.
To perform a reset of Max Keys on your server or all salespoints:
1. Go to SysManager > Utilities > Data Maintenance. 2. Click on either Max Keys on Server, or Max Keys on Sales Points (this forces all salespoints to do “get
Max Keys” centrally from SysManager) 3. A Confirm dialog is displayed - answer yes to continue, no to cancel 4. The user is prompted to click OK each time the next value is assigned to the tables 5. When the process is finished, you are returned to the data maintenance screen
Note: You can also reset Max Keys on a salespoint from Sales > Tools. When done from the salespoint, Sales is told to recalculate the next Max Key values for the various tables. It does this by using SalesEZ application to query the server data to see what the highest numerical value for this salespoint is in a given table. It then sets its counter for this table to the next number. The SysManager Max Keys on Sales Points option simply forces Sales to perform this operation the next time it starts up. This is useful if any significant manual changes were made to the data on the server. The global option saves time so that you don’t have to visit each individual salespoint and manually run the reset Max Keys option.
As with all data maintenance, please contact accesso Siriusware Technical Support if you do not understand the function of this capability, or are unsure if you need to use it.
Sample item configuration steps
The following sample steps show how to configure items for sample applications. Specific information can also be found in the individual Salesware module documents (Salesware Memberships and Passes, Salesware Food Service, Salesware Retail, etc.)
Consignment programs
Consignment programs involve issuing vouchers or tickets to vendors – such as hotels or tour operators – that are subsequently sold to the vendors’ customers. The customers then redeem the vouchers/tickets at a Salesware Point-of-sale, or the vouchers/tickets are taken directly to an entrance point where they are scanned using either the ScanMan or GateKeeper application. The issued vouchers/tickets as well as redemptions are tracked on account per vendor.
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Step #1 – Configuring the accounts
1. Set up an account for each vendor who sells consignment tickets. 2. Set up an invoice within each account for issuing vouchers. This invoice is used whenever vouchers are
issued so that there is a nice, “clean” record of all vouchers sold to the account. 3. Set up a second invoice that is used for tracking the redemptions. 4. Important! Make sure to select the invoice that is used for recording redemptions in the Auto Scan field.
Without this step, redeemed tickets are not recorded back to the account!
The invoice used for the auto scan varies based on how you bill your hotels/tour operators:
• If you are collecting pre-payment and won’t ever send the hotel/tour operator the invoice used to track redemptions, you only need to configure one auto scan invoice for tracking the redemptions.
• If you need to bill the hotel/tour operator on a regular basis (or if you just want to track redemptions on separate invoices throughout regular time intervals), you need to set up multiple auto scan invoices for tracking redemptions.
When using multiple auto scan invoices, the process is to select an auto scan invoice for the account and allow redemptions to be tracked to that invoice for X number of days. When you are ready to bill the hotel/tour operator, edit the account and select a different auto scan invoice for tracking future redemptions. You may then print a statement for the invoice previously used as the auto scan invoice and send it to the hotel/tour operator.
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Step #2 – Configuring the voucher items
Set up your consignment voucher items. These items are typically $0 products that are issued to hotels/tour operators. In most circumstances, revenue is recorded when the vouchers are redeemed rather than issued, thus the reason for the $0 voucher.
You must configure a consignment voucher item for every product sold within the consignment program. For example, if you sell Adult Single Entries, Child Single Entries and Senior Single Entries within your consignment programs, you need to configure three voucher items that represent each of these ticket types.
1. Enter a Nickname, Description and Time Span on the General tab.
Notes: Setting the valid dates of the vouchers: The time span of the voucher item is set based on the expiration date of the vouchers. For example, vouchers that expire one year after the date of issuance would have a time span of 365 days. If the voucher items need to have a variable expiration date based on the hotel/tour operator to whom they are sold, check the Calculate specific end time dynamically box. This allows an operator to set the valid dates of the vouchers at the time they are issued. When using the Calculate specific end time dynamically option to set the valid dates of the vouchers, the sales action macro SELECTLAST()DATETIME() can be used to prompt the operator to set the valid dates (the macro pops open the Date/Time dialog after adding the item to the sale).
2. Go to the Action tab and check Create Access Record.
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3. Click on the Template button.4. Enter 1 within the Total Uses field on the Starting Values tab.
Note: If all of your vouchers expire based on an operating season, the valid dates of the voucher can be entered within the Starting Values tab instead of using the time span setting options described in step 1.
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5. Go to the Auto Pass Validate tab and enter -1 for Total Uses. This setting deducts one total use from the voucher when it is scanned/redeemed.
6. Go to the Auto Sales tab and select the ticket item that is auto-sold when the consignment voucher is scanned/redeemed. The auto-sold item typically generates revenue and admissions. If you want to prompt the operator to finalize the sale immediately after the voucher has been scanned, check the Finalize Auto-Sale in Sales32 box.
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Auto-Sale scenarios:
• If the Finalize Auto-Sale In Sales32c check box is NOT checked (as in the screenshot above), and the auto-sold item is sold to an account/invoice (the typical consignment redemption scenario), you will be prompted with a, “Finalize Sales?” message. If you select OK, then the sale will be finalized and charges, if any, will be posted to the account/invoice. The operator will never see the Finalize dialog. If you select Cancel then you can keep scanning more vouchers and/or adding items.
• If this box is NOT checked (as in the screenshot above), and the auto-sold item is NOT sold to an account/invoice you will not be prompted with this message.
• If this box IS checked and the auto-sold item costs $0, the sale will be immediately finalized (whether or not the auto-sale is on account doesn’t matter).
• If this box IS checked and the auto-sold item costs more than $0, the system will act as though the operator pressed the Finalize button, and he/she can cancel out of Finalize, collect payment, post charges to the account, etc.
Important pricing notes: When scanning/redeeming consignment vouchers within the Sales application, the auto-sold item can be priced using Dynamic Pricing Rules (see the Salesware Dynamic Pricing document).When scanning/redeeming consignment vouchers within the ScanMan or GateKeeper applications, the auto-sold item cannot be priced using Dynamic Pricing Rules. (ScanMan and GateKeeper modules do not contain the Dynamic Pricing Rule logic.)
Also, when scanning/redeeming consignment vouchers within Sales, tax on the auto-sold item can be included in its configured price (the price of the item including taxes can be entered on the Price tab without the Add taxbox checked). But when scanning/redeeming consignment vouchers within the ScanMan or GateKeeper applications the Add tax box on the auto-sold item must be checked in order to calculate taxes correctly (the price of the item before taxes are entered on the Price tab with the Add tax box checked.)
7. Go to the Autosale Options tab and select Don’t Use Shifts. Don’t Use Shifts deducts a use and auto-sellsthe item specified on the Auto Sales tab each time the voucher is scanned. This setting prevents a customer from using the same voucher more than one time – even within the same day. If the guest is allowed multiple entries within the same day, select Shift = 1 Day. Shift = 1 Day deducts a use and auto-sells the item specified on the Auto Sales tab only the first time the voucher’s barcode is scanned in a given day.
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Subsequent scans within the same day do not deduct uses or do any auto-sales. Typically, Don’t Use Shiftsis used when redeeming consignment vouchers at a salespoint and Shift = 1 Day is used when redeeming consignment vouchers remotely at a gate or lift entrance.
8. Save your changes to the Access Record’s Template.9. Optional: You can insert a sales action macro that helps your operators remember to sell these vouchers on
account: SELECTLAST()ACCOUNT().
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10. Attach a layout to the voucher items by clicking on the Printing tab. Select the appropriate printing method (Graphic Layout, Text Merge, or Shared TM Layout) under Ticket 1, Ticket 2, Voucher 1, or Voucher 2 based on the printers used at the salespoints that are issuing the vouchers. If using Text Merge, click on the … button in order to insert the syntax of the layout directly within the item. If using the Graphic Layout or Shared TM Layout options, browse to and select the appropriate layout file by clicking the … button. See the Salesware Layouts document for more information.
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Note: on encoding barcodes for consignment programs: If you plan on scanning/redeeming the vouchers within Sales, you need to include a %A prefix in the barcode. This prefix triggers the action of auto-selling an item within the Sales application. When scanning/redeeming vouchers remotely with ScanMan or Gatekeeper applications, the %A prefix is not necessary. Please refer to the Salesware Layouts document for more information on configuring Ticket and Voucher layouts with Access Control barcodes.
Step #3 – Selling consignment vouchers
Important! You must sell the vouchers to the correct account and invoice! If you do not sell the vouchers to the correct account, the sale is not recorded on account and thus no redemptions are ever recorded back to the account. The sales action macro SELECTLAST()ACCOUNT() configured in SysManager for the voucher items can help remind the operator of this critical step.
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Step #4 – Redeeming the vouchers
When an operator is presented with a consignment voucher, she scans it within the Sales application.
Note: Depending on how the salespoint scanners are programmed and the contents of the voucher’s barcode, F10,F11, or F12 keys may need to be used in order to prepend the appropriate auto-sale prefix (%A). Vouchers may also be scanned remotely by ScanMan or GateKeeper with the same type of automated actions occurring “behind the scenes.”
The Auto Sale item selected within the voucher’s access record template is automatically added to the sale. The auto-sold item is also placed on the auto scan invoice of the account used during the original voucher sale.
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The operator is prompted to finalize the sale if the voucher’s access record template is configured to Finalize Auto Sale in Sales32 (this option is found on the Auto Sales tab within the access record template).
Step #5 – Tracking the redemptions In SysManager, you can see the transactions as they are recorded on the auto scan invoice as vouchers are scanned/redeemed.
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When you are ready to bill the hotel/tour operator (if applicable), change the auto scan invoice so that the balance on the previous invoice remains constant for billing purposes and future redemptions are recorded on a different auto scan invoice.
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Step #6 – Testing everything thoroughly Test everything end-to-end before issuing consignment tickets to vendors! Make sure that the accounts are set up correctly, the vouchers have a good layouts and barcodes, the correct items are sold when the vouchers are scanned, the auto-sold items are recorded on the correct account, and so on.
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Ticketing item configuration steps Quick guide
• Nickname and description • Time span and admissions • Price and any taxes • Profit center • Optional: specials • Optional: modifiers • Printing specifications • Access Control template • Add to item tree
Detailed steps
1. Click on the Category in which the item is located and click the New button (remember − the DCI is organized based on reporting).
2. Enter a Nickname for the item. The Nickname must be unique within the Category and can be up to ten characters.
3. Enter a Description for the item. This is what the operators see at the Point-of-sale and can be up to twenty-five characters.
4. Enter the appropriate Time Span (used to set the valid date range of the ticket) and Admissions (used in reporting to count the number of entrances sold).
5. Click on the Price tab, select the appropriate pricing method, and enter the price for the item. Select the appropriate tax rate if necessary. Remember to click the Add Tax box if the tax is added to the price of the item (without it checked, the tax is backed-out of the price of the item).
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6. Click on the Profit Center tab and select the appropriate Profit Center. Revenue for the item can be split to up to six different profit centers. Using the % Method is recommended.
7. Click on the Specials tab and add any Specials that are allowed to discount the item (that are not already considered “global” specials that can discount any item sold in the system).
8. Add any modifiers necessary on the Modifiers tab. Remember that you can insert “blank” items (items with no descriptions) in order to create spaces between the Modifier buttons at the point-of-sale.
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Note: Modifiers can be used to create package products − for instance, with every adult ticket purchase the guest can receive one child ticket free.
9. Click on the Printing tab and make sure to select the appropriate printing method for Ticket 1, or Ticket 2, or Voucher 1, or Voucher 2 if a ticket prints when the item is sold. In general, try to use the Shared TM Layout. This method allows you to browse to a file in order to use the layout specified in the file. When the shared file is changed, all tickets that use that file are updated/changed.
10. Click on the Action tab, check the Create Access Record check box, and click on the Template button.
11. Enter the total number of times that a guest may use this ticket for entrance to the attraction in the total uses field.
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12. If necessary, click on the Global Settings tab in order to enter certain dates when the ticket is not valid for use (for instance, over certain days of the week or holiday periods).
13. Click on the Auto Pass Validate tab and enter the number of total uses that are deducted from the ticket when it is scanned, this is most likely always -1 assuming that you have given the ticket at least one total use on the Starting Values tab. You can also block access to certain locations in order to ensure that specific tickets are only used at certain areas (for example: Aquarium tickets are not scanned at Wildlife World). If you choose to block access based on location, make sure to establish the location numbers that represent each attraction prior to configuring your tickets (or you end up editing all the ticket items later….).
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14. If necessary, click on the Auto Sales tab to select the ticket that is auto-sold behind the scenes when the ticket is scanned at the gates (used mostly with consignment and pass programs).
15. Click on the Autosale Options tab and either select Shift = 1 day or Don’t Use Shifts. If the guest may enter the attraction multiple times within the same day, Shift = 1Day is selected. If the guest may only enter 1 time in the day, or for multi-ride products, Don’t Use Shifts is selected.
16. Save your changes. 17. Once your ticket items are configured within the DCI list, the next step is to insert them into the appropriate
salespoint menu. To do this, click on the Item Tree button in SysManager.
18. Select the appropriate Item Tree (menu used at the salespoints).
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19. Expand the DCI tree on the right-hand side and drag the items into the Item Tree. You can arrange the order in which the items appear as well as edit the text and button color. Remember that you can insert “blanks” along with starting new rows in order to customize the look of the menu in Sales. Also, if this item does not appear in the menu in Sales during certain date ranges or days of the week, you can enter these restrictions by selecting the item in the Item Tree side and configuring the appropriate restrictions (shown on the right-hand side of the dialog).
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Retail item configuration steps Quick guide
• Nickname and description • Optional: Subclass and season • Price and any taxes • Profit center • Optional: specials • Optional: modifiers • Tracking or matrix details • Optional: Add to item tree
Detailed steps
1. Click on the Category in which the item is located and click the New button (remember -- the DCI is organized based on reporting).
2. Enter a Nickname for the item. The Nickname must be unique within the Category and can be up to ten characters.
3. Enter a Description for the item. This is what the operators see at the Point-of-sale and can be up to twenty-five characters.
4. Select a Subclass and Season if appropriate.
5. Click on the Price tab, select the appropriate pricing method, and enter the Price for the item. Select the appropriate tax rate if necessary. Remember to click the Add Tax box if the tax is added to the Price of the item (without it checked, the tax is backed-out of the Price of the item).
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6. Click on the Profit Center tab and select the appropriate Profit Center. Revenue for the item can be split to up to six different profit centers. Using the % Method is recommended.
7. Click on the Specials tab and add any specials that are allowed to discount the item (that are not already considered “global” specials that can discount any item sold in the system).
8. Add any Modifiers necessary on the Modifiers tab. Remember that you can insert “blank” items (items with no descriptions) in order to create spaces between the Modifier buttons at the Point-of-sale.
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Note: This is a way to package Retail module products together – or even Retail and Ticketing products. For example, with every Shark Dive ticket purchased, you receive a free t-shirt.
9. Click on the Inventory tab and select either Tracking or Matrix. 10. If configuring a Tracking item, enter the appropriate information in the field that is used to identify the item
when its barcode is scanned. Enter the path to the Label layout used by the item. A Primary and Secondary Vendor can be selected for the item and Re-order and Target levels may also be configured.
11. If configuring a Matrix item, select the appropriate Matrix template and click on the Maintenance button to enter the appropriate information (numbers from the UPC or other retail barcode labels used, vendors, order levels, etc.) An easy way to enter barcode numbers for the Matrix item is to scan the actual retail barcodes into the corresponding cells after selecting the appropriate value from the dropdown box. In the example below, UPC is selected, so the numbers scanned into the various cells is stored in the UPC field for the item and each UPC code represents the various color and size combinations of the retail item. Make sure that the scanner that you use for this task is not configured with the %R prefix that is necessary for the salespoint scanner functions. Make sure to also select the appropriate Retail Label Layout for the item.
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12. You do not need to add retail items to the item tree as the items are added to a sale by scanning a barcode or doing an inventory lookup in Sales. You can create a menu of items for operators by using the item tree, but it is not mandatory.
Food Service module item configuration steps Quick guide
• Nickname and description • Price and any taxes • Profit center • Optional: specials • Optional: modifiers • Add to item tree
Detailed steps
1. Click on the Category in which the item is located and click the New button (remember − the DCI is organized based on reporting).
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2. Enter a Nickname for the item. The Nickname must be unique within the Category and can be up to ten characters.
3. Enter a Description for the item. This is what the operators see at the Point-of-sale and can be up to twenty-five characters.
4. Click on the Price tab, select the appropriate pricing method, and enter the Price for the item. Select the appropriate tax rate if necessary. Remember to click the Add Tax check box if the tax is added to the Price of the item (without it checked, the tax is backed-out of the price of the item).
5. Click on the Profit Center tab and select the appropriate Profit Center. Revenue for the item can be split to up to six different profit centers. Using the % Method is recommended.
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6. Click on the Specials tab and add any Specials that are allowed to discount the item (that are not already considered “global” specials that can discount any item sold in the system).
7. Add any Modifiers necessary on the Modifiers tab. Remember that you can insert “blank” items (items with no descriptions) in order to create spaces between the Modifier buttons at the Point-of-sale.
Note: Modifiers are most commonly used in Table Service environments and not used as much in Quick Service environments.
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8. Save your changes. 9. Once your Food Service module items are configured within the DCI list, the next step is to insert them into
the appropriate salespoint menu. To do this, click on the Item Tree button in SysManager.
10. Select the appropriate Item Tree (menu used at the salespoints).
11. Expand the DCI tree on the right-hand side and drag the items into the Item Tree. You can arrange the order in which the items appear as well as edit the text and button color. Remember that you can insert “blanks” along with starting new rows in order to customize the look of the menu in Sales.
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Membership item configuration steps Quick guide
• Nickname and description • Time span (for year-round memberships) • Price and any taxes • Profit center • Optional: specials • Optional: modifiers • Optional: “ticket” printing specifications • Pass action specifics • Add to item tree
Detailed steps
1. Click on the Category in which the item is located and click the New button (remember − the DCI is organized based on reporting).
2. Enter a Nickname for the item. The Nickname must be unique within the Category and can be up to ten characters.
3. Enter a Description for the item. This is what the operators see at the Point-of-sale and can be up to twenty-five characters.
4. Enter the appropriate Time Span for the memberships. For example, if the membership is valid for one year, enter 365 days. You can also round the expiration date to the end of the month (for example, a membership purchased on May 15, 2006 would be valid until May 30, 2007). Alternatively, you can hard-code the dates based on the operating season. (For example, all passes sold are valid from Nov 1, 2006 through May 1, 2007.) Hard-coded valid dates are set up in the Action Specifics for the pass (see step 11).
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5. Click on the Price tab, select the appropriate pricing method, and enter the Price for the item. Select the appropriate tax rate if necessary. Remember to click the Add Tax box if the tax is added to the price of the item (without it checked, the tax is backed-out of the Price of the item).
6. Click on the Profit Center tab and select the appropriate Profit Center. Revenue for the item can be split to up to six different profit centers. Using the % Method is recommended.
7. Click on the Specials tab and add any specials that are allowed to discount the item (that are not already considered “global” specials that can discount any item sold in the system).
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8. Add any Modifiers necessary on the Modifiers tab. Remember that you can insert “blank” items (items with no descriptions) in order to create spaces between the modifier buttons at the point-of-sale.
9. Click on the Printing tab and make sure to select the appropriate printing method for Ticket 1, or Ticket 2, or Voucher 1 or Voucher 2 if a ticket prints when the item is sold.
10. Click on the Action tab, select the Create Pass option, and click on the Action Specifics button.
11. If “hard-coding” valid dates of memberships based on the open season of the attraction, enter the dates on the Starting Values tab (for year-round attractions, the valid dates are usually established using time span – step #4). Enter the values to load on the pass. For instance, if the member is allowed ten guest day tickets, you can enter 10 within the total uses field, or one of the Points or Money fields.
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12. Click the Global Settings tab in order to enter certain dates when the membership is not valid for use (for instance, over certain days of the week or holiday periods). Select the layout that is used for this membership. Also, if the membership card is able to be swiped at the point-of-sale in order to apply discounts to the purchases, list those discounts that are applied when the membership card is swiped within the Sales Screen action to execute when this item is validated box. Make sure to select Check for Void and Date Range so that voided or expired memberships do not receive the discount.
13. Click on the Auto Pass Validate tab and enter the number of total uses that are deducted from the pass record when it is scanned; this most likely is always 0, because memberships are typically valid through a date range and not for a specific number of entrances. You can also block access to certain locations in order
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to ensure that specific memberships are only used at certain attractions. If you choose to block access based on location, make sure to establish the location numbers that represent each attraction prior to configuring your membership or pass items (or you end up editing all the pass items later….).
14. If necessary, click on the Auto Sales tab to select the ticket that is auto-sold behind the scenes when the membership is scanned at the gates (typically this is used to generate “admission” counts).
15. Click on the Autosale Options tab and either select Shift = 1 day or Don’t use shifts. If the guest may enter the attraction multiple times within the same day, Shift = 1day is selected. If the guest may only enter one time in the day, or for multi-ride products, Don’t use shifts is selected.
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16. Save your changes. 17. Once your membership items are configured within the DCI list, the next step is to insert them into the
appropriate salespoint menu. To do this, click on the Item Tree button in SysManager.
18. Select the appropriate Item Tree (menu used at the salespoints).
19. Expand the DCI “tree” on the right-hand side and drag the items into the Item Tree. You can arrange the order in which the items appear as well as edit the text and button color. Remember that you can insert “blanks” along with starting new rows in order to customize the look of the menu in Sales. Also, if this item does not appear in the menu in Sales during certain date ranges or days of the week, you can enter these restrictions by selecting the item in the Item Tree side and configuring the appropriate restrictions (shown on the right hand side of the dialog).
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Basic Sales operations
This section presents a collection of “How-To’s” related to Sales. The “How-To’s” are grouped into general categories such as “Logging into Sales,” “Making a sale,” and “Working with guests.”
How to use Sales in “standalone” mode
Connection status is determined by looking at the “M&M” lights in the lower right-hand corner of the main Sales screen.
The following table lists and describes these lights.
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Light/Button Description Color coding
P PrintEZ – Appears when PrintEZ application is active. Light only.
Note: PrintEZ is used only when printing graphics, not any print job.
White only
S SalesEZ – Indicates current connection status to SalesEZ application. Light/button.
Green = connected Yellow = verbosity of application is set to greater than 0
Red = disconnected
C Charge Cards – Indicates current connection status to credit card server. Green or red refers to the success or failure of the last credit card transaction. The button starts green when Sales starts up, before any charge card transaction is made, even if the credit card server is unavailable. Light/button.
Green = connected
Red = disconnected
B BookEZ – Indicates current connection status to BookEZ application. Light/button.
Green = connected Yellow = verbosity of application is set to greater than 0
Red = disconnected
R RentEZ – Indicates current connection status to RentEZ application. Light/button.
Green = connected Yellow = verbosity of application is set to greater than 0
Red = disconnected
As the table indicates, three of these lights are also buttons that can be used to connect/disconnect from the Middleware (S − SalesEZ, B − BookEZ and R − RentEZ). In addition, the credit card light (C) can also be used as a button to connect/disconnect from the credit card server. When any of these four lights is red, the salespoint is operating in “standalone” mode. Rarely are all four M&M lights red. Many salespoints don’t use Booking or Rentals, so the B and R lights are red by default. If there is a severe network problem, then it is possible that the salespoint might lose connection to both the middleware server and the credit card server, but this is unlikely. Usually one or the other is still available. If the salespoint loses its connection to the credit card server, it can continue to process credit cards in offline mode, as described in the Salesware Installation Guide. If the salespoint loses connection to the Middleware, salespoint operations still work normally except for functionality that requires a connection to active data that is shared by all salespoints. Lost functionality is as follows:
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• You cannot use Max4Sale and Points4Sale capability if SalesEZ application is unreachable (however, overrides can be performed for operators with appropriate security)
• You cannot recall saved sales and reservations if SalesEZ application is unreachable (unless saved while still offline, which is somewhat involved – for directions on how to do this, go to http://search.siriusware.com and search for “Cannot recall sale unless SalesEZ is connected”)
• You cannot look up guests and passes if SalesEZ application is unreachable (unless the GuestUpdate and PassUpdate .INI settings were used to keep local copies, but this adds significant overhead to salespoint operations)
• You cannot use In-House Cards or check In-House Cards balances if SalesEZ application is unreachable • You cannot validate items if SalesEZ application is unreachable (this of course also applies to ScanMan and
GateKeeper modules) • You cannot perform bookings (privates or pods) if BookEZ application is unreachable • Retail lookup of items works fine assuming the web.config setting LimitLocalItems is set up
correctly • Servers cannot recall tables from any salespoint for Food and Beverage Table Service; they must use the
same salespoint where the order was originally input.
Logging in and logging out How to log into Sales To log into Sales:
1. Start Sales 2. You see a log-in prompt. 3. Enter Username. 4. Enter Password. 5. Click OK.
How to exit Sales How to log out:
1. In the Sales screen, press the Logout button. 2. The Login dialog displays. Leave this dialog for the next operator to log in or re-enter your Username and
Password to re-log in to continue working at the same salespoint. How to quit:
1. Click on the X in the top right-hand side of the Sales window or click Logout > Cancel. 2. You are prompted with a warning: “Quit Sales?” If you are running the salespoint without the SalesEZ Pool,
you get a record of how many transactions have not been forwarded to the server. You also receive a message if closeout should be done but has not been done. A more serious possible message displays if Sales got SQL errors or duplicates − you need to get these errors fixed by calling accesso Siriusware Technical Support before the situation gets worse.
3. Choose Quit.
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How to use E-Messages To use E-Messages:
1. Go to SysManager > Activities > E-Messages. 2. In the top menu, go to the E-Msg button and click on it. 3. You are prompted to select who the message recipient is or recipients are (Guests, Instructors, Operators,
Ticketholders, Web Account Groups). For Guests you must provide a guest number; for Ticketholders, you must provide a guest number or access number before clicking Continue. For the others, you can just click Continue and you get a comprehensive listing of instructors, etc.
4. Click in the left hand side of the message window and write your message. 5. Select the recipients. 6. Click Send.
Note: This method is best for sending an e-message massively to all recipients. Operators get the message when logging in Sales. Guests get messages when their passes or tickets are scanned at the lift.
Note: Sending individual e-messages to guests or operators can also be done through individual guest records or operator records in SysManager.
Selecting items
How to select items with function and Alt keys
Pre-programmed function and Alt keys can be used in the Sales screen to quickly select certain functions that are otherwise selected by clicking buttons on the screen. See Streamlining item lookup operations with the keyboard.
How to select items with the on-screen keyboard The on-screen keyboard offers users of touch screens the ability to enter text when necessary.
When activated, the on-screen keyboard is attached to any dialog box where it is needed, usually on the bottom of the box. It resizes in relation to the dialog to which it is docked – if the current dialog box is resized, the keyboard resizes accordingly. The on-screen keyboard places text wherever the cursor is positioned. Shift key allows entry of !@#$%^&*()_+ characters.
To activate the onscreen keyboard:
1. Browse to C:\ProgramData\Siriusware\Sales and double-click on the file Sales32c.INI. Open the file with Notepad or another text editor.
2. In the Preferences section of the file, enter the following line if it does not already exist:
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OnScreenKeyboard=TRUE
3. Save your changes and exit the editor. 4. Restart Sales so that Sales reads the modified Sales32c.INI file.
To de-activate the onscreen keyboard:
1. Browse to C:\ProgramData\Siriusware\Sales and double-click on the file Sales32c.INI. Open the file with Notepad or another text editor.
2. In the Preferences section of the file, alter the OnScreenKeyboard setting so that it reads as follows:
OnScreenKeyboard=FALSE
3. Save your changes and exit the editor. 4. Restart Sales so that Sales reads the modified Sales32c.INI file.
How to use the sticky list You can specify for each salespoint whether the Sales screen item list remains at a sub-level while selling instead of automatically returning to the upper level after each product is selected.
1. Go to SysManager > Activities > System Lists > Sales Points. 2. Highlight the Sales Point to configure and click the Edit button. 3. Access the Misc tab. 4. Click to select the Sticky List box to keep the Sales screen item list at the same sub-level after product
selection. 5. Save your changes.
This can also be done in Sales: 1. Go to Sales > Tools > Sales Pt Setup >Miscellaneous. 2. Check the box for Sticky List. 3. Click Save.
Modifying line item quantity
How to modify line item quantity – large To change the quantity of a line item to a multiple digit number (numbers 10-999):
1. Click the number button to the left of the line item whose quantity you would like to change. 2. Click the Big#’s button. 3. Enter the new quantity using your keyboard numbers or select numbers with your mouse and click OK.
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How to modify line item quantities – small To change the quantity of a line item to another single-digit number (numbers 0-9):
1. Click the number button to the left of the line item whose quantity you would like to change. 2. Enter the new quantity (if a single digit) using your keyboard numbers or select a number with your mouse
and it is automatically displayed in the number button.
How to use arrows to modify line item quantity
On the Sales screen, after an operator selects the item for sale, two arrows (<<) and (>>) appear in the line item. Use the << to decrease the quantity of the line item (this also works for negative numbers to refund a line item). Use the >> to increase the quantity of the line item.
Modifying line item prices How to apply 100% discounts and how to select persons/reasons Whenever a global or line item special discounts the entire amount of the sale, you have the option to require a valid person who has authorized the discount, and a valid reason for the discount. For more information on this functionality, see How to enter generate a list of persons and reasons.
In order to use this feature, an operator must be assigned sufficient security in order to authorize the discount. This is done in SysManager > Preferences > Security; edit the selected security role that applies to the operator.
If your operator has sufficient security to apply a comp discount, your operator is prompted for the following: 1. The Comp Reasons Selection Dialog is displayed. Double-click a Reason or select a Reason and click
OK. 2. The Comp Person Selection Dialog is displayed. Double-click a Person or select a Person and click OK. 3. The comp special is applied and is displayed on the relevant special button.
How to indicate marketing/source codes for items sold
Marketing codes are used to track the source of the promotion or discount in order to measure the impact of a particular campaign.
From the SysManager > Activities > Financial Lists > Specials > New special/Edit special > General tab, click the check box next to Marketing code required to apply this special and click Save.
Once a special has been applied, a dialog box prompts the operator to choose from a list of marketing codes set up in SysManager > Activities > Item/Sales Lists > Marketing Codes. The operator is forced to choose one in order to finalize the sale.
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How to use specials to apply discounts to products
Discounts are accomplished in Salesware module by creating specials through SysManager, and then applying them through Sales when products are sold. Specials can be global (apply to all products in a sale) or by line item (only for specific products). The discount amount or percentage of a special can be modified on the fly, and a custom special can be created. As well, if an item has been set up in SysManager to allow direct pricing, users with sufficient security can set the price of an item on the fly. All of these features have security associated with them. Specials can be applied to the entire sale or to a particular line item at any point before the sale is finalized.
The difference between a Coupon and a Special is based on when the special is applied. Take note that there is no Coupon button on line items; this is because a coupon is applied when adding an item to a sale. A special is applied once a line item is already added – the specials that show up under the Special button are only those that apply to the items that have been added to the sale.
How to use direct pricing functionality In the item set up (SysManager > Activities > DCIs > New item/Edit item > Price tab), in the top of the left-hand side of the Price tab, check the Direct Pricing check box. This allows an operator with sufficient security to set the price directly at the Point-of-sale. Direct pricing can be used to override the assigned price and therefore can be used in conjunction with other pricing features on this tab. When setting a Direct Price or setting a weight for an item, a simple number pad is displayed.
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How to use coupons to select discounts The coupon feature reverses the special selection process by allowing the operator to select an item to sell by the special associated with it. It makes it easier for operators to know which items are associated with which specials, and streamlines the sale of popular coupon products.
To apply a coupon to a sale:
1. Click the Coupon button. 2. The Coupon Selection dialog is displayed. Only specials that have valid items associated with them are
shown in the list. Once the special is selected, if there is only one item associated with it, that item is added to the sale (with that special). If there is more than one item associated with the selected special, the desired item can be selected from the list.
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How to use line item specials vs. the global special button
To apply a special to an entire sale, you must use the global Special button, located at the top of the current sale invoice. A special is only displayed for selection in the global Special list if it has been specified as a global special in SysManager. See How to create specials and coupons. To apply a discount to an entire sale (or global special):
1. Click the global Special button at the top of the current sale invoice and the Special selection dialog is displayed.
2. Select the global Special to apply to the sale by clicking on it. 3. Click OK or click the selected Special twice and the Special name is displayed on the global Special button
as well as the line item Special button for each line item. The discount amount is displayed on the buttons as well, and the discounted amount is displayed for each line item.
To apply a special to a line item:
1. At times, you need to discount only a single line item in a sale. To apply a Special to a line item, you must use the Special button that is displayed below the line item itself.
To apply a special to a single line item:
1. Click the Special button associated with the line item to be discounted and the Special selection dialog is displayed with only those Specials associated with this line item.
2. Select the Special to apply to the sale by clicking on it. 3. Click OK or click the selected Special twice and the Special name is displayed on the line item Special
button for that line item. The discount amount is displayed on the button as well. How to use modified and custom specials
With enough security (or a security override), it is possible to apply an existing line item Special but change the discount amount or percentage.
To apply a modified special to a line item:
1. Click the Special button associated with the line item to be discounted and the Special selection dialog is displayed with only those Specials associated with this line item.
2. Select the Special to modify and apply to the line item by clicking on it. 3. Click the Modify button. 4. Enter a Percent Discount or a Flat Rate Discount or click Override Price and enter a new price. 5. Click OK and the Special name and the new Special amount is displayed on the Special button for that line
item. Sometimes a Special is needed that is not standard or is for a special occasion. Operators with sufficient security clearance (or with a security override) can enter a Custom Special and define the discount amount on the fly.
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To apply a custom special to a single line item: 1. Click the Special button associated with the line item to be discounted and the Special selection dialog is
displayed with only those Specials associated with this line item. 2. Click the Custom Special button and click OK. 3. Enter a Percent Discount or a Flat Rate Discount or click Override Price and enter a price. 4. Click OK and the word Custom and the custom Special amount are displayed on the Special button for that
line item.
Emailing receipts from Sales
Sales has the ability to email receipts. Additionally, you can now print historical receipts (not just for the day, but for any historical transaction).
Important: Currently, we are only able to add support of emailed receipts for Text Receipt layouts. Email support of Graphic layouts is not currently available.
Configuration SysManager In order to enable email receipts from Sales you must enable the following in SysManager:
1. Go to Preferences > Miscellaneous > Miscellaneous Preferences > Salespoint Layouts tab. 2. Click on the E-Mail tab for editing default values for receipt emails.
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Note: In order to display a proper “From” address, please enter a title prior to the actual return email address. In the example above this is, Siriusware Resort. When the email is generated and sent to guests it displays only the address of your SMTP server.
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Example layoutIn order to make the receipt contents use a fixed width font, you must sandwich the layout between <pre></pre> tags. In addition to fixed widths, you can also adjust the look and style of the Email layout using HTML. The following layout incorporates a Text Receipt layout with HTML to enhance the look of the email.
<p style="color:DarkBlue; font-family:Calibri">Dear Valued Customer,<br/><br/>Per your request, we have provided a detailed receipt for purchases made on <|DSTR2(sale_hdr->Date_time)|>.<br/><br/>If you have any questions or concerns, please call us at (###) ###-#### or email our <a href="mailto:[email protected]">customer service department</a>.<br/><br/>Visit our <a href="http://www.yourbusiness.com">website</a> to learn about current programs and events, and to plan your next trip. <br/><br/>We appreciate your business and look forward to seeing you again in the near future!<br/><br/>The staff at Your Company.<br/><br/></p><pre><|CENTER('COMPANY NAME',40)|><|CENTER('COMPANY ADDRESS',40)|><|CENTER('COMPANY CITY STATE POST OR ZIP CODE',40)|><|CENTER('COMPANY PHONE NUMBER',40)|><|CENTER('COMPANY WEB ADDRESS',40)|><|NEWLINE()|>
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<|CENTER('SALES RECEIPT',40)|> <|CENTER('Sold at: '+alltrim(sale_hdr->salespoint)+' by: '+alltrim(sale_hdr->operator),40)|> <|CENTER('Sale Number: '+IIF(sale_hdr->sale_no=sale_hdr->mastersale,ALLTRIM(STR(sale_hdr->mastersale,16,0)),ALLTRIM(STR(sale_hdr->sale_no))),40)|> <|CENTER(DSTR2(sale_hdr->Date_time),40)|> <|NEWLINE()|> <|'Qty Item Price '|> <|' Special Discount'|> <|'----------------------------------------'|> <|Details(IIF(Item="**TRANS**",' Account Transaction '+STR(extension,8,2),IIF(MODIFIER(),' '+Items->descrip+' '+STR(extension-tax_amount-tax_amt2+disc_amt,8,2),STR(quantity,3,0)+' '+Items->descrip+' '+STR(extension-tax_amount-tax_amt2+disc_amt,8,2))+NEWLINE())+IIF(disc_amt=0,ALLTRIM(' '),' '+specials->descrip+' '+STR(-1*disc_amt,8,2)+NEWLINE())+IIF(guest_no=0,ALLTRIM(' '),IIF(MODIFIER(),alltrim(' '),' '+alltrim(guests->first_name)+' '+alltrim(guests->last_name)))+NEWLINE())|> <|JUSTRIGHT('---------------------------',40)|> <|JUSTRIGHT(' Sub Total:'+STR(Utility->sale_sub+Utility->Sale_disc+Utility->SAle_tax,10,2),40)|> <|JUSTRIGHT(' Discounts:'+STR(Utility->sale_disc,10,2),40)|> <|JUSTRIGHT(' Tax:'+STR(Utility->sale_tax,10,2),40)|> <|JUSTRIGHT(' Total:'+STR(Utility->sale_ext,10,2),40)|> <|JUSTRIGHT('---------------------------',40)|> <|JUSTRIGHT(' PAYMENTS:'+STR(Utility->amt_paid,10,2),40)|> <|JUSTRIGHT(' BALANCE DUE:'+STR(Utility->bal_due,10,2),40)|> <|JUSTRIGHT('---------------------------',40)|> <|JUSTRIGHT(iif(Utility->sale_ext>0.00,'Payment Types and Amounts:',''),40)|> <|JUSTRIGHT(iif(Utility->sale_ext>0.00,FOP(),''),40)|> <|JUSTRIGHT(iif(sale_hdr->pmt_amt1>0.0000,alltrim(str(sale_hdr->pmt_amt1,8,2))+' ','')+iif(sale_hdr->pmt_amt2>0.0000,alltrim(str(sale_hdr->pmt_amt2,8,2))+' ','')+iif(sale_hdr->pmt_amt3>0.0000,alltrim(str(sale_hdr->pmt_amt3,8,2))+' ','')+iif(sale_hdr->pmt_amt4>0.0000,alltrim(str(sale_hdr->pmt_amt4,8,2)),''),40)|> <|JUSTRIGHT('CHANGE DUE: '+iif(Utility->change>0.0000,'-','')+alltrim(STR(Utility->change,8,2)),40)|> <|NEWLINE()|> <|iterate_over(cc_trans, sale_no, sale_hdr->sale_no, IIF(cc_trans->status=3,ALLTRIM(' '),'Card Number: XXXXXXXXXXXX' + cc_trans->card_id + NEWLINE() + 'Card Type: ' + cc_trans->card_type + NEWLINE() + 'Amount: $' + ALLTRIM(STR(cc_trans->total,16,2)) + NEWLINE() + 'Approval: ' + ALLTRIM(cc_trans->approval) + NEWLINE()), NEWLINE())|> <|NEWLINE()|> </pre> <p style="color:#000099; font-family:Calibri"> Thank You ~ Gracias ~ Merci </p>
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3. In Activities > System Lists > Salespoints > Salespoint Configuration > Printing tab, the option to sending receipts via printer only, email only or both has been added.
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Sales
If you have selected the option to print or email you may want to prompt your operator to ask customers their preference of a printed or emailed receipt after every transaction. In order to enable this prompt you must go toSales > Tools > Sales Pt Setup > Miscellaneous > Miscellaneous Setup dialog. On the dialog, you can check the Print Receipt button to enable the operator to be prompted to select a printed or emailed receipt after every finalized transaction.
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Use
In Sales you can choose to email receipts in several ways:
• When you finalize a sale• When you Reprint a receipt• When you recall a sale
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Finalizing the sale
If you have enabled the Print Receipt check box within the Miscellaneous Setup in SalesPt Setup, uponfinalizing the sale you are prompted with a Receipt Delivery Option dialog box.
Selecting the Print button prints a receipt or selected the Email button displays the email Address entry dialog.
The operator enters the guest email address and the receipt is sent out via Messenger Service application.
Note: If a guest has been associated on an initial sale and their email is listed within the guest record, the Address dialog auto populates with that email address.
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Reprint a receipt
If you do not wish to be prompted by the Receipt Delivery Option dialog after every transaction, ensure that the Print Receipt check box within the Miscellaneous Setup in SalesPt Setup is not checked. In order to email a receipt, you finalize the transaction and see the receipt on screen. At this point, you select the Reprint button. The Receipt Deliver Option dialog box appears.
To recall a sale and reprint a receipt1. Select the Recall button and search by either Guest or Sale information.2. Highlight the appropriate sale on the Sale Research dialog and click the Receipt button.3. You receive the Receipt Delivery Option dialog.
Note: Emailing of receipts now only applies to receipts, not remote receipts, invoices or anything else that happens to be printed.
Adding messages to a line item and changing the date/time
How to add a message to a line item
To add a message to a line item:1. Select an item that has been added to the right side of the main Sales screen (invoice).2. Click the Message button for that item.3. Type in your message text. You can type in a message with a maximum length of twenty characters.4. Click OK and the text appears on the Message button. When you select another item in the invoice, the text
appears next to the item.
How to change the date/time for a line item
To change the date/time for a line item:1. Select an item that has been added to the right side of the main Sales screen (invoice).
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2. Click the DateTime button for that item. 3. Set the applicable date/time. In some cases, you may need to set a date range, depending on how the item
has been configured. 4. Click OK.
How to change the date/time for an entire sale To change the date/time for a line item:
1. Click the global DateTime button at the top of the Sales screen (above the invoice). 2. Set the applicable date/time.
Note: The Stick button on the global Date/Time dialog allows the Date/Time setting to remain for subsequent Sale, until the None button is clicked to disable the Date/Time setting.
3. Click OK.
Line item notes can be deleted Single notes can be deleted with the Delete button, and all notes can be deleted with the Delete All button. These two buttons observe the, "Sales - Allow Operator To Delete Line Item Note" security setting.
Using set carryover functionality To change the date that a product is sold (as if you went ahead or backward in time and were selling on that date), use the set carryover feature (Sales > Tools > Sales Pt Setup > Set Carryover). Set carryover changes the date a product is sold (and therefore the valid date as well) − you enter a number that represents how many days forward or backward you would like to set the current operating date.
For example, if you enter 1, you would be selling on tomorrow’s date (on the current salespoint only). This is useful for operations that utilize a middle-of-the-day checkout. You can set the carryover to 1 and begin selling on the next day while the previous operator closes out. You can also set the carryover backward in order to edit the transactions of a previous day.
Note: Remember to set the carryover back to 0 when you are done selling in advance. The carryover does not automatically reset itself unless you exit Sales and restart.
Note: A day is twenty-four hours – so entering a 1 causes Salesware module to sell on the following day at the same time (twenty-four hours ahead). Entering a .5 causes Salesware to sell twelve hours ahead. You can enter any decimal here and the functionality depends on the precision of your computer.
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Note: Reports by sold on or valid on dates reflect the carryover date, as do the expiration dates of the tickets sold.
Note: Set Carryover is different from using Date/Time because the sale actually occurs on a different day. Be sure to grant the Sales - Set Carryover security setting with care to avoid fraud.
How to use set carryover functionality at a salespoint To use the set carryover feature at a salespoint:
1. In Sales, go to Tools > Sales Pt Setup > Set Carryover. 2. Type in the number of days in advance you want to sell. (For example, if it’s Thursday and you want the
item to be valid on Saturday, type 2.) 3. Sell the item.
Note: The date printed on a ticket relies on what field is printed in the Ticket layout. tmp_date prints the date that equals today’s date plus the carryover time. tmp_edate prints the date the ticket’s validity expires (tmp_date + timespan –1). Dtoc(date()) prints the actual system time of the salespoint, which is unrelated to carryover time. For more information, see the Salesware Layouts document.
4. Set Carryover back to 0.
Voiding sales Voiding is different from refunding. When you void a sale or a line item in a sale, you remove all data about the sale or the item.
How to void an entire sale To void an entire sale:
1. With items in the right side of the main Sales screen (the invoice), click the Clear button. 2. Verify that all items disappear from the invoice.
Note: In previous versions of Salesware module, the Clear button was called the Void button. Some clients prefer to not show this button in the action buttons area on the main Sales screen, but prefer to make it accessible only from Tools > Action > Clear instead. (See the Salesware .INI Settings Reference document for details on how to configure your Sales32c.INI file to display the action buttons you want to use.)
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How to void a line item in a sale To void a line item in a sale:
1. Click the line item you would like to void and the line item expands. 2. Click the quantity for the line item and the Enter Quantity dialog displays. 3. Click the VOID button. 4. Verify that the item disappears from the invoice.
Looking up guest history
There are two ways to look up guest history from Sales:
• Guest Lookup > Guest Info tab > History button • Guest Lookup > Summary tab
The difference between History and Summary is that Summary lists those cases where the guest is directly attached to the sale by selecting set or add guest. History includes the latter cases as well as cases where the guest purchased an item without being directly attached to the sale. If a guest purchases a candy bar, for example, and pays using an In-House Cards card, that guest is not directly attached to the sale, but the sale still shows up under the History button because the guest is associated via the In-House Cards item. Guest lookup now searches for a Second Guest when the Second Guest is enabled In SysManager > Preferences > Guests > Misc tab > Use Second Guest. Typing the second guest name in the *Name (First/Last) fields finds the guest record that the second guest is attached.
Driver’s license swipe
Another method for looking up or creating new guests is by swiping a driver's license that conforms to AAMVA DL/ID Standards. When a swipe of a driver's license that conforms to AAMVA DL/ID Standards is performed in the Guest Lookup dialog, Sales will check for a valid driver’s license prefix defined in the Prefix line of the .INI setting, Prefix=%CO,%CA,%NM. If a valid driver’s license swipe is identified, Sales will parse out info from the swipe. The database is checked against the found first name, last name and birth date. If at least one matching guest is found, a dialog is displayed with the matching guest(s) or the option to create a new guest. If no matching guests are found or if the operator selects to create a new guest, the Guest Lookup dialog is populated with information found in the swipe (First and Last Name, Address, Birth Date, Height and Weight). A new .INI section is required in order to import info from a driver's license swipe:
[DriversLicense1] Prefix=%CO,%CA,%NM Regex = ([^\^]{0,13})\^?([^\^]{0,35})\^?([^\^]{0,29})\^?\?;.*?=.{4}(.{8}).*?\?.{3}(.{5}).{22}(.)(.{3})(. {3})
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Fields=address.state,address.city,CustRegex1,CustRegex2,birth_date,address.zip,gender,height,weightCustRegex1=([^\$]*)\$?([^\$]*)CustRegex1Fields=last_name,first_nameCustRegex2=([^\$]*)\$?([^\$]*)CustRegex2Fields=address.address,address.address2
• Prefix - comma delimited list of swipe prefixes to check in Sales • Regex - regular expression which contains the format of the desired data • Fields - list of the fields which corresponds to the Regex key above• CustRegex1 - sub field defined in Regex string above• CustRegex1Fields - list of the fields which corresponds to CustRegex1sample
Note: It is not required to press the Clear button before swiping a driver's license on the Guest dialog box if guest information is already populated.
The Guest Lookup dialog no longer has Cancel and Save buttons. Previously both buttons would close the dialog once selected, either saving or not saving. Now, there is a Close button which closes the dialog and a Save button which saves the data without closing the dialog box.
Sort sale history by date/time
Guest history on the Guest History dialog is now sorted descending by Date/ Time. Previously, the sale history for a guest (Sales > Guest Lookup > History) was sorted by Sale Number.
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Associating guests with line items where quantity is > 1 and guest information is required
When an item is created that requires guest information (SysManager > Activities > DCIs > New/Edit > Action tab > Create New Guest Record radio button is selected) and that item is added to the sale with a quantity greater than 1 specified, you must add a guest to each instance of the item. You cannot add a single guest to all instances at the same time. If you do not add a guest to each instance, you get the error message, “All Required Information has not been entered. The field First Name is required” when you try to save or finalize the sale. To add a guest to each instance of a line item where quantity > 1:
1. Click the Add Guest? button for the line item. 2. Specify the guest for the first instance of the line item. 3. Click the Next button at the top of the Guest Lookup dialog.
Note: The Previous and Next buttons are available on the Guest Lookup dialog only when you are adding guests for an item with a quantity of more than one specified.
4. Specify the guest to associate with the second instance of the item. 5. Continue until a guest has been specified for every instance of the item. If you are adding the same guest to
every item, note that the guest specified for the first instance of the item is available for selection from the lower rightmost button on the Guest Lookup dialog, so you can simply click that button for each instance.
Collecting zip codes
How to collect zip codes during a sale
Zip code collection can be enabled in SysManager from the SysManager > Preferences > Miscellaneous > Sales tab or at the salespoint. If the following .INI setting appears in the Sales32c.INI file, then it overrides the SysManager setting:
[Preferences] ZipCodeCollect=value
ZipCodeCollect=1 pops the zip code dialog any time Sales is saved or finalized. ZipCodeCollect=0 disables the collection of zip codes.
Note: When enabled, Zip Codes can be added via on-screen keyboard as well.
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See How to enable zip code collection. You can also enable zip code validation using the ValidateZip .INI setting.
Zip codes associate with a guest auto-populate
When the Zip code collection prompt is active in Sales, and a guest record is associated with items in the sale or a ResHeader, the first guest record which has a zip/post code auto-populate in the zip/post code prompt. The prompt then remains open for review by the operator.
Making tax exempt sales How to make a tax exempt sale To make a tax exempt sale, either click the Tax Exempt action button on the main Sales screen, or perform the following steps (if the salespoint is not configured to display the Tax Exempt button). To make a tax exempt sale:
1. Add an item to the invoice (right side of screen). 2. Go to Sales > Tools > Action > Tax Exempt.
Performing refunds How to refund a sale To refund a sale, click the Refund action button on the main Sales screen (or click it from Sales > Tools > Action > Refund if the salespoint is not configured to display the Refund button as a main action button). Refunds are allowed only on saved sales or reservations. If the sale has already been finalized, perform a refund by selling a negative quantity of an item. You can also refund a ticket directly through a Ticket Inquiry by hitting the Ticket Inquiry button on the Sales screen and then entering or swiping the ticket or pass number. Sale History and Guest Info buttons are available on ticket and pass inquiries.
After clicking the Refund button, an, Are you sure? dialog box will appear giving the operator a choice to “Refund/Forfeit Current Sale?” Click OK to proceed or Cancel to cancel the refund.
When in Sales and the Refund button is selected from the Ticket Information dialog (Ticket Inquiry > Ticket # button > enter a ticket number for an access ticket item > click OK button), the original sale information (date, special, price paid, guest attached) is used for the refund. The following security setting is necessary with this function: Sales - Allow Ticket Information Dialog Refunds".
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Note: When you refund a saved sale or reservation or sell a negative quantity of an item, the item is added back into the pool of available items for items configured with Max4Sale capability.
Note: You cannot recall any regular finalized sales – only reservations. The Refund button is used primarily in Reservations. In regular sales, you use the return functionality by selling items in negative quantity. If the sale has been finalized, the only way to return is to make the exact same sale in negative quantity and select the payment type the guest wishes.
Note: If using the Refund main action button to refund an item, and the compperson and compreason fields are required when an item is sold, those fields will be populated.
Refund / Refund All
In order to improve the Refund process for access records, two new buttons were added to Guest Lookup > History > Access form: Refund and Refund All. This refunds a single access item or all the access items on the sale, matching their original sale price, sale dates and applied specials. Example: A customer visits a site on a group tour along with forty-nine other people. The customer lives in the area and at the end of the day is motivated to purchase a membership. The customer is allowed to apply the price of his/her admission ticket to the purchase of an Individual Membership. A staff member adds the requested membership item to the sale, and then looks up the admission ticket using Ticket Inquiry. The staff member selects Refund. The admission ticket is refunded at the original group tour price (only one ticket is refunded despite the original quantity purchase of fifty group tour tickets). The customer pays for the balance of the sale to complete the membership purchase.
In order to retain admission counts after a refund, a new .INI setting was added to the [Preferences] section of Sales32c.INI called PreserveAdmission. When set to TRUE, this setting does not decrease the admissions count for the item when the item is refunded after the access item has been scanned. When set to FALSE, the admissions count is decreased for the item when a scanned ticket is refunded.
Using a stored credit card to pay for a sale
You can add a credit card to a guest record that can later be used to pay for a sale. To use a stored credit card to pay for a sale:
1. Add items to the sale. 2. Associate a guest with the sale using the “other” button.
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If the “other” button is being used for another purpose – for example, validation – use the [Preferences] GuestAnywhere=TRUE setting to enable associate a guest with the sale.
3. Finalize the sale.4. From the Select Payment Type dialog, the type of credit card held by the guest and the last four digits of
that card are available on a button for selection.5. Select the guest credit card and finish the sale.
In order to improve the CC Swipe entry/edit functions, the Saved CC info box, on the Guest Info tab, shows only the last four digits of the credit card number. Wording on the credit card button in the Guest tab has been changed to Enter CC Swipe.
If the Enter CC Swipe button is selected and no credit card information is populated (via swipe or manual entry) a warning message is displayed that the current card information is cleared if the operator continues.
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Performing garment exchanges
A garment exchange occurs when a guest is reissued a ticket (or pass) when the ticket hasn’t been lost or stolen. This occurs, for example, when the guest changes clothes into something warmer or cooler, and needs a new ticket for the new piece of clothing. The garment exchange action is a way to sell a -1 and +1 of the same item quickly, plus it has the added value of transferring scan history and “current” values (like total uses) to the new item. If the item being returned isn’t set to require validation, the operator won’t be forced to validate during the garment exchange process.
Garment exchanges are flagged and differentiated from regular voids. In order to identify Garment Exchanges, the message column is now populated in the transact table for the +qty item with EXCHANGE.
How to perform a garment exchange Garment exchanges can be performed with tickets and passes.
To perform a garment exchange:
1. Select the product that was originally sold. 2. Click in the quantity button for the line item and the Enter Quantity dialog is displayed. 3. Click Garment Exchange and the text on the quantity button for the line item changes to Exch. 4. Click the Validate button and enter the original ticket/pass number to validate the exchange. 5. Click Finalize and another ticket is printed.
Note: The operator puts the clipped ticket in the cash drawer and produce it at the time of cash out. The Cash Drawer Report lists and garment exchanges that have been performed.
Note: When using the Validate button, you must ensure that SysManager > Preferences > Access Control is set up properly. If you don’t have a blank prefix set up there you have to enter a prefix for both passes and tickets. Otherwise you get an, “Invalid” message. You can set up only one blank prefix – usually for tickets.
Note: The above can be considered the “old school” way of exchanging. You can also look up the guest history (assuming a guest was attached to the purchase), click on the Access button to retrieve a list of associated access records contained in the sale, and either exchange all items or exchange selected items. If the tickets aren’t attached to any guest history, you can use the Ticket Inquiry option to look up the ticket and exchange from on that dialog. However, the process detailed above is still the only way to perform a garment exchange when exchanging items that do not produce an access record.
Quick Select available on -1 quantity items In the past, when there are items at a positive quantity above the (-1) quantity line item, the guests set on the positive quantity items are available for the quick select guest on the (-1) items below. Thisd enhancement allows
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the ability for guests set on (-1) line items to be available for other (-1) quantity line items below in the same transaction. The Guest Quick Select button is now available on items with a quantity less than 0.
How to globally select a special, but only apply to linked items A Special that should only apply to specific items can now be selected from the Global Special button in Sales. When the Special is selected from the Global Special button, it is applied to any items currently in the sale that are linked to the Special via the Item > Special tab, or the Special > Dept/Cat Link tab. In order for item-specific (a.k.a., Selective) specials to show up in the Global Special button, the Special must have the Global Special and Only apply global special to linked items boxes checked (both are found on the Restrictions tab of the Special). Additionally, these types of Specials can be used for “pass swipe” (a.k.a., %E) discounts just like any other special, by using the SELECTIVESPECIAL("NICKNAME") macro within the Pass Action Specifics > Global Setting tab in SysManager.
Important Notes: Even though these specials appear to be global specials, they really are item-specific (selective) specials. This means that if a given item can have both a Global Special AND an Item-Specific (Selective) special applied, the Item-Specific special always takes precedence. The new configurations are simply meant to ease the process of applying item-specific specials to many items in a sale at the same time.
Also note that these types of specials (global, but only applied to linked items) are currently NOT supported in E-Commerce module. The E-Commerce development work is scheduled for completion in the near future.
Saving and recalling sales
There are several reasons not to finalize a sale immediately:
• Oftentimes you want to “suspend” a sale until you are ready to complete it. • Saved sales are very useful for advanced and Will-Call sales. • Sometimes you need to collect a deposit but the customer is not ready to provide it. • You don’t want to print tickets yet (tickets don’t print until finalization).
How to use quick save (hold button) functionality Quick save buttons are used to temporarily hold a sale. A typical example of when they are used is when a customer forgets his wallet and must run to his car to get it. You can continue making sales, and then quickly recall the sale when the customer returns. To enable this functionality, add the following to the Sales32c.INI file:
[Interface] QuickSaveButtons=TRUE
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To quick save a sale: 1. Add an item or items to the invoice (right side of screen). 2. Click one of the hold buttons along the bottom of the main Sales screen. 3. To recall the sale, simply click the same button and the invoice is re-populated.
Note: Remember to clear all the sales on hold by quick save before close-out.
How to save a sale (based on Recall dialog)
To save a sale, either click the Save action button on the main Sales screen, or perform the following steps (if the salespoint is not configured to display the Save button).
To save a sale:
1. Add an item or items to the invoice (right side of screen). 2. Go to Sales > Tools > Action > Save.
Sales can be retrieved later using the Recall button. The Save and Recall buttons are actually the same button. Save is displayed when items are moved to the invoice; Recall is displayed when the invoice is empty.
Note: You have to have a SalesEZ connection to recall sales. If you’re offline and save a sale and stay offline you can recall the sale, but once the records have gotten to the server you have to have the connection. A reservation (Reservations module required) is always a saved sale.
How to use the Notes button in Sales
You configure the line item button named Notes with an .INI setting:
[Interface] LineItemButtons=Modify,Special,DateTime,Message,Notes,Other
Clicking on the Notes button brings up the Notes dialog and associates any notes created with this line item. The guest_no on all notes created in this way are always 0. If notes are added this way in a reservation, then the reserv_no is also populated. Whenever the Notes dialog is loaded, if any of the notes correspond to items in the sale then that item’s description text appears in the Item column in the list of notes. The Notes button can be used to recall a reservation or saved sale from the Sales > Guest Lookup > Summary tab > Notes button. It is also useful for tracking auxiliary information that is associated with a sale. The Sales – Allow Operator To Delete Line Item Note security function is used with this functionality.
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Sales offers a clearer message when recalling a sale that does not have any notes associated with it Sales offers a clearer message when recalling a sale that does not have any associated notes. For example, in a salespoint with AutoShowNotes=TRUE but ReservationHeaders=FALSE, a saved sale without notes, previously, would display the message, "Unable to find any matching records". Now, the message is more informative stating, "No notes for this sale. This message can be disabled by setting AutoShowNotes=FALSE".
No to All option The button, No to All, can be used when prompted to Set date to today? dialog appears in Sales when recalling a sale at a salespoint when PromptIfDateInPast=TRUE. The Yes, No and Yes to All buttons preserve existing functionality. Pressing No to All results in Sales closing the dialog and no additional items have their start date updated to today’s date.
Using the Item Availability dialog The Item Availability (IA) is used to view the availability of items controlled by Max4Sale or Points4Sale restrictions within a selected item tree group in Sales. In addition, an operator can add an item to the sale or swap an item already in the sale for another item on the IA dialog.
To set up an action button for IA, use AVA to designate a main Sales button in the [Interface] section in the global .INI. If no main action button is present, an operator can go to Tools > Actions and find the IA button there. To configure the number of rows and columns on the IA dialog (10 rows and 7 columns are the default), use the following .INI settings in [Preferences] .
[Preferences] ItemAvailabilityRows=9 ItemAvailabilityCols=5
Two security settings directly affect how operators can choose items:
• Sales – Allow operator To See Oversold Max4Sale Items − With this setting an operator sees items on the IA dialog that have reached their Max4Sale or Points4Sale limit. Without this setting, the operator cannot see the items that have reached Max4Sale or Points4Sale limits and, therefore, is not able to sell them.
• Sales – Override Max4Sale Limits − This setting allows an operator to sell items that have reached their respective Max4Sale or Points4Sale limit. Operators who don’t have this setting cannot sell items that have reached their limits.
IA dialog controls Use the following controls on the IA dialog.
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• << − Page to left, a page being the items seen on the IA dialog when first opened • < − One column to left • > − One column to right • >> − One page to right • Refresh limits from server – Forces a refresh of current Max4sale or Points4Sale information • Page Up, Page Down – As labeled • Up & Down – Move one row respectively • Swap Item – Used to exchange items in a sale
Above each column is the date that applies to the Max4Sale or Points4Sale values on items. Only items that use Max4Sale or Points4Sale capability appear on the IA dialog.
Using IA In Sales an operator selects the item tree level that the intended items are found in and then hits the IA button. To add an item to a sale, the operator chooses the item from the grid. If the item has no modifiers, it is added to the sale. If the item has modifiers and Prompt or Prompt/Required is chosen in the item setup Modifier tab, the Modifier dialog comes up. Choosing the modifier(s) adds the item to the sale.
To swap an item, click the Swap Item button and choose the item to swap for another item already in the sale. The Swap Item dialog comes up; choose the item to be replaced in the sale. If an item has reached its Max4Sale or Points4Sale limit and the operator does not have the security setting to override the limits, the item is added to the Sales screen, but with a quantity of 0.
The limit bars on the dialog show three possible colors. Green indicates available resources, blue represents resources taken by the salespoint the operator is currently using, and red shows resources taken at other salespoints. Note that items that have been swapped for others are still treated as taken by the current sale until the sale is saved or finalized.
Training operators as troubleshooters
Common issues can be found and fixed by using http://search.siriusware.com to type in terms like “known issues” and “error messages.” In addition, this section provides basic information that operators know to perform basic troubleshooting.
How to determine connection status and verbosity
Connection status is determined by looking at the “M&M” buttons, as described in How to use Sales in “standalone” mode. If there is a possible problem and salespoint can’t connect to the Middleware server or the credit card server by simply clicking on the appropriate “M&M” to re-establish the connection, verbosity (the amount of information that the salespoint generates about the operations it is performing) can be determined and modified to assist in fixing the problem and getting the salespoint back online.
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To view and change the verbosity level at a salespoint:1. Go to Tools > Diagnostics.2. View the current verbosity level is under Log Verbosity. The values range from 0 (least verbosity) to 6
(most verbosity).3. Click the << or >> arrows to increase or decrease verbosity as required.4. Click Done.
To view and change the verbosity level for SalesEZ, BookEZ and RentEZ applications1. Maximize the interface for the application:
2. Click the double arrows (<< and >>) to decrease or increase verbosity.
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Note: Pool Service verbosity is set in the Pool.INI file under the [Preferences] section. How to respond to an error message If you receive an error message you should stop using that salespoint and type the error message into the Search box at search.siriusware.com. If you don’t get any results, you may have to call accesso Siriusware Technical Support. If the message is involved, you need to take a screen capture of the error message and e-mail it to accesso Siriusware Technical Support so that it can be thoroughly analyzed. To capture a screen shot:
1. With the error message still on the screen, press the Print Screen key on the keyboard. It appears that nothing happens, but a capture of the screen has been copied to your computer’s memory.
2. Open the Paint program (Start button > Programs > Accessories > Paint). 3. Paste (Ctrl-V) the screen capture into Paint. 4. Save the file. You may want to use the editing tools in Paint to crop only that part of the screen capture that
is relevant. If you do this the saved file is smaller and easier to e-mail.
How to collect a log file
Salespoint activity is logged in the Sales32c_log.txt file in the Sales folder (usually located in C:\ProgramData\Siriusware). If you delete the log file it is automatically re-created when the next salespoint operation occurs. You may need to change the verbosity level and delete the current log file before sending a log file to accesso Siriusware Technical Support. See How to determine connection status and verbosity.
How to customize the Sales interface by using the visual tools in Sales > Tools > Action > Appearance You can customize the Sales interface by using the visual tools in Sales > Tools > Actions > Appearance. The operator needs to have the security right called Sales - Allow operator to customize the appearance of Sales. This works even when you are not using the newer interface – e.g., you do not have the following setting or it is set to FALSE in Sales32c.INI: [Interface] NewButtons=TRUE The Appearance button can be set as a main action button or as an F-key by using the function code APP. [Preferences] F1=APP [Interface] MainButton1=APP
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The Appearance dialog allows users to change the background and font appearance for Sales buttons. To make changes, click on the type of button or select the type of button from the Item dropdown (which includes Action Button, Hold Button, Global Button, Set Global Button, Header Button, Item Page Button, Item Button, Background, ChangeDue and Totals) to bring it up in the Item dropdown text box.
Pressing the upper Color button brings up the Color chart where basic colors and custom colors are displayed. Select a color to change the button background color. Pressing the lower Color button brings up the Color chart where basic colors and custom colors are displayed. Select a color to change the font color of the button label. Pressing the Font button underneath the Item dropdown text box brings up the Font dialog where a new font and font appearance can be set. The +/- button next to the font button allows instant set and preview of font size changes.
If any appearance settings are made, the operator is prompted to save the changes to the appearance (or cancel) upon exiting the Appearance dialog. If the changes are saved, then the current color/font settings are written to the local Sales32c.INI file in the [Interface] and [Fonts] sections. These can then be copied into a global or group .INI file in SysManager (Preferences > Miscellaneous > Global Salespoint INI tab). For more information on the local, group or default .INI files, see the Salesware .INI Settings Reference document.
There are also two important functions that allow the operator to load pre-set appearance settings to the current salespoint or write the current set of appearance settings to a file for later use (such as loading the same settings to other salespoints in the same group or to certain salespoints that serve the same certain purposes such as “July4th Sale” or some special event with a theme).
When pressing the Load From File button, the file browser window is brought up for the operator to open an existing file with [Interface] and [Fonts] sections to set the desired appearance on the current salespoint. When pressing the Write To File button, the file browser window is brought up that allows the operator to specify a new filename to write to, or to over-write an existing file. The default filename for both Load From File and Write To File is Sales32c.INI.
It is also possible to set the salespoint to load a specified set of appearance settings by adding the following setting to Sales32c.INI: [Interfaces] CustomInterface=myfile.INI If this is set and myfile.INI (any filename can be used that has an .INI extension) exists in the Sales directory, the color and font settings from this file are used instead of those from the local, group or default .INI file.
Basic ReportManager operations ReportManager is used by Salesware managers, system administrators and operators to perform basic reporting tasks. This section summarizes the primary reports and report-generating capabilities in ReportManager. For a complete description of each report, see the Salesware Reporting document. In addition, the Salesware User Guide for Advanced Users includes a section on linking security roles to salespoint and operator groups to enable report filtering – a feature for truly advanced ReportManager users only.
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Note: There is currently a trend that many clients are following toward using Microsoft Reporting Services to create reports directly from SiriusSQL application without going through ReportManager. While this trend is still in its early stages, accesso is providing custom programming services for interested clients. You may want to begin to develop your own in-house expertise that knows how to write reports using Microsoft Reporting Services.
How to use ReportManager
For more information on ReportManager, see the Salesware Reporting document.
How to start ReportManager
Double-click the ReportManager icon on your desktop and log-in.
How to use the main menu
• File - Allows you to exit ReportManager using the selection Quit.• Edit - Windows edit functionality.• Activities - Allows access to a subset of the activities listed in the SysManager Activities menu. • Reports - Select this to view reports and to choose a report to print. The dropdown is divided into four
sections:• Commonly used reports.• Sales reports.• Additional Salesware modules reports (Memberships/Passes, Retail, Private Instruction,
Activity/Facility Scheduling and Rentals).• SysManager reports.
• Utilities – Allows the ReportManager settings file to be viewed and edited, and allows the ReportManager release notes to be viewed.
• Windows - Windows functionality.• Help - Allows access to a menu of selections related to accesso’s web site, e-mail and current version
information.
How to use the ReportManager button bar
The ReportManager button bar provides buttons for the most commonly used reports. Click the button associatedwith each report to access it.
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Note: The button bar can be repositioned by clicking it and dragging it to a new location on the screen.
As well, the following choices are available:
• Print Q - Click this button to print any reports that have been added to the print queue (see How to use Add 2 Q for information on Add 2 Q).
• Quit - Click this button to exit ReportManager.
How to exit ReportManager
To exit ReportManager, do one of the following:
• Click the Quit button in the button bar.• Select File > Quit.
Commonly used reports
The following summary briefly describes the most commonly used reports in ReportManager.
Overview of daily financial and performance reports
Report Description
Accounts Receivable Allows account information to be gathered for tracking and billing purposes. This report does not calculate or assign interest, but does breakout receivables by 30, 60 and 90 days.
Admissions Allows you to gather admission information and view admissions sold or valid during specific date ranges.
Cash Drawer Allows you to input sales receipts and review information regarding all sales transactions in order to close out at the end of the day.
Close Drawer Allows you to view submitted closed drawers from the salespoints and finalize drawers.
Comps and Refunds Allows you to view comps and refunds applied to sales.
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How to run reports
To run a report, click one of the buttons in the button bar or select a report in the dropdown Reports menu that is available from the ReportManager main menu. A box is displayed for each report that allows report parameters to be specified.
Daily Summary Report Allows you to print a single report that consolidates daily closeout information.
Gross Receipts Allows you to view sales information (who sold that day and what they entered as payment collected at the salespoint) over a time period by a variety of parameters.
Items Allows you to view information about how particular items are selling.
Max4Sale Allows you to view quantities sold and remaining for items with Max4Sale capability.
Messages Allows you to view information regarding messages (up to twenty-five characters, associated with transaction line items) that have been entered at salespoints.
Payment Types by Salespoint
Allows you to view payment information by salespoint over a time period by a variety of parameters.
Period Sales Allows you to view sales information over a time period by a variety of parameters. It includes how much of what was sold, discounts, taxes and fees, money collected and admissions information.
Profit Center Split Allows you to view sales by profit center split. Un-split amounts can also be included, and the option to re-split amounts is provided. (Re-splitting is useful if you changed the profit center allocations for an item and wish to apply these split allocations for items sold prior to this change.)
Saved Period Sales Allows you to view saved sales information, not yet finalized, over a time period by a variety of parameters. It includes how much of what was sold, discounts, taxes and fees, money collected and admissions information. Once the sales are finalized, the information is included in the Period Sales Report.
Saved Sales Audit Allows you to view saved sales for a given date, operator and or salespoint range.
Specials Allows you to view specials applied to items and related information including price before discount, amount of discount and discounted price.
Zip Codes Allows you to view zip code information collected at the salespoints.
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Report creation options (see buttons on right side of Period Sales Report dialog) include:
• HTML – Creates the report as an HTML file.• Export – Exports data to a file, in various formats, that is available for importing into another application to
use instead of printing.• Preview – Previews report in a window.• PDF – Creates report as a PDF file.• Print – Prints report to a selected printer. • Add 2 Q – Stores the print job until another time (you can then print using the Print Q button on the button
bar).• Standard filters.
How to specify parameters for a report
Select a report and you see one or more tabs for each report that contain radio buttons, check boxes and dropdown scroll-through lists to specify parameters for that report. Access a tab by clicking on its label.
How to use scroll-through Lists
Scroll-through lists are accessed by clicking on the up and down arrows to the right of the field associated with the list. If the lists are used in conjunction with a range, specifying no range prints data for the whole range. Choosing the same selection in the beginning and ending field of the range prints information for that one element. For example, if you want to print information for a single account, select that account as the beginning and ending
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account of your range. As well, any range of elements can be selected by entering the beginning element and the ending element of the range in the fields provided.
How to use date fields If the field is a Date field, each portion of the date can be highlighted and the up and down arrows can be used to increase or decrease that part of the date. The ellipsis (. . .) button associated with dates can be clicked to access a pop-up calendar of the selected month from which to choose a date. The Now button selects the current date and time. Date ranges can be any range of dates for which you have data, including a span of hours. Leaving two Date fields representing a date range blank selects all dates.
Note: The Date and Time Range fields in reports default to the whole day today: a range from 12:00:00 AM on the current day to 11:59:59 PM on that day.
How to use custom filters
There are many opportunities to customize reports using the Custom Filter option provided in specific reports, which allows a custom filter to be specified to further define the output of the report. Doing so requires special knowledge regarding the syntax of such filters. If you want to use this feature, call accesso Siriusware Technical Support for further information or consult the Salesware User Guide for Advanced Users.
Note: A tab on reports with custom filters indicates which data files can be accessed to create custom filters for that report. As well, each data filename is followed by a single letter, called an alias, which makes referring to the table easier when building expressions in a custom filter. Some reports indicate no alias, meaning that no alias is available when referring to that data file in a custom filter statement, and the table name itself must be used.
How to export, preview, print and save reports How to export a report If you would like to export the unformatted data generated for a ReportManager report for use in another program or reporting tool, click the Export button after selecting the report and select a format to use on the Export Format dialog. These are the options listed:
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Notes:
• Exporting allows the data in the fields that are included for that particular report to be accessed by other applications. If you would like a more complete export of a particular database file, call accesso SiriuswareTechnical Support.
• Some applications to which you would like to export may have limitations to the size of their spreadsheets or databases. In such cases, all of the data from a particular file may not be able to be exported to the other format. For example, a table with 54,000 rows was exported to Microsoft Excel and only 16,000 of the rows were in the exported file. This is not a limitation of Salesware module but of the application to which the file is exported. Please check such limitations in the software manuals for the application before attempting to export.
• Exporting most reports causes the same level of detail to be exported no matter what the detail selection is.
How to preview a report
Once the parameters are set, you can preview your report on your monitor by clicking the Preview button.
Note: Depending on which printer is currently selected, the Preview button displays the report to the screen accordingly. Therefore, if you left a card printer selected, Preview displays only a small portion of the report.
How to create an HTML file
It is possible to print the report to an .html file. Once the report criteria are entered, click the HTML button and save the report.
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How to create a PDF file
It is possible to print the report to a .pdf file for use with Adobe Acrobat, Adobe Reader, or some other application capable of opening a .pdf file. Once the report criteria are entered, click the PDF button and save thereport.
How to print a report
If you have one report to print and the preview is acceptable, click the Print button and the report is printed.
How to select a printer:To select a printer for your reports, double-click the Default Printer field. A window with printers and the currently selected printer is displayed (which is the printer that is assigned as the default printer for this computer in Windows). Once a different printer is selected in this window, SysManager “remembers” and uses this as the default printer for reports until it is changed.
How to use special options to print:If you position the mouse in the blank space in the report window above the Export button and right-click, a menu with several options is displayed. All settings that appear here are per report for the currently logged in operator. Whatever is set for a particular report and a particular operator is saved until it is changed here.
• About This Report - Select this to display the title of the current report in a small box at the top of your screen.
• Minimize While Working - Select this to minimize the criteria form while the data is being gathered to print.
• Release Form After Printing - Select this to make the form for this report disappear once you have printed the report. If this selection is not checked, the form for this report returns after printing, which is handy if you are printing more than one copy of a particular report.
• Do NOT Print Logo - Select this to suppress the printing of your company logo on this report (in case you want a quick report and you’re printing to a printer that takes a long time to print graphics). For the steps you follow to add a logo to your reports, see How to insert pictures/logos into Siriusware reports.
• Select Printer… - Select this to select a printer for this report – see How to select a printer:.
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How to use Add 2 Q If you would like to print several different reports, it is more efficient to add each report to the print queue and then print the reports at once. To do this, after you have previewed a report, click the Add 2 Q button to add the report to the print queue (the report shows as a minimized window at the bottom of the ReportManager screen). When you are done queuing reports, click the Print button (or the Print Q button on the button bar) and the queued reports are printed.
How to configure reporting information in SysManager
The following are some essential things to consider in your initial setup in SysManager that help in reporting.
How to name your DCIs, salespoints, accounts and their groups
In naming DCIs, salespoints and accounts, it is important to name them so that they sort by order by numbers, then letters. The reason for this is when setting ranges in ReportManager, that there is a consecutive grouping in which to choose from. ReportManager sorts ranges numeric/alpha.
How to set up security for reporting in SysManager
Security for the features of ReportManager is set up in SysManager with role-based security. You can assign different roles different security for access to view and run reports. See Salesware 3.x security levels vs. Salesware 4.0 security roles for information on role-based security.
How to add company information and logo to reports
The title of all reports can contain your company name and information. You can enter your company information (name, address and phone number as well as a logo) in a central location in SysManager to make it available for reports and other printed items. To enter your company information:
1. Go to SysManager > Preferences > Company Information. 2. Enter your Company Name, Address and Phone (USA) or Phone (Non-USA) in the fields provided. 3. Click the Save button.
Your logo or any other .bmp (bitmap) picture can be incorporated into all reports produced in SysManager and ReportManager.
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Notes:
• You cannot tailor some reports to print your company information and some not to print it. If there is information entered, it is printed.
• You can suppress the printing of your company logo during the print report process.
How to run the Cash Drawer Report
The Cash Drawer Report may be one of your most commonly used reports. It allows you to input sales receipts and review information regarding all sales transactions in order to close out at the end of the day. It is normally run for a particular day or a particular shift. A payment type breakdown that shows where an operator might be over or under, and an over and under ticket stock section are included. The report can be run for one operator and all salespoints to print a report for a single operator, or for one salespoint and all operators to see a report for a particular salespoint.
accesso recommends using the blind cash-out process for end-of-day procedures. Operators bring their cash bags at the end of the day or shift, with amounts for each payment type counted. A manager takes the cash bags, verifies the amounts and enters them into the Cash Drawer Report screen. The manager then runs the reports instead of the operators running them. This allows the most control over the cash-out process.
In ReportManager, click on the Cash Drawer button or go to Reports > Cash Drawer. A dialog window opens that allows you to select ranges and filter data.
The Report Criteria tab Settings on this tab are summarized in the following screen capture and table.
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Setting Description
Filter Operators Select a range of operators to include in the report.
All salespoints Select this to view all salespoints (default).
Range Select this to specify a range of salespoints for this report.
Group Select this to specify a range of salespoint groups for this report.
Sold Select this to report by items sold during the specified time period.
Closed Select this to report by when drawer was submitted from salespoint.
Finalized Select this to report when the closed drawer finalized via ReportManager.
Date Range Enter a date range for which to generate a report using the Beginning and Ending Date fields.
Pmt Type A list of available payment types.
Amt Counted Enter the amounts counted for actual receipts for each payment type.
Account Activity Select this to include a section of the report on account activity (which includes Account name for transactions).
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Detail Report Select this to see a line by line (transaction by transaction) report of everything that was done during the period, including messages input, pass numbers sold, guest information, account names, and specials applied; if you are selling passes, you can see to whom the operator sold passes. Note: A single transaction that includes multiple guest records lists only the first guest name on the report.
Pmt Type Breakdown
Select this to see how the receipts gathered compare to the payment information entered at the salespoint (Over/Short report). Note: The over and short information calculated by this portion of the report is not stored anywhere in Sales. Therefore, if you want to save this information for future reference, you either keep a copy of the report, or print it again in the future with the same criteria.
Subtotal by UDF Select this to report subtotals by user defined fields.
Use physical counts from closeouts
Select this if you want the report to use the operator’s entered amounts when the salespoint was closed out, rather than physically counting and entering the amounts here.
Specials Select this to include a section of the report on specials.
Specials – by User Defined field
Select this to include a section of the report on specials by User Defined field.
Starting – Ending Stock #s tab
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This tab allows ticket stock inventory control data to be reported, for those users who are tracking stock numbers. Actual stock numbers used are compared to tickets printed. There is an over and under line regarding ticket stock on the report.
Setting Description
Ticket #1, #2 Enter the beginning ticket number (from the roll issued to the operator) and the ending ticket number (when the roll of tickets is returned) of the tickets that were printed today in the fields provided.Fields for three rolls each of two types of tickets are provided.Note: The beginning and ending ticket numbers are entered here and used for this report, but are not stored permanently in Sales. Thus, if you want a record of beginning and ending ticket numbers, you must save a hard copy of this report.
Voucher #1, #2 Enter the beginning and ending voucher numbers of the vouchers that were printed today, if you are using numbered stock. Fields for three rolls each of two types of vouchers are provided.
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Once you have selected your dates and filters you can run the report by either selecting Preview, Print, HTML, orPDF, or you can export the report data to another type of file format.
How to run the Daily Summary Report
The Daily Summary Report allows you to print a single report that consolidates daily close-out information. You can run this report by operator and/or salespoint, and for any date/time period. The report includes the following summary pages:
• Summary Cash Drawer Report - Lists items sold, numbers sold, numbers returned, average price, gross sales, discounts applied, amount collected, amount on account, number of admissions, yield and totals.
• Payment Type Breakdown Report - Lists payment group, payment type, receipts, foreign currency amounts, sales, and over/short amounts, grand totals and overall over/short.
• Account Detail Report – Lists items sold on account.• Daily Summary Report - Lists receipts by profit center with net amounts and number of admissions, and
payments by payment method, a balance and discounts taken.
In ReportManager, click on the Daily Summary button or go to Reports > Daily Summary. A dialog window opens that allows you to select ranges and filter data.
The Report Criteria tab
Settings on this tab are summarized in the following screen capture and table.
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Setting Description
Sold On Select this to report by items sold during the specified time period.
Closed On Select this to report by items when drawer was submitted and closed on from salespoint.
Finalized On When the closed drawer finalized via ReportManager.
Subtotal payment breakdown by UDF
Select this to view subtotal of payment breakdown by user defined field in the report. Note: Set up UDF in SysManager > Activities > Financial Lists > Payment Types.
Show Over and Short amounts on closed drawers
Select this to optionally print an over-short report for the specified criteria. This shows over and short amounts by payment type for closed drawers.
Note: This option is only available if reporting by Closed On or Finalized On. Option is disabled if Sold On is selected.
Date Range Select a date range for which to print daily summary information.
Filter Operators Select this to select a range of operators to report on.
All salespoints Select this to view all salespoints (default).
Range Select this to activate the range of salespoints.
Group Select this to activate the range of salespoint groups.
Once you have selected your dates and filters you can run the report by either selecting Preview, Print, HTML, or PDF, or you can export the report data to another type of file format.
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Sample Daily Summary Reports Sample Summary Cash Drawer Report
Sample Payment Type Breakdown Report
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Sample Account Detail Report
Sample Daily Summary Report
How to run the Gross Receipts Report
The Gross Receipts Report allows you to view sales information (who sold that day and what they entered as payment collected at the salespoint) over a time period by a variety of parameters. It allows you to see all operators who logged in for a particular day and what they collected.
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In ReportManager mouse click on Gross Receipts button or go to Reports > Gross Receipts. A dialog window opens that allows you to select ranges and filter data.
The Report Criteria tab
This tab allows you to view admissions by sale or valid date, for a particular date range, and by product. Settings onthis tab are summarized in the following screen capture and table.
Setting Description
Sold On Select this to report by items sold during the specified time period.
Closed On Select this to report by when drawer was submitted from salespoint.
Finalized On Select this to report when the closed drawer finalized via ReportManager.
… Through … Enter a date range for which to generate a report using the beginning and ending date fields.
Sort By Choose a field by which the data in the report is sorted.
Detail Report Select this to see the data transaction by transaction.
No Pmt Type Breakdown
Select this not to report how the receipts gathered compare to the payment information entered at the salespoint (Over/Short Report).
Pmt Types Alphabetically
Select this box to see the payment type breakdown alphabetically by payment type.
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Pmt Types by Group
Select this to see the payment type breakdown by Pmt Type Group, as defined in SysManager > Activities > Financial Lists > Payment Types.
Additional Filters tab
This tab allows you to apply additional filters to the report. Settings on this tab are summarized in the following screen capture and table.
Setting Description
Filter Operators Select this to specify a range of operators for the report.
All salespoints Select this to view all salespoints (default).
Range Select this to specify a range of salespoints for this report.
Group Select this to specify a range of salespoint groups for this report.
Custom Filter Allows a custom filter to be entered to further define the output of the report.
Once you have selected your dates and filters you can run the report by either selecting Preview, Print, HTML, or PDF, or you can export the report data to another type of file format.
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Sample Gross Receipts Report
How to run the Payment Types By Salespoint Report In ReportManager go to Reports > Financial Reports > Payment Types by Salespoint. A dialog opens that allows you to select ranges and filter data.
The Report Criteria tab
This tab allows you to view payment types by Sold On, Closed On or Finalized On, for a particular date range, and allows sorting by payment groups (credit cards, cash and checks) and alphabetically by product. Settings on this tab are summarized in the following screen capture and table.
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Setting Description
Sold On Select this to report by items sold during the specified time period.
Closed On Select this to report by items when drawer was submitted and closed on from salespoint.
Finalized On When the closed drawer finalized via ReportManager.
Date Range Select a date range for which to report payment type information.
Payment Types Alphabetically
Select this to sort payment types alphabetically in the report
Payment Types By Payment Group
Select this to sort payment types by payment group in the report.
Additional Filters tab
This tab allows you to apply additional filters to the report. Settings on this tab are summarized in the following screen capture and table.
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Setting Description
Filter Operators Select this to select a range of operators to report on.
All salespoints Select this to view all salespoints (default).
Range Select this to activate the range of salespoints.
Group Select this to activate the range of salespoint groups.
Custom Filter Allows a custom filter to be entered to further define the output of the report.
Once you have selected your dates and filters you can run the report by either selecting Preview, Print, HTML,PDF or you can export the report data to another type of file format.
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Sample Payment Types by Salespoint Report
How to run the Period Sales Report
The Period Sales Report allows you to view sales information over a time period by a variety of parameters. It includes how much of what was sold, discounts, taxes and fees, money collected and admissions information.
In ReportManager, click on Period Sales button go to Reports > Period Sales. A dialog window opens that allows you to select ranges and filter data.
The Report Criteria tab
Settings on this tab are summarized in the following screen capture and table.
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Setting Description
Sold On Select this to report by items sold during the specified time period.
Valid On Select this to report by items valid during the specified time period.
Closed On Select this to report by items when drawer was submitted from salespoint.
Finalized On When the closed drawer finalized via ReportManager.
Date Range Select a date range for which to print Items sold using the Beginning and Ending Date fields.
Print: Depts Only; Depts/Cats; Depts/Cats/Items; Full Detail; Depts/Cats/Items with Modifier Breakout
Select the level of product detail for the report.
Dept/Cat/Item Select this if you want to report on a range of items instead of all.
Additional Filters tab
This tab allows you to further define operator, salespoint and account criteria for the report. Fields on this tab are summarized below.
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Setting Description
Filter Operators Select this to report by items sold during the specified time period.
All salespoints Select this to report by all salespoints.
Range Select this to specify a range of salespoints for the report.
Group Select this to specify a range of groups for the report.
Run Report per Account
Select this to report on period sales by account.
Custom Filter Allows a custom filter to be entered to further define the output of the report.
Note: The table Transact is the table available to this custom filter. Use the alias t.
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Profit Center Split tab
This tab allows you to define profit center split parameters for this portion of the report. Settings on this tab are summarized in the following screen capture and table.
Setting Description
Display Daily Summary Select this to include the Daily Summary Report.Note: This option is only allowed to be checked when the Period Sales Report is run by Sold On, Closed On, or Finalized On. Option is disabled when the Period Sales Report is run by Valid On.
Display Profit Center Split Summary Select this to include the selected profit center split data in your report.
Show Unsplit Amounts Select this to include a summary of the amounts allocated to taxes, fees and discounts, etc.
Show Zero Dollar Items Select this to include $0 items.
Note: Some resorts like $0 items to be grouped by profit center in order to calculate yield based on quantity. If you want to report on $0 items, each item must be assigned a profit center, or None if no
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profit center. Otherwise, the items with no profit center all show up in the first profit center.
Resplit Profit Centers Select this to re-allocate historical sales to current profit centers in the report. Note: Re-splitting profit center amounts does not change the actual money allocated to each profit center – it simply shows you how the money would have been allocated given that your profit center split was defined that way. Note: Transactions that do not have items associated with them cannot be re-split because there is no item from which to get the split information. These transactions show in invoices with **TRANS** in the Department, Category and Item fields – they are created in SysManager or any time a payment is applied to an invoice through Sales without selling an item.
Split Tax Amount Include the tax amount in the money to be re-split.*
Split Fee Amount Include the fee amount in the money to be re-split.*
Split Discount Amount Include the discount amount in the money to be re-split.*
* Note: Profit centers are usually where profit is allocated (i.e., after taxes, fees and discounts are taken out). However, sometimes it is useful to see amounts split out differently. These check boxes allow you to report on the effect if amounts had been allocated differently.
Once you have selected your dates and filters you can run the report by either selecting Preview, Print, HTML, or PDF, or you can export the report data to another type of file format.
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Sample Period Sales Report
How to run the Profit Center Split Comparative Report The Profit Center Split Comparison Report allows you to view and compare sales by profit center split between two ranges of dates. This is useful for performing trend analysis to see how well items are selling from year to year or season to season. Un-split amounts can also be included, and the option to re-split amounts is provided.
In ReportManager go to Reports > Financial Reports > Profit Center Split Comparison. A dialog window opens that allows you to select ranges and filter data.
Report Criteria tab Settings on this tab are summarized in the following screen capture and table.
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Setting Description
Enter Two Date Ranges To Compare
Select two sets of date ranges (Range 1 and Range 2) to compare to.
Sort/Group Select how you want report to sort, by Profit Center – Then DCI or by DCI Only.
Style Select which style of report to appear when printed.
Base Report On: Sale Date Select this if you want to report on date items sold.
Base Report On: ValidDate Select this if you want to report on date items used.
Print: Profit Centers Only; PC, Depts; PC, Depts,Cats; PC, Depts, Cats, Items
Select the level of detail you want to print in report.
Additional Filters tab
This tab allows you to further define operator, salespoint, profit center and DCI criteria for the report. Settings on this tab are summarized in the following screen capture and table.
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Setting Description
Operators Select this to specify a range of operators for the report.
Sales Points Select this to specify a range of salespoints for the report.
Profit Centers Select this to specify a range of profit centers for the report.
Department Select this to specify a range of Departments for the report.
Category Select this to specify a range of Categories for the report.
Item Select this to specify a range of Items for the report.
Exclude payments to accounts
Select this to exclude payments to accounts from the profit center split data.
Custom Filter Allows a custom filter to be entered to further define the output of the report.
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Resplit/Show tab
This tab gives you the option to re-split the profit centers in the event that they have changed over time, so that the report reflects historical sales as allocated to current profit centers. You also have the option to show or not show “un-split” amounts (unallocated revenue). Settings on this tab are summarized in the following screen capture and table.
Note: Re-splitting profit center amounts does not change the actual money allocated to each profit center – it simply shows you how the money would have been allocated given that your profit center split was defined that way.
Setting Description
Resplit Profit Centers Check this box if you would like to re-allocate historical sales to current profit centers.When this box is checked, a warning message is displayed, informing you that,“Re-Splitting Can Take a LOT of Time” and asking you if you are sure. If you responded by clicking Yes, the three check boxes underneath it become active.
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Note: Profit centers are usually where profit is allocated (i.e., after taxes, fees and discounts are taken out). However, sometimes it is useful to see amounts split out differently. So, these check boxes allow you to see what the effect would be if youallocated amounts differently. For example, ignoring discounts, how much money would have gone to each profit center? In this case, the Split Discount Amountcheck box would be checked to include this money in the amount to be split.
Split Tax Amount Check this box if you want to include the tax amount in the money to be re-split.*
Split Fee Amount Check this box if you want to Include the fee amount in the money to be re-split.*
Split Discount Amount Check this box if you want to Include the discount amount in the money to be re-split.*
Column Titles: Range 1 and Range 2
Allows you to customize the column titles for Range 1 and Range 2 comparisons.
Show: Unsplit Amounts Select this to include unsplit amounts in the report.
Show: Zero Dollar Items Select this to include zero dollar items in the report.
Show: Item description instead of item code
Select this to include item description instead of item code in the report.
* Note: Transactions that do not have items associated with them cannot be re-split because there is no item from which to get the split information. These transactions show in invoices with **TRANS** in the Department,Category and Item fields – they are created in SysManager or any time a payment is applied to an invoice through Sales without selling an item.
Example Profit Center Split Comparative Report
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How to run the Profit Center Split Report
The Profit Center Split Report allows you to view sales by profit center split. Un-split amounts can also be included, and the option to re-split amounts is provided.In ReportManager, click on Profit Ctr Split button or go to Reports > Profit Ctr Split. A dialog window opensthat allows you to select ranges and filter data.
The Report Criteria tab
Settings on this tab are summarized in the following screen capture and table.
Setting Description
Sold On Select this to report by items sold during the specified time period.
Valid On Select this to view data for items valid for the date range.
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Closed On Select this to report when a drawer was submitted from the salespoint during a specific time period.
Finalized On Select this to report when the closed drawer finalized via ReportManager.
… Through … Enter a date range for which to generate a report using the Beginning and Ending Date fields.
Type of Sales: Standard
Select to view profit center split information for standard sales.
Type of Sales: Saved Select to view profit center split data for saved sales.
Print: Depts Only, Depts/Cats, Depts/Cats/Items, Full Detail
Select the level of product detail for the report – Departments only; Departments and Categories; Departments, Categories and Items; or a transaction-by-transaction level of detail (Full Detail).
Exclude payments to accounts
Select this to exclude payments to accounts from the profit center split data.
Dept/Cat/Item Enter a DCI range for which to generate report for Departments, Categories or Items.
Additional Filters tab This tab allows you to further define operator, salespoint, and profit center criteria for the report. Fields on this tab are summarized below.
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Setting Description
Filter Operators Select this to specify a range of operators for the report.
All salespoints Select this to view all salespoints (default).
Range Select this to specify a range of salespoints for this report.
Group Select this to specify a range of salespoint groups for this report.
Filter Profit Centers Select this to specify a range of profit centers for this report.
Custom Filter Allows a custom filter to be entered to further define the output of the report
Note: The table Transact is the table available to this custom filter. Use the alias tr.
Profit Center Split tab
This tab gives you the option to re-split the profit centers in the event that they have changed over time, so that the report reflects historical sales as allocated to current profit centers. You also have the option to show or not show “un-split” amounts (unallocated revenue). Settings on this tab are summarized in the following screen capture and table.
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Note: Resplitting profit center amounts does not change the actual money allocated to each profit center – it simply shows you how the money would have been allocated given that your profit center split was defined that way.
Setting Description
Show Unsplit Amounts
Select this to include unallocated revenue.
Show Zero Dollar Items
Select this to include $0 items.
Note: Some resorts like $0 items to be grouped by profit center in order to calculate yield based on quantity. If you want to report on $0 items, each item must be assigned a profit center, or None if no profit center. Otherwise, the items with no profit center all show up in the first profit center.
Resplit Profit Centers
Check this box if you would like to re-allocate historical sales to current profit centers.
Note: When this box is checked, a warning message is displayed, informing you that,“Re-Splitting Can Take a LOT of Time” and asking you if you are sure. If you responded by clicking Yes, the three check boxes underneath it become active.
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Note: Profit centers are usually where profit is allocated (i.e., after taxes, fees and discounts are taken out). However, sometimes it is useful to see amounts split out differently. So, these check boxes allow you to see what the effect would be if you allocated amounts differently. For example, ignoring discounts, how much money would have gone to each profit center? In this case, the Split Discount Amount check box would be checked to include this money in the amount to be split.
Split Tax Amount Select this to include the tax amount in the money to be re-split.*
Split Fee Amount Select this to include the fee amount in the money to be re-split.*
Split Discount Amount
Select this to include the discount amount in the money to be re-split.*
* Note: Transactions that do not have Items associated with them cannot be re-split because there is no item from which to get the split information. These transactions show in invoices with **TRANS** in the Department, Category and Item fields – they are created in SysManager or any time a payment is applied to an invoice through Sales without selling an item.
Once you have selected your dates and filters you can run the report by either selecting Preview, Print, HTML, PDF or you can export the report data to another type of file format.
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Sample Profit Center Split Report
How to run the Admissions Report
The Admissions Report allows you to gather admission information and view admissions sold or valid during a specific date range. You can run this report by how many admissions were sold versus how many were valid during the specified period in order to track your multi-day skier visits.
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In ReportManager, click on Admissions button or in the file menu, go to Reports > Admissions. A dialog window opens that allows you to select ranges and filter data.
The Report Criteria tab This tab allows you to view admissions by sale or valid date, for a particular date range, and by product. Fields on this tab are summarized below.
Setting Description
Sale Date Select this to review admissions sold for the date range.
Valid Date Select this to review admissions valid for the date range.
Note: If you sell items with multiple admissions per item but have a SysManager > Activities > DCIs > New/Edit > General tab > Time Span of only a single day, you must specify how admissions are counted from SysManager > Preferences > Passes (also applies to tickets). If Admissions (front loaded) is selected, just one admission is counted per item, regardless of how many admissions are specified from the SysManager > Activities > DCIs > New/Edit > General tab > Admissions spinner. If Time Span (% spread) is selected, the number of admissions selected from the SysManager > Activities > DCIs > New/Edit > General tab > Admissions spinner are counted for the
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item. The Admissions or Time Span button has no effect for admissions reporting.
… Through … Select a date range for which to view admissions using the Beginning and Ending Date fields.
First Day of Season Enter the first day of your ski season to estimate season pass usage.
Last Day of Season Enter the last day of your ski season to estimate season pass usage.
Print: Depts Only, Depts/Cats, Depts/Cats/Items
Choose the level of product detail for the report to cover – Departments only, Departments and Categories, or Departments, Categories and Items.
Dept/Cat/Item Select this to select a range to report on (numeric-alpha order).
Pass Calculation tab This tab allows you to estimate pass use, so that admissions not calculated via passes can also be included in the report. Settings on this tab are summarized in the following screen capture and table.
Setting Description
Calculate Estimated Pass Use Select this to activate the rest of the fields in the tab.
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# Local Passes Enter the number of local passes that you estimate have been sold.
# Other Passes Enter the number of other passes that you estimate have been sold.
National Average of Season Pass Use
Enter the national average of season pass usage to estimate season pass usage.
Avg # Employees Enter the number of employee passes that you have estimated have been issued.
National Average of Employee Pass Use
Enter the national average of employee pass usage to estimate employee pass usage.
Additional Filters tab
This tab allows you to apply additional filters to the report. Settings on this tab are summarized in the following screen capture and table.
Settings Description
All salespoints Select this to view all salespoints (default).
Range Select this to activate the range of salespoints.
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Group Select this to activate the range of salespoint groups
Range from Select a range of salespoints to view admissions. Note: Range of salespoints must be consecutive in numeric-alpha order, otherwise, must run individual ranges for non-sequenced salespoints (see naming considerations in How to configure reporting information in SysManager).
Group Select a range of salespoint groups to view admissions.
Custom Filter Allows a custom filter to be entered to further define the output of the report
Note: The table transact is the only table available to this custom filter. No alias is used.
Once you have selected your dates and filters you can run the report by either selecting Preview, Print, HTML, or PDF, or you can export the report data to another type of file format. Sample Admissions Report
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How to Create Comps and Refunds Report
The Comps and Refunds Report allows you to view comps and refunds applied to sales by persons and reasons. In ReportManager go to Reports > Performance Reports > Comps and Refunds. A dialog window opens that allows you to select ranges and filter data.
The Select Criteria tab
This tab allows you to view either Comps or Refunds applied to sales. Settings on this tab are summarized in the following screen capture and table.
Setting Description
What to Print: Comps Select this to view and print Comps applied to sales.
What to Print: Refunds Select this to view and print Refunds applied to sales.
Comp. Persons Select this to activate a range selection of Comps applied by person to report on.
Comp. Reasons Select this to activate a range selection of Reasons for Comps to report on.
Date Range Enter a date range for which you would like to view Comps or Refunds using the Beginning and Ending Date fields.
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Detail Report Select this to include all detail for this report.
Custom tab This tab allows you to apply additional filters to the report. Settings on this tab are summarized in the following screen capture and table.
Setting Description
All salespoints Select this to view all salespoints (default).
Range Select this to activate and select the range of salespoints.
Group Select this to activate and select the range of salespoint groups.
Custom Filter Allows a custom filter to be entered to further define the output of the report.
Once you have selected your dates and filters you can run the report by either selecting Preview, Print, HTML, or PDF, or you can export the report data to another type of file format.
Sample Comps Report (Detail Report selected)
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Sample Refunds Report (Detail Report selected)
How to run the Discounts Performance Report The Discounts Report allows you to view items that were sold with an applied discount during a particular date range. The names of the specific specials that were applied are not included – items sold are grouped together by discount amount.
In ReportManager go to Reports > Performance Reports > Discounts. A dialog window opens that allows you to select ranges and filter data.
The Report Criteria tab Fields on this tab are summarized in the following screen capture and table.
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Setting Description
Date Range Select a date range for which to print items sold using the beginning and ending date fields.
Print per day Check this box if you want to the information broken out by day within the date range.
All salespoints Select this to view all salespoints (default).
Range Select this to activate and select the range of salespoints.
Group Select this to activate and select the range of salespoint groups.
Print: Depts Only; Depts/Cats; Depts/Cats/Items
Select the level of product detail for the report.
Additional Filters tab
This tab allows you to further define operator, salespoint and account criteria for the report. Fields on this tab are summarized in the following screen capture and table.
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Setting Description
Dept/Cat/Item Select this to further define the report criteria by specifying particular Departments, Categories and/or Items. The other fields become active – enter a range of Departments, Categories, and/or Items to include in the report.
Custom Filter Allows a custom filter to be entered to further define the output of the report.
Note: The tables Transact and Items are available to this custom filter. Use aliases t and i respectively.
Once you have selected your dates and filters you can run the report by either selecting Preview, Print, HTML, or PDF, or you can export the report data to another type of file format.
Sample Discount Performance Report
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How to run the Items Performance Report The Items Performance Report allows you to view information about how particular items are selling.
In ReportManager go to Reports > Performance Reports > Items. A dialog window opens that allows you to select ranges and filter data.
The Report Criteria tab Fields on this tab are summarized in the following screen capture and table.
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Setting Description
Date Range Select a date range for which to print items sold using the Beginning and Ending Date fields.
All accounts Select this to report the items performance by all accounts (default).
Range Select this to activate and select a range of accounts to report on items performance.
Type Select this to activate and select a range of type of accounts to report on items performance.
Print: Depts Only; Depts/Cats; Depts/Cats/Items; Depts/Cats/Items with Modifier Breakout
Select the level of product detail for the report.
Additional Filters tab
This tab allows you to further define operator, salespoints and account criteria for the report. Fields on this tab are summarized in the following screen capture and table.
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Setting Description
Dept/Cat/Item Select this to further define the report criteria by specifying particular Departments, Categories and/or Items. The other fields become active –enter a range of Departments, Categories, and/or Items to include in the report.
All salespoints Select this to view all salespoints (default).
Range Select this to activate and select the range of salespoints.
Group Select this to activate and select the range of salespoint groups.
Custom Filter Allows a custom filter to be entered to further define the output of the report.
Note: The tables Transact, Items (and Sale_Hdr if by account) are available to this custom filter. Use the aliases t, i, and s, respectively.
Once you have selected your dates and filters you can run the report by either selecting Preview, Print, HTML, or PDF, or you can export the report data to another type of file format.
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Sample Items Performance Report
How to run the Max4Sale By DCI Performance Report The Max4Sale By DCI Performance Report allows you to view quantities sold and remaining on Max4Sale items and related information including price before discount, amount of discount, discounted price, and a total dollar amount.
In ReportManager go to Reports > Performance Reports > Max4Sale by DCI. A dialog window opens that allows you to select ranges and filter data.
The Report Criteria tab Fields on this tab are summarized in the following screen capture and table.
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Setting Description
Date Range Enter a date range for which you would like to view Max4Sale items using the beginning and ending date fields.
Dept/Cat/Item Select this to activate and elect a range of items to report on.
Once you have selected your dates and filters you can run the report by either selecting Preview, Print, HTML, orPDF, or you can export the report data to another type of file format.
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Sample Max4Sale By DCI Performance Report
How to run the Messages Performance Report
The Messages Report allows you to view information regarding messages (up to twenty-five characters, associated with transaction line items) that have been entered at salespoints. The default report prints each message associated with items sold during a user-defined time period, with the number of times the message was printed, and the dollar amount in associated sales for each message. The detail report adds the date, time, department, category and item for each transaction associated with a message that fits the user-defined report criteria. In ReportManager go to Reports > Performance Reports > Messages. A dialog window opens that allows you to select ranges and filter data.
The Report Criteria tab
Fields on this tab are summarized in the following screen capture and table.
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Setting Message
Message Select the range of messages that you would like to include in this report (messages are in ASCII order − you may want to set up a code system if you want to use this feature to make printing ranges of messages easy).
Date Range Select the date range during which you would like to view messages.
All salespoints Select this to view all salespoints (default).
Range Select this to activate and select the range of salespoints.
Group Select this to activate and select the range of salespoint groups.
Custom Filter Allows a custom filter to be entered to further define the output of the report.
Note: The table Transact is available to this custom filter. Use the alias t.
Once you have selected your dates and filters you can run the report by either selecting Preview, Print, HTML, or PDF, or you can export the report data to another type of file format.
How to run the Saved Period Sales Report The Saved Period Sales Report allows you to view saved sales information over a time period by a variety of parameters. It includes how much of what was sold, discounts, taxes and fees, money collected and admissions
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information. It is basically the same as the Period Sales Report, except it reports on saved sales and does not have profit center split information.
In ReportManager go to Reports > Financial Reports > Saved Period Sales. A dialog window opens that allows you to select ranges and filter data.
The Report Criteria tab
Fields on this tab are summarized in the following screen capture and table.
Setting Description
Sold On Select this to report by items sold during the specified time period.
Valid On Select this to report by items valid during the specified time period.
Date Range Select a date range for which to print items sold using the Beginning and Ending Date fields.
Print: Depts Only; Depts/Cats; Depts/Cats/Items; Full Detail
Select the level of product detail for the report.
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Additional Filters tab
This tab allows you to further define operator, salespoints and account criteria for the report. Fields on this tab are summarized in the following screen capture and table.
Setting Description
Filter Operators Select this to report by items sold during the specified time period.
All salespoints Select this to report by all salespoints.
Range Select this to specify a range of salespoints for the report.
Group Select this to specify a range of sales groups for the report.
Last save operator/salespoint
Select this to view the last operator and salespoint to save sale.
Original operator/salespoint
Select this to view original operator and salespoint that sale was created and saved.
Filter Departments Select this to specify a range of Departments.
Custom Filter Allows a custom filter to be entered to further define the output of the report.
Note: The table tr_save and sh_save are available to this custom filter. Use the aliases t and s respectively.
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Profit Center Split tab
This tab allows you to define profit center split parameters for this portion of the report. Fields on this tab are summarized in the following screen capture and table.
Setting Description
Split Profit Centers Select this to activate Split Profit Centers reporting options.
Show Unsplit Amounts Select this to include a summary of the amounts allocated to taxes, fees and discounts, etc.
Show Zero Dollar Items Select this to include $0 items.
Note: Some resorts like $0 items to be grouped by profit center in order to calculate yield based on quantity. If you want to report on $0 items, each item must be assigned a profit center, or None if no profit center. Otherwise, the items with no profit center all show up in the first profit center.
Resplit Profit Centers Select this to re-allocate historical sales to current profit centers in the report. Note: Re-splitting profit center amounts does not change the actual money allocated to each profit center – it simply shows you how the
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money would have been allocated given that your profit center split was defined that way. Note: Transactions that do not have items associated with them cannot be re-split because there is no item from which to get the split information. These transactions show in invoices with **TRANS** in the Department, Category and Item fields – they are created in SysManager or any time a payment is applied to an invoice through Sales without selling an item.
Split Tax Amount Include the tax amount in the money to be re-split.*
Split Fee Amount Include the fee amount in the money to be re-split.*
Split Discount Amount Include the discount amount in the money to be re-split.*
* Note: Profit centers are usually where profit is allocated (i.e., after taxes, fees and discounts are taken out). However, sometimes it is useful to see amounts split out differently. These check boxes allow you to report on the effect if amounts had been allocated differently.
Once you have selected your dates and filters you can run the report by either selecting Preview, Print, HTML, or PDF, or you can export the report data to another type of file format.
Sample Saved Period Sales Report
How to run the Saved Sales Audit Report
The Saved Sales Audit Report allows you to view saved sales for a given date, operator and or salespoint range. In ReportManager go to Reports > Financial Reports > Saved Sales Audit. A dialog window opens that allows you to select ranges and filter data.
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The Report Criteria tab
This tab allows you to view payment types by sold on, closed on or finalized on, for a particular date range, and allows sorting by payment groups (credit cards, cash and checks) and alphabetically by product. Settings on this tab are summarized in the following screen capture and table.
Setting Description
Saved Sale Creation Date
Select this to view saved sales by date of transaction.
Line Item Start Date
Select this to view saved sales by start date of products. Note: The start date option uses the date/time on the global DateTime button in Sales for each sale − if this date for a given sale falls within the specified range, all line items from that sale are included, no matter what they are set to individually.
Date Range Enter a date range for which you would like to view saved sales using the Beginning and Ending Date fields.
No Sales on Account
Select this to exclude sales on account from the report.
Sales on *GUESTS* Account Only
Select this to report on saved sales on *GUESTS* account only.
Note: Saved sales that are not done on a specific account are saved in a generic account called *GUESTS*.
Sales on Accounts Only
Select this to report on saved sales on account only.
All Saved Sales Select this to report on all saved sales (default).
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Additional Filters tab
This tab allows you to apply additional filters to the report. Settings on this tab are summarized in the following screen capture and table.
Setting Description
Operator Select an operator for which to view saved sale information.
Last save operator/salespoint
Select this to view the last operator and salespoint to save sale.
Original operator/salespoint
Select this to view original operator and salespoint that sale was created and saved.
All salespoints Select this to view all salespoints (default).
Range Select this to activate and select the range of salespoints.
Group Select this to activate and select the range of salespoint groups.
Custom Filter Allows a custom filter to be entered to further define the output of the report.
Note: The tables sh_save and tr_save are available to this custom filter. Use the aliases sh and tr respectively.
Once you have selected your dates and filters you can run the report by either selecting Preview, Print, HTML, PDF or you can export the report data to another type of file format.
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Sample Saved Sales Audit Report
How to run the Specials Performance Report
The Specials Performance Report allows you to view specials applied to items and related information including price before discount, amount of discount, discounted price and a total dollar amount.
In ReportManager go to Reports > Performance Reports > Specials. A dialog window opens that allows you to select ranges and filter data.
The Report Criteria tab Fields on this tab are summarized in the following screen capture and table.
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Setting Description
Date Range Enter a date range for which you would like to view specials using the Beginning and Ending Date fields.
Specials Select this to select a range of specials to report on.
Print: Select a level of product detail for the report to cover – Departments only, Departments and Categories, Departments, Categories and Items, or Full Detail.
Custom Specials Select this to include custom specials.
Messages Becomes active when Full Detail is selected. Select this to have the Message field included in report.
Additional Filters tab
This tab allows you to apply additional filters to the report. Fields on this tab are summarized in the following screen capture and table.
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Setting Description
Dept/Cat/Item Select this to activate and select the range of items.
Filter Operators Select this to activate and select the range of salespoints.
Filter Sales Points Select this to activate and select the range of salespoint.
Custom tab
Fields on this tab are summarized in the following screen capture and table.
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Setting Description
All Accounts Select this to report on all accounts (default).
Range Select this to activate and select a range of accounts.
Type Select this to activate and select a range of Type of Accounts.
Custom Filter Allows a custom filter to be entered to further define the output of the report
Note: The tables Transact and Specials are available to this custom filter. Use the aliases t and s respectively.
Once you have selected your dates and filters you can run the report by either selecting Preview, Print, HTML, PDF or you can export the report data to another type of file format.
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Sample Specials Performance Report (Detail Report selected)
How to run the Zip Code Performance Report
The Zip Code Performance Report allows you to view zip code information collected at the salespoints.
In ReportManager go to Reports > Performance Reports > Zip Codes. A dialog window opens that allows you to select ranges and filter data.
The Report Criteria tab
Fields on this tab are summarized in the following screen capture and table.
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Setting Description
By Zip Select this if you want your report to be sorted by zip code.
By State, City Select this if you want your report to be sorted primarily by state, secondarily by city.
Gross Select this if you want your report to list gross sales associated with each zip code.
Net Select this if you want your report to list net sales associated with each zip code.
All salespoints Select this to view all salespoints (default).
Range Select this to activate and select the range of salespoints.
Group Select this to activate and select the range of salespoint groups.
Date Range Select a date range for which to view the collected zip codes.
Additional Filters tab
This tab allows you to further define the department range, category range and item range for the report, as well as to define the operator range. Fields on this tab are summarized in the following screen capture and table.
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Setting Department
Filter Zip Codes Select this box if you would like to further define the range of zip codes for the report and select a range of zip codes for your report.
Filter States Select this box if you would like to further define the range of states for the report and select a range of states for your report.
Nothing from Accounts
Select this box if you want to exclude zip codes from account sales. Note: If group sales were made on account, these sales could skew the report (you may have 500 skiers with the same zip code, because you don’t know their actual individual zip codes). So you might want to exclude account zip code information.
No 00000 Values Check this box if you want to exclude zip codes with the value 00000.
No 99999 Values Check this box if you want to exclude zip codes with the value 99999.
No Empty Values Check this box if you want to exclude empty Zip code fields.
Custom Filter Allows a custom filter to be entered to further define the output of the report.
Note: The table Transact is available to this custom filter. Use the alias t.
Once you have selected your dates and filters you can run the report by either selecting Preview, Print, HTML, or PDF, or you can export the report data to another type of file format.
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Appendix A: Salesware security settings The following table lists and describes all security settings in Salesware module. To use these, see Define a new security role. This list is sorted by high-level module (ReportManager, Sales, SysManager, etc.) Within each high-level module, settings are grouped by functionality.
Description Definition AnalysisManager - Allow Custom Snap-In Applications
This setting is currently not functional.
BatchManager - Allow Editing Of Data In Forms
This setting currently not functional.
BatchManager - Allow Viewing Of Data In Forms
This setting currently not functional.
PayManager - Menu/Activities - Process Payroll
Allows payroll to be calculated for selected instructor.
PayManager - Menu/Activities - Export to Kronos
Allows payroll data to be exported to Kronos (Ski school payroll software).
PayManager - Menu/Activities - Manual Adjustments
Allows manual adjustments to be made to payroll data.
PayManager - Menu/Preferences - Kronos Allows changes to be made to the Export specifications.
PayManager - Menu/Preferences - Payroll Allows changes to be made to the payroll calculation period and overtime settings.
PayManager - Menu/Reports - Manual Adjustments Report
Allows access to viewing the Manual Adjustments Report.
PayManager - Menu/Reports - Product by Instructor
Allows access to viewing the Product by Instructor Report.
PayManager - Menu/Reports - Instructor Request Rates
Allows access to viewing the Instructor Request Rate Report.
PayManager - Menu/Reports - Class/Group Lessons
Allows access to viewing the Class/Group Lessons Report.
PayManager - Menu/Reports - Class Averages Allows access to viewing the Class Average Report. This refers to ski school classes and the average number in a class.
PayManager - Menu/Reports - Time Card Approval
Allows access to viewing the Time Card Approval Report.
PayManager - Menu/Reports - Instructor Return Rates
Allows access to viewing the Instructor Return Rate Report. This report looks at instructors and how many of their students return to that instructor.
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PayManager - Menu/Reports - Instructor Time Cards
Allows access to viewing the Time Card Approval Report.
PayManager - Menu/Reports - Instructor Wage Report
Allows access to viewing the Instructor Return Rate Report.
PayManager - Allow Custom Snap-In Applications
Setting currently not functional.
ReportManager – Unlock screen Allows an operator to log into ReportManager if a different operator was previously logged in and had ReportManager go idle.
ReportManager - CardWare – Allow Preview Full Swipe Numbers
Allows an operator to see the entire card number when running the Cardware Batch Detail Report or Cardware Individual Card Search Report. If the operator doesn’t have this setting he sees XXXXXXXXXXXX0009, or whatever the last four digits are.
ReportManager - Reports/CardWare - Batch Detail
Allows operator to run a report of Batch Detail for Charge Cards.
ReportManager - Reports/CardWare - Individual Card Search
Allows operator to run a report of Batch Detail for Charge Cards by individual card.
ReportManager - Rental - Tee Sheet Allows access to Running Tee Sheet Report in ReportManager.
ReportManager - Reports/Mailing Labels - Instructors
Allows export of mailing labels for instructors in ReportManager.
ReportManager - Reports/Lists - Instructor E-Message Listing
Allows access to instructor e-mail addresses in ReportManager.
ReportManager - Reports/Lists - Instructors Allows access to instructor names and information in ReportManager.
ReportManager - Reports/Lists - Lessons Allows access to lists of lesson types in ReportManager.
ReportManager - Reports/Accounts - Booking Schedule
Allows access to the Booking Schedule in ReportManager.
ReportManager - Reports/Accounts - Booking Confirmation
Allows access to Booking Confirmations in ReportManager.
ReportManager - Reports - Lesson - Canceled Lessons
Allows access to Canceled Lessons in ReportManager.
ReportManager - Reports/Lesson - Checked-In Instructors
Allows access the instructors that have checked in for work in ReportManager.
ReportManager - Reports/Lesson/Inst. Calendar - Consolidated
Allows access to the Consolidated Instructor Calendar in ReportManager.
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ReportManager - Reports/Lesson/Inst. Calendar - Cons. Weekly
Allows access to the Consolidate Instructor Calendar by week in ReportManager.
ReportManager - Reports/Lesson - Double Bookings
Allows access to a list of bookings that occur in the same time slot for the same person in ReportManager.
ReportManager - Reports/Lesson - Follow Up For Instructors
Allows access to a listing of guests taught by instructors so that the instructors can call them to drum up more business
ReportManager - Reports/Lesson - Guest Activity
Allows access to the Guest Activity Report with lessons in ReportManager.
ReportManager - Reports/Lesson/Inst. Calendar - Hill Sheet
Allows access to the Calendar with Instructors and Hill locations in ReportManager.
ReportManager - Reports/Lesson/Inst. Calendar - Individual
Allows access to the Calendar with Individual Instructors in ReportManager.
ReportManager - Reports/Lesson/Inst. Calendar - Inst Subtotl
Allows access to the Instructor Calendar - Instructor Subtotals Report.
ReportManager - Reports/Lesson - Instructor Performance
Allows an operator to access and run the Instructor Performance Report in ReportManager. The report is designed to compare instructors based on the percentage of lessons taught. It displays an amount and % of the total per instructor based on both the total qty and total revenue of the lessons included on the report.
ReportManager - Reports/Lesson - Lesson Performance
Allows access to Lesson Performance Report in ReportManager.
ReportManager - Reports/Lesson - Lesson Projections
Allows access to Lesson Projections Report in ReportManager.
ReportManager - Reports/Lesson - Location Schedule
Allows access to Schedule by Location in ReportManager.
ReportManager - Reports/Lesson - Payroll w/ Custom Formulas
Allows access and creation of a basic form of payroll calculation that the user can customize to a certain extent.
ReportManager - Reports/Lesson - Payroll Info
Allows access to Payroll information in ReportManager.
ReportManager - Reports/Lists - Validation Rules (Not Auto)
Allows operator to create and edit Validation Rules that are not automatic in ReportManager.
ReportManager - Reports/Lists - Access Record E-Message List
Allows operator access to the Access Record Email List in ReportManager.
ReportManager - Reports/Pass - Non-renewed Passes
Allows operator access to a report on non-renewed passes in ReportManager.
ReportManager - Reports/Pass - Remaining Unit Values
Allows operator to access a report on Remaining Unit values in ReportManager.
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ReportManager - Reports/Pass - Invalid Passes Allows operator to access the Blacklist (invalid passes) report in ReportManager.
ReportManager - Reports/Pass - Scan Activity Allows operators access to a report on scan activity for passes in ReportManager.
ReportManager - Reports/Pass - Access Activity
Allows operator access to a report on access activity for passes in ReportManager.
ReportManager - Reports/Pass - Pass Activity Allows operator to access a report on Pass Activity in ReportManager.
ReportManager - Reports/Pass - Scan Detail Allows operator to access Scan Detail Report in ReportManager.
ReportManager - Reports/Pass - Scanned Usage
Allows operator to access report on scanned item usage.
ReportManager - Reports/Lesson - Pod Booking
Allows access to POD Booking in ReportManager.
ReportManager - Reports/Lesson - Request Generated Dollars
Allows access to the report that tracks generated from request lessons for an instructor.
ReportManager - Reports - Lesson - Series Lessons
Allows access to a report on Lesson Series in ReportManager.
ReportManager - Reports/Lesson - Unpaid/Paid Lessons
Allows access to reports for lessons that are paid or unpaid in ReportManager.
ReportManager - Reports/Perf - Max4Sale By DCI
Allows operator to run a report for Performance/Max4Sale by DCI filtered by date, Department, Category, and Item.
ReportManager - Reports/Perf - Max4Sale By Lesson Category
Allows access to a report derived from Max4Sale by Lesson Category in ReportManager.
ReportManager - Reports/Perf - Max4Sale By Lesson Type
Allows access to a report derived from Max4Sale by Lesson Type in ReportManager.
ReportManager - Reports/Lists - Rental Inventory
Allows operator to run an inventory list of rental equipment.
ReportManager - Reports/Lists - Rental Binding Chart
Allows an operator to run a rental binding chart that lists all of the various binding settings.
ReportManager - Reports/Rental - Rental Activity
Allows an operator to a report that outlines rental activity.
ReportManager - Reports/Rental - Rental Returns Expected
Allows an operator to run a report that outlines the expected return of rental equipment.
ReportManager - Reports/Rental - Renter History
Allows an operator to run a report on a renter’s history of what equipment they have rented in the past.
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ReportManager - Reports/Rental - Inventory History
Allows an operator to run a report that details the history of the rental inventory.
ReportManager - Reports/Rental - Maintenance History
Allows operator to run a report that outlines the maintenance of the rental equipment.
ReportManager - Reports/Rental - Maintenance Schedule
Allows operator to run a report that outlines the maintenance schedule of the rental equipment.
ReportManager - Reports/Rental - Not Returned
Allows operator to run a report that outlines rental equipment that has not been returned.
ReportManager - Reports/Rental - Equipment Utilization
Allows operator to run a report that outlines the maintenance of the rental equipment.
ReportManager - Reports/Rental - Rental Projections
Allows operator to run a report that gives projections for rental equipment usage.
ReportManager - Menu/Activity - Print Q Allows the operator to manage the reports printed using the Add 2 Q button on the report screen.
ReportManager - Reports/Accounts - Account History
Allows operator to run a report for accounts and their histories by invoice, transaction or date range.
ReportManager - Financial - Server Banking Allows a wait person to take out a float/bank for change.
ReportManager - Reports/Accounts - Account Statements
Allows operator to run a report for accounts and their histories by invoice, transaction, date range, cutoff date and/or custom filter.
ReportManager - Reports/Financial - Unclosed Drawers
Allows operator to run a report for unclosed drawers by operator, date, sale or all three and/or custom filter.
ReportManager - Reports/Financial - Accounts Receivable
Allows operator to run a report for accounts receivable by account type, range, date, operator, salespoint and/or custom filter.
ReportManager - Reports/Accounts - Debitware Statements
Allows operator to run a report for In-House Cards statements from dates or Department, Category, Item and/or custom filter.
ReportManager - Reports/Financial - Profit Center Split
Allows operator to run a report for the Profit Center Split filtered by sold on, valid on, closed on, all or one of the Departments, Categories or Items, date, operators, show zero dollar amounts and unsplit a mounts and custom filter.
ReportManager - Reports/Financial - Saved Sales Audit
Allows operator to run a report for saved sales and filtered by Saved Sale creation, Line Item start date, various sales types, operator and/or custom filter.
ReportManager - Reports/Guest - Guest Journal
Allows operator to run a report for Guest notes filtered by Created on or Due dates, operators and/or custom filter.
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ReportManager - Reports/Guest - Reservations
Allows operator to run a report for Guest reservations including Arrival, Departure, Print Tickets, Deposit Due, Final Payments, Creation Dates and by every Guest field available.
ReportManager - Reports/Inventory - Cost Analysis
Allows operator to run a report for Cost Analysis by date, Department, Category, Item, Locations and/or custom filter.
ReportManager - Reports/Inventory - Zero Onhand
Allows operator to run a report for Zero on Hand by date, Department, Category, Item, Matrix items, Inventory and non-Inventory Items, Locations and/or custom filter.
ReportManager - Reports/Inventory - Vendor History
Allows operator to run a report for Inventory Vendor information by date range, Department, Category and Item and/or custom filter.
ReportManager - Reports/Inventory - Transfer Report
Allows operator to run a report for Inventory items transferred from one location to another sorted by date range, types of transactions, items to include, Department, Category and Item and/or custom filter.
ReportManager - Reports/Inventory - Reorder Allows operator to run a report for Inventory re-ordering by vendor, matrix items, locations date range, Department, Category and Item and/or custom filter.
ReportManager - Reports/Inventory - Sales Leaders
Allows operator to run report for Inventory Sales leaders Quantity, Retail, Profit Margins, date range, location, sub class, season, Department, Category and Item and/or custom filter.
ReportManager - Inventory - Valuation Allows operator to run a Retail Report that values inventory.
ReportManager - Inventory - Velocity Allows operator to run an Inventory Velocity Report. This shows how an item performs per week over that last eight weeks.
ReportManager - Reports/Inventory - Inventory History
Allows operator to run a report for Inventory History filtered by date, Department, Category, Item, Location and/or custom filter.
ReportManager - Reports/Inventory - Qty On Hand
Allows operator to run a report for Inventory Quantity on Hand filtered by date, matrix items, Department, Category, Item, Location and/or custom filter.
ReportManager - Reports/Inventory - On Order/Backorder
Allows operator to run a report for Inventory On Order/Backorder filtered by date, matrix items, Department Category, Item, Location and/or custom filter.
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ReportManager - Reports/Inventory - Phis Invent Worksheet
Allows operator to run a report for a Physical Inventory Worksheet filtered by tracking, matrix items, Department, Category, Item, Location and/or custom filter. Report can also print a blind report with no on-hand column or it can also include New Items with no activity.
ReportManager - Reports/Inventory - Profit & Loss
Allows operator to run a report for Profit and Loss filtered by date, Department, Category, Item, Location and/or custom filter.
ReportManager - Reports/Inventory - PO History
Allows operator to run a report for Inventory PO History filtered by PO #, date and/or custom filter. You can also print a summary or a detail report.
ReportManager - Reports/Inventory - Pull Sheet Listing
Allows operator to run a report for Pull Sheet filtered by date, Department, Category, Item, Location and/or custom filter, Inventory type, Inventory cost and value.
ReportManager - Reports/Inventory - Receiver Report
Allows operator to run a report for Receiving filtered by date, Department, Category, Item, PO # and/or custom filter.
ReportManager - Reports/Performance - Discounts
Allows operator to run a report for Performance /Discounts filtered by date, Department, Category, Item, Location and/or custom filter.
ReportManager - Reports/Performance - Dynamic Pricing Rules
Allows operator to run a report for Dynamic Pricing Rules filtered by date, Department, Category, Item, salespoint types, item rules, account rules and/or custom filter.
ReportManager - Reports/Performance - Items Allows operator to run a report for Performance/Items filtered by date, Department, Category, Item, DCI with modifier breakouts, salespoint types and/or custom filter.
ReportManager - Reports/Performance - Comps And Refunds
Allows operator to run a report for Performance/Comps and Refunds filtered by date, Comps, Comps person, Comps refunds, Refunds, Salespoint types and/or custom filter.
ReportManager - Reports/Performance - Messages
Allows operator to run a report for Performance/Messages filtered by date and/or custom filter.
ReportManager - Reports/Sales Point Void Logs
Allows operator to run a report in Security/ Salespoint logs of voids done on a salespoint.
ReportManager - Reports/Performance - Specials
Allows operator to run a report for Performance/Specials filtered by date, special type, account type, Department, Category, and Item. This setting also allows the operator to run the Marketing Code, Source Code and Special Performance Report.
ReportManager - Reports/Performance - Zip Codes
Allows operator to run a report for Performance/Zip Codes filtered by date, City/State, Zip, 99999 values, 000000 values, No Empty values, and/or custom filters.
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ReportManager - Reports/Lists - Item Prices Allows operator to run a report for Item Prices filtered by Department, Category, and Item and/or custom filters.
ReportManager - Reports/Lists - Profit Centers
Allows operator to run a report for Profit Centers by date range and/or custom filters.
ReportManager - Reports/Lists - Templates & Auto Validation
Allows operator to run a report for Templates and Auto Validation filtered by Department, Category, and Item, Pass Printing info, New pass template info, Self Validation Rules, Automatic Sales Options, Shift Options for Automatic Sales and/or custom filters.
ReportManager - Reports/Lists - Relationship Specials/Items
This setting allows an operator to access and run the Relationships of Specials/Items Report in ReportManager. This report provides a list of the specials linked to items (the specials that you may have specifically linked to an item on the Specials tab when configuring items). It can help identify configuration issues and can be run for the special - which lists all the items it is attached to, or for items - which displays all the specials attached per item.
ReportManager - Reports/Lists - Specials Allows operator to run a report for Specials filtered by date, Security level required, user defined fields, Salespoint Types, Days Special Can be Applied, Dates/Times Special is Active, Days Special is Blacked out and/or custom filters.
ReportManager - Reports/Mailing Labels - Accounts
Allows operator to run a report for Mailing Labels (Avery Label size select) for Account types.
ReportManager - Reports/Mailing Labels - Guests
Allows operator to run a report for Mailing Labels (Avery Label size select) for Guest information including last name, zip code, address type, Department, Category, Item.
ReportManager - Reports/Mailing Labels - Operators
Allows operator to run a report for Mailing Labels (Avery Label size select) for Operators information including filters by operator, by postal code and/or custom filter.
ReportManager - Reports/Performance - Admissions
Allows operator to run a report for Performance/ Admissions filtered by Sale Date, Valid Date, Department, Category, and Item, Pass Calculations and/or custom filter.
ReportManager - Reports/Financial - Cash Drawer
Allows operator to run a report for Cash Drawer filtered by operator, Salespoint (individual or group), Sold on, Closed on, Finalized on, credit card type, Account activity, Payment type breakdown, Specials, Ticket stock numbers and/or custom filter.
ReportManager - Reports/Financial - Closed Drawers
Allows operator to run a report for Closed Drawers filtered by Closeout date, Finalize date, Salespoint, Date, Sale and/or custom filters.
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ReportManager - Reports - Close Cash Drawer
Allows operator to close cash drawers from the Close Drawer Report.
ReportManager - Reports - Daily Summary Allows operator to run a report for the Daily Summary of activities and is filtered by date, Sold on, Closed on, Finalized on, Subtotal payment breakdown by user defined fields, Salespoints and/or custom filters.
ReportManager - Reports/Financial - Reason For Comp/Discount
This setting is currently not functional.
ReportManager - Edit Finalized Counts on Closed Cash Drawers
Allows operator to edit the counts (i.e., change the report criteria amounts) on a finalized close drawer.
ReportManager - Reports/Financial - Gross Receipts
Allows operator to run a report for Gross Receipts filtered by and/or custom filters date, Sold on, Closed on, Finalized on, Operator, Salespoint, Payment types alphabetically or by group.
ReportManager - Reports/Financial - Over Short
Allows operator to run a report for Over Short filtered by date, Finalized on, Operator, Salespoint, Closeout totals, and/or custom filters.
ReportManager - Reports/Financial - Period Sales
Allows operator to run a report for Period Sales filtered by date, Sold on, Closed on, Finalized on, Operator, Salespoint, Department, Category, Item, Profit center split options.
ReportManager - Reports/Financial - Saved Period Sales
Allows operator to run a report for Saved Period Sales filtered by date, Sold on, Valid on, Operator, Salespoint, and Department, Category, Item.
ReportManager - Reports/Financial - Pmt Types by Salespoint
Allows operator to run a report for Payment Types by Salespoint filtered by date, Sold on, Closed on, Finalized on, Operator, Salespoint, Payment types Alphabetically or by Payment Group and/ or custom filter.
ReportManager - Reports/Financial - Reason For Refund
This setting currently not functional.
ReportManager - Reports/Lists - Accounts Allows operator to run a report for Lists/Accounts filtered by Account Range and/or Type, Address, Phone #, Credit Limit, Miscellaneous, Notes and/ or custom filter.
ReportManager - Reports/Lists - Daily Codes Allows operator to run a report for Daily Code Listings filtered by Date Range, Picture and/ or custom filter.
ReportManager - Reports/Lists - Guest E-Message Listing
Allows operator to run a report for Guest E-Message Log Listings filtered by Date Range, Operator, Salespoint and/ or custom filter.
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ReportManager - Reports/Lists - Guests Allows operator to run a report for Guest filtered by Sort options, Address types, Guest name, Department, Category, Item, Pass, Rentals, Lessons, Notes, Voided and/ or custom filter. Also filters duplicate entries.
ReportManager - Reports/Lists - Items Allows operator to run a report for Lists/Items filtered by Department, Category, Item, Sort order, Security level, Salespoint types, Days items can be sold and/or are Active and/or Blacked out, Printer settings, Miscellaneous info and/ or custom filter.
ReportManager - Reports/Lists - Items not in Item Tree
Allows operator to run a report for Lists/Items Not in Item Tree filtered by Department, Category, Item and/ or custom filter.
ReportManager - Reports/Lists - Operator E-Message Listing
Allows operator to run a report for Lists/ E-Message Log Listing for Operator filtered by date, Operators, Salespoints and/ or custom filter.
ReportManager - Reports/Lists - Operators Allows operator to run a report for Lists/ Operators filtered by Operators, Ability to show notes, phone numbers, addresses, security and/ or custom filter.
ReportManager - Reports/Lists - Payment Types
Allows operator to run a report for Lists/Payment Types filtered by Credit Card Types, CC Processing info, Payment types, Exchange Rates and/or custom filter.
ReportManager - Allow Custom Snap-In Applications
This setting is currently not functional.
Sales – Allow Gift Card CashOut Allows operators the ability to cash out a Debitware card from the Debitware info dialog.
Sales - Allow Operator to Customize the Appearance of Sales
Allows an operator to use the Appearance button to customize the appearance of Sales. See How to customize the Sales interface by using the visual tools in Sales > Tools > Actions > Appearance.
Sales – Allow Operator To See Oversold Max4Sale
Allows operators to see that Max4Sale is 0 or a negative quantity, even if they don’t have security override permissions. These operators can still sell additional tickets to a sold-out/oversold event, but only with supervisor approval.
Sales – Allow Operator To Unlink A Reservation Header
Allows an operator to unlink a Reservation Header. Operators without this setting can unlink a Reservation Header in the current sale, but not from a saved sale.
Sales – Allow Operator Correct A Submitted Closeout
Allows operator to use the Tools > Action > Correct Closeout functionality.
Sales - Allow Viewing Of All Instructors Allows an operator to view a list of all instructors when booking in Sales.
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Sales - Allow Setting Of Guest Web Password Allows an operator to set a guest web password.
Sales - Allow Removal Of Guest Web Password
Allows an operator to remove a guest web password.
Sales - Allow Viewing Of All Lesson Locations Allows an operator to view a list of all lesson locations when booking in Sales.
Sales - Allow Linking A Booking To A Series Allows an operator to link a booking event to a series of bookings Sales.
Sales - Allow Lock/Unlock Of Bookings Allows an operator to lock or unlock bookings in Sales.
Sales - Allow Unlinking A Booking From A Series
Allows an operator to unlink a booking from a series in Sales.
Sales - Allow Charge To Guest Credit Card Allows the operator to charge to a guest credit card.
Sales - Allow Charge To Sale/Reservation Credit Card
Allows the operator to charge to a sale/reservation credit card.
Sales - Allow Full Swipe Number View In Pass Modify Dialog
Allows the operator to see the full swipe number on the Pass Modify dialog.
Sales - Schedule Access to the Booking schedule outside of the sale of a booking product in Sales.
Sales - Allow Bookings To Be Used In Product Exchange
This setting is not currently functional.
Sales - Allow Move Of TBD Bookings To Real Instructors
Allows operator to move a To Be Determined Instructor to a Real Instructor Sales.
Sales - Allow Real Instructor Booking At TBD Salespoint
Allows Real Instructors to be selected at a To Be Determined configured POS Sales.
Sales - Allow Moving a Single Lesson in a Series
Allows operator to move a single lesson in a lesson series Sales.
Sales - Allow Modify Booking From Schedule View
When an operator presses the Schedule main button (or Tools > Actions > Schedule if it is not a main button). Basically, if an operator has the security right, they can click the Schedule button and move events wherever they want (i.e., to a different time slot or to a different instructor, etc.) Without this right, the schedule is read-only.
Sales - Allow Modify Booking In The Past Allows an operator to modify a booking with a start date older than the current date.
Sales - Allow Move Entire Pvt Booking Series Allows an operator to move an entire private booking series in Sales.
Sales - Allow Disconnect From BookEZ Allows operator to disconnect from BookEZ pool in Sales.
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Sales - Allow Edit Pod Limits Allows operator to change the student limit in Pod bookings in Sales.
Sales - Allow Drag Lessons/Bookings Allows operator to drag and drop lessons and /or bookings Sales.
Sales - Initialize PinPad PinPad is a Canadian credit card related processor. It works with Moneris Tender Retail system.
Sales - Close Batch Permits operator to close credit card batch in Sales.
Sales - Allow Credit Card Overcharge Of Invoice Total
Allows operator to overcharge invoice amount on credit card in Sales.
Sales - General Cardware Setup Allows operator access to general Charge Cards setup in Sales.
Sales - CreditCheq Setup Allows operator access to CreditCheq setup in Sales.
Sales - Process Card Payments Off-Line Allows operator to process cc payments offline in Sales.
Sales - Batch Closure Report Allows operator access to the Batch Closure Report.
Sales - Credit Cards Allows operator to process credit cards.
Sales - Allow Disconnect From CCEZ Allows operator to disconnect from Charge Cards component from the Sales screen.
Sales - Allow Edit Or Re-Swipe Of An Existing Credit Card
Allows operator to edit or re-swipe an existing credit card.
Sales - Allow Voiding A Pass Allows operator to void a pass item in Sales.
Sales - Print Passes (1st time) Limits operator the printing of passes to only the first time in Sales.
Sales - Reprint Passes Allows operator to reprint passes in Sales.
Sales - Reprint Tickets Allows operator to re-print tickets without duplicating in Sales.
Sales - Allow Unvoiding A Pass Allows operator to un-void a pass in Sales.
Sales - Re-Take Photos Allows operator to re-take photos in Sales.
Sales - Allow Pass Swipe Allows operator to swipe pass in Sales.
Sales - Allow Blocking A Pass Allows operator to block a pass in Sales.
Sales - Allow Unblocking A Pass Allows operator to unblock pass in Sales.
Sales - Allow Disconnect From RentEZ Allows operator to disconnect from the RentEZ Middleware component from the Sales screen.
Sales - Allow Garment Exchange Allows operator to issue a $0 ticket in exchange for a clipped ticket from a garment that became unsuitable for the weather and was changed.
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Sales - Allow Operator To Reverse Credit Card Payments
Controls whether operators can reverse credit card payments.
Sales - Allow Operator to Set Weights Directly An item that is set with Price Calculated by Weight can have the weight manually set with the Set Weight button. Clicking on the Price in the invoice brings up the New Line Item Price, Reweigh or Set Weight dialog. Entering the weight and hitting OK sets the weight. Security is controlled by this setting.
Sales - Allow Operator To Delete Line Item Note
An operator needs this security setting to be allowed to delete line item notes set with the Notes button on a line item.
Sales - Tools/Action Menu - Debitware Allows manually entry of debit ware (In-House Cards) number.
Sales - Drawer Allows operator to pop cash drawer on demand.
Sales - Guest Lookup Allows operator to search for guest information.
Sales - Tools/Action Menu - Impersonate Salespoint
Allows operator to choose any salespoint name; all subsequent transactions are marked with that chosen salespoint name. Impersonation of the chosen salespoint ends when operator clicks on this option again.
Sales - Calculator Allows operator to access calculator within Sales.
Sales - Set Carryover Allows operator to change the date of the salespoint, marking all transactions with either a previous or future date. Transactions display this designated date in all reports. Please use extreme caution with this setting!
Sales - Data Files Allows operator access to local data maintenance tasks (pack, reindex, refresh).
Sales - Allow Salespoint/Operator Override For Close-Out
Allows operator to close out a salespoint (or operator) that is not their own. For example, allows an operator working at station TICK1 to close out station TICK2.
Sales - Allow Close Out with Open Tables If you have open tables (i.e., saved, but not finalized sales) and you attempt to do a close out, Sales warns you stating, “You have open tables that have not been finalized. Are you sure you want to Close Out?” If the operator presses OK, it then checks the security setting to make sure that the operator is allowed to close out while he/she has open tables. It is sort of a, “I am allowed to knowingly mess up my over/short” security setting.
Sales - Tools/Diagnostics - Check Duplicates Allows operator to gain access to duplicate record information, and potentially repair duplicates.
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Sales - Tools/Diagnostics - Check Structures Allows operator to update local data structure (this happens automatically upon start-up of Sales, but may be useful if Sales is rarely shut down).
Sales - Operator Can Run Action/Close Out Allows operator to hit the Close Out button in Sales.
Sales - Tools/Diagnostics - Clear Log Allows operator to clear the existing Sales log in order to generate a new, clean log. This is occasionally requested by accesso Siriusware Technical Support for ease of reading log files.
Sales - Action/Close Out - Release Drawer This setting is not currently functional.
Sales - Reprint Credit Card Receipt Allows operator to re-print a credit card receipt.
Sales - Reprint Vouchers Allows operator to re-print voucher(s) from previous sale.
Sales - Reprint Receipts Allows operator to re-print sales receipt.
Sales - Reprint Remote Printer Receipt Allows operator to re-print the receipt for a remote printer (typically used in Food and Beverage environments).
Sales - Allow Refunds (Quantity < 0) Allows operator to change the quantity of a line item to a negative number (-1, -2, etc.) If operators do not have access to this, they are not able to process refunds.
Sales - Tools/Diagnostics - Re-Forward Allows operator to re-forward local data to the server. This function is only used with the assistance of an accesso Siriusware Technician.
Sales - Note Pad Allows operator access to a NotePad within the Sales program.
Sales - Tools/Diagnostics - Middleware Allows operator to change the verbosity, collect logs, or clear logs from the “EZ’s”: SalesEZ, RentEZ, BookEZ, and PrintEZ applications. This function is used in troubleshooting with accesso Siriusware Technical Support.
Sales - Z-Tape Allows operator to print a Z-Tape Report.
Sales - Allow Operator To Void Access Items This setting not currently functional.
Sales - Tools/Sales Pt - Associate Ops With Drawers
Restricts operators from assigning/removing which operators are associated with which cash drawer (primary/secondary). This is used for multiple operators using the same salespoint (e.g., bars). That way each operator can maintain their own cash drawer while sharing a salespoint. If an operator is assigned to a cash drawer, only that drawer pops for them. If no operators are assigned to cash drawers, the drawer pops. If there are two cash drawers and no operators assigned, the operator is prompted as to whether they want to pop the primary or secondary cash drawer.
Sales - Miscellaneous Access to the Miscellaneous button in Tools.
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Sales - Printers Allows access to Tools > Salespoint Setup > Printing.
Sales - Sales Point Type Allows access to Tools > Salespoint Setup > Salespoint Type.
Sales - Sales Point Setup Allows access to Tools > Salespoint Setup.
Sales - Tools Allows access to Tools button.
Sales - Tools/Action Menu - Unpack All Layouts
Allows access to tools/action menu - unpack layouts.
Sales - Tools/Diagnostics - Change Log Verbosity
Allows operator to change verbosity of Sales32c.log file. This function is sometimes requested by accesso Siriusware Technical Support.
Sales - Tools/Diagnostics - Show Fwd Status Allows access to tools/diagnostics/show fwd status. This is helpful when trouble-shooting duplicates and/or unforwarded local data.
Sales - Action/Close Out - Submit All As Ready To Close
Allows operator to submit close-out.
Sales - Tools/Diagnostics - Reset Max Keys Allows operator to reset max keys of local data.
Sales - Allow Disconnect From GuestEZ This setting is not currently functional.
Sales - Guest - Edit Account Link Allows operator to change/remove an existing account and invoice on saved sales/reservations.
Sales – Allow swapping out of items Allows operator to swap items in and out of the sale by dragging and dropping. See the AllowItemDrag .INI setting documentation in the Salesware .INI Settings Reference document for more information.
Sales - Allow Operator To Change Line Item Guest
Once a guest has been associated with a line item, this prevents the operator from changing which guest is assigned to the line item for pass items. This is to prevent an operator from selling a pass to a guest, then switching the guest to their friend to get them a free pass.
Sales - Allow Modification Of Guest Note Due Date Once Set
There are several ways of getting to the Guest Notes (e.g., from the Summary tab in the guest record, Tools\Note Lookup, etc.), but if there is a due date assigned with a note (i.e., it is a task to perform), this prevents the operator from changing the due date of the task without a security override.
Sales - Allow Custom Special Allows operator to apply custom special (i.e., make a special "on the fly").
Sales - Allow Different Date/Time Allows operator to change the date/time for transactions. Tickets are stamped with the new date/time, but show on today's financial reports.
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Sales - Allow Unlimited Account Sales Allows operator to exceed the credit limit set in the account. Note: this applies to debit cards as well as account sales.
Sales - Allow Backdating Of Transactions Allows operator to sell a product dated for use in the past.
Sales - Allow Sale On Account Allows operator to make a sale and put it on account.
Sales - Allow Modifications to Specials Allows operator to modify amount of pre-defined special (e.g., change an existing 15% discount to 20%).
Sales - Allow Disconnect From SalesEZ Allows operator to disconnect the Sales Middleware component from the Sales screen.
Sales - Operator Can Set Prices Directly Allows an operator to set a price on an item at the salespoint.
Sales - Allow Special Allows an operator to use specials at the salespoint.
Sales - Allow Credit Card Voice Authorizations
Allows an operator to enter a voice authorization for an offline credit card transaction.
Sales - Make Entire Sale Tax Exempt Allows operator to make an entire sale tax exempt.
Sales - Allow Voiding Items That Have Been Saved
Allows operator to void items that have been saved at the salespoint.
Sales - Allow The Creation Of A New Account Allows operator to create a new account in Sales.
Sales - Allow The Creation Of A New Invoice Allows operator to create a new account invoice in Sales.
Sales - Hard Limits Does not allow operator to go beyond Max4Sale limits.
Sales - Override Max4Sale Limits Allows an operator to continue selling an item in Sales, even though its Max4Sale limit has been hit.
SysManager – Unlock screen Allows an operator to log into SysManager if a different operator was previously logged in and had SysManager go idle.
SysManager - Menu/Activity - Create New Pass Layouts
Allows operator to create a new Pass layout in SysManager
SysManager - Menu/Activity - Pack Up All Layouts
Allows operator to pack up all layouts. This forces the salespoint to get a current layout form the server.
SysManager - Menu/Activity - Guests Allows operator to access the Guest area in SysManager. This is where Guest information is created, recalled and edited.
SysManager - Menu/Activity/Pass - Create Invalid Pass List
Allows operator to create a list of passes that are currently invalid by date.
SysManager - Menu/Activity - Access Records Allows operator assign a unique number for tracking of item activity.
SysManager - Menu/Activity - Copy Layout Then Edit
Allows operator to import a layout and edit it in SysManager.
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SysManager - Menu/Activity - Edit Pass Layouts
Allows operator to edit Pass layouts.
SysManager - Menu/Activity - Edit Mailing Labels
Allows operator to edit mailing labels.
SysManager - Guests - Allow Unblocking A Pass
Allows operator to unblock a guest’s pass.
SysManager - Guests - Allow Pass Reprint Allows operator to re-print pass.
SysManager - Guests - Allow Photo Retake After Saving
Allows operator to retake pass photo after saving the rest of guest information.
SysManager - Guests - Allow Photo Delete Allows operator to delete a guest photo.
SysManager - Guests - Allow Photo Import Allows operator to import a guest photo.
SysManager - Guests - Allow Photo Export Allows operator to export a guest photo.
SysManager - Guests - Allow Blocking A Pass Allows operator to block a pass.
SysManager - Guests - Pass Info Allows operator to access guest pass information.
SysManager - Guests - Enter a CC Swipe for a pass
Allows operator to add credit card swipe information to the guest record.
SysManager - Guests – Allow Full View Debitware Swipe Number
Allows the operator to view the entire Swipe field in the pass edit form in Guests.
SysManager - Menu/Preferences - Daily Tkt Codes
Allows operator to set the daily ticket codes.
SysManager - Menu/Preferences - Passes Allows operator to set pass preferences including validation information and swipe information.
SysManager - Menu/Preferences - Validation Precedence
Allows an operator to use the Validation Precedence Order Preference list. By arranging the pass items in this list, the operator can determine the order in which the passes owned by a guest are validated.
SysManager - Menu/Activity/Inventory - Update Item Vendors
Allows operator to update Item Vendors (address, PO#, notes, History, date, User defined fields).
SysManager - Menu/Activity/Inventory - View/Adjust
Allows operator to adjust inventory items by inventory type, locations, Department, Category, Item, and inventory history by date.
SysManager - Menu/Activity/Inventory - Damaged Inventory
Allows operator to track damages inventory by either typing in item info, Matrix info or by scanning product barcode.
SysManager - Menu/Activity/Inventory - Inventory Lookup
Allows operator to Lookup inventory items by Department, Category, Item, scanned barcode. Also allows for description of item.
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SysManager - Menu/Activity/Inventory - Purchase Orders
Allows operator to search for Purchase Order records by PO#, vendor # and/or date.
SysManager - Menu/Activity/Inventory - PO - Edit Cost/Price
Allows operator to edit the cost and/or retail price on a PO line item.
SysManager - Menu/Activity/Inventory - TallyMan Admin
Allows the administrator the ability to process batches. It also allows selection of the All items All Venues batch type.
SysManager - Menu/Activity/Inventory - TallyMan User
Allows operator access to TallyMan module and allows creation and editing of the batch.
SysManager - Menu/Activity - E-Messages Allows operator to send E-Messages through accesso Siriusware to Guests, Instructors, Operators, Ticket holders, etc.
SysManager - Menu/Activity - Closeout SysManager
Allows transactions to be closed out in ReportManager. Example: Payment to an account.
SysManager - Menu/Activity - Accounts Allows operator to set up new accounts in SysManager.
SysManager - Menu/Activity - Lists Allows operator access to the DCI list.
SysManager - Menu/Activity - Item Tree Administrator
Only members of this role are allowed to edit "*** ENTIRE ITEM TREE ***" and they are allowed to release the locks on any item tree caused by another used editing. Please be cautious using the Release Lock button - it is only intended for use when a user was editing an item tree and experienced an abnormal termination.
SysManager - Menu/Activity - Item Tree Allows operator to edit one or more Item Trees in SysManager.
SysManager - Menu/Activity - Print Q Allows operator to manage the reports printed using the Add 2 Q button on the Report screen.
SysManager - Menu/Activity – Calendar Schedule Locations
Allows operator to edit Group Scheduling module calendar schedule locations.
SysManager - Menu/Activity – Point4Sale Groups
Allows operator to create Points4Sale groups.
SysManager - Guests - Allow Access To Credit Card Tab
Allows operator to access the Credit Card tab.
SysManager - Guests - Allow Changes To Debitware Limits
Allows operator to change limits to an In-House Cards item.
SysManager - Guests - Allow Re-Swipe Of Existing Credit Card
Allows operator to re-swipe an existing credit card.
SysManager - Menu/Preferences - DirectNet Interface
Allows operator access to DirectNet interface setup info.
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SysManager - Menu/Utilities - Import Card Numbers
Allows operator to import Charge Cards numbers.
SysManager - Guests - Group Info Allows operator to adjust the Group Information associated with a Guest while operator is EDITING Guest entry.
SysManager - Guests - Invoices Allows operator to adjust the Invoices associated with a Guest while operator is EDITING Guest entry. Also allows operator to print statement.
SysManager - Guests - Miscellaneous Info This setting is currently not functional.
SysManager - Guests - Edit Account Link Allows operator to choose an account for a guest. This field is located in the guest's record > Group Info tab > Guest linked to this account field.
SysManager - Guests - Allow Duplicate Guest Deletion (DeDupe)
Allows operator to delete duplicate guest entries by merging disparate guest information together.
SysManager - Guests - Allow Guest Deletion Allows operator to delete guest information.
SysManager - Menu/Help/Siriusware Web - E-Mail Siriusware
Allows operator to access to e-mail the help desk at accesso ([email protected])
SysManager - Menu/Help/Siriusware Web - Home Page
Allows operator to access the accesso homepage (www.siriusware.com).
SysManager - Menu/Help/Siriusware Web - Program Updates
Allows operator to access the accesso Siriusware Client Log-in page. Once in operator has access to updates and other company related information.
SysManager - Menu/Help/Siriusware Web - Search Knowledgebase
Allows operator access to the accesso Siriusware Knowledge Base which allows them to search through solutions to common software problems.
SysManager - List - Specials Allows operator access and edit Specials (under Financial Lists).
SysManager - List - Source Codes Allows operator to access and edit marketing source codes. (in Items/Sales Lists.)
SysManager - List - Subclass Of An Item Allows operator access to subclasses − used in retail to better classify an item − like Menswear, Women's Wear, Children.
SysManager - List - Tipout Definitions Allows operator to access and edit tipout groups (in Item /Sales List).
SysManager - List - User Defined Codes #1 Allows operator to access and edit User Defined Codes #1 (in Item /Sales List).
SysManager - List - User Defined Codes #2 Allows operator to access and edit User Defined Codes #2 (in Item /Sales List).
SysManager - List - User Defined Codes #3 Allows operator to access and edit User Defined Codes #3 (in Item /Sales List).
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SysManager - List - Wrap Up Codes Allows operator to access and edit Wrap up codes (in Item /Sales List).
SysManager - List - Direct Pricing Rules Allows operator to access and edit Dynamic Pricing Rules (in Item /Sales List).
SysManager - List - Accommodations Allows operator to access and edit Accommodations list in Item /Sales List).
SysManager - List - Account Types Allows operator to access and edit Accounts (in Financial List).
SysManager - List - Inventory Matrix Template Classes
Allows operator to access and edit Inventory Matrix Classes of Items (i.e., women's, men's, pants, shirts etc.) (in Inventory List).
SysManager - List - Inventory Matrix Allow Value Editing
Allows operator to add/edit matrix attribute values on a template.
SysManager - List - Vendors Allows operator to access and edit a list of Vendors (in Inventory List).
SysManager - List - Meeting Locations Allows operator to access and edit a list of meeting locations (under Activities-Item/Sales list).
SysManager - List - Marketing Codes Allows operator to access and edit a list of Marketing Codes (in Item/Sales Lists).
SysManager - List - Operators Allows operator to access and edit a list of Operators and their assigned security roles (in Systems Lists).
SysManager - List - Pickup Locations Allows operator to access and edit a list of Pick up locations (in items/Sales Lists).
SysManager - List - Payment Types Allows operator to access and edit a list of Payment Types (i.e., Visa, Master Card, Cash, Debit Card, voucher, etc.) (in Financial Lists).
SysManager - List - Profit Centers Allows operator to access and edit a list of Profit Center Types (i.e., bar, ticketing, golf, memberships, daycare, etc.)(in Financial Lists).
SysManager - List - Reasons For Refunds Allows operator to access and edit a list of Reasons for Refunds (in Financial Lists).
SysManager - List - Sales Points Allows operator to access and edit a list of salespoints and their descriptions (in Systems Lists).
SysManager - List - Seasons An Item Will Be Sold
Allows operator to access and edit entries made in Activities > Item/Sales List > Seasons. Seasons are typically used in conjunction with the Retail module.
SysManager - List - Salespoint Groups Allows operator to access and edit a list of salespoints Groups and their descriptions (in Systems Lists).
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SysManager - List - Inventory Matrix Attributes
Allows operator to access and edit a list of Matrix Attributes (i.e., Color, size, etc.)(in Systems Lists).
SysManager - List - Inventory Matrix Templates
Allows operator to access and edit a list of Matrix Templates (i.e., Logo shirt, Cargo pant, etc.)(in Systems Lists).
SysManager - List - Courses Allows operator to access and edit a list of Golf Courses (i.e., Back 9, etc.)( in Systems List).
SysManager - List - Departments Allows operator to access and edit the Department level of the DCI list.
SysManager - List - Inventory Adjustment Types
Allows operator to access and edit a list of Inventory Adjustment Types (i.e., Correction, Exchange, Re-stock) (in Inventory Lists).
SysManager - List - Inventory Locations Allows operator to access and edit a list of Inventory locations (in Inventory Lists).
SysManager - List - Base Lodges Allows operator to access and edit a list of Base Lodges (Main Lodge, Backside Lodge) (in Item/Sales List).
SysManager - List - Persons Authorizing Comps
Allows operator to access and edit a list of Person Authorizing Comps (in Financial Lists).
SysManager - List - Reasons For Comps Allows operator to access and edit a list of Reasons for Authorizing Comps (in Financial Lists).
SysManager - List - Card Activity Definitions Allows operator to access and edit Card Activity Definitions (under Activities- System Lists).
SysManager - Menu/Activity/Lesson - Book A Private Lesson
Allows an operator to book a private lesson.
SysManager - Menu/Activity/Payroll - Payroll Incentives
Allows operator to edit/create a Payroll incentive.
SysManager - Menu/Activity - Instructors Allows operators access to view and select from instructor lists.
SysManager - Menu/Activity - Privates Allows operator to book private lessons.
SysManager - Menu/Activity/Lesson - Book A Pod
Allows operator to book a Pod lesson.
SysManager - Menu/Activity - Lock/Unlock Bookings
Allows operator to lock or unlock a booking.
SysManager - Menu/Activity - Edit Pod Limits Allows operator to edit pod lesson limits on students.
SysManager - Edit A Lesson Allows operator to edit a lesson booking.
SysManager - Guests - Lesson Info Allows operator to access lesson information in guest lookup.
SysManager - List - Lesson Types Allows operator to create and edit a list of lesson types.
SysManager - List - Pay Rate Types Allows operator to create and edit a list of pay rate types.
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SysManager - List - Pod Preferences Allows operator to create and edit a list of lesson types.
SysManager - List - Pods Allows operator to create and edit a list of Pod lessons.
SysManager - List - Bases To Book Privates Out Of
Allows operator to create and edit a list of bases out of which to book privates.
SysManager - List - Lesson Locations Allows operator to create and edit a list of Lesson Locations.
SysManager - Menu/Preferences - Instructors Allows operator access and modify a list of instructors.
SysManager - Menu/Preferences - Payroll Allows operator access to edit Payroll preferences (Overtime settings, Current calculation period, etc.)
SysManager - Menu/Preferences - Pod Bookings
Allows operator to access Pod bookings.
SysManager - Menu/Preferences - Private Bookings
Allows operator to access private bookings.
SysManager - Menu/Preferences - Vendors Allows operator to create/edit user defined labels for Vendors. NOTE: Preferences-Vendors is also where decimals or whole numbers are assigned in the Misc/ Global Inventory Unit Precision setting.
SysManager - Menu/Preferences - Seasons & Dates
Allows operator to set up season by dates (up to four), taxes (up to two) and rates for various times during a season (usually at a ski resort but this is flexible).
SysManager - Menu/Preferences - Multi-Site Setup
Allows operator to set up of multiple sites so they can validate tickets and passes across the web.
SysManager - Menu/Preferences - Sales Point Types
Allows operator to set up salespoint types (up to ten).
SysManager - Menu/Preferences - ODBC SQL Interface
Allows operator to access the ODBC SQL interface.
SysManager - Menu/Preferences - Access Control
Allows operator to access and edit Access Control module preferences.
SysManager - Menu/Preferences - Accounts Allows operator to create/edit user defined fields used in Accounts.
SysManager - Menu/Preferences - Company Information
Allows operator to enter company information such as address, name, phone number, etc. This information can appear on Receipts and Reports Headers. This is also where site numbers are entered and Type of Closeout procedure is selected.
SysManager - Menu/Preferences - Reservation Headers
Allows operator to create and/or edit Reservation Headers with User Defined Fields and required fields such as pick up location, wrap-up code, marketing codes, etc.)
SysManager - Menu/Preferences - Retail This setting currently not functional.
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SysManager - Menu/Preferences - Pictures Allows operator to access pictures, logos etc.
SysManager - Menu/Preferences - Operators Allows operator access to Operator user defined fields.
SysManager - Menu/Preferences - Miscellaneous
Allows operator to adjust a variety of settings. Highlights: Global Salespoint .INI settings, Pole display, zip code collection. Layouts: CC, Receipts, Invoice, Summary, Saved Sales, Remote layouts 1-8.
SysManager - Menu/Preferences - Miscellaneous - Global INI
Allows operator to view and edit Global Salespoint .INI settings.
SysManager - Menu/Preferences - Guests Allows operator to determine which information about a guest an operator is required to collect.
SysManager - Menu/Preferences - Invoices Allows operator to select and create Labels for Quantities Reserved, user defined check and text boxes for invoices
SysManager - List - Operators - Security - Assign Roles
Allows an operator to assign and edit security roles for employees.
SysManager - List - Pods - Security - Limit Edit Rights
Allows operator to define security role required to edit/schedule selected pod.
SysManager - List - Specials - Security - Limit Edit Rights
Allows operator to define security role required to edit selected special.
SysManager - Menu/Preferences - Security Allows operator to access/edit security roles.
SysManager-Menu/Activity-Accounts-Allow Edit System Account
Allows operator to access/edit system accounts: *GUESTS*, *RESRVATN*, *DEBIT* and *TABLES*.
SysManager - List - Category - Security - Limit Edit Rights
Allows operator to define role membership required to edit selected category.
SysManager - List - Department - Security - Limit Edit Right
Allows operator to define role membership required to edit selected department.
SysManager - Menu/Activity - Guests - Security - Limit Edit
Allows operator to define role membership required to edit selected guest.
SysManager - Menu/Activity - Accounts - Apply Fees
Allows operator to apply fees, such as annual maintenance fees, to the invoices linked to an account. See How to apply fees to accounts.
SysManager - Menu/Activity - Account/Invoice - Limit Edit
Allows operator to define role membership required to edit selected account invoice.
SysManager - List - Items - Security - Limit Edit Rights
Allows operator to define role membership required to edit selected item.
SysManager - Edit SysManager Created Transactions
This setting is currently not functional.
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SysManager - List - Operators - Security - Limit Edit Rights
Allows operator to define role membership required to edit selected operator.
SysManager - Menu/Activity - Accounts - Limit Edit Rights
Allows operator to define role membership required to edit selected account.
SysManager - Menu/Utilities - Copy data FROM Live
Allows operator to copy data FROM live TO training. Please BE CAREFUL when using this functionality - a mistake could overwrite your training data.
SysManager - Allow Custom Snap-In Applications
This setting is currently not functional.
SysManager - Menu/Utilities - Archive Allows operator to Archive data. (removing the data from the shared c file to another location).
SysManager - Menu/Utilities - Data Maintenance
Allows operator to perform Data Maintenance (Repacking, Refreshing, etc.)
SysManager - Menu/Utilities - Copy data FROM Training
You find these in the data Maintenance screen (Utilities/Data Maintenance). If you run your Live system, the Copy Data FROM Training System option is available, and if you run in Training mode, the Copy Data FROM Live System is available. Please BE CAREFUL using these options. This function copies all the setup information from the other system (Training or Live, depending on which one you are running). It does not copy transactional information - like the transact, sale_hdr, etc., or guest/access information like guests, access, gst_actv, acc_actv, gst_pass, etc. Only the information related to item setup and system preferences is copied. This means that reports run on a data set copied from another using this method do not match - because of the missing transactional information. (see doc for tables)
SysManager - Menu/Utilities - Create Local Update
This setting is currently not functional.
SysManager - Menu/Utilities - Edit SYSMANAGER.INI
Allows operator to edit or change .INI settings in SysManager.
SysManager - Menu/Utilities - Test Data Integrity
This setting is currently not functional.
SysManager - Menu/Utilities - View SYSMANAGER.INI
Allows operator to view .INI settings in SysManager.
SysManager - Menu/Utilities - View Release Notes
Allows operator View Release Notes for the version of SysManager they are operating.
SysManager - Menu/Utilities - Void Tickets (Block)
Allows operator to void block of tickets.
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SysManager - Menu/Activity/Rental - Rental Inventory
Allows operator trace rental equipment based on the following criteria: Rental shop, Rental type, Asset number, Rental Type, Serial no., Manufacturer, Mfg. Model, Description, Status.
SysManager - Menu/Activity/Rental - Print Rental Form
Allows operator to print a Rental Form.
SysManager - Guests - Rental Info Allows operator to create an overview of a guest's rental equipment.
SysManager - List - Rental Equipment Types Allows operator to create a list of rental equipment types.
SysManager - List - Rental Equipment Levels Allows operator to create a list of rental equipment levels.
SysManager - List - Rental Maintenance Types Allows operator to create a list of rental maintenance types.
SysManager - List - Rental Shops Allows operator to create a list of rental shops in SysManager.
SysManager - Menu/Preferences - Rentals This setting is currently not functional.
Appendix B: End of day close out procedures
This appendix describes your options for closing out the day. It provides best practices for closing out and describes how to make corrections.
Closed drawer vs. cash drawer
There are two basic approaches to closing out – closed drawer and cash drawer. The two methods are summarized in the following table.
Method of closing out Description Advantages Disadvantages
Closed drawer Operators close out the salespoint by using the Close Out button at the salespoint. Salespoints can be closed out by operator or by salespoint. Venues such as food service often use close out by salespoint because salespoints are shared among multiple operators. In most other cases close out is done by operator. The following four reports are used with the closed drawer method of closing out: Close
More secure – once drawers are finalized, they cannot be edited (except by the person with the highest security) Creates a truly blind close out procedure The “set carryover” loophole is closed
Harder to make changes
Operators must hit the Close Out button when ending a shift Extra step of finalizing drawer If operator forgets to Close Out, his session remains open Lots of security settings required
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Drawer Report, Closed Drawers Report, Unclosed Drawers Report and Over/Short Report. The following security settings are used: ReportManager - Reports/Financial - Unclosed Drawers, ReportManager - Reports/Financial - Closed Drawers, ReportManager - Edit Finalized Counts on Closed Cash Drawers, ReportManager - Reports - Closed Cash Drawer, ReportManager - Reports/Financial - Over Short, Sales – Allow Operator Correct A Submitted Closeout, Sales - Allow Salespoint/Operator Override For Close-Out, Sales - Allow Close Out with Open Tables, Sales -Operator Can Run Action/Close Out, Sales - Action/Close Out - Submit All As Ready To Close, SysManager - Menu/Preferences – Company Information
Any date/time alterations in Sales are caught
Over/shorts are tracked in the system
More stringent accounting: history in one session, corrections in another session
Cash drawer Operators simply log out when they finish a shift – they don’t use the Sales > Tools > Close Out button. The Cash Drawer Report is used to input sales receipts, review information regarding all sales transactions and print Daily Reports. The Cash Drawer Report functions as a worksheet more than a method of formally closing out. The Cash Drawer Report
Run anytime you want Easier to make changes
Operators have nothing to do, with the exception of logging out, after they finish a shift
Till counts can always be edited
Corrections can always be made
Till counts can always be edited and changes can always be made (security issues) Date/time alterations in Sales may not be caught Over/shorts are not stored in the data
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is normally run for a particular day or a particular shift. A payment type breakdown that shows where an operator might be over or under and an over and under ticket stock section are included. The report can be run for one operator and all salespoints to print a report for a single operator or for one salespoint and all operators to see a report for a particular salespoint. The following security settings are involved: ReportManager -Reports/Financial - Cash
Drawer
Choosing your method of closing out
When initially implementing Salesware (or at other strategic points during ongoing operations) module you must choose your method of closing out from the Company Information dialog, which is accessed from SysManager >Preferences > Company Information:
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What are the choices for closing out? • Operators • #1 choice to hold sellers accountable • Are used when using the fine dining portion of the Food Service module • By salespoint • By salespoint/report by operator
Note: Salespoint/Report by Operator would be predominately used in Retail environments in which you want to close out by salespoint, however, the operator who performs the close out or is attached to the closed drawer by back office, is then associated with the entire sales, over-shorts, etc. for that day. If only one operator is using the salespoint then this is not a problem, but if several staff use the computer, then the last staff member gets the responsibility for the over/short of the drawer. This could be applied if a manager responsible for a “team” is the associated operator and then they are reported as responsible for that salespoint on that day.
How do I start using close drawer? • Decision is made at the beginning of a fiscal year. • Do not change mid-season.
Using the closed drawer method Using the closed drawer method of closing out involves three steps:
1. The operator closes out the salespoint from the salespoint. 2. The accounting department finalizes the close out. 3. Corrections are made if necessary.
Each of these steps is described in the following sections.
The operator closes out the salespoint from the salespoint
1. Close Out button – Shows who is logged in; security setting allows you to close out anyone. • Close Out Report from salespoint is different from ReportManager Close Out Report. • You don't officially have to close a credit card batch – except when using DirectNet and Moneris. Credit
card close out can be a different process. 2. Sales close out – Click the Close Out button on the main Sales screen
• Payment Types and Amounts • Ticket #s • Saving the close out • Credit cards • Submitting the close out
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Note: The Sales Point Close Out dialog looks somewhat different and displays when [Preferences]Tips=TRUE in the Sales32c.INI file. For example, it includes the Payout Tips button.
The accounting department finalizes the close out
1. Look for the sessions for a day that have not been closed out ReportManager > Reports > Financial Reports > Unclosed Drawers
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2. Review the sessions for a day that have been closed out ReportManager > Reports > Financial Reports >Closed Drawers
Auditing the close out and finishing (the finalize process)• ReportManager > Close Drawer button• Count the close outs to verify accuracy• Make adjustments• Finalizing the drawer• Viewing finalized drawers• Submitting a Close Out causes all records for the operator or location to be marked as closed regardless of
the transaction date
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Over/Short ReportFor finalized totals only
Corrections are made if necessary
• You can create a new drawer that does the correction instead of going into data• Missing transact in Sales Header records – unforwarded records – if discrepancy• Correct an existing closeout – Sales > Tools > Action > Correct Closeout• Impersonation requires a fully licensed salespoint
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• Situation where transactions need to corrected from a previous day – correct closeout, again; use set carryover
Using the cash drawer method
• Operator brings receipts to accounting department • Accounting department runs the Cash Drawer Report and inputs receipts based on operator or salespoint • The report can be run for one operator and all salespoints to print a report for a single operator or for one
salespoint and all operators to see a report for a particular salespoint. • Detail Cash Drawer Report summarizes activity • Payment type breakdown shows over/short
Financial reports criteria
When you run financial reports to summarize Sales activity that has already been dispatched, you have four options:
• Sold On • Valid On • Closed On • Finalized On
For all of the financial reports (including the Cash Drawer Report and Gross Receipts Report) when you run a report using the Sold option it includes only transactions that have the date/time stamp which falls between the
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dates you specify. So if an operator changed a sale to a different date using the global DateTime button, that sale does not appear on a report you run for the actual date the sale took place. The sale does, however, show up on a Sold Report for the revised date of the sale. The same goes for not just totals, but for admissions as well. Think of this as when the revenue or admission is to be recognized.
On the other hand, when you run one of these reports based on Closed, ReportManager locates all closeout numbers which were generated between the dates you specify using the Close Drawer Report. Then, it gathers and reports on all sale transactions which were marked as closed out with one of those closeout numbers, even if the sale transaction date is outside of the range you specify. That’s why the Cash Drawer Report (Payment Type Breakdown and Summary Closeout) might appear “correct” when you run them with the Closed option. The Summary Closeout Report lists closeout numbers that include the sale transactions that fall outside of the date range. But the Gross Receipt Reports that are done with the Sold option do not include the sale transactions that are moved to a different date outside of the date range for the report. In these cases, you would need to run Gross Receipts Report with the Closed option so that you are essentially comparing apples to apples across the various financial reports.
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