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IDEAL 5.5 USER INSTRUCTION MANUAL By: Ken Rod Office Equipment

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IDEAL 5.5

USER INSTRUCTION MANUAL

By: Ken Rod Office Equipment

Ideal POS System 5.0 User Guide Getting Started •••• 1

Getting Started

Introduction

Ideal POS System is a fully integrated, Microsoft Windows compatible, point of sale package with a wide range of powerful stock control and sales analysis features. The developers of Ideal Business Software have been working in the point of sale and stock control industry for well over a decade, and have utilized their experience in the development of this software package. Ideal POS System has been designed to provide the highest possible level of control to the general retailer, without compromising the standard user-friendly Windows based interface.

Ideal POS System provides the ability to program stock items and departments; track stock received and stock returned; and produce up-to-date stock and sales analysis reports. The full version of Ideal POS System includes powerful features such as customer accounts, lay-bys, loyalty, supplier transactions, network support (for multiple terminals) and the optional POS Screen and restaurant modules.

Your Ideal POS System box-set should include the following items:

• Ideal POS System CD including installation files, license key drivers and this user guide.

• License key.

• User registration details.

• Getting started guide.

If an item is missing, please contact your authorized Ideal Business Software dealer.

Getting Help

Online help is available for most features of Ideal POS System by simply pressing F1.

Please contact your authorized Ideal Business Software Dealer for technical support. If you receive an error, write down the error message and what you were doing at the time you received the error.

You may also be asked by your authorized dealer to quote the full version number of Ideal POS System that is installed on your computer.

To obtain the full version number of your Ideal POS System software:

1. Close all windows in Ideal POS System to access the main menu.

2. Select About Ideal POS System from the Help menu.

3. The full version number can be found above the copyright notice. In Figure 1, the full version number is designated on the right side of within the black area.

Online Help

Technical Support

Obtaining the full version number

Ideal POS System 5.0 User Guide Getting Started •••• 2

Figure 1 – About Ideal POS System

The full version number is also displayed on the splash screen as you load Ideal POS System.

Recommended System Requirements

To ensure best performance from your Ideal POS System terminal, we recommend the following system requirements:

• Microsoft Windows 2000/XP

• PC with Pentium III or higher processor (or equivalent) @ 450MHz or better

• A hard disk with a minimum of 500 megabytes available space (This does not include space required for Ideal POS System’s data – recommend 200 MB free)

• A display adapter with a resolution capable of 1024x768 or higher.

• 512 MB of RAM.

• A spare, operational USB or parallel port for the IBS license key.

• Removable storage such as a zip drive, flash disk or CD writer to facilitate a regular backup routine.

Supported Peripherals

Input Devices IdealPOS IT150

IdealPOS IT120

IdealPOS DT150

Most POS Screen monitors

Keyboard wedge barcode scanners and magnetic card readers

Receipt Printers Samsung SRP-3xx

Epson TM-T88 or compatible

Epson TM-H6000III

Epson TM-U210B

Epson TM-U210D

Citizen IDP35xx

Citizen IDP3551

Citizen CT-S300

IdealPOS TM200

IdealPOS PRP085

IdealPOS PRP076

Star SP200

Star TSP100

Star TSP600/700

Ideal POS System 5.0 User Guide Getting Started •••• 3

Posiflex PP1000

Posiflex PP3000

Posiflex PP4000

Sharp ER-01UP

Sharp UP-T80BP

Customer Displays Posiflex PD2100/200

Citizen C2201-PD

Epson DM-Dxxx

Sharp UP-P20DP

Scales Mettler Toledo Viva / 8217

Tec SL-4700-RP

Acom PC-100R

Cas PDII

PSC Magellan 8200

Mettler Toledo Diva

Portable Data Entry (PDE) Units

Sharp UP-X200

Helwitt Package iPAQ HX4700

Nippondenso BHT-6000 Series or compatible.

Nippondenso BHT-8000 Series

(TSR-TU3A utility is required.)

Scanner Keyboard Wedge Scanner

PSC QS6000

PSC Magellan 8200

Most USB scanners

Miscellaneous Gilbarco T24 Transac Console

Sharp UP-X500

New Zealand EFTPOS 200s

Installing Ideal POS System

To install Ideal POS System on a single terminal:

1. Close all applications.

2. Insert the Ideal POS System CD into the appropriate disk drive.

3. If the CD does not auto run, select the Run command from the Start Menu. Type d:/setup.exe. (Replace “d” with your CD-ROM drive letter if it is different). Click OK or press Enter to launch the installation program.

4. Follow the directions on the screen to set up the program.

During the installation process Ideal POS System is automatically added to the Start menu under Programs, and an icon placed on your Windows Desktop.

Starting Ideal POS System for the First Time

To start the program, simply double click the desktop icon or select Ideal POS System from the Start menu.

Ideal POS System 5.0 User Guide Getting Started •••• 4

When you start Ideal POS System for the very first time, you will be asked to create a new database (See Figure 2 – Database Options).

Figure 2 – Database Options

New Database - Creates an empty database suitable for a brand new installation.

Demonstration Database - Creates a demonstration database containing some data, but limited to 20 accesses/days and a maximum of 100 stock items. The demonstration database is ideal for training but not recommended for a permanent installation.

Convert from Ideal POS System 2.0/2.5/3.0/4.0 - If you are upgrading from an older version of Ideal POS System, select this option and click on Create Database. You will be prompted to locate your old database. The selected database will be copied into the Ideal POS System installation directory and then converted.

Logging in to Ideal POS System

To protect your data from unauthorized access, Ideal POS System requires you to enter a username and password at startup. When you start Ideal POS System for the first time, the default username is Admin and there is no password.

Figure 3 – User Logon

Note: The user name for entry into Ideal POS System is not case sensitive, however the password is. For example, if your password is “Fred” but you enter “fred”, access will be denied.

You can change the password for the Admin account or add new users. For more information, please refer to Changing Your Password.

If your POS Screen POS terminal does not have a keyboard, you can log in to Ideal POS System using the built-in onscreen POS Screen menu. Select the > button to activate the POS Screen keyboard.

Using the On-Screen POS Screen Keyboard to Log in

Ideal POS System 5.0 User Guide Getting Started •••• 5

Figure 4 – POS Screen Keyboard

To toggle between lower and upper case characters, press Shift. When you have typed in your username or password, press the OK button. To protect your privacy, passwords are always masked with asterisks (“*”).

User Registration

You must register your license of Ideal POS System to unlock the software. The details in the user registration must be completed correctly; otherwise you will not be able to use any of the functions of Ideal POS System. Ideal POS System is protected by a dongle license key which needs to be attached to your computer at all times.

Ideal Business Software commonly provides two separate (and very different) user registrations:

1. Expiry Registration - This is a special registration that allows you to get started with Ideal POS System while your software package is dispatched to you. This registration does not require a dongle license key, but your license of Ideal POS System will stop functioning after the expiry date. You should change your user registration to the full registration as soon as you receive your package.

2. Full Registration with dongle license key - This license will never

expire, however the supplied HASP license key must be connected to your computer whenever you require using your software.

Figure 5 – User Registration

Note: Enter all details exactly as they appear on the User Registration Sheet

To register your Ideal POS System license;

Ideal POS System 5.0 User Guide Getting Started •••• 6

1. Connect your HASP license key to your computer. This would have been supplied at the time of obtaining your Ideal POS System package. If your HASP license key is not correctly connected to your computer, registration will fail.

2. Enter the details exactly as they appear on your IBS User Registration Sheet.

3. Click Save button.

If you receive an error after clicking save, first ensure that you have entered the user registration details exactly as they appear on the user registration sheet. Check that your key is correctly attached to your computer. If you have a USB license key, a green light inside the device will turn on when the key is properly attached to the computer. If you have been provided with a parallel key and you share the parallel port with a printer, try removing the printer.

If you are certain that your user registration details have been entered correctly and the license key is properly attached to your PC, but you still can not register your software, please contact your Ideal Business Software dealer for further assistance.

Navigating Ideal POS System

The Ideal POS System main menu (back office) is where you will find listings and reports, POS settings and stock, suppliers and customer management. This allows you the accessibility for management purposes.

Figure 6 – Ideal POS System Main Menu

The sale window is where you perform transactions including cash sales, customer account payments and lay-bys. The optional restaurant module provides table tracking with customizable table maps.

Main Menu

Sale Window

Ideal POS System 5.0 User Guide Getting Started •••• 7

Ideal POS System sale window with POS Screen

Optional Ideal POS System restaurant module table map

Figure 7 – Sale Windows

To access the Ideal POS System sale windows or table map (restaurant module only) from the main menu, click Ideal POS System 5.0 or click on the POS symbol button.

Figure 8 – POS Symbol

To close the sale window or leave the table map, press the Escape button (ESC) or click on the Windows close button (X) which is located on the top right hand corner of the window.

Opening a sale window

Ideal POS System 5.0 User Guide Getting Started •••• 8

You can add, modify or delete database records such stock items, customers and suppliers from the File menu in the main menu. The database grid displays a list of records in the database file. The Search button allows you to change the order in which records are displayed. You can search for an item by field (for example, stock code, description, scan code, etc).

Figure 9 – Stock Item

To change the sort order, simply click on the required option in the Search button frame and the data content will change automatically, displaying the list in the order you wish to view it.

Select the appropriate Search option. For example, if you would like to search for a record with the description “600ml Bottle Soft Drink”, select Description Search. Enter the details for the search and the closest matches to the search details will be selected in the database grid. When the desired record is highlighted, press Enter to modify it.

The search facility also supports what we call a wildcard search. By entering a “*” before typing a search string in the Like field, the software will sort through and select all records that contain your search string.

For example “*Bottle” may find:

1 - 600ml Bottle Soft Drink

2 - Furniture Polish – 350ml Bottle.

New records can be added by clicking Add button or by pressing the Insert key. A data entry form will appear. Enter the details for the new record and then click Save button. The data entry form will then reset ready to accept another record. When all new records have been entered and saved, click Cancel button to leave the settings without saving.

Data Entry

Changing the Sort Order

Searching the Database

Adding Records

Modifying Records

Ideal POS System 5.0 User Guide Getting Started •••• 9

Select the record to be modified in the database grid then click Modify button or press the Enter key. The selected record will be displayed in a data entry form. Enter the required changes and then click Save button. Clicking Cancel button will leave the record unchanged.

Securing Your Data

The following suggestions will help you to ensure that your data is adequately protected:

• Change your Admin password immediately. (Please refer to Changing Your Password)

• Backup your data daily on removable media such as Zip disks, flash disk or CD-R/RWs. Keep your backup in a safe and secure place.

• Reliable computers, networks and associated hardware are essential to the smooth operation of your software and protection of your data.

• Uninterruptible power supplies are recommended to guard against data loss or corruption due to power failure.

• Compact your database regularly. This can be done as often as you like, however in most cases weekly or monthly should suffice. For more detailed information refer to Error! Reference source not found. later in this section.

• If your computer is used to access the Internet, make sure it is protected by firewall and antivirus software.

• Keep Windows and device drivers up-to-date.

Backing Up Your Data

A regular data backup routine is essential to protect your data against a hard drive crash, computer virus, accidental deletion, power outages or database corruption. An up-to-date backup of your data will help you restore Ideal POS System as quickly as possible if you lost your data.

Your data is stored in two separate databases (filenames – ips.mdb, ipsterminal.mdb):

• IPS.MDB stores most of your data and is organized into various tables. This database is updated every time you make sales, enter new data or modify existing data. The data is then used to build the various reports that Ideal POS System provides.

• IPSTERMINAL.MDB holds information regarding user registration, user log, audit numbers and networking.

Note: If you are backing up your data to a local hard drive rather than removable media as recommended, you may not be effectively backing up your data. If your hard drive crashes or your computer experiences a virus attack, you may lose all your data, including your backup files! We highly recommend removable media such as Zip disks, USB flash drives or CD-R/RWs for backing up your data.

Please consult your Ideal Business Software dealer if you require assistance with setting up an effective backup strategy.

The easiest way to backup your data is by taking advantage of Ideal POS System’s built-in backup feature. This compresses your databases into a single ZIP file which you can store on removable media and extract using popular third party compression applications such as WinZip and 7-Zip.

Using the built-in backup feature

Ideal POS System 5.0 User Guide Getting Started •••• 10

To use the in-built backup feature

1. Select Backup Database from the File menu.

Figure 10 – Backup

2. At the prompt, click OK button.

3. Select the location of where you store your backups. By default, the filename of the backup will have the format IPSyymmdd.zip (where yy, mm and dd are the year, month and day respectively). You may change this filename if you wish.

4. Click Save button.

You can configure Ideal POS System to remind you to backup your data every time you shut Ideal POS System down.

To set up Ideal POS System to prompt for backup on exit

1. Select Yes/No Options from the Setup menu.

2. Click on the Miscellaneous tab.

3. Select Prompt for Backup on Exit (as shown in Figure 11).

Figure 11 – Modify POS System

4. Click Close button to exit the Yes/No Options settings. It will prompt you to save your settings.

When you shut down Ideal POS System, you will be asked if you want to perform a Data Backup. If you click Yes, Ideal POS System will take you

Setting up Ideal POS System to Prompt for Backup on Exit

Ideal POS System 5.0 User Guide Getting Started •••• 11

through the built-in backup process as describe in the section Backing Up Your Data of this chapter.

To manually backup your data;

1. Close down Ideal POS System and IPS Server.

2. Open My Computer.

3. Open the Ideal POS System 5.0 folder. This is usually C:\Program Files\Ideal POS System 5.0.

4. Copy ips.mdb and ipsterminal.mdb to removable media such as a ZIP drive, flash disk or CD. If your database is very large, use a file compression program such as WinZip to reduce file size.

Restoring Your Data from a Backup

To restore your data from a backup, you simply need to manually copy both database files (ips.mdb and ipsterminal.mdb) from the backup location to the default Ideal POS System 5.0 folder (typically c:\program files\ideal pos system 5.0\ ). Due to the diverse range of backup and compression utilities available and flexibility of the Windows user interface, there are many different ways to restore your data.

You may find the following instructions useful if you regularly use a graphical compression utility such as WinZip, WinRar or the built-in Compressed Folders support in Windows XP.

1. Shut down Ideal POS System and IPSServer.

2. Open the Ideal POS System 5.0 folder. For a typical installation, the Ideal POS System 5.0 folder be located by opening My Computer, double clicking Local Disk (C:), and then double clicking the Program Files folder. Here you will be able to locate Ideal POS System 5.0.

3. Leaving the Ideal POS System 5.0 folder open, locate the compressed backup file and double click the icon. Your default zip-file compression utility will now load the file.

4. Select both of the databases, ips.mdb and ipsterminal.mdb, and simply drag and drop the files to the Ideal POS System 5.0 folder.

Figure 12 – Drag and Drop Database Files

Manually Backing Up Your Data

Ideal POS System 5.0 User Guide Getting Started •••• 12

5. If Windows prompts you to confirm that you want to overwrite the existing files, click Yes button.

Changing Your Password

To change a user password

1. Open Ideal POS System and log on.

2. Select Change User Password from the Setup menu.

Figure 13 – Change User Password

3. Enter your new password and confirm your password.

Figure 14 – Change User Password

4. Click Save button.

Ideal POS System 5.0 User Guide IPS 5.0 New Features •••• 13

IPS 5.0 New Features Key New Features MYOB Accounting Interface (Add-On Module) – refer to separate document for feature details

New User Registration and Licencing

New Visual Appearance

Home Screen

Yes/No Options – merging of POS & Global options

Improved Account Adjustments

Waste Mode

Finalised Margins Report

Customised Stock Item and Customer Grids

Live Journal Feed

New Financial Report with Subtotal Discounts, Promotion Tables, and Point Redemptions take amount off Stock Items and Department Sale Amounts

Sites

Minor Features Stock Item Search Screen can search for multiple stock codes Clerk Permission to exceed customer credit limit Department File screen larger and shows sales categories Older version Archives can convert upon opening Copy from button to copy receipt headers to KP’s Stock Item and Customer grid allow resizing Errorlog.txt file deleted when reached 100Mb Size of databases shows in start-up screen Lay-bys are not treated as Sales until they are completely paid for Stock Codes from in POS Terminal setup screen Stock Item Grid can show stock level of location POS is linked to Customer’s fax number appears on A4 Customer Tax Invoice Customer’s First name to appears on 2

nd LCD Screen Display

Stock Item Write-Offs Report grouped by Sales Category Use Large Size Menus option

Change of Terminology POS Options now called POS Terminals Touchscreen now called POS Screen (TS now POS in licencing options) Ideal Waiterpad now called Ideal Handheld Guests now called Covers

Removal of existing Features Modifiers Old Ideal Kitchen Monitor Interface Supplier Payments and Adjustments Tax Report Supplier Trial Balance Report References to Use Graphic on Tax Invoices/Purchase Orders etc

Ideal POS System 5.0 User Guide IPS 5.0 New Features •••• 14

Opening Balance from Customer Add screen

Ideal POS System 5.0 User Guide IPS 5.0 New Features •••• 15

New User Registration and Licencing A new Licencing method has been introduced to Ideal POS System 5.0. This new method involves storing the User Registration Details on the Licence Key’s built-in memory instead of matching the licence key number with the User Registration details.

A Temporary Licence will still be provided with new software purchases; however the Permanent User Registration Licence details are stored on the key.

When you receive the IBS Licence Key, the licence key will have the User Registration details pre-programmed on the key.

If you require a change to the User Registration Details, a Digital Certificate (IKU File) will be emailed to you, in which you will be required to save this file onto a PC, connect the licence key, and use the licence Key update software to update that licence.

Demonstration Database

A Demonstration database will have 20 accesses as per previous versions of Ideal POS System. You can still convert a Demonstration User Registration to a Licenced User Registration.

To Convert a Demonstration Database to a Temporary User Registration

1. Go to Setup > User Registration.

2. Enter the Expiry Date first, and then enter the remaining Temporary Registration Details.

To Convert a Demonstration Database to a Permanent User Registration

1. Go to Setup > User Registration.

2. Insert the IBS Licence Key to the USB or Parallel Port on the PC/POS Terminal.

3. Press the ‘Read Key’ button.

4. Press Save.

To Update a Permanent User Registration’s Details

If you require changes to the Permanent User Registration, a Digital Certificate (IKU File) will be required to update the key’s licence details. We will supply this file to authorized dealers via Email only.

The IBS Licence Key Update Utility is part of the Ideal POS System 5.0 Installation. A shortcut to this file can be found in the Ideal Business Software folder located in the Windows Start Menu.

Ideal POS System 5.0 User Guide IPS 5.0 New Features •••• 16

1. Click on Start, and locate the Ideal Business Software Folder.

2. Run the IBS Licence Key Update Utility.

3. Click on ‘Update Key’ and locate the IKU File.

4. Click ‘Open’ to update licence key.

5. Close the IBS Licence Key Update Utility.

Ideal POS System 5.0 User Guide IPS 5.0 New Features •••• 17

Home Screen The Home Screen has been designed for Users who want to ‘Lock’ the POS Screen after each transaction. You can enter a clerk code by either typing in the clerk or login code, magnetic card swipe or proximity clerk wristband.

The Home Screen has been designed to always return to the POS Screen, so If you are using the Table Map and require clerk security, please enable the ‘Require Clerk Entry on Table Map’ function in Setup > Yes/No Options.

To Enable the Home Screen, go to Setup > Yes/No Options > Miscellaneous, and tick ‘Use Home Screen’.

Home Screen

You can create a ‘Home’ Button on the POS Screen in POS Screen Layouts.

Ideal POS System 5.0 User Guide IPS 5.0 New Features •••• 18

Ideal POS System 5.0 User Guide IPS 5.0 New Features •••• 19

Yes/No Options In previous versions of Ideal POS System, the Yes/No (tick box) Options were located in both the Global Options and POS Options.

All the Yes/No Options that were compatible to be used for all POS Terminal or Individual ones, have been merged into one area.

This provides Ideal POS System with much more flexibility with selecting various options for the entire POS Network, or Individual POS Terminals. The Options have been grouped into various categories and sorted alphabetically to make them easy to locate.

Yes/No Options

Tick the appropriate option for ‘ALL’ or for each individual POS Terminal.

Ideal POS System 5.0 User Guide IPS 5.0 New Features •••• 20

Improved Account Adjustments Account Adjustments have been simplified with unallocated and applied account adjustments now separated into two functions.

The finalize message will also show you what the balance of the account/invoice will be if you complete the transaction.

Click on ‘Adjustment’ in the customer details screen to apply an Adjustment to a specific transaction or click on ‘Unallocated Adjustment’ to apply an adjustment to the account balance.

When you select the Adjustment button, you can only type in an amount next to a specific transaction.

Ideal POS System 5.0 User Guide IPS 5.0 New Features •••• 21

The Adjustment message box will show you the amount after the adjustment will be applied.

The Unallocated Adjustment function will not show any transactions, and only allow you to type in an amount. You can press the +/- symbol to make the amount negative.

Unallocated Adjustment window only allows you to enter an adjustment amount to change the balance of the account.

Ideal POS System 5.0 User Guide IPS 5.0 New Features •••• 22

Ideal POS System 5.0 User Guide IPS 5.0 New Features •••• 23

Waste Mode Waste Mode provides a facility to perform ‘Stock Write-Off’s’ from the POS Screen. Once the Waste Mode transaction is finalized, the stock is immediately written off and recorded against the selected write-off category. The Waste Mode function can be inhibited using Clerk Security.

Creating Write-Off Categories

To create a Write-Off Category, go to File > Stock Control > Write-Off Categories. Add a new category and tick ‘Waste Mode Enabled’ to enable this category in Waste Mode. You can also select a colour for the Waste Mode Category.

How to use Waste Mode

1. At the start of the transaction, select Waste Mode. The words ‘Waste Mode’ will appear at the top of the POS screen in yellow text.

2. Select the items to write-off, keeping in mind that you can only apply all the items to a single write-off category. The selling price is not recorded, but will still appear when selecting the items.

Ideal POS System 5.0 User Guide IPS 5.0 New Features •••• 24

Ideal POS System 5.0 User Guide IPS 5.0 New Features •••• 25

3. At the end of the transaction, press ‘Enter’. The Write-Off Categories menu will appear in which you select one and press ‘Yes’ to finalize.

4. You can view a Stock Write-Offs Report to show the stock items and their write-off category.

Ideal POS System 5.0 User Guide IPS 5.0 New Features •••• 26

Finalised Margins Report The Finalised Margins Report has been added to Ideal POS System 5.0 to provide Businesses a way of easily analyzing their “Real Gross Profit”.

A Stock Item Sales report records a Gross Profit when the sale is made; however a Stock Item is subject to ‘Write-Offs’ and ‘Variances’.

The Finalised Margins Report is only useful if accurate Cost Prices are recorded, Stock Write-Offs are entered, and regular Stock-Takes are performed to post Stock-Take Variances.

Businesses would most likely produce a Finalised Margins Report at the end of the month AFTER a stock-take has been completed, with all Stock Purchases, Transfers and Write-Offs completed.

Please note that ‘Indirect Items’ do not appear on the Finalised Margins Report.

Finalised Margins Report show “Real” Gross Profit

Ideal POS System 5.0 User Guide IPS 5.0 New Features •••• 27

Ideal POS System 5.0 User Guide IPS 5.0 New Features •••• 28

Customised Stock Item and Customer Grids The Stock Item and Customer Grids can now be customised to only show selected Fields.

To Set the appearance of the Grids, go to Setup > Users > Modify User > File Fields.

Expand either the Stock Items or Customers and select which fields you want to display in these grids.

Stock Item Grid

Customer Grid

You can change the width of each field with these settings stored in the database.

Ideal POS System 5.0 User Guide IPS 5.0 New Features •••• 29

Live Journal Feed The ‘Live Journal Feed’ option shows each POS Transaction and Activity Log data as this information is received and is display in a window on the right hand side of the ‘back-office’ screen.

To enable the Live Journal Feed to show on the back-office screen in Ideal POS System, go to Setup > Yes/No Options > Miscellaneous and tick ‘View Activity Log on Main screen’.

Live Journal Feed

Ideal POS System 5.0 User Guide IPS 5.0 New Features •••• 30

New Financial Report The Financial Report has changed with discounts, surcharges, promotion tables and point redemptions are now added or subtracted from the Gross Sales amount.

The NETT Sales figure on this report will now match all the sales report in Ideal POS System (except end of shift and sale reconciliation reports which are periodic reports).

Subtotal Discounts – Subtotal discounts are now evenly applied to stock items or departments within a sale.

Subtotal Surcharges – Subtotal surcharges are now evenly applied to stock items or departments within a sale.

Promotion Tables – The 4 types of Promotion Tables Discounts are now evenly applied to stock items within a sale. The Automatic Customer Discount function is also included in the Promotion Table Discounts on the Financial Report.

Point Redemptions – If you are using Customer Loyalty, and have linked a tender type to ‘Pay by Points’, then point redemptions are considered as a sale with a dollar discount applied to the sale. For example, if you have two items within a sale with a sale value of $1.00 each, and you tender $1.00 on points and $1.00 on cash, the first item in the sale is discounted 100%.

Ideal POS System 5.0 User Guide IPS 5.0 New Features •••• 31

Sites Sites have been introduced to group certain functions within Ideal POS System. In the initial release of Ideal POS System 5.0, sites are used to group ‘End of Shift’ totals in the End Sales Period function.

In future releases, Sites will also be used to group Network Printers, Clerks and more.

To check which Site your POS Terminal is linked to, go to Setup > POS Terminals, press modify on your POS Terminal, and check the Site number at the top of the screen.

To create new Sites, go to Setup > Sites. You are only required to enter the description of the Site.

Ideal POS System 5.0 User Guide Initial Settings •••• 32

Initial Settings

POS Options

You will find peripheral and terminal specific settings in POS Options. Settings that can be found in POS Options include:

• Receipt Printer

• Pending Sales/Kitchen Printers

• Customer Display

• Cash Drawer

• Scale

• Clerk Wrist Strap

• Location

• Networking Settings (for multi-terminal installations).

If you have implemented a multi-terminal system, you can make changes to any terminal on the network. Settings will only apply to that terminal.

POS Options Details allows you to record and describe the setting that you make. You can assign the setting for a selected location and also make applicable to a specific POS Screen layout.

IP Address Setting

Ideal POS System 5.0 User Guide Initial Settings •••• 33

In a multi-terminal system, IP addresses needs to be setup on every terminal for identification and communication purposes.

IP Address – This is the Internet Protocol address of the terminal for communication purpose onto the Internet.

Connection Path – You can specify the location of the Ideal POS System directory when the working directory is different from the default address. (eg; \\pos1\Ideal POS System 5.0).

Group Master – It is required when you want to set the particular terminal as the master.

The IP Address has to be a static address. To modify the IP Address, in Windows, go to Start, select Settings and choose Control Panel. In Control Panel, select Network Connections, right click the appropriate Local Area Connection and click on Properties. In General tab, select Internet Protocol (TCP/IP) and click on Properties. Tick on use the following IP address and fill in the IP address, Subnet mask, Default gateway, Preferred DNS server and Alternate DNS server appropriately. Check with your Internet Service Provider to find out the Subnet Mask, Gateway and DNS addresses. Click on Ok after you have confirmed everything.

The IP Address in POS Option will have to be the same as the IP Address in the terminal. Ensure that other terminals have unique IP Addresses to avoid conflict.

Receipt Printing

Printer type is selectable from the drop down menu. A port selection is also necessary and in some cases you may have to adjust the settings of the printer. Please contact your dealer if you require assistance with setting up receipt printers.

Receipt Printing Options

Ideal POS System 5.0 User Guide Initial Settings •••• 34

Serial printers require some extra settings for baud rate, parity, data bits and stop bits. These settings must match the printer settings. You can retrieve the settings from most receipt printers by resetting the printer. To do this on an Epson TM-T88 receipt printer or compatible, switch the printer off, hold down the feed button while you switch the printer on. The printer will print a test page with the printer settings required by Ideal POS System.

The syntax of this setting is very important. The correct format is:

<Baud Rate>, <Parity>, <Data Bits>, <Stop Bits>

The default setting is 9600, n, 8, 1 which corresponds to 9600 baud, no parity bits, 8 data bits and 1 stop bit respectively. Refer to your receipt printer user guide or contact your printer supplier for further information on how to configure your receipt printer.

If the printer options are not in the correct order or a comma is left out, you will receive an error “380 – Invalid property value” for the incorrectly formatted settings.

Printers are accessed directly by Ideal POS System. Unless you are sharing printers with other terminals, you do not need to setup the printer in Windows. Note: Serial printers will not work if they have been set up in Windows.

By selecting Use Second Receipt Printer, it will enable you the option to use a second receipt printer. Note: The connection port for the second receipt printer cannot be the same as the first receipt printer.

The Start Chr and End Chr define the starting and ending position of a transaction which has to be associated with videoing purposes. Selecting the Live Output option gives you to ability to view real-time reports/receipts.

Ideal POS System 5.0 User Guide Initial Settings •••• 35

6 Logo Lines (at the top of the receipt) and 4 Message Lines (at the bottom of the receipt) of text can be set. Included in printing options is Redeem Line Message programming and Customer Account Message programming.

Putting a “#” at the start of a logo or message line will print the line with Double-Size text.

Putting a “@” at the start of a logo or message line will centre the text.

You may use both “#” and “@” on the same line; however “@” must come first.

The Print Logo option applies to the IdealPOS TM200 graphic logo. This graphic logo can be downloaded to the TM200 receipt printer with a printer utility which is supplied by IdealPOS. For more information, please contact your authorized Ideal POS System dealer.

There is also the option to show Stock Item Notes on the receipt. These can be used for extended descriptions, instructions etc.

The Empty Lines field will add a number of empty lines (or line feeds) to the bottom of the receipt.

Here is an example of how you can customize your receipts:

Headers and Footers

Changing the Receipt Printer Font

Additional Receipt Printer Options

Example

Pending Sales/Kitchen Printers

Ideal POS System 5.0 User Guide Initial Settings •••• 36

Ideal POS System allows you to set up to six pending sales printers/kitchen printers in different locations to assist in the processing of an order made at the POS terminal. An example of this would be a printer in the kitchen that prints the food component of the orders, or a printer in the bar that prints the drink items to be made to complete the order.

Pending sales printers can be given a unique name, for example “Kitchen Printer” or “Bar Printer”. Ideal POS System can print up to 6 header lines and 4 footer lines.

Receipt and pending sales/kitchen printers can be set up as a Windows printer and shared on the local network. This is particularly useful for multi-terminal installations of Ideal POS System which share pending sales or kitchen printers.

The following instructions should only be used as a basic guide. Please contact your network administrator or refer to Windows Help for advice on setting up Windows printers.

5. Create a new Windows printer. When prompted to select the printer driver, select “Generic – Text Only” printer.

6. Share the printer on the Windows Network.

Network Printers Sharing

Ideal POS System 5.0 User Guide Initial Settings •••• 37

7. Setup the printer as normal in POS Options, except enter the network path of the printer (eg \\pos1\Receipt) in the Connection path. pos1 is the name of the computer/terminal and Receipt is the share name of the printer.

Other Peripherals Other Peripherals tab is where you can setup different peripherals such as customer display, cash drawer, scale, clerk wrist strap and others onto your terminal. To set up a customer display, choose the appropriate Customer Display Type from the drop down menu. Select the Connection type and ensure that it is connected to the correct COM Port.

To set up a cash drawer, select the Connection type from the drop down menu.

Customer Display

Cash Drawer

Ideal POS System 5.0 User Guide Initial Settings •••• 38

Cash drawers can be connected directly to the serial port, via the receipt printer or dedicated cash drawer ports (UP-X500 and Senor Robot POS only).

Ideal POS System can interface to the Mettler Toledo Viva/8217 scale to measure weight of products and translate the weight into a quantity. To set up your Mettler Toledo scale with Ideal POS System:

8. Change the scale type from “None” to “Mettler Toledo Viva/8217”. The scale can be disabled by setting the type back to “None”.

9. Set the Connection type.

10. The settings correspond to the hardware settings of your scale. The syntax of this setting is very important. The correct format is:

<Baud Rate>, <Parity>, <Data Bits>, <Stop Bits>

To set stock items and departments to take a measurement from the scale, select the Scale in the stock item or department settings.

The selling price needs to be entered as a rate per unit. E.g. if bananas are sold for $2.98 per kg, then the selling price should be set to $2.98.

Scales

Ideal POS System 5.0 User Guide Initial Settings •••• 39

Miscellaneous Options

POS Opens on Startup When this option is selected, the point of sale window will automatically open when you load Ideal POS System.

Auto A4 Invoice This option when selected will send all receipts (tax invoices) to the default Windows printer upon finalization of every sale.

Prompt for Backup on Exit When selected, Ideal POS System will ask you if you would like to backup your database when you exit Ideal POS System.

Hide Cost Prices on Stock Enquiry Cost prices will not be displayed in the stock enquiry window when selected.

Login Default User Automatically Ideal POS System will log in automatically under a default user without prompting for login details. When this feature is activated, a user name will have to be assigned in the Default User textbox.

Force Account Tender on Account Sales

This will enforce customer under account to make payment through their account only.

Do Cash Declarations for each Clerk

Employee to Choose Drawer when logging in

This option prompts the user to choose drawer during logging into Ideal POS System.

Calculate Tax Amounts GST amount will be calculated and displayed when this option is selected.

Print Hash Red

Display Points on POS This option will display customer’s

General

Ideal POS System 5.0 User Guide Initial Settings •••• 40

points on the POS screen beside the customer name.

Force Order Entry

Compulsory Clerk This must be ticked if a clerk must be logged on for each individual sale. If this option is unselected, the clerk remains logged on for consecutive sales and will not be required to log on again until the clerk logs off.

Finalize Warning This option will issue a finalized tender warning on a cash sale.

Activity Log This security feature allows you to monitor and track the activity record of every clerk using the Ideal POS System. When this option is selected, it will be made available under Enquiry menu.

Inhibit Finalise Sale This option when ticked will disable the Finalise Sale function. (Enter button and Cash Total button)

Points per Dollar Setting the point system for customer under account, you can assign the number of points for every dollar paid.

Point Redemption Value Customer is able to redeem points for money value. This feature allows you to set the value amount of a single point for redemption.

Default User In the login box, the user name will be a default name in every login. It is also able to operate hand-in-hand with Login Default User Automatically for automatic login feature.

Customer Codes From

Show Order If you have a multi-terminals site, this feature allows your terminals to print out order numbers that will not overlap one another. On each terminal, you can set the range value of order number to be printed. Once it reaches the last value, it will reset automatically to the first value again.

Lock Price Level to Each terminal is able to lock onto a specific price level that you want to implement.

Table Server Override IP

Ideal POS System 5.0 User Guide Initial Settings •••• 41

Prompt for Guests Upon occupying a table, it will prompt you to key in the number of guests occupying the specific table.

Prompt for Name Upon occupying a table, this feature will prompt you to key in the customer name in charge of the specific table.

Hide Delete Items Button This feature will hide the delete button on the item detail screen.

Hide Multiple Table Maps If you have multiple table maps on your terminal, selecting this option will only allow you to view the current map and hide the access buttons of other maps.

Go straight to Table Map on Startup This feature will bring you to the default table map upon starting of Ideal POS System 4.0. You can set the map number in Default Map textbox.

Restaurant (RST Module)

Ideal POS System 5.0 User Guide Initial Settings •••• 42

Auto Print to Kitchen This option when selected will send orders automatically to kitchen printer for printing.

Require Clerk Entry on Table Map On every startup of table map, it will prompt you to key in the clerk number in order to access the table map.

Don’t Allow Voids when Paying Tables

This feature will deactivate the Void button during payment procedure in the POS screen.

Show Seat Buttons This option will create seat buttons on the POS screen.

Figure 15 – POS Screen Tabs

POS Screen Tabs allows you to set the default screen upon startup of Ideal POS System. Enabling all the tabs will display all tabs on the screen as per Figure 17. Un-tick Enabled will not display the tab according to which you selected.

StarrSrvr feature

This feature will activate when you have a WP module. It will send food or drink order to print in the selected printer.

POS Screen Tabs

StarrSrvr

Handhelds (WP module)

Ideal POS System 5.0 User Guide Initial Settings •••• 43

You can store a personal user detail for this particular pos option.

Global Options

Global Options include tax rate settings, statement options and customer. In a multi-terminal installation, changes to Global Options will apply to ALL terminals on the network.

General Options

User Details

Ideal POS System 5.0 User Guide Initial Settings •••• 44

Mask Clerk The option is a simple security measure for clerks. When you are prompted to Enter Clerk, the clerk code is replaced with a series of asterisks as it is entered.

Amounts are Whole Dollars Monetary values entered into the POS window are in whole dollars (i.e. “3” is entered, designating $3.00). If unpicked values entered into the POS window are in cents (i.e. “300” is entered, designating $3.00).

Rounding Enables Rounding options on transaction tendering for Tender Functions where rounding is accepted.

Warn if Stock Item is Negative This option if ticked will prompt the operator if the stock item that they are selling has a zero stock level and by selling this item it will put the stock into a negative level. The same applies to a stock item that has already reached a negative level.

Auto Suburbs/Postcodes Australia Only. If you correctly type in a Suburb/Locality name, and select the state in which it is found, Ideal POS System will automatically enter the postcode corresponding to that Suburb/Locality/State combination. If you already have a postcode inserted in the text box, Ideal POS System will

General Options

Ideal POS System 5.0 User Guide Initial Settings •••• 45

not reinsert the postcode, or look for another, even if the postcode you have on record is incorrect. If you wish to check the postcode, clear the postcode text box, and tab through the suburb and state entering process.

Note: Keep in mind that some suburbs have multiple postcodes; therefore the entered postcode should be verified.

Auto Scan Codes An EAN13 barcode will be randomly generated and assigned to stock items.

Ideal Kitchen Monitor Link This option is to link Ideal Kitchen Monitor and Ideal POS System together to enable communication.

Go to Stock Search if item not found When an invalid item code is entered on the pos screen, it will bring up Stock Search to find the item.

Hide Stock Level in Stocktake This function will disable the Show Stocktake Level functionality in the Stocktake Form.

Show Preset Tenders POS Screen only. When selected, Ideal POS System will display quick tender keys when a sale is finalised.

Auto Reset POS Screen After Each Sale.

Immediately after finalising a sale, Ideal POS System will refresh the screen so that it is ready for the next sale.

Employees use Hourly Rate instead of Commission

This option allows you to define employees’ payment by hourly rate or commission. When it is selected, the Hourly Rate option is located under

Ideal POS System 5.0 User Guide Initial Settings •••• 46

Employee Details in Clerks. When it is unselected, the Commission option is located under Contact Details un Clerks.

Display Total Amount Rounded When selected, it will display rounded total amount on the POS screen.

Disable Manual Stock Level Adjustments

Stock levels can not be modified in the stock item settings window.

Warn when discounting below cost A warning will be given if the discount value is below the cost of the item in a sale transaction.

Show Subtotal on POS Screen Grids Subtotal balance will show on the POS Screen grids when selected.

Include Department Sales in Banking Report

When this option is selected, the Banking report will also include Department Sales detail.

New Zealand EFTPOS 200s

Automatic Clear Balanced Account Transactions

Show Restaurant Reports

Clerk Sales applied to one clerk only When multiple clerks handle the similar ongoing sale, during finalisation, it will be recorded onto the last login clerk. However, when this option is not selected, ongoing sale transaction will be recorded under clerks that handle the particular sale.

Delay Cash Declaration Count Cash declaration has to be performed when the same clerk login into the system again after the End of Shift button is hit.

Print Bar Codes on Receipt Bar code is printed out on receipt when this option is selected.

Employee Log not log clerk onto sale

Department Sales not go to Kitchen Printers

Selecting this option will stop department sales report to be sent to kitchen printers for printing.

Disable Cash Out Question This option only applies for EFTPOS payment. You can disable cash out question on every sale made by EFTPOS.

Tax Shift one item only This function when selected will only allow one item to be tax shifted. If it is not selected, it is able to tax shift multiple items.

Overlapping Clerks When this option is selected, clerk is able to perform sale transaction and when another clerk is going to login on the same terminal to perform sale transaction, the first sale transaction will be saved under the first clerk without having to finalize the sale. When this option is unselected, sale transaction will be finalized by the last login clerk.

Print both Description1 and Description2 on Receipts/Kitchen

This option will print description 1 and description 2 of the stock item on

Ideal POS System 5.0 User Guide Initial Settings •••• 47

Printers receipt or kitchen printers.

Overridden Prices show Price 1 on Receipt

End of Day Allows you to set the cut-off time for sales to be associated with a particular day. Consider a setting of 23:59:59, sales that occur after this time will be considered as taken place the next day. When you view a daily sales report, the report will consist of sales that took place between 23:59:59 the previous day and 23:59:59 the current day.

ABN Descriptor Upon occupying a table, this feature will prompt you to key in the customer name in charge of the specific table.

Aging Type This option allows you to select the aging type for your customers and suppliers (full version only), 30/60/90 or monthly.

First Day of Week You can set the first working day of the week of your own choice.

Decimal Places on Qty Supplier can choose to select number of decimal places on the quantity of goods during purchases.

Kitchen Printer Large Size Format The format size of the printout from the kitchen printer is able to set accordingly to double width, double

Ideal POS System 5.0 User Guide Initial Settings •••• 48

height or bold.

Clerk Timeout When this option is set to 4 (for example; 4 seconds). The duration of the clerk login onto the POS will only last for 4 seconds and you will have to login clerk again after the time period.

Outgoing Email Server This option applies only when the Email feature is installed. It allows you to send invoices via email. See Email Server chapter.

There are different types of button and font design that you want to implement on the POS screen. Selecting Use Fast Grids/Table Buttons will display the grid outline on the POS screen.

Miscellaneous Miscellaneous includes operating on other devices and features such as UPX500, Handhelds, StarrSrvr and IPS Table Server.

To use StarrSrvr gaming system

StarrSrvr

Ideal POS System 5.0 User Guide Initial Settings •••• 49

To use UPX500 Magstrip

To use IPS Table Server

This feature will activate the IPS Table Server. See Table Server Chapter.

To use Handheld

Purchases

UPX500 Magstrip

IPS Table Server

Handheld (WP module)

Ideal POS System 5.0 User Guide Initial Settings •••• 50

In Purchases, you are able to modify the printing options of this purchase order such as delivery address, top, middle and bottom messages, contact details, delivery details etc.

The purchase order function also allows multi-location and rounding options when generating the purchase order based on the recommended and reorders levels of stock items linked to the selected supplier.

Purchase Order Title This text appears at the top of all Purchase Orders generated.

Default Delivery Address Text boxes allow you to enter a Default Delivery Address to be printed on your Purchase Orders.

Field Descriptors 1,2 and 3 These Field descriptors are user definable. You can alter the Field Descriptors and attach Default Text.

Purchase Order Default Settings

Ideal POS System 5.0 User Guide Initial Settings •••• 51

Default Top Message Text that appears at the top of the Purchase Order under the Purchase Order number.

Default Middle Text Text that appears in the middle of the Purchase Order under the Field 1, 2 and 3 boxes.

Default Bottom Text Text that appears at the bottom of the Purchase Order, beside the Total.

Show Amounts This option selects whether to print Stock Item costs on the Purchase Order or not.

Use Graphic Logo This option allows you to use graphical logo.

Purchase Orders – Item Browse You can browse item in Purchase Orders according to Stock Item Codes or Supplier Stock Codes.

Stock Received – Item Browse You can browse item in Stock Received according to Stock Item Codes or Supplier Stock Codes.

Freight Purchase Category You can set the Freight Purchase Category from the Purchase Categories list.

Admin Fee Purchase Category You can set the Admin Fee Purchase Category from the Purchase Categories list.

Ideal POS System 5.0 User Guide Initial Settings •••• 52

Restaurant (RST Module)

Print Items only Once This option will only allow items to be printed once.

Hide Amounts on Kitchen Printers Selecting this option will hide the amount on the receipt printed on kitchen printers.

Send Sales to Kitchen Printers Sales can be sent to kitchen printers.

Print Text on Bills/Receipts This option allows you to print text on receipts or bills. Text are type in on the POS screen and when it is send to printer for printing, the text is printed on the receipt.

PAID Status on Kitchen Printers PAID status can be printed on receipts from kitchen printers to notify staffs.

Print Qty when Qty=1 on Kitchen Printers

Food/Drinks/Guests Total on Receipt Total cost of food, drinks and total number of guests will print out on the receipt respectively.

Auto “Finish” Table after Finalization Table will be set to Finish after finalization of sales in that particular

Restaurant Setting

Ideal POS System 5.0 User Guide Initial Settings •••• 53

table.

Disable Occupy Table Function The Occupy button in the table map will be disabled when this option is selected.

Show Decimal Quantities on Receipts Receipts will print out decimal points value on quantities.

Clear Table when Prepaid When this option is enabled, table will be reset when sales transaction is prepaid.

Show Customer on Kitchen Printers Customer name will be printed on receipt that sent to kitchen printers.

Hide Text on Table Details Screen Text displays on the POS screen will not display on the Table Details screen.

Show Seat Number on POS Screen You can place seat number on selected item and it will display the seat number beside the item on the POS screen.

Hide Clerk Entry This function applys when Require Clerk Entry on Table Map is selected. It will hide the Clerk Entry on the table map. Only when a table is clicked, it will show the Clerk Entry.

Warn When Saving Tables A warning signal will display when you perform sale transaction and bring on to table map.

Seat Buttons don’t make new items This function operates together with Show Seat Buttons. When this is enabled, clicking on the seat button does not allow you to create new items.

Double Size text items on Kitchen Printers

Every text items printed on the receipt from the kitchen printers will be Double Size.

Auto “Finish” Table after Printing Table will be set to Finish after receipt is printed.

Always Recall Items to POS Screen You can recall back the items from the table to the POS screen. This allows you to continue with the sales before finalization.

Use Hold Print function

Fast Service Table Map This function allows automation purpose of finishing the table after finalising sale transaction. It also bring you direct to sale transaction screen after you select a table.

Disallow Exit from Enter Clerk screen When this option is enabled, the Exit button from Enter Clerk screen will be disabled.

Show Customer Names on Tables You can display customer name on the table in the table map.

Send Deleted Items to Kitchen This option will send deleted items to kitchen printer.

Can Select Text/Zero items on Table Details

This option allows you to select text or zero items on the Table Details screen.

Ideal POS System 5.0 User Guide Initial Settings •••• 54

Show Tips section on Bills

There are different formats that can be set for receipt printing. You can print in the kitchen docket that is sorted by Print Group or Standard format. The format of the printing items can also be accumulated when you tick on Accumulate Items.

Receipt Format

Ideal POS System 5.0 User Guide Initial Settings •••• 55

You can create a status button on table as an alert signal or other purposes. Items can also be attached to the related button.

User Defined Table Status Buttons

Ideal POS System 5.0 User Guide Initial Settings •••• 56

Default Table Status allows you to define a name on the status and assign colour for easy identification of table status.

Pending Sales (TS module only)

The Global Options window includes a number of options regarding pending sales, including the ability to allow you to send the sales information, after finalizing a sale, to the appropriate pending sales printers.

Options available in Pending Sales:

• Print Items Only Once

• Hide Amounts on Kitchen Printers

• Send Sales to Pending Sales Printers

• Print Text on Bills/Receipts

Table Status

Pending Sales

Ideal POS System 5.0 User Guide Initial Settings •••• 57

• PAID Status on Pending Sale Printer

• Can Select Text/Zeo Items on Table Details

• Printed Pending Sales sent to Receipt Printer

• Printed Pending Sales sent to Windows Printer

• Auto Generate Pending Sale Codes

• A4 Pending Sale Messages

Customers

In Customer Statement report, you can display text messages or footer messages accordingly.

Tax Invoice, Layby Statement, Account Invoice/Activity Statement

Ideal POS System 5.0 User Guide Initial Settings •••• 58

A custom designed graphic logo can be inserted into the header of A4 tax invoices and statements.

To insert a graphic logo into statements:

11. Create your graphic logo so that it conforms to the following standards:

• The logo must be saved as a bitmap image (.bmp)

• The name of the saved image is USERLOGO.bmp

• The image is 335 pixels wide by 60 pixels high.

12. Copy the graphic logo into the Ideal POS System 4.0 directory.

13. In Ideal POS System, select Global Options from the Setup menu.

14. Select Use Graphic Logo for each statement is to include the graphic logo.

15. Click Save.

Show Tendering check box enables the printing of the tender function on the A4 tax invoice whether it’s a cash sale or if its part cash, part credit etc. It will also display the change given.

Show Total Ex Tax check box allows the A4 invoice to display the total ex tax and provides a break up of the tax amounts.

In Laybys setting, you can create layby message to be printed on a receipt. You can also set a minimum deposit percentage on a layby. Customer will have to pay a certain deposit amount before paying as layby.

In Account setting, you can set account customer default to Account setting. Setting the Default Credit Limit to a specific value, 2

nd Date Label and also

assigning a Pay By Points Tender.

Show Company in Customer Grid As default, customer’s company name will not be displayed in the customer listing. When this is ticked, it will

Layby Setting

Account Setting

Ideal POS System 5.0 User Guide Initial Settings •••• 59

display company details in the customer listing.

Show Invoice #s affected by Payments/Credits

Exceeded Credit Inhibits Sale This function will hold back sale transaction when it total amount exceeded customer’s credit.

Don’t Allow Points on Account Payments

When this option is selected, it will disallow awarding of points on account payment.

Disable go to Customer Search question

Default Credit Limit This function set the credit limit of an Account customer.

2nd Date Label You can assign a 2

nd Date (eg; birth

date).

Pay By Points Tender This function specifies the tender that you want your Account customer to pay by points.

Automatic Customer Import Time

Sales

You can associate up six (6) tax rates to departments and stock items. All selling prices are inclusive of any associated taxes. Ideal POS System will calculate and display the total tax amount upon finalisation.

The tax settings in the Global Options window have a number of purposes:

• You can re-label a Tax Rate within Ideal POS System, which will in turn be displayed on Department and Stock Item windows as the re-labeled rate.

• This rate will be used to calculate Profit Margins correctly within your system.

• The Tax Label is used when exporting Sales files from Ideal POS System. These labels should match the Tax Codes in use in the software to be exported to.

Tax Rates

Ideal POS System 5.0 User Guide Initial Settings •••• 60

• Finally, you can tick the rate as default if you wish for all new stock items and departments to receive that specific Tax Rate. This setting can be overwritten at the time of setting up the Stock Item or Department.

Ideal POS System supports up to 12 selling price levels. Each selling price can be giving a unique description (e.g. normal price, special price, and happy hour price). If you leave the description of a selling price blank, Ideal POS System will not display the selling price when you add or modify a stock item.

Ideal POS System has the capability to use programmable barcodes. These barcodes contain information such as PLU number, department code, quantity and price. Once the barcode is scanned Ideal POS System will decode the barcode and sell the product at the appropriate price or quantity.

Various makes and models of scales support the creation of programmable barcodes. Ideal POS System can be set up to utilize this function.

Setting up Programmable Barcodes

Selling Price Descriptors

Programmable Barcodes

Ideal POS System 5.0 User Guide Initial Settings •••• 61

Programmable barcodes are special barcodes encoded with a stock item code and quantity or price.

A typical programmable barcode will have the following format:

P1 P2 x3 x4 x5 x6 x7 x8 x9 x10 x11 x12 x13

P1 and P2 is the programmable barcodes prefix. The prefix is user definable and depends on the product that is creating the programmable barcode. Most common prefixes include 02, 20 – 29.

The rest of the 13 digit barcode (x3 – x13) is set up for PLU/Stock code, Department code, Quantity and Price.

Field 1 is the field after the prefix. This field can vary in length depending on whether you are using the PLU/Stock code or the Department code in this field. The position code is where field 1 starts in the barcode and the length determines how many digits long the field is.

Field 2 is the remainder of the barcode is field 2. This field also has a starting position and a length.

Decimal point position allows IPS to calculate a price or a fraction of a quantity in Field 2. If the decimal point position was “2” the decimal point would be between x11 and x12.

Price Level Settings

Ideal POS System 5.0 User Guide Initial Settings •••• 62

To use User Defined Fields

Reservations

This Reservations setting will only be available if you have a Reservation module in your software license. In this reservations setting, you can create different status of reservation on a table. Different colour can be assigned on the status.

Average Dining Time – Defines the duration set for reservation.

Table Map Reserved – You can select the appropriate duration (in minutes) for reservation.

Default Customer Type – For the purpose of categorizing new customers. You can display phone message to notify you the number of guests at what

User Defined Fields

Ideal POS System 5.0 User Guide Initial Settings •••• 63

time on which date. The format has to be remained for [GUESTS], [TIME] and [DATE] which represent number of guests, time and date respectively.

Under Sessions, you specify the session period for breakfast, lunch, dinner or others.

You can also create different specific area to categorize different reservation area. This can associate with the name of the area in the restaurant.

User-Defined Fields allows you to make small notes and also creating Yes/No options associated with your reservation.

See Reservation Chapter.

Keyboard Program

The default keyboard program

“~” in the automatic text filed of Hash (Text Entry) will do an Enter in sales windows

The keyboard of your PC can be programmed to suit your application by selecting Keyboard Program from the Setup menu.

Key Function options include;

Key Function Explanation Programmable

Parameters

(some have

Auto Text)

%+ Item Percent Item Surcharge Selection of Automatic % and

Default Keyboard Program

Key Function

F2 Item Discount. If a percentage is not

entered before pressing F2, a discount of

20% will be applied. There is a 50% limit.

F4 Print Tax Invoice

F5 Account/Lay-By Payment

F6 Account/Lay-By Adjustment

F7 Redeem Points

F8 Account/Lay-By Credit

F9 Hash (Text Entry)

F10 Duplicate Receipt

F11 Refund

F12 Void

Control F12 Void Entire Sale

Tilde (~) No Sale

Equal Sign (=) Journal Enquiry

Numpad Minus Sign (-) PLU Search

Numpad Asterisk (*) Sale Quantity

Numpad Forward Slash (/) Amount Override

Modifying the Keyboard Program

Key Functions

Ideal POS System 5.0 User Guide Initial Settings •••• 64

an Upper Limit

%+ Subtotal Percent Subtotal Surcharge Selection of Automatic % and an Upper Limit

Acc/LB Adjustment Account or Lay-bys Adjustment

Acc/LB Credit Account or Lay-bys Credit

Acc/LB Payment Account or Lay-bys Payment

Amount Amount Override

Banking Report Prints banking report for POS System

Clear Clears entered data

Clerk Logs Clerk on or off

Customer Customer

Customer Statement Print Customer statement

Date Show date

Delivery Docket Prints Delivery Docket

Department Direct Department sale Selection of Department Code

Department Sales Report Print Department Sales Report

Drawer 1 Clerk Select clerk using drawer 1

Drawer 2 Clerk Select clerk using drawer 2

Duplicate Receipt Duplicate Receipt

EAN EAN

EFTPOS Reprint Reprint EFTPOS receipt

Employee Log View Employee Log

End of Shift Perform End of Shift

Item Discount Percent Item Discount Selection of Automatic % and an Upper Limit

Journal Enquiry Display journal enquiry.

Journal History Displays journal history report.

Lay-bys Cancellation Cancellation of Lay-bys

Macro Advanced Feature -Program a series of keystrokes.

No Sale No Sale Selection of 1 of the 4 possible NS Functions

None None

Order Number Order Number Entry

Paid Out Paid Out Selection of 1 of the 4 possible PO Functions

Price Level Change Price Level

Print Group Shift

Receipt On / Off Turn Receipt On / Off

Received on Account Received on Account Selection of 1 of the 4 possible RA Functions

Redeem Points Redeem Points

Refund Refund

Replay Transaction Replay transaction

Reservations

Seat Number Bring up seat number

Ideal POS System 5.0 User Guide Initial Settings •••• 65

SS A/c Close

SS A/c Open

SS A/c Statement

SS Credit/Prepaid RA

SS Prepaid PO

Stock Item Stock items

Stock Item Sales Print out stock item sales report

Stock Item Search Bring up stock item search menu

Stock Notes

Subtotal Discount Percent Subtotal Discount Selection of Automatic % and an Upper Limit

Table Table

Table Summary Show table summary

Tax Invoice Tax Invoice

Tax Shift Shift tax option

Tender Direct Tender Selection of specific Tender Function

Text Entry (Hash) Text message on POS screen

Text String Bring up text on POS screen

POS Screen Grid Not used in with Keyboard Program.

POS Screen Menu Not used in with Keyboard Program.

Type Text Text entry on POS screen

Unlock Permissions Activate unlock permissions

Validation Print Print out validation paper

Void Void

Void Entire Sale Voids the Entire Sale

Void Mode Void mode

X Multiplier

To program a key

16. In IPS, go to Setup > Keyboard Program.

17. Click Add Key.

Add a Key

Ideal POS System 5.0 User Guide Initial Settings •••• 66

18. Press the key on the keyboard you wish to program.

19. Select the function the key will perform.

20. Make any needed changes to the extra settings and Automatic Text if applicable. Some key functions allow for extra settings. These extra settings allow you to customize the function for the programmed key. Depending on the function, Automatic Text may either:

• Print a message on the sale window, invoice and receipt each time the programmed key is pressed.

• Simulate a code or quantity before the function is performed. For example, the Automatic Text setting for the Price Level function corresponds to the price level number.

21. Click OK button.

22. When you are prompted if you would like to save changes, click Yes button.

Note: Some keys on the standard 104-key keyboard cannot be programmed. These keys include F1, Page Up, Page Down, Tab, Ctrl, Alt, Windows Key, Pause/Break, Scroll Lock, Print Window, Number Lock, Caps Lock, Home, End, and the Arrow keys. These keys can not be programmed because they are reserved by the Windows Operating System.

To delete a key from the Keyboard Program

23. In IPS, go to Setup > Keyboard Program.

24. Select the key you would like to delete.

25. Click Delete.

26. Click OK button.

27. When you are prompted if you would like to save changes, click Yes button.

Clerks

Clerks are staff members who are responsible for processing sales. Ideal POS System requires a clerk to be logged on before you can commence or continue a sale. A comprehensive record of clerk transactions can be accessed from the Functions Report, Clerk Sales Report and Journal History Enquiry. For added security, access to various POS Functions can be restricted by setting clerk permissions.

To add a new clerk

Delete a Key

Add New Clerks

Ideal POS System 5.0 User Guide Initial Settings •••• 67

28. In IPS, go to Setup > Clerks.

29. Click Add button.

30. Enter a clerk code. The clerk code can be up to 4 digits long and must be unique.

31. Enter a unique login code. The login code is used to identify the clerk when the clerk logs in. It can be up to 16 alphanumeric characters. If you issue your clerks with a magnetic swipe card or scan code, swipe or scan the card here.

32. Enter a name for the clerk.

33. Optional: If desired, enter a commission percentage. Ideal POS System will calculate commission as a percentage of all sales. You can view a report of clerk commissions in Clerk Sales Report. This setting is not available Ideal POS System is configured to determine labour cost.

34. Optional: Click the Contact Details tab to enter the clerk’s personal contact details, next of kin, significant dates (e.g. date of birth) and extra comments.

35. Select a default price level. When ever the clerk logs on, this price level will be automatically selected. This setting is overridden by the Price Level Override setting (Global Options), Scheduled Price Levels and Customer Price Levels.

36. To regulate which functions your clerk can access, click the Permissions tab. By default, new clerks are given access to all functions. To restrict access to a function, simply deselect the associated option. A tick in the Finish permission under Restaurant will allow clerk to finish a table even when the table has not been paid. The clerk without the Finish permission can only finish the table which has a zero balance.

37. Discontinue clerk will delete the clerk away from the clerk listing but will not delete away from the database. However, you can still bring back discontinued clerk by viewing Discontinued Clerk Only, and change its status back to normal.

Ideal POS System 5.0 User Guide Initial Settings •••• 68

38. Optional: If the clerk is to be logged by the employee log function, click the Employee Details tab. For more information about employee logs, please refer to the chapter Employee Log.

39. To complete the process, click Save button.

To allow the clerk accessing limited POS terminals, simply type in the POS number in capital letters on the second comments line. “POS1” will only allow this clerk on POS 1, not any other terminals. “POS1POS2” will allow him access both POS 1 and 2, and so on.

To Disable Clerk on Multi-terminals

Ideal POS System 5.0 User Guide Initial Settings •••• 69

Employee Log can set and track the working hours of the employees and also providing password for them to enter the POS screen.

Ideal POS System can be configured so that clerk entry before each transaction is compulsory. At the end of each sale Ideal POS System will automatically log the clerk off, and prompt the clerk to re-enter the clerk’s login code. If Ideal POS System is not set for compulsory clerk, a clerk will remain logged on until you close Ideal POS System or until the clerk logs off by pressing the clerk key or POS Screen button. This setting can be adjusted in Global Options.

To enable Compulsory Clerk;

40. Open POS Options from the Setup menu.

41. Click on the Miscellaneous tab and under General menu.

42. Select the Compulsory Clerk option.

43. Click Save button.

If you prefer to keep your clerk login codes secret (e.g. some businesses use the login code as a personal identification number for clerks), you can configure Ideal POS System to mask the clerk login code when at the point of sale window. For example, if a clerk with a login code of 1239 logs on, the login code will appear as ****.

Employee Log

Compulsory Clerk

Hide Login Code during Clerk Login

Ideal POS System 5.0 User Guide Initial Settings •••• 70

To enable Mask Clerk;

44. Open Global Options from the Setup menu.

45. Click on the General tab.

46. Select the Mask Clerk option.

47. Click Save button.

Functions

Your POS Terminal has operational parameters and labels associated with common Point of Sale functions. Functions include Tendering, Paid Out and Received on Account.

All functions allow you to adjust their descriptions.

Tender functions have various settings that affect their functionality in the POS window, as well as their appearance in selected reports. Examples include the ability to inhibit the function (so it will not appear among the tendering options on the POS window), enable rounding, designating the function as a credit function (to enter the credit in drawer tally) or as an account or lay-by finalisation type.

Transactions can be finalised and paid by points.

48. Go to Setup > POS Options > select Miscellaneous.

49. Enter the desired number of points; tick on Display Points on POS, click on Save button.

Tender Functions

Pay by Points

Ideal POS System 5.0 User Guide Initial Settings •••• 71

50. Now go to Setup - Functions, select one of the spare tender types, change the name of the tender type to a appropriate name like “Pay by Points”, un-tick “Show in Banking” and “Allow Points” so that the customers don’t earn points as they are spending them.

51. Finally, go to Setup > Global Options > select Customers, and choose the tender type just created in step 3 for Pay by Points Tender on the bottom.

Ideal POS System 5.0 User Guide Initial Settings •••• 72

Ideal POS System supports the Ingenico EFTPOS terminal – model number PX328 (the PX318 is also supported, however due to government regulations it will be phased out this year). If you would like more information about the Ingenico EFTPOS terminal, please contact Ingenico on (02) 9979 9333.

To set up Ideal POS System to communicate with the Ingenico EFTPOS Terminal

52. Contact Ingenico (02) 9979 9333. Ingenico will install the pin pad, special modem and software (PC-EFTPOS Client and Server).

53. Contact the bank. They will set up the pin pad and modem with a Merchant ID.

54. Modify a tender function in Ideal POS System; select Setup - Functions.

55. Select an unused tender function and click Modify.

56. Select the EFTPOS option.

57. Click Save.

* Note, you will not be able to see EFTPOS option unless the Ingenico software has been installed.

PDE PDE allows you to perform stock take purposes which comes in very handy. Ideal POS System supports a list of PDEs. See PDEs Chapter.

- Denso BHT-6000 Series (BHT Protocol)

- Denso BHT-6000 Series (BHT IrProtocol)

- Denso BHT-8000 Series (BHT Protocol)

- Denso BHT-8000 Series (BHT IrProtocol)

- Denso BHT-300 Series (BHT Protocol)

- Denso BHT-300 Series (BHT IrProtocol)

- Nippondenso BHT-6000 Series TSR-TU3A

EFTPOS Tender

Ideal POS System 5.0 User Guide Initial Settings •••• 73

To add a PDE

1. Go to Setup > choose PDE.

2. Click on the Add button.

3. Select the appropriate PDE model listed in the drop down box and choose the COM Port that is connected to the PDE.

4. Check the baud rate of the PDE and ensure that the PDE baud rate is equal to the Baud Rate in POS System.

5. Click on Save button to finalize the setting.

Users

For security purposes, you may decide that only a selected few of your staff have unlimited access to all the features of Ideal POS System, while others may be restricted from entering data sensitive areas.

To add or modify a user

1. In IPS, go to Setup > Users.

2. Click Modify button to modify an existing user, or to add a new user click Add button.

3. Type in the name of the user you are adding, type in their selected password (and confirm that password). The user name for entry into Ideal POS System is not case sensitive, however the password is. For example, if your password is “Fred” but you enter “fred”, access will be denied.

4. Use the tabs and check boxes to indicate what functions of Ideal POS System you wish the user to have access to.

5. Once you have the desired information entered, save the information in Ideal POS System. From that time on, whenever the specific user logs on to Ideal POS System he or she will only be given access to the functions you have permitted.

Ideal POS System 5.0 User Guide Initial Settings •••• 74

By disabling Close Current Sale, once a sale has been started, i.e. a stock item has been rung up, whether it’s been voided or not, the user won’t be able to close the sale window unless to finalise using one of the tender functions.

You can select a specific user as the system’s default user. The default user will be the one that is automatically displayed in the Log In window when the software is opened.

Ideal POS System will not allow you to delete user “Admin”, nor will it allow you to modify its access permissions. You can, however, modify the password for Admin.

Note: If using this function set up Admin (user with full access, password protected) and lock all other users out of the Setup - Users window.

The default user can login automatically if desired, however when there is a password assigned to this user, the password is still required. This option is in Yes/No Options - Miscellaneous.

Change User Password

Ideal POS System 5.0 User Guide Initial Settings •••• 75

You are able to check user login password. Key in the new user password and reconfirm the user password again. Once you click Save, the user login password is changed.

User Access Log

Any changes user made to Ideal POS System will be record in the user access log. If a clerk finishes a table without finalising the bill, unpaid balance on table will be shown in the user access log with amount and clerk number.

Ideal POS System 5.0 User Guide Ideal POS System Server •••• 76

Ideal POS System Server Introduction In a multi-terminals environment, Ideal POS System requires a network utility for effective communication and monitor purposes. This feature includes;

1. Ideal POS System Server (IPS Server)

2. Ideal POS System Monitor (IPS Monitor).

In this chapter, you will understand about the purpose and functionality of IPS Server and IPS Monitor and how to setup and use the IPS Server.

IPS Server IPS Server is a communication utility that allows communication between different ports. Every POS terminal will have an IPS Server that enables user to view and monitor a list of ports. It is also a utility to perform maintenance on databases and also packets controlling in the network environment.

Figure 1 – IPS Server

IPS Monitor The IPS Monitor is an integrated component of Ideal POS System and consistently checks for the presence of IPS Server. The monitor will then restart IPS Server should it be turned off.

Ideal POS System 5.0 User Guide Ideal POS System Server •••• 77

Figure 2 – IPS Monitor

Setting Up of IPS Server Setting up of the IPS Server properly is essential as part of in the multi-terminal environment. This section will guide you with simple steps on setting up IPS Server.

The IPS Server and IPS Monitor are installed together in the Ideal POS System software package. The IPS Monitor and IPS Server start automatically whenever the terminal is turned on and the shortcut will be located at the system tray.

Figure 3 – System Tray

IPS Server requires certain ports to be allowed to pass through the firewall.

Firewalls here include yet not exclusive to Windows Firewall, Norton Internet

Security, and McAfee firewalls. Only the setting up of Windows Firewall will

be documented here as setting up any other firewalls should be relatively

similar.

Allowing Windows Firewall Ports;

1. Go to Start > Control Panel in Windows XP/VISTA and start up Windows Firewall.

Setting up Firewall

IPS Server IPS Monitor

Ideal POS System 5.0 User Guide Ideal POS System Server •••• 78

Figure 4 – Windows Firewall

2. If firewall is turned on, click on Change Settings.

Figure 5 – Windows Firewall

3. Once Windows Firewall has started up, navigate to the Exceptions tab.

Ideal POS System 5.0 User Guide Ideal POS System Server •••• 79

Figure 6 – Windows Firewall Settings

4. Now we need to add in Ideal POS System 5.0 and IPS Server into the exception list, so that Windows security would allow packets through for it. Therefore click on Add Program, and then browse for Ideal POS System 5.0 and click the OK button. It should now be added into the exception list. Do the same for IPS Server, IPS Printer Server, and IPS Table Server.

Figure 7 – Windows Firewall Settings

Ideal POS System 5.0 User Guide Ideal POS System Server •••• 80

5. Now we can allow certain ports that would allow Ideal POS to send/receive data from and to other terminals. To add a port, click on Add Port and enter in the details as below. Click OK when done.

Figure 8 – Windows Firewall Settings

6. The Ports to open are listed here. Allow through all ports that the customer need.

TCP Ports UDP Ports

IPS Server 2183, 3183, 4183, 5183, 6183, 7183, 9183

5183

Table Server 11101 11000 + (POS #) for each POS

Print Server 12183, 11183

Waiter Pad 6983

Figure 9 – Port Lists

Allowing ICMP Packets (ping) to come through;

IPS Server uses ICMP packets (ping) to determine whether a terminal/PC is online or offline. If IPS Server’s ICMP packets are blocked by the firewall, no data would be sent or received. Here we document the steps on how to allow through ICMP packets for both Windows Vista and XP.

Windows Vista

1. Click to open Administrative Tools. If you are prompted for an

administrator password or confirmation, type the password or

provide confirmation.

2. Double-click Windows Firewall with Advanced Security.

3. Click on Inbound Rules.

4. In the Actions section on the right pane, click on New Rule.

Ideal POS System 5.0 User Guide Ideal POS System Server •••• 81

5. Enter in the details as shown in the screenshot.

Figure 10 – ICMP setting for Vista

Figure 11 – ICMP setting for Vista

Ideal POS System 5.0 User Guide Ideal POS System Server •••• 82

Figure 12 – ICMP setting for Vista

Windows XP

1. In Windows Firewall, go to the Advanced tab and Click on Settings.

Figure 13 – ICMP setting for Windows XP

2. Then check the Allow incoming echo request option and click OK.

Ideal POS System 5.0 User Guide Ideal POS System Server •••• 83

Figure 14 – ICMP setting for Windows XP

Other Settings

It is generally a good idea if File and Printer Sharing support is enabled as

this will allow database synchronization to be initiated. This feature can be

enabled on the Exceptions tab of Windows Firewall Setting for both XP and

Vista.

Windows Vista Settings

Ideal POS System 5.0 User Guide Ideal POS System Server •••• 84

Figure 15 – Other setting for Vista

Windows XP Service Pack 2 Settings

Figure 16 – Other setting for Windows XP

Functionality of IPS Server The IPS Server has several functionalities. It enables user to configure time out setting in communication, setting up of housekeeping, packet prevention and also monitoring of packets transition.

Ideal POS System 5.0 User Guide Ideal POS System Server •••• 85

Figure 17 – Options

In Options;

Ping Time Out (ms) Default set at 200ms, this option defines the time out period of a communication between different terminals.

Time Out (ms) Default set at 800ms, this option defines the time out period during a transition of packets.

DB Time Out (ms) Default set at 4000ms, this option defines the time out period during a overwriting of databases.

Log Detail Enabling the log detail will show the activities of the IPS Server and save it onto a log file.

Bind Address This is required to set to the IP address of the local machine for the purpose of communication with other machines.

Reset server every 5 minutes This option will reset IPS Server every 5 minutes for any updates in packets transition.

Warn when connection fails IPS Server will give a warning message when the connection between other terminals fails.

Restart IPS every time IPSServer starts

When the IPS Server starts, IPS will restart itself again.

Don’t delete all error packets at compact & repair (troubleshooting)

When this option is ticked, all the error packets on the local machine will not be deleted away after compact repair of database.

Options

Ideal POS System 5.0 User Guide Ideal POS System Server •••• 86

In Housekeeping Settings;

Housekeeping is essential for maintenance of database. It is highly recommended to setup housekeeping which will minimize database corruptions.

Figure 18 – Housekeeping Settings

These are the following steps to setup housekeeping;

1. Set the schedule time from the Recurring Housekeeping dropdown box. This will recur everyday.

2. Synchronize IPS at Housekeeping will synchronize all databases of different machines.

3. Prevent IPS starting after Housekeeping will stop the IPS from starting the program after housekeeping is finished.

4. Reset Housekeeping

Packet Prevention allows you to setup filtration prevention of packets from one terminal to another terminal.

Figure 19 – IPS Server Authentication

In the Packet Prevention, it requires a password to access the IPS Server. This password is the same as the Ideal POS System Admin user.

Packet Prevention

Ideal POS System 5.0 User Guide Ideal POS System Server •••• 87

Figure 20 – Packet Prevention

To setup packet prevention;

1. The horizontal list of POS terminals on the left are the source terminals and the vertical list of POS terminals on the top are the destination terminals.

2. There are 4 categories – Sales data, Table data. Clerk data and All data.

3. Tick the required box that you want to prevent packets sending to. (Eg; To prevent sales data and table data packets sending from POS 2 to POS 3, tick the two boxes as per Figure 20.)

4. Tick the Turn on packet filter box to enable the filtering.

Packet Prevention for outgoing Sales Data

Some POS sites may prefer that sales information not be sent to other terminals to either prevent the other terminals from accessing this data (reporting) or to reduce the amount of data being stored in the remote database. For VPN sites, this also improves network performance as less data is sent across the network.

When an item is sold IPS Server prevents sales info from being sent; however other packet data including stock level data is still sent to other terminals. This is important if stock control is global across a multi-site POS configuration.

This concept was available in older versions of IPS Server, but you could only configure this setting for sales only terminals, and had to be configured at each terminal.

Packet Prevention for outgoing Table Data

This option was added to prevent VPN sites that are using the Restaurant Module (Table Map) from sending their table data to other VPN sites. This way, you can have a head office with multiple sites all linked back to head office, where each site table data is independent.

Packet Prevention for Clerk Data

It is now possible to allow VPN sites to have their own list of clerks. Clerk sales data will still be sent to other POS terminals unless sales data is prevented as well.

Ideal POS System 5.0 User Guide Ideal POS System Server •••• 88

In a future release of Ideal POS System, there will be additional functionality to set a clerk range for each location to force newly added clerks to be numbered uniquely. This will prevent clerk numbers from overlapping, allowing clerk data that don’t have packet prevention enabled for clerk data (E.g. head office)

Packet Prevention for All Data

With this option, all outgoing data is prevented. This includes Sales, Clerks, Table, Stock, Back Office, POS Options and more. This could be used for a multi-site VPN whereby head office is responsible for performing all programming, price changes etc. The remote stores don’t want to send any information to each other, but send selected data to head office.

Ping Terminals will test whether a particular host terminal is reachable across an IP network. It works by sending ICMP “echo request” packets to the target host and listening for ICMP “echo response” replies.

Synchronise Time will match the Windows system time on all terminals. This is essential in the multi-terminal environment.

The IPS Server will reset for any changes of saved packets.

Reset POS Status will refresh the network status of the local IPS terminal.

When a database corruption occurs, compact and repair database will help to recover database.

Figure 21 – Compact & Repair

Note: Compact and repair database can be a long and resource intensive procedure. If you have other applications running, close them down before using compact and repair database. Do not shut down your computer during this procedure.

Ping Terminals

Synchronise Time

Reset IPS Server

Reset POS Status

Compact and Repair

Ideal POS System 5.0 User Guide Ideal POS System Server •••• 89

You may lose some data if your database is corrupted.

Always backup your data before using Compact and Repair Databases.

In a multi-terminal environment, database needs to be overwritten one another to synchronize all the databases as well as for communication purposes.

Figure 22 – Overwrite Databases

To overwrite a database to another terminals;

1. Go to Utilities > Overwrite Databases.

2. Tick the database that you want to overwrite onto.

3. Click Select All if you want to overwrite database onto all terminals.

4. Click Clear All if you want to clear all selection.

5. Click the Test Connection button to test the connection.

6. Click Next button to proceed your overwrite database.

Diagnostics enables you to monitor the port connection status of IPS server.

Figure 23 - Diagnostics

Overwrite Databases

Diagnostics

Port Scanner

Ideal POS System 5.0 User Guide Ideal POS System Server •••• 90

Scanner utility will scans IPS Server’s network ports to determine reachable connection.

Figure 23 – Port Scanner

1. Go to Diagnostics > Port Scanner.

2. Select the local IP address and click on Scan button.

Start All POS On Network will start all Ideal POS System 4.0 on all terminals.

Close All POS On Network will shut down all Ideal POS System 4.0 on all terminals.

Compact & Repair All POS On Network will perform a compact and repair on all databases across the network.

Start All POS On Network

Close All POS On Network

Compact & Repair All POS On Network

Ideal POS System 5.0 User Guide IPS Printer Server •••• 91

IPS Printer Server Introduction IPS Printer Server has been designed to manage Serial and Ethernet Receipt Printers for both stand-alone and networked POS terminals. The application is installed automatically as part of the Ideal POS System 4.05 and above installation and is added to the Windows Startup folder. A small icon that looks like a printer will appear in the system tray and when opened will display the image below. There are no settings that can be changed in the IPS Printer Server application, with an option to either exit the program or hide the program.

Figure 1 – IPS Printer Server

Error Handling – POS receives notification from the printer if it is turned off, out of paper, printer cover open or in error. IPS Printer server can be used to set the printers connection parameters instead of the traditional settings in POS Options. Configuring your printers to work through IPS Printer Server will prevent the terminal from “hanging” if the printer can’t be accessed.

Backup Printers – You can nominate any printer on the network as a backup printer so if you receive a printer error, you can redirect the print job.

Automatic Searching for Serial Printers – Providing IPS Printer Server is running POS can locate serial printers attached to the POS terminal. You still need to manually configure the baud rate and printer type. Ethernet printers must be manually configured.

Drag and Drop Printer configuration – Easily configure the printer for each POS terminal by dragging the printer name down to the printer setup grid. There is no need to create windows printer drivers or type the printer name in each printer setup screen.

Key Benefits

Ideal POS System 5.0 User Guide IPS Printer Server •••• 92

These are the supported printer drivers for IPS Printer Server;

• Epson TMT-88

• Epson TMU210B

• Epson TMU230

IdealPOS Printer will use the Epson TMT-88 Driver. Epson TMU220B Printer will use the Epson TMU210B Driver.

Configure Network Printers The old method of installing windows drivers and entering the connection path into POS is still available and you can have some printers set the old way, and some using the new method. If you are using PC Eftpos with a shared windows driver, then you will not be able to use the Network Printers method.

To setup the Network Printers

1. For both full license and sales only license, go to Setup > Network Printers to enter the configuration settings.

Figure 2 – Network Printers

Supported Printer Drivers

Setup Network Printers

Ideal POS System 5.0 User Guide IPS Printer Server •••• 93

Figure 3 – Network Printers

2. There are 2 ways to add printers. You can add printers using the Search Serial Ports Function. In the Network Printers screen, press the Search Serial Ports button.

3. This function will search serial ports on the POS terminals running IPS Printer Server and add the printer in the list automatically. You still need to set the correct baud rate (default is 19200) and printer model. You must ensure window printer drivers are uninstalled otherwise IPS Printer server will not detect them.

Figure 4 – Search Serial Ports Function

Ideal POS System 5.0 User Guide IPS Printer Server •••• 94

Figure 5 – Network Printers

4. The Network Printers will display a list of printers that are connected in different pos terminals.

5. To manually Add Serial or Ethernet Printers, press on the Add button to manually enter the printer settings. For serial printers, select the COM port from 1 to 9. For Ethernet Printers enter the IP Address. Link the printer to the POS system by entering the POS

number or selecting from the list.

Figure 6 – Add New Network Printer

6. In the Network Printer screen, drag and drop printer to POS terminals.

7. Hold the mouse down on the name of the printer at the top of the screen and drag it into a position on the grid below. The Save button at the bottom of the screen is to save the changes in the grid, not the printer setup above. See Figure 7.0.

Ideal POS System 5.0 User Guide IPS Printer Server •••• 95

Figure 7 – Network Printers

To delete a linked printer to a POS terminal

1. Select the printer and press on the Clear button.

To copy a linked printer to all POS terminals

1. Select the printer and press on the Copy KP button. It will set every POS terminal to use the same KP settings and will skip the receipt printers.

If the printer is turned off, the following printer error message appears;

Figure 8 – Printer Error Message

Printers Error Message

Ideal POS System 5.0 User Guide IPS Printer Server •••• 96

If the printer cover is open, out of paper or in error, the following printer error message appears;

Figure 9 – Printer Error Message

If the printers have been set to be backup printer, you can choose to redirect the print job to another printer.

Backup Printers

Ideal POS System 5.0 User Guide IPS Table Server •••• 97

IPS Table Server Introduction IPS Table Server is a small utility which complements Ideal POS System running the Restaurant Table Map over multiple terminals. It holds a central database to which all POS terminals communicate regarding Restaurant Table data. Being a centralized database, tables can be “locked” while in use by a terminal which gives greater control over multiple users accessing tables over multiple terminals. The lock will be released after the terminal has finished operation on the table.

Figure 1 – IPS Table Server

IPS Table Server The IPS Table Server only needs to be installed on one computer/terminal.

To install the Table Server

1. Double click on the ipsTableServerSetup.exe.

2. IPS Table Server will start to install into your computer; locate the Ideal POS System 5.0 directory to install the files to. IPS Table Server can also be installed to a PC not running Ideal POS System (ie a dedicated Server).

3. IPS Table Server will now start up automatically on Windows startup.

Installing Table Server

Ideal POS System 5.0 User Guide IPS Table Server •••• 98

To setup the Table Server

1. When first initializing this system, make sure all tables on the Restaurant Table Map are empty/ready and all Terminals are synchronized.

2. Go to Ideal POS System > Global Options > Miscellaneous – tick “Use IPS Table Server” and type in the IP Address of the computer on which IPS Table Server is running.

3. Make sure IPS Table Server is running and then restart All POS Terminals.

Figure 2 – Global Options use IPS Table Server

IPS Table Server will run in the background on the computer it was installed on and accessing it will rarely be necessary. Below is a description of the manual functions that can be used inside IPS Table Server if necessary. In IPS Table Server Functions

1. Release Locks – will release all the current locks on all the tables. (Will not affect Table data).

2. Clear All Tables - will Clear all Data from all Tables in the central database.

3. Reset Ports – will close and re-initialize TCP/IP Ports (Will not affect Table data).

4. Copy Table Data – will copy the current data from the local IPS.MDB into the Central database (IPSTables.MDB).

All of the functions above (as well as Exiting) will require the IPS Admin password.

If IPS Table Server is already installed into an IPS directory, this field will be automatically set. However, if IPS Table Server is installed into a different directory, browse to an IPS directory so IPS Table Server can link to an IPS.mdb.

The ports of each POS terminal are set in the IPS Table Server automatically. For each POS terminal, the port number is allocated as 11000 + X where X is the POS number. (Example: POS 4 uses port number 11004.).

In the extremely rare case that the Server goes down, you will be able to set another PC to be the Server.

1. Go to another PC and run IPS Table Server (it will be automatically installed in each IPS directory)

2. It will create an empty IPSTables.MDB database file.

3. Use the Copy Table Data function to copy the current table data from the IPS.MDB database.

Setup Table Server

Setup Table Server Functions

Path to IPS.mdb

TCP/IP Ports used in IPS Table Server

If IPS Table Server goes down

Ideal POS System 5.0 User Guide IPS Table Server •••• 99

4. In IPS/Global Options you will need to change the IP Address setting for IPS Table Server.

5. If this will be a permanent thing, you will need to put a shortcut to IPSTableServer.EXE in your Windows Startup menu.

6. Restart all IPS Terminals with the new settings.

Ideal POS System 5.0 User Guide Using the Point of Sale Window •••• 100

Using the Point of Sale Window

Ideal POS System will automatically open up to the Point of Sale window. (NB: A POS option is available to disable this feature.) The Point of Sale window has been designed for ease of use and versatility. The majority of the sale registration process can take place on the numeric keypad on the right side of the keyboard. Ensure that Num Lock is enabled so you can use the numeric keypad. Other keys may need to be set up on your keyboard to enable certain functionality at the Point of Sale window.

During the course of this chapter, the current, highlighted line of the POS Window is termed the Working Line.

Sale Window Menu

To close the current sale window select this option. If the sale is incomplete and not finalised, you will be warned and given the option to continue.

Logging on a Clerk

A sales clerk needs to be logged on when the “Working Line” on the POS Window says “Enter Clerk”. Simply enter the clerk login code and press the “Enter” key or POS Screen button to log on the clerk making the sale. The clerk’s name will now appear at the top of the window.

If Ideal POS System is not configured for Compulsory Clerk, you will remain logged on until you press the clerk key or POS Screen button to log off, or exit Ideal POS System.

Adding Items to the Sale

After logging on the Clerk, you can now move on to add items to the sale.

1. Keying in the dollar amount and the Department key to which you want to associate the sale affects Direct Department Sales.

2. To make stock item sales, key in the stock code and press Enter.

3. To make multiple stock items sales, key in the quantity of the stock item you wish to sell and press the Multiply (X) key. The number you have entered will move to the amount column of the “Working Line”.

4. You then key in the stock code and press the Enter on the keyboard.

5. If the item had already been entered and you wanted to change the quantity, key in the quantity, press the Multiply (X) key, move up to the line of the sale you wish to change and press Enter.

6. To designate an altered price, key in the dollar amount, followed by the Amount key. The price you have entered will move to the amount column of the “Working Line”.

Close Current Sale

Ideal POS System 5.0 User Guide Using the Point of Sale Window •••• 101

7. You then key in the stock code and press Enter. If the item had already been entered, enter the amount followed by the Amount key, arrow up to the stock item and press Enter.

8. Use a barcode scanner to access scan codes set up in your system representing item barcodes.

Finalising the Sale

After you have finished entering your sale items, the sale can be finalised. The “Working Line” on your POS window should be empty.

1. Press Enter to move to “Finalising the Sale”. The Tendering Box on the bottom left hand side of the POS Window will now be active.

2. The outstanding balance of the transaction will be displayed. You will also notice that the various Tender Functions appear in the left most section of the Tendering Box, with the top most function (Cash) highlighted.

Once the Tendering Box is active:

3. To affect finalisation to Cash, simply press Enter when the Cash tender function is highlighted.

4. To finalise the entire transaction to another tender function, move the down arrow until the desired tender function is highlighted, and press Enter.

5. Split tendering is supported by Ideal POS System. Highlight the first method of finalisation, key in the monetary figure to be tendered and press Enter.

6. The balance figure will be adjusted to display the amount owing. Using the up and down arrows, select the next method of finalisation and repeat the process until the amount outstanding is zero (0).

If you have entered the tendering stage of the transaction and wish to return to add or modify transaction lines, press the Escape key once.

Voiding Items within the Sale

1. To void single items from within the sale, press the up and down arrows on your keyboard highlighting the item you wish to void, and press the Void button on your keyboard.

2. If multiple items exist in the highlighted line, only one will be voided.

3. To void multiple items, press the quantity of the stock item you wish to sell and press the Multiply (X) key and press the Void button.

4. You will then be asked to select the transaction line you wish to void and press Enter.

5. To void the entire sale, press the Void Entire Sale key (Keyboard Program option). IPS will prompt to verify the action.

Voiding Items after the Sale is Complete

It is possible to void items after the sale has been processed.

1. The after sale void mode is found by right mouse clicking in the sale window and selecting Void Mode.

2. Once IPS has entered void mode the POS window will be displayed in red.

3. Re-key the sale or items (that you want voided) and finalize the sale. To exit from void mode, click on the X in the right hand corner of the POS Sale window.

Ideal POS System 5.0 User Guide Using the Point of Sale Window •••• 102

Split Sale Function

A Split Sale key must be programmed before this function can be used on the POS window. (Refer to Initial Set Up of Ideal POS System - Keyboard Programming)

1. Once all items of the sale have been entered, hold the control key and select the sale items that are to be finalised first.

2. Press the split sale key and then finalise the sale. (Refer to Finalising the Sale, in this chapter) Once these items have been finalised, the remaining sale items will appear on the POS window.

3. This process can be repeated until all items in the sale have been paid for and the sale finalised.

4. If you want to use the split sale function, it may be preferable to have all items set to “non-accumulating”.

Additional Point of Sale Functions

Enter the price level number you wish to access (between 1 and 12) and press the Price Level key or button.

There are two types of discounts that can be performed using Ideal POS System. First is item discount, and secondly, subtotal discount. Each of these has a separate key function in when setting the operation up in the Keyboard Program. (‘% - Item’ and ‘% - Subtotal’) Access to this utility can be disallowed for individual clerks within your system.

A dollar discount is achieved by accessing the Discount key or button.

Set up a button to apply the 4 cents per litre discount

1. Go to Setup > POS Screen > POS Screen Layouts.

2. Select the appropriate layout and click on Buttons at the bottom right.

3. Click on a empty button.

4. Select Item Discount.

5. Enter “CENTSPERLITRE” in the Automatic Text field.

6. Tick Dollar Discount.

7. Enter 0.04 as 4 cents in Automatic % filed.

8. Click Save.

Changing Price Level

Performing a Discount

4 Cents per Litre Discount

Ideal POS System 5.0 User Guide Using the Point of Sale Window •••• 103

Figure 16 – 4 Cents per Liter Discount

The discount will apply to the number of the litres of the petrol.

It’s possible to apply discount on the stock items in a particular sales category.

Putting “SCx” in the Automatic Text where x is the sales category code will only apply the subtotal discount on the stock items in that sales category.

Figure 17 – Sales Category Discount

There are two types of surcharges that can be performed using Ideal POS System. First it is item surcharge, and secondly, subtotal surcharge. Each of these has a separate key function in when setting the operation up in the Keyboard Program. (‘% + Item’ and ‘% + Subtotal’) Access to this utility can be disallowed for individual clerks within your system.

To use the Paid Out of Drawer function

Subtotal Discount by Sales Category

Performing a Surcharge

Paid Out

Ideal POS System 5.0 User Guide Using the Point of Sale Window •••• 104

1. Key in the amount to be paid out and press the Paid Out key on your Point of Sale keyboard.

2. Access to this utility can be disallowed for individual clerks within your system. This function is used when cash needs to be taken out of IPS. E.g. purchasing cleaning fluids for shop use.

To use the Received on Account function

1. Key in the amount to be received on account and press the Received on Account key on your Point of Sale keyboard.

2. This function bears no real link to the customer / account system of Ideal POS System.

3. Access to this utility can be disallowed for individual clerks within your system.

4. A sale can be finalised to the Received on Account function. No cash has been put in the draw. At the end of the day a total is shown for all received on account transactions. No other tracking occurs.

The Pending Sales function allows a sale to be put on hold before tendering and finalizing.

1. Enter the sale as normal but before tendering, press the Pending Sales key.

2. A box will appear on the window asking for a pending sales code.

3. Enter the desired code (phone number, name etc) or just accept the next available code. Then click on Save button or press Enter to save and print to the docket printer. The sale will disappear. Ordinary sales can then proceed as normal.

4. When a pending sale needs to be retrieved, enter the pending sale code and press the Pending Sales key.

5. Alternatively, just press the Pending Sales key and a search window will appear from which you can search, print and delete pending sales.

6. Once you have the desired sale on the window, tendering and finalizing will automatically delete the pending sale.

7. You can also modify the sale (i.e. void items and/or add new items) and then pressing the Pending Sale key will resave the pending sale under the original pending sale code.

8. A pending sales report is available which will display all currently pending sales.

A key can be programmed in the keyboard programming window to be a tax shift. This function is used to change the tax rate of an item at the point of sale to any of the five tax rates. For instance, maybe an item is a GST item (tax rate 1) and you sell it GST inclusive for $22. At the point of sale you decide to sell it at tax rate 2 which you have set up as GST-free. You do this by typing “2” and then pressing the Tax Shift key and then entering the stock item. It will take off the tax of the old tax rate (10%) and add the tax of the new tax rate (in this case 0%) - hence the item will sell at $20 and there will be no tax included.

If the change to tax rate 2 will be a regular thing, you can lock the tax shift key to do this by setting the Automatic Text in the Keyboard Programming to “2”. When pressing the tax shift key, there will then be no need to enter the tax rate beforehand.

Received on Account

Pending Sales (TS Module Only)

Tax Shift Function

Ideal POS System 5.0 User Guide Employee Log •••• 105

Employee Log

Ideal POS System can keep account of the total amount of time employees are at work. The employee log will keep track of when clerks log on, log off and take breaks. For added security, clerks can be assigned with optional passwords and managers/supervisors have complete control with the capability to edit the employee log.

The employee log can be printed to assist calculating payroll. Ideal POS System can also calculate labour cost based on your employee’s hourly rate and the amount of time they are at work (minus breaks).

Setting up Employee Log

You need to enable the employee log feature for each clerk before you can track when your clerks begin and end their shifts and take breaks.

1. In IPS, go to Setup > Clerks.

2. Click Add button to add a new clerk/employee. Click Modify button if you wish to modify a clerk to the employee log.

3. Click the Employee Details tab.

Figure 18 – Add Clerk

4. Select Use Employee Log option.

5. You may optionally enter a password. If a password has been set, the clerk will need to enter this password while logging on.

6. Optional: If you would like to take advantage of Ideal POS System’s employee labour cost report, click on Employee Details tab and enter an hourly rate. You must set Employees use Hourly Rate instead of Commission in Global Options before you can use this feature.

7. To complete the process, click Save button.

Adding a clerk to the Employee Log

Ideal POS System 5.0 User Guide Employee Log •••• 106

If you would like to set an hourly rate for each of your clerks so that you can account for employee labour cost, you will need to set Employees use Hourly Rate instead of Commission in Global Options.

Figure 19 – Using Hourly Rate

For clerks to log in, log out and register breaks on the Employee Log, they will need to access the Employee Log function at the point of sale window.

To program a key to access the employee log function

1. In IPS, go to Setup > Keyboard Program.

2. Click Add button.

Figure 20 – Employee Log Keyboard Program

3. Press the key on the keyboard you wish to program.

4. Select the Employee Log function.

5. Click OK button.

6. When you are prompted if you would like to save changes, click Yes.

POS Screen Module Only

To program a POS Screen button to access the employee log function

1. In IPS, go to Setup > POS Screen > POS Screen Layouts.

Setting IPS to use Hourly Rate (Optional)

Employee Log Key/Button

Keyboard Program

POS Screen Button

Ideal POS System 5.0 User Guide Employee Log •••• 107

2. Select the appropriate layout and click on Buttons button.

3. Click on any blank POS Screen button. A window similar to Figure 21 will open.

Figure 21 – Employee Log Function

4. Select the function Employee Log.

5. Enter an appropriate button caption, e.g. “Employee Log”.

6. Modify the button appearance as desired.

7. Click Save button.

Using Employee Log

There are two ways you can begin a new shift

1. Enter the clerk login code at the sale window as normal.

2. Press the Employee Log key/button (you will need to set this up).

Enter the clerk login code at the sale window

• If you have not set a password, you will be logged on to your shift automatically.

• If you require a password to log in, a small window will pop up. Enter your password and click Log In or press Enter.

Begin Shift

Normal Clerk Login

Ideal POS System 5.0 User Guide Employee Log •••• 108

Figure 22 – Employee Log

1. Press the Employee Log key, or if you have the POS Screen module, click the Employee Log POS Screen button.

2. Enter the login code and password.

3. Click Log In.

To end a shift

1. Press the Employee Log key, or if you have the POS Screen or restaurant module, click the Employee Log POS Screen button.

2. Enter the login code and password.

3. Click Log Out.

Figure 23 – Employee Log

You can start or end a break anytime during a shift

1. Press the Employee Log key, or if you have the POS Screen or restaurant module, click the Employee Log POS Screen button.

2. Enter the login code and password.

3. Click Start Break when you begin your break. Click End Break when you end your break.

Edit Employee Log

The employee log can be overridden at any time with the Edit Employee Log function. You can add, delete and modify shifts and breaks. This may be useful if you need to correct the employee log when an employee forgets to log in or log out.

Employee Log Key/Button

End Shift

Breaks

Ideal POS System 5.0 User Guide Employee Log •••• 109

By default, Ideal POS System allows all users to access the Edit Employee Log function. It is a good idea to restrict this function to managers, supervisors and staff you can trust by setting appropriate user permissions. Any modifications to the employee log will be reported in the user access log.

To add a shift or break

1. In IPS, go to Utilities > Edit Employee Log.

2. Click Add button. You do not need to enter the clerk login code before clicking Add button.

Figure 24 – Edit Employee Log

3. Enter a clerk login code or click > to select the employee from a list.

4. If you are adding a new shift, select Shift. To add a new break, select Break.

5. Click Save button.

To modify a shift or break

1. In IPS, go to Utilities > Edit Employee Log.

2. Select the date range.

Add New Shifts and Breaks

Modify Shifts and Breaks

Ideal POS System 5.0 User Guide Employee Log •••• 110

3. Enter a clerk login code or click > to select the employee from a list. Click Search.

4. Select the shift or break that you want to modify.

5. Click Modify button.

6. Adjust the start time and/or end time as required.

7. Click Save button to save your changes.

To delete a shift or break

1. In IPS, go to Utilities > Edit Employee Log.

2. Select the date range.

3. Enter a clerk login code or click > to select the employee from a list. Click Search.

4. Select the shift or break that you want to delete.

5. Click Delete.

Employee Reports

The Employee Log Report is a complete record of your employee’s activity at work. It includes when your employees logged on and off, when breaks were taken and the duration of breaks, and who is currently logged on.

A Summary report will display a list of employees with the total time at work.

Figure 25 – Employee Log Report

The Employee Labour Cost Report calculates the cost of labour of each clerk by multiplying the hourly rate by the total hours that the clerk was logged on, minus breaks.

Delete Shifts and Breaks

Employee Log Report

Employee Labour Cost Report

Ideal POS System 5.0 User Guide Employee Log •••• 111

Figure 9 – Employee Labour Cost Report

The Labour Cost Trend Report displays an analysis result of labour cost against gross sales in hourly or weekly bases. It also tabulates a graph that allows you to view the statistic.

Figure 10 – Labour Cost Trend Report

Ideal POS System 5.0 User Guide End of Shift Function •••• 112

End of Shift Function

The End of Shift Function is a tender reconciliation feature of Ideal POS System that keeps track of how much of each tender was collected during the shift and reports any variance between the expected total and counted (actual) total. Any variance will be shown in the cash declaration report (Windows printer) or banking report (receipt printer). This report is stored for future reference and can be access at any time from the cash declaration report or journal history enquiry (if printed to receipt printer).

If you have more than one terminal, the end of shift procedure needs to be completed on all terminals.

Setting up the End of Shift Function

The End of Shift Function can be accessed from both keyboard program and POS Screen menu (POS Screen module only).

To program a key to access the End of Shift Function

1. Select Keyboard Program from the Setup menu.

2. Click Add button.

Figure 26 – End of Shift Keyboard Program

3. Press the key(s) on the keyboard you wish to program. For example, CTRL + E.

4. Select the End of Shift function.

5. Click OK button.

6. At the main Keyboard Program window, click Close button.

7. When you are prompted if you would like to save changes, click Yes.

To program a POS Screen button to access the End of Shift function

1. In IPS, go to Setup > POS Screen > POS Screen Layouts.

2. Select the appropriate layout and click on Buttons button.

3. Click on any unused POS Screen button.

4. Select the function End of Shift.

Ideal POS System 5.0 User Guide End of Shift Function •••• 113

Figure 27 – End of Shift Function

5. Enter an appropriate button caption, e.g. “End of Shift” or “Cash Declaration”.

6. Modify the button appearance as desired.

7. Click on Save button.

Using the End of Shift Function

When you press the End of Shift button, Ideal POS System will prompt you for a cash declaration. Ideal POS System will calculate a variance (if there is one) from your cash declaration and then print a report. After the cash declaration, Ideal POS System will reset the expected totals and banking report to zero for the next shift.

To use the end of shift function

1. Press the End of Shift key, or if you have the optional POS Screen module, click the End of Shift POS Screen button.

2. Enter the total cash in the cash drawer, or if you prefer, enter a tally each denomination.

3. If applicable, collate cheques, EFTPOS and credit card receipts, and any other tenders. Enter the total amount collected of each additional tender.

4. Select the printer to print the end of shift report. You may either print to the receipt printer or to your default Windows printer.

5. Click OK button.

Ideal POS System 5.0 User Guide End of Shift Function •••• 114

Figure 28 – Cash Declaration

To do a cash declaration

1. Enter Full Amount CASH – Count the cash in the cash drawer and enter te total amount here.

2. Or Each Denomination – Enter the number of each denomination

here.

3. Other Tenders – Count any payments received by additional tenders.

4. Include Stock Item Sales Report – Print out stock item sales report.

5. Print Report to – Select the printer.

6. When you have finished counting, click OK button.

Cash Declaration Report Ideal POS System stores the expected, actual and variance of each End of Shift function which you can access at any time.

Ideal POS System 5.0 User Guide End of Shift Function •••• 115

Figure 29 – Cash Declaration Report

To view the cash declaration report

1. In IPS, go to Reports > Sales > Cash Declaration.

Figure 30 – Cash Declaration Report

2. Select the Date Range. You can optionally select any shift and/or IPS during this date range, or leave the Selection Range options blank to show all reports during the selected date range. Click > to view a list of available Shifts/POS Systems.

Ideal POS System 5.0 User Guide End of Shift Function •••• 116

Figure 31 – Edit Cash Declaration

3. Click View to display the report on screen, or Print to print the report to the default Windows printer.

4. Click Cancel button to close the cash declaration report window.

Edit Cash Declaration

Cash declarations can be edited at any time to correct miscalculated or incomplete cash declarations.

By default, Ideal POS System allows all users to access the Edit Cash Declaration function. It is a good idea to restrict this function to managers, supervisors and staff you can trust by setting appropriate user permissions. Any modifications to cash declarations will be reported in the user access log. Ideal POS System does not change the journal entry of the original cash declaration (if printed to receipt printer).

To edit a cash declaration

1. In IPS, go to Utilities > Edit Cash Declaration.

2. Select the cash declaration to be edited and click Edit button.

Ideal POS System 5.0 User Guide End of Shift Function •••• 117

Figure 32 – Edit Cash Declaration

3. Enter the corrected values as you would for a normal cash declaration.

4. Click Save button to save your changes.

Ideal POS System 5.0 User Guide Optional Restaurant Module •••• 118

Optional Restaurant Module

Introduction

The optional restaurant module for Ideal POS System builds on the power of the POS Screen module by adding support for graphical table maps. It’s highly recommended to attach a mouse to the POS Screen monitor when creating or modifying the table map. You will need to have a Restaurant Add-on module on the license.

POS Screen Layouts

The optional POS Screen add-on module to Ideal POS System adds interactive, graphical menus to Ideal POS System that can be accessed with most Windows compatible POS Screen monitors.

To program a POS Screen button

1. Select POS Screen – POS Screen Layouts from the Setup menu.

Figure 33 – POS Screen Layout

2. Select the appropriate layout and click Buttons.

3. Click on the button you wish to program.

4. Select the function you wish to assign to that button from the menu on the right of the window.

Adding Buttons

Ideal POS System 5.0 User Guide Optional Restaurant Module •••• 119

Figure 34 – Tender Functions

5. Adjust the appearance of the button – you can change the caption on the button, the background colour, the foreground colour, the font and also the size of the button (double height, double width etc).

6. Ensure that the visible check box is selected so that the function will actually appear on the POS window.

7. Click on Save button.

Once a button is programmed with a function, font, size, colours etc, the programming can be copied to another button to reduce the amount of work required to set up buttons. There are several options to copy a button. You can copy a programmed button onto another button. You can copy the colour and the size of a button. You can also move a button.

To copy a programmed button

1. Ensure that Copy Formatting Only and Move rather than Copy are not tick.

2. Click and hold onto a button you wish to copy and drag it onto another empty button.

To copy the colour and the size of a button

1. Select Copy Formatting Only.

2. Click and hold onto a button you wish to copy and drag it onto another empty button.

To move a button

1. Select Move rather than Copy.

2. Click and hold onto a button you wish to copy and drag it onto another empty button.

To delete a button, copy a blank button over the button you wish to delete.

Ideal POS System supports up to nine POS Screen tabs. Any of the nine POS Screen tabs can be disabled or enabled differently on each POS terminal (if you have more than one). If you disable a tab, Ideal POS System

Copying Buttons

Deleting Buttons

Enabling POS Screen Tabs and Setting the Default POS Screen Tab

Copy Formatting Only

Move rather than Copy

Ideal POS System 5.0 User Guide Optional Restaurant Module •••• 120

will not delete the menu items of that POS Screen tab however you will not be able to access the tab in the sale window.

You can also set one of these POS Screen tabs to be opened by default when you first enter the sale window.

To enable or disable POS Screen tabs and/or set the default POS Screen tab

1. Select POS Options from the Setup menu.

2. To enable a POS Screen tab, tick the box under the Enabled column that corresponds to that POS Screen menu. Uncheck to disable.

3. To set the default menu, select the radio button of the POS Screen tab you want to open automatically when you enter the sale window.

Figure 35 – POS Screen Tabs

4. Click Save button.

POS Screen Menus and Menu Items

The POS Screen module adds support for pop-up menus, also known as POS Screen menus. Pop-up menus can be set up with as many items on each menu as needed. For example, a menu might be called “Steak”. On the “Steak” menu you might have a number of menu items: T-Bone, Porterhouse, Eye-Fillet etc.

To create a new POS Screen menu

1. Select Menus from the Setup - POS Screen menu.

2. Click Save button.

Ideal POS System 5.0 User Guide Optional Restaurant Module •••• 121

Figure 36 – Add POS Screen Menu

3. Various settings

• Price Level - This setting will change the current price level to the selected price level whenever you access this menu.

• Menu Item Appearance - These setting change the size, font and colours of your menu items. The Back Colour setting is merely a template and it is possible to change the background colour of menu items

4. Click Save button.

Each menu item has a set of functions to perform before it then links to another menu. The menu can link to any menu. If you want the menu to stay open after a selection is made, link the menu back to itself. To exit the POS Screen menu after a selection is made, set the menu to link to Main.

Figure 37 – Menu Items

A menu item can be programmed to work in different ways:

Ideal POS System 5.0 User Guide Optional Restaurant Module •••• 122

• It can be linked to a stock item so that when selected it will add the stock item into the current transaction.

• Text only

• Price level shift

• Tender functions

• Clerks

• Link to another menu

• Modifier (see below)

A good example of having price level related to POS Screen menu is during promotional sales period. For example, a coffee shop has a special deal, when a customer buys a cup of cappuccino, he can also buy a slice of cake for $2, which was $5 if sold separately. To create a menu in order to sell this promotion and also keep the stock items under control, 2 menus need to be created first. The first menu is called coffee with price level “Don’t change”, and it’s linked to stock item cappuccino. The item cappuccino is linked to the second menu, which is called cakeslice. Menu cakeslice has a special price level and is linked to stock item cake selection, which is linked to the Main menu.

To create a new POS Screen menu

1. In IPS, go to Setup > POS Screen > Menus and then click Add button.

2. Enter the description and price level for this menu, in this case, the menu is called coffee and the price level remains unchanged or set as normal price. The rest of options can be remained unchanged.

3. Click Save button.

Figure 38 – Add POS Screen Menu

4. Then create another menu called cakeslice with price level set to be special price.

Step by Step Example

Ideal POS System 5.0 User Guide Optional Restaurant Module •••• 123

Figure 39 – Add POS Screen Menu

5. To add stock items into the menu, first highlight the desired menu, and then click on the Items button.

6. An item listing window will appear and allow user to add stock items into the menu by clicking Save button.

Figure 40 – Add Menu Items

7. Select stock item Cappuccino, and then link it to the cakeslice menu. Click Save button.

Ideal POS System 5.0 User Guide Optional Restaurant Module •••• 124

Figure 41 – Modify Menu Item

8. Follow the same steps as above; add a stock item for menu cakeslice, and link it to the Main menu.

Figure 42 – Link Menu

9. Now, a menu button called “coffee and cake” can be added on the POS Screen, linking to the menu coffee.

Figure 43 – POS Screen Menu

Menu items can also be modifiers. Modifiers are a number of menus that when used together create a link to a specific stock item. For example, you might have a stock item called “Carton of Corona Beer”. Rather than having hundreds of different buttons on menus each linking to a specific stock item, when stock items have similar properties, modifiers are the best way to access them.

For example, you might have a menu called “Beer Package”. On this menu, you could have menu items – “Carton”, “6-pack”, “Single”, “Tallie” etc. Now these menu items aren’t linked to any stock items. They are set up as

Ideal POS System 5.0 User Guide Optional Restaurant Module •••• 125

modifiers. They then link to another menu – “Beer Brand” which has menu items “VB”, “XXXX”, “Crown”, “Corona”, “Powers”, and “Fosters” etc. So the pressing of “Carton” on the first menu and the pressing of “Corona” on the second menu builds a special link to the stock item “Carton of Corona Beer”. So, if there were 3 menus each with 10 modifiers on each, they could effectively link to 10x10x10 – 1000 Stock Items. Just by pressing 3 simple buttons!

When setting up a few linked menus with modifiers, program them by using this function. Choose the menu to program and then go through every combination of modifiers and select the stock item at the end of the chain. When the stock item search window appears at the end of the chain, clicking Cancel button will actually delete any link for that combination of modifiers.

POS Screen Grid and Grid Items

The POS Screen module adds support for grids, also known as POS Screen grids. Pop-up grids can be set up with as many items on each grid as needed. For example, a grid might be called “Clerk”. On the “Clerk” grid you might have a number of clerk names, clicking on each clerk’s name will allow you to login as the clerk.

To create a new POS Screen grid

1. In IPS, go to Setup > POS Screen > Grids.

2. Click Add button.

Figure 44 – POS Screen Grids

3. Various settings

Program Menus

Ideal POS System 5.0 User Guide Optional Restaurant Module •••• 126

Figure 45 – Define Grid Size

• Fit Grid to POS Screen – This option will create the grid fix within the POS screen.

• Floating Grid with Programmable Size – This option allows you to create grid that is movable.

• Price Level – This setting will change the current price level to the selected price level whenever you access this grid.

• Width and Height – These settings change the number of row and columns of your grid items. You can have maximum 10 buttons a row and 16 buttons a column.

4. Click Save button.

Each grid item has a set of functions to perform before it then links to another grid. The grid can link to any grid. If you want the grid to stay open after a selection is made, link the grid back to itself. To exit the POS Screen grid after a selection is made, set the grid to link to Main.

A grid item can be programmed to work in different ways:

• It can be linked to a stock item so that when selected it will add the stock item into the current transaction.

• Price level shift

• Tender functions

• Clerks

• Link to another grid

You may also copy the grid item by click-and-drag, or just simply copy the formatting only, or move the grid item to desired location.

Ideal POS System 5.0 User Guide Optional Restaurant Module •••• 127

Creating Table Maps

1. To draw a table map, go to Setup > Restaurant > Table Maps, and then click Save button.

Figure 46 – Table Maps

Figure 47 – Table Map Interface

An interface of drawing board will allow user to add tables, lines, boxes, and pictures as background on the map. Clicking on > will bring out the on screen keyboard for text input. Auto-allocated map code will appear in the Map Code field, but it can be any number available. A description is required before saving the map.

Ideal POS System 5.0 User Guide Optional Restaurant Module •••• 128

The default colour of the map is black for background and white for text,

boxes, and lines. User can choose his/her favorite colour from to display a pleasant presentation.

To add a table, select Tables, then click on anywhere on the map. When a table is highlighted for modification, it’s surrounded with yellow edges. By right-mouse clicking on the table, a menu with Size, Font, Guest, Copy, and Delete will appear to allow user to modify the table.

• Size will resize the table by moving around the cursor, click the mouse to finalise the change.

• Font allows user to select the size and style of the table number which is showing on the table.

• Guest will set the default number of the table, you can have maximum of 30 guests assigned to a table. You can also assign numbers of guests to a table when the table becomes occupied. This number can be changed any time in the Details window by clicking Guests. It is important to keep this number accurate for reporting purposes.

• Copy will create an identical table to the selected one, click on the desired spot on the map to allocate the new table.

• Delete will delete the highlighted table.

If there is no mouse attached to the monitor, user can modify the table by touching the Move, Size and the arrows.

Table number is limited to numeric numbers and can also be changed after the table’s been created. Enter a number that is not already assigned to a

table in , then click on the table which is ready to be modified.

To add text on the map, such as indicating emergency exit, toilet, or other

purposes, type the required text, then click on , then click on the desired spot on the map to drop the text. When labeling the box with text, move text on top of the box, send box to back. If text can’t be displayed, just change the colour of either the box or the text.

Lines are useful to divide the map into small areas, such as smoking and non-smoking areas. To draw a line, select Lines, then click on the map, holding the left button of the mouse down until desired line is drawn, release the button. The only way to modify a line is to delete it and then draw a new

one, to do so, click on , and then select the region of the unwanted line using a mouse, click to delete the line.

Boxes are used as walls, bars or some other purposes. Select Boxes, then click on the map and hold the left mouse button, release the button to finalise. Boxes can be modified when right mouse click on it, which will bring out a list of menus of Size, Colour, Send to Back, Copy, Delete.

• Size will resize the box by moving around the cursor, click the mouse to finalise the change.

Changing Colour

Adding and Modifying Tables

Adding Text

Adding and Modifying Boxes and Lines

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• Colour will allow user to change the colour of the box, box’s colour

can also changed when clicking on the right part of .

• Send to Back will send box to the background to display the text on top of it. When labeling the box with text, move text on top of the box, send box to back. If text can’t be displayed, just change the colour of either the box or the text.

• Copy will create an identical box to the selected one, click on the desired spot on the map to allocate the new box.

• Delete will delete the highlighted box.

1. To add a picture, click Load Picture button.

2. Select the desired picture, and then click Open to apply the picture as background.

3. To remove the picture, simply click Clear Picture button.

4. In order to get a full screen background, a resolution of 1024 x 768 is required for the picture; otherwise, the picture will appear at the upper left corner in its original size.

5. In some cases, there may be more than one table layout. Ideal POS System can have unlimited different table maps. However, if there is a picture loaded to be the background of the map, that picture will apply to every table map in restaurant module.

Table Tracking

The table tracking function is adjoined to the pending sales function, giving restaurants the ability to continually add more items to a particular table without finalising the sale. When the customer is ready to pay, the bill can be presented and, items can be selected so that each patron can pay for their own or the total bill can be paid altogether.

Fractions of items can be paid. E.g. A bottle of wine needs to be divided by 4 people. In the Details window you can split the sale and select the fraction required (¼) and then select the bottle of wine. ¼ of the amount will be shown in the Pay column and at the bottom right hand corner of the window; you can select to pay for this amount only. Once tendering this amount, you repeat the process until the total amount has been paid off. (The fraction is calculated from the total amount, NOT the amount that is left to be paid.)

Table tracking is done by colour status. In Global Options - Restaurant, each status can be given a colour of your choice, so that when looking at the table map each table’s status can be determined. There is also an option to Show Seat Buttons on POS screen (similar to Waiter Pad).

The Transfer function in the restaurant window will transfer one or more items at a certain table to another table.

You can set tables as inactive. This is done in the restaurant screen, by clicking Inactive. Once a table is set as inactive, you can not perform sales or transfer items to this table until it is reactivated.

Table Summary

A total summary window can be viewed from the restaurant window. This provides the following information: table number, start time, total time, number of guests, average dollars spent per guest, status, total amount, outstanding amount, along with the selected tables order details. Each table can be viewed just by selecting it in the total summary window; this information is viewed on the right.

Adding Background

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Status Listing

Tables are colour coded to symbolize the current table status. Colour codes can be modified in Global Options. You may optionally add captions for each status which will appear on all tables.

To change table status colours and captions

1. Open Global Options from the Setup menu.

2. Click the Restaurant tab.

3. Click on the colour you wish to change. Select a new colour and click OK button.

Figure 48 – Define User-Defined Table Status Buttons

4. Optionally enter a caption. (E.g. Ready, Seated, etc). The caption will be displayed on the bottom of every table to indicate its status. If you do not want a caption, leave this field blank.

5. Click Save button.

Colour Status

User-Defined Table Status Buttons

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Figure 49 – User-Defined Table Status Buttons

The User-Defined Table Status Buttons appear underneath of the normal table map buttons. The buttons can also be linked to an instruction stock item which will be printed to the kitchen or bar printers.

Status Default Colour

Ready White

Seated Red

Unprinted Order Magenta

Ordered Blue

Served Green

Bill Presented Magenta

To Be Cleaned Yellow

Reserved Grey-Green

Print Groups

Print groups can organise stock items from the same department when printing to a printer. This option is in Setup - Restaurant - Print Groups. Not every department is necessary linked to a print group.

Default Table Status Colours

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Figure 50 – Print Groups

Other Global Options

A Not Ordered Alert Time can also be set in Global Options – Restaurant. A time, in minutes, is entered into this field so that when a patron has been seated but hasn’t ordered before this time limit, the table will flash to alert you of this.

Bill Not Paid Time – This is set in minutes which notify staffs on which bill is not paid.

There is also an option to auto print to the kitchen, this can be done manually by selecting the kitchen button at the bottom of the table map window.

Printer Settings

Print Items only Once applies to kitchen printers for orders placed on tables. If this option is deselected, Ideal POS System will reprint all items ordered since the table was occupied when a new order has been placed. If selected, Ideal POS System will only print the items of the new order.

When selected, all receipts will include the total sales amount of the food and drinks sales categories.

If selected, all pre-paid orders (i.e. sales not transferred to a table) are automatically sent to the kitchen printers.

If selected, all new orders are automatically sent to kitchen printers.

Hide Amounts on Kitchen Printers

Print Text on Bills/Receipts

Show Decimal Quantities on Receipts

Print PAID status on Kitchen Printers

Print Qty when Qty=1 on Kitchen Printers

Print Items only Once

Food/Drinks/Guests Total on Receipt

Send Sales to Kitchen Printers

Auto Print to Kitchen

Other Printer Settings

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Show Customer on Kitchen Printers

Double Size text items on Kitchen Printers

Send Deleted Items to Kitchen

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Stock Control

To set up your stock system in Ideal POS System, you need to enter information about your stock items into the database. Before you commence data entry, ensure that your data is organised and complete. You can establish a numbering convention for your departments and stock items to make data modification and report reading quick and easy. A popular numbering convention takes the format of: xxyyy

Where: xx is the department code

yyy is an arbitrary number. It can be a number assigned based on the order it was entered.

For example, 375ml Can is the first stock item in department 20; therefore the stock item code is set to 20001.

The advantage of this numbering convention is that there is a visual relationship between stock items and the department to which they belong. Complex stock systems can have up to several thousands of stock items, but it in most cases the stock system significantly less departments. By embedding the department code in the stock item code, locating a stock item is a far more efficient process because the stock items are intrinsically grouped by department.

It is important that you understand the relationships between sales categories, departments and stock items. The sales category is the top tier, linked to the sales category are departments and off the departments are your individual stock items (or sales items).

This section requires a bit of planning and thought. The more detailed the structure of your sales categories, departments and stock items, the more beneficial your reports will be that are generated from the system.

Sales Categories

You can find it under File > Sales > Sale Categories. Sales Categories are a means of grouping a number of departments for the purpose of reporting on the combined sales of the group. Ideal POS System requires at least one sales category to be set up before you can add departments and stock items.

Up to 99 sales categories can be created in Ideal POS System.

Departments

Located under File > Sales > Departments, Departments are basically the category headings for groups of stock items. Up to 9,999 departments can be created in Ideal POS System. You need to set up your departments before you can commence adding stock items.

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Figure 51 – Departments

A department can have sales associated directly with it, whether with an open or preset selling price. If a preset selling price is to be associated with the department, this can be entered in the department window.

Figure 52 – Departments

A department may also have a “Rate” associated with it. This is a Direct Department Sale. Once an amount is entered a unit measurement can be calculated backwards from the amount entered.

To create a Direct Department Sale

1. In IPS, go to File > Sales > Departments.

2. Click Add button to add a new Department.

3. Fill in the Description. (e.g. FUEL SALES)

4. Select the Sale Category and Print Group.

5. In the Direct Department Sale section, fill in the Rate (e.g. 0.899) and per (e.g. Litre).

6. You have the option to fill in the Price as this will not prompt you to enter an amount during sale. The Price is a default value if you did

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not enter any value on the pos screen. In this case, we will not fill in the Price.

7. Now, we need to create a Department button.

8. In IPS, go to Setup > POS Screen > POS Screen Layouts.

9. Select the appropriate layout and click on Buttons.

Figure 3 – Department button

10. Select an empty button, name it as ‘Fuel Sales’ in Button Caption and select Department from the function list.

11. Select the appropriate department from the Department drop down box.

12. Now go to the POS screen to do a direct department sale.

13. In POS screen, enter an amount (e.g. 20).

14. Click on Fuel Sales button.

Figure 4 – Direct Department Sale

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15. On a sale of $20.00, the receipt will show 22.2469 x 0.899 FUEL SALES with a cash total of $20.00.

Stock Items

The basic unit of a stock control system is the Stock Item. All Stock Items are set up in Ideal POS System in the Add/Modify Stock Items window, found in the File menu. Each item you sell at your establishment needs to be assigned a Stock Code to enable appropriate Sales Analysis functionality. The code can be alphanumeric and up to 16 characters long.

In the stock item window you will find various other fields such as costs, up to 12 selling prices, stock levels, and the stock items tax status, stock level, reorder level and recommended level.

The full version of Ideal POS System has additional fields such as Default Supplier and Supplier’s Stock Code. You can also choose whether or not to grant special customer loyalty points with the stock item and, if so, how many.

Click Advanced to access extra options for the stock item. In this section you are able to associate Stock Item Notes and Sales Prompt with the item. If there is a sales prompt associated with a stock item, when you sell this item the sales prompt will be displayed. The sales prompt field is limited to 30 characters. A system option can be set so that the Stock Item Notes will appear in the transaction immediately after the stock item has been entered. This can be used for extended descriptions, instructions etc.

You can also decide whether an item is to be set as “Non-Accumulating”. If ticked, multiple sales of 1 item in the same transaction will be displayed on a separate line on the POS window. This is particularly helpful if the item is to have instructions entered with it on the window, such as how it is to be cooked, etc.

If you want to use the Split Sale function, it may be preferable to have all items set to “Non-Accumulating”. (The split sale function is only available in the full version of Ideal POS System.)

Discontinued Item will actually stop the stock item from being displayed in the stock item search grid. Each stock item can also be set to appear on receipts and up to 5 different pending sales printers

There are 6 types of stock items in Ideal POS System:

9. Stock Control is one that gets brought in to your stock system, and is sold basically as it is. Simply enter the appropriate details for the stock item and press save. The stock valuation is calculated on the average cost, so in setting up the stock item, ensure that the average cost is entered. This could be entered as equal to the last cost. The standard cost is simply a field for storing a ‘list price’ for the item. A normal stock Item must have the Stock Control check box ticked, and the Indirect check box unchecked.

6. Non-Stock Control Stock Item – This is a stock item that you sell, but do not keep track of the stock levels. This could include service and labour charges, for which there is nothing to keep track of in the way of stock, or items that are insignificant from a stock control point of view, but necessary for tracking supplier transactions. Leave both the Stock Control check box and the Indirect check box unticked.

7. Indirect Items (Refer to next section).

8. Indirect Non-Stock Item – By un-ticking the stock control option on an indirect item, this will cause the indirect item to still calculate its cost price from the stock control items it is linked to, but no stock control is performed.

9. Instructions – This is a special non-stock control stock item that is useful for food or service instructions.

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10. Scale Stock Items – By ticking a stock item as a scale stock item, this will force IPS to get the weight from the scale. The weight is then multiplied by the selling price to calculate the correct price.

Indirect Items

Indirect Items are special stock items that are made up of a fraction or multiple quantities of other stock items. The cost price of an indirect item is derived automatically from its component items’ costs. The profit margin calculation for the Indirect Item is therefore based on this derived cost price.

One good example of an indirect item would be a can of Fosters. A can of Fosters is ordered from your supplier and brought into the stock system as part of a carton of 24 cans of Fosters. At the point of sale, it is not sold as 1/24th of a carton of Fosters, but as a can. In setting up this as an indirect item, you enable the item to be sent correctly to the POS Terminals as a can, the single sale item, while allowing major stock functions within your system, such as ordering, and stock transactions, to be performed at the “carton” level.

If the stock item highlighted in the grid is an indirect item (i.e. the Indirect check box is ticked in the Add/Modify Stock Item window) you can set up the components of the indirect item by clicking on the Indirect button on the stock item window. To select the components of the indirect item, press

on the indirect items window. On the Add/Modify Indirect Item window, select the stock item from which you are drawing, and enter the quantity of the component you wish to decrement on the sale of the indirect item. Partial quantities can be expressed as a decimal (0.0833) or fraction (1/12). You can add virtually an unlimited number of component items to an Indirect Item.

Ideal POS System supports nested indirect items (indirect items made up of other indirect items). You are limited to two (2) levels of indirect items that can be linked to a stock item for stock control purposes. To set this up, a stock item needs to be created and an indirect item needs to have its components set up to link to that stock item. Another indirect item can be set up to link to the previous one, which in turn is linked to the original stock item.

Rules for creating indirect items:

10. Indirect items can not have components of themselves.

11. You can not create an indirect item with second level indirect item as components.

12. You can not add indirect items as components to first level indirect items that are already components of second level indirect items.

Stock item alert level will give a warning when a predetermined stock level is reached. The alert will apply to every stock item; include non-stock-controlled items and indirect items. When a stock item has been rung up in the current sale or is ordered for a table or is in a pending sale, the stock level will be automatically decremented. If a sale has been canceled without being finalised, the stock item level will go back to its original level before the sale.

Nested Indirect Items

Stock Item Alert Levels

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Figure 5 – Stock Level Alert

11. Select File > Sales > Stock Item Alert Levels, click Add button.

12. You may manually enter the remaining stock level or get it automatically by clicking Get Level. You may also set up the alert level by department; it will apply to every stock item in that department.

Figure 6 – Add Stock Item Alert Level

13. Click Save button.

PLU and Scan Codes

The stock code, PLU code or scan code can access a stock item at the point of sale.

For ease of entry at the point of sale, each stock item can be given a numeric code of up to 6 digits.

Scan codes are 6 to 13 digit alphanumeric codes representing barcodes that are accessed at the point of sale by a barcode scanner. In Ideal POS System, the scan code can include up to 13 numeric digits (alpha numeric codes also allowed depending the way your scanner is programmed or setup). If the stock item does not have a barcode, and barcode labels are

Ideal POS System 5.0 User Guide Stock Control •••• 140

desired for all products, the Auto key next to the Scan Code box will generate a unique code for use when printing barcode labels.

PLU and scan codes must be unique codes. In other words, if I have a PLU code as “1”, I cannot have a stock or scan code as “1” again.

Tip: If your stock item codes are alphanumeric or supplier stock codes, use assign PLU codes to your most popular items.

Alternate Codes

You can assign additional codes including barcodes and PLUs to your stock items. In the stock item window, select the item and click the Alternative Code button. Click Add button to add an alternate code to the stock item.

Figure 7 – Alternate Codes

Alternate codes must be a unique in which no stock item code, scan code or PLU code can be the same.

Write – Off Categories

Stock write-offs are a means of reconciling your stock levels when variations occur due to stock being written off for various reasons. Performing a stock write-off is achieved from the Transactions menu of Ideal POS System. Write-off categories are Ideal POS System’s means for categorising write-offs.

Simply add the desired write-off categories using the Add/Modify Write-off Categories window found in the File menu. Some suggestions for possible write-off categories might be promotions, donations, in house use or wastage. Once you have finished inputting stock items, move onto stocktake.

Stock Items by Location

This option will enable/disable the selected range of Stock Items in the selected location. Stock Items that are active in the selected location will be automatically excluded when disabling stock items in the selected location.

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Stock Item Link Tables

This function allows you to link up to twelve stock items together. These tables can be created in File > Sales > Stock Item Link Tables. Once the table has been created, the stock item needs to be linked to that particular table. This is done in the stock item itself by selecting the >>> tab and advising which link table to be adjoined with.

Special Price Schedule

Special Price Schedule automatically shifts the price level of all stock items during a selected date range and if required, at a particular time of day or days of the week. This feature is ideal for weekly specials and happy hours.

Figure 8 – Special Price Schedules

You can also add individual stock items with a new special price to override the price level. Only those stock items will be sold at the new price and the rest is still on the current price level.

Figure 9 – Stock Items with Special Price

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You may also specify a range of customers and a range of customer types which the special price will apply. For example, the “Half Price Special” only applies to customers 1 to 10 and customer type “VIP”. If customer 4, 7, 8, and 9 belong to customer type “Regular”, they will not get the half price. Account, lay-by and loyalty customers have their own price level which can override the special price schedule if desired. Note that the Price Level Override setting in Global Options will override the special price schedule therefore it should not be used with scheduled price levels.

When setting specific times, make sure the start time and end time are entered in 24 hour time format (e.g. 17:00).

Promotion Tables

Promotion Tables award a discount or bonus stock item when the quantity of any combination of stock items linked to the promotion table is equal or greater than the trip level. The discount or bonus stock can be applied multiple times during a single transaction if the trip level has been matched multiple times.

Figure 10 – Promotion Table

All discounts are applied in a similar manner to subtotal discounts. If a bonus stock item is applied, Ideal POS System will add the stock item to the current sale and then apply a subtotal discount equal to the value of the bonus stock item. Promotional discounts are reported in the functions report.

To create a promotion, you first need to create the promotion table and then link stock items that are part of the promotion to the table. You may link as many stock items as required.

To link a stock item to a promotion table;

1. Select Stock Items from the File > Stock Control > Stock Items.

2. Select the stock item and click Modify button. Click Add button if you want to create a new stock item.

13. Click Advanced tab.

14. Enter the Promotion Table number as in Figure or click > and select the promotion table from the list.

Ideal POS System 5.0 User Guide Stock Control •••• 143

Figure 11 – Stock Item Promotion Table Settings

15. Click Save button.

Price Levels Up to 12 selling prices can be set for each stock item. If the item has a cost price set, the profit margin will be calculated once the selling price is entered. You can also enter the desired profit margin which will automatically adjust the selling price.

Figure 532 – Price Levels There are different ways to change price levels within IPS.

• Global Option – Continuous • Global Option – Until End of Sale • Global Option – One Item Only • Global Option to override every POS with a set price level • POS Option to lock each POS into its own price level

Stock Item Alert Levels

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• Clerk default price level • Special Price Schedule • Customer default price level • StarrSrvr default price level • Touch Screen Menus price level • Touch Screen Grids price level • Keyboard Program option to program a key to change a specific

price level • Touch Screen Button option to program a button to change a price

level Global Option – Continuous, Until End of Sale, One Item Only;

1. In IPS, go to Setup > Global Options > Sales tab.

Figure 13 – Price level change

2. You can set Price Level Change Duration to Continuous, Until End of Sale or One Item Only.

3. You can also set Price Level to override current price level.

Clerk Default Price Level;

1. In IPS, go to Setup > Clerks.

2. Select a clerk and click on Modify button.

Figure 14 – Clerk Default Price Level

Global Option – Continuous, Until End of Sale, One Item Only

Clerk Default Price Level

Default Price Level

Ideal POS System 5.0 User Guide Stock Control •••• 145

3. You can set the Default Price Level for the clerk by clicking the drop

down box. Special Price Schedule;

1. In IPS, go to File > Sales > Special Price Schedule.

2. Click Add button to add a new schedule.

Figure 15 – Special Price Schedule

3. You can set the Use Price Level from the drop down box.

4. Tick the Customer Price Level Overrides to activate the override price. The override price will activate when the Special Price Schedule starts.

Customer Default Price Level;

1. In IPS, go to File > Customers > Customers.

Figure 16 – Customer Default Price Level

Special Price Schedule

Customer Default Price Level

Use Price Level

Price Level

Ideal POS System 5.0 User Guide Stock Control •••• 146

2. You can set the Price Level for customer in the customer detail.

StarrSrvr Default Price Level;

1. In IPS, go to Setup > Global Options > Miscellaneous tab.

Figure 17 – StarrSrvr Default Price Level

2. Under the StarrSrvr section, tick Use Price Level Schedule to use price level.

POS Screen Menu Price Level;

1. In IPS, go to Setup > POS Screen > Menus > select a menu and click on Modify button.

Figure 18 – POS Screen Menu Price Level

2. You can set the Price Level on the menu by selecting from the drop down box.

3. You can also set the Price Level of the menu item.

StarrSrvr Default Price Level

POS Screen Menu Price Level

Price Level Schedule

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4. In Menus > select a menu and click on Items button.

5. Select an item from the menu and click on Modify button.

Figure 19 – Menu Item Price Level

6. Tick the Price Level from the Menu Item Type.

7. Select the Price Level from the drop down box.

8. The price level will specify the price for the item. POS Screen Grids Price Level;

1. In IPS, go to Setup > POS Screen > Grids.

2. Select a grid and click on Modify button.

Figure 20 – POS Screen Grid Price Level

3. You can set the Price Level from the drop down box.

POS Screen Grids Price Level

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Keyboard Program Option to create Price Level Key;

1. In IPS, go to Setup > Keyboard Program.

2. Click Add Key button to add a new key.

Figure 21 – Keyboard Program Price Level Key

3. Press P on the keyboard in the Key text box.

4. Select Price Level from the function list.

5. In POS screen, when you press P on the keyboard, you will be prompt the set new price level.

Figure 22 – Set new Price Level

6. Enter the price level between 1 and 12 and press the P button. The price level will change and display on the top of POS screen.

Keyboard Program Price Level Key

Price Level

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POS Screen Button to create Price Level button;

1. In IPS, go to Setup > POS Screen > POS Screen Layouts.

2. Select a layout and click on Buttons button.

Figure 23 – Price Level button

3. Select a new button and select Price Level from the function list.

4. Fill in the Price Level on the Button Caption.

5. Click Save button when you are happy in designing the button.

6. In POS screen, to use the Price Level button, press a number from 1 to 12 and click on the Price Level button.

Figure 24 – Price Level button

7. The price level will change and display on top of the POS screen.

Price Level button

Price Level

Ideal POS System 5.0 User Guide Stock Items & Indirect Items •••• 150

Stock Items & Indirect Items Introduction All items purchased and sold in Ideal POS System are called Stock Items. Stock Items that are purchased which require stock control are set to Stock Control (also referred to as parent items). For example, a carton of beer would be set to stock control. The carton of beer may or may not be sold as a carton, but is also sold as a single, and 4 or 6 packs. These items are called Indirect Items (also referred to as child items).

There are 4 types of stock items:

• Stock Control Item

• Indirect Item

• Non-Stock Item

• Non-Stock Indirect Item

Setting Up Stock Items & Indirect Items To setup a relation of a stock item and a indirect item, lets take an example of a Carton of beer as the Stock Item and the Single as the Indirect Item.

Stock Code 5000 is a Corona Carton (24 in a carton).

Stock Code 5001 is a Corona 4pk – Indirect Item setup as 4/24.

Stock Code 5002 is a Corona Single – Indirect Item setup as 1/24.

If you choose to have the carton as the stock item, and the 4pk and single as the indirect, then it is recommended that you setup the indirect items as FRACTIONS instead of DECIMALS. Below is a stock transaction report that shows the difference between 24 singles sold as a fraction formula and 24 singles sold as a decimal formula.

From the example below, there are larger variances when using decimals instead of fractions.

How this method alters stock levels

Ideal POS System 5.0 User Guide Stock Items & Indirect Items •••• 151

Figure 1.0 – Fraction Formula

24 Corona Singles sold using Fraction formula (1/24);

In Figure 1.0, Corona Ctn started with a stock level of 100, and after selling 24 singles, the stock level was reduced to 98.9992. Variance of 0.0008

Figure 2.0 – Decimal Formula

24 Corona Singles sold using Decimal formula of (0.0416);

In Figure 2.0, Corona Ctn started with a stock level of 100, and after selling 24 singles, the stock level was reduced to 99.016. Variance of 0.0016

Ideal POS System 5.0 User Guide Stock Items & Indirect Items •••• 152

From the example below, there are larger profit margins when using decimal formulas instead of fraction formulas.

Figure 3.0 – Fraction Formula on Stock Item Sales

24 Corona Singles sold using Fraction formula (1/24);

The $ Profit Margin is $39.27 and the % Profit Margin is 45%.

Figure 4.0 – Decimal Formula on Stock Item Sales

24 Corona Singles sold using Decimal formula (0.0416);

The $ Profit Margin is $39.35 and the % Profit Margin is 45%.

How this method affects the Profit Margin on the Stock Item Sales Report

Ideal POS System 5.0 User Guide Stock Items & Indirect Items •••• 153

While the difference in profit margin between a fraction formula and is quite small, this can make a huge difference over a large amount of sales.

For example; if you sold $320,000 worth of Corona’s using the fraction formula, the profit margin would be $130909.09 and with decimal formula the profit margin would be $131165.09. See Figure 5.0 and 6.0. There is a difference of $256 (almost 1%).

Figure 5.0 – Fraction Formula Profit Margin

Figure 6.0 – Decimal Formula Profit Margin

Ideal POS System 5.0 User Guide Customers •••• 154

Customers

Introduction

Ideal POS System allows the user to collect data of regular customers; track sales made by those customers, and even allow the customers to hold accounts, with a credit limit individually set. Along with mailing details, the customer can be associated with a customer type, and have a default price level set for transactions made at the point of sale to be associated with that customer.

Customer Types

Ideal POS System groups and categorizes your customers by customer type. Before you can add customers, you need to create at least one customer type.

To add a new customer type

14. In IPS, go to File > Customers > Customer Types.

16. Click Add button.

17. Give the customer type a description and check Use Points System if you would like all customers who belong to this customer type to be members of a rewards system by default.

Figure 54 – Add Customer Type

18. Click Save button.

Adding Customers

To add a new customer

15. In IPS, go to File > Customers > Customers.

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Figure 2 – Add Customers

19. Click Add button.

20. Enter a unique customer code (max 10 characters).

21. Assign the customer with a customer type.

22. Enter the customer details. Click the Other Details tab for more options. You may enter a default price level if you wish.

Figure 3 – Add Customer

23. To set up an account for this customer, click Account and enter the customer’s credit limit. If the customer has an existing opening balance, enter the open balance here.

By leaving Account deselected, Ideal POS System will regard this customer as a cash or lay-by customer.

To set bar tab customer, please refer to Bar Tab Customer Chapter.

24. To save the customer, click Save button.

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Customer Sales

To associate a sale with a customer on the POS screen, simply key in the customer’s number and press the customer key or button. The customer’s name will appear at the top of the POS window. Additionally, the customer detail grid will appear at the bottom right of your point of sale window.

Figure 4 – Customer Name

Account Transactions

Add a Customer Sale to an Account

Associate the sale with your customer on the POS Screen. Enter the customer’s number and press the Customer key. The customer’s name will appear at the top of the POS window. When finalising the sale, select the account tendering function. The sale will then be added to the account.

Sales can also force account customer to tender only on account in POS Options - Miscellaneous.

Figure 5 – Force Account

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To make an Account payment

1. Log on to a customer by keying in the customer’s number.

2. Press the Customer key.

3. Press the Account Payment button.

4. The point of sale window will change to an account payment window.

5. Enter the amount of the customer payment in Total Amount.

Figure 6 – Account Payment

6. Allocate the customer’s total payment amount by clicking or touching the Payment Amount row of the appropriate outstanding invoice.

7. You can keep allocating the customer payment to invoices until the total applied equals the total amount.

If you prefer to use the keyboard, use the up and down cursor keys to select the appropriate invoice and press “+” to allocate payment.

Customer Details

Adjustment Payment

Journal

Transaction

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Figure 7 – Allocate Payment

25. You may optionally enter a reference code and details.

26. Press Enter to finalise the account transaction.

Alternatively, you may directly enter the payment amount of all applicable, or press Pay All button to pay the total amount and then finalise the transaction.

To make an Account Adjustment

1. Log on to a customer by keying in the customer’s number.

2. Press the Customer key.

3. Press the Adjustment button.

4. The point of sale window will change to an account adjustment window. Enter the details of the adjustment, press Enter to finalise.

To credit an Account

1. Log on to a customer by keying in the customer’s number.

2. Press the Customer key.

3. Press the Credit button. (You need to setup a Credit button on the POS Screen grid.) The point of sale window will change to an account credit window. Enter the details of the credit, press Enter finalise.

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Figure 8 – Credit button

Lay-by Transactions

Creating Layby Customers

A lay-by transaction is a customer transaction; therefore you must first create your customer and ensure that the Account setting is deselected (see Figure ).

Figure 9 – Setting up a lay-by customer

Lay-by Settings

In the lay-by option in Global Options > Customers, you will find the facility to add 6 lines of lay-bys message to all lay-bys receipts. There is also the provision for additional lines of lay-by messages; this section is unlimited in length.

The lay-by period is the term that the lay-bys are taken over. This is expressed in days. It is possible to produce a report on lay-bys that have exceeded this period.

Minimum lay-by deposit is entered in percentage form. This function when enabled will prompt the operator if the lay-by deposit is under the minimum deposit percentage.

To Place Items on Layby

1. During the sale, log the customer on using your usual method.

2. When finalising the sale you need to receipt the deposit first and then select the lay-by tendering function.

Credit button

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3. If the minimum lay-by deposit percentage is set up in Global Options and the deposit doesn’t meet this percentage the operator will be prompted.

4. In IPS, go to Setup > Global Options > Customers tab.

5. The Minimum Deposit % is located at the Laybys section.

Figure 10 – Laybys

6. To calculate the minimum deposit it is possible to enter the percentage into the tendering text box (e.g. Type 20% or %20). The operator will then be shown the minimum deposit due.

To Make a Lay-bys payment

When a lay-by transaction has been finalised the stock level will be decremented and the lay-by stock level will be incremented.

1. Log on to a customer by keying in the customer’s number and pressing the Customer key.

2. Press the Lay-by Payment button. The point of sale window will change to an account lay-by window.

3. Enter the amount of the customer payment and allocate the payment to the customer’s outstanding invoices press Enter to finalise.

To Credit Lay-bys

1. Log on to a customer by keying in the customer’s number and pressing the Customer key.

2. Press the Lay-bys/Account Credit button. The Point of Sale window will change to a lay-bys credit window.

3. Enter the details of the Credit, press Enter to finalise.

To Make a Lay-bys Adjustment

1. Log on to a customer by keying in the customer’s number and pressing the Customer key.

2. Press the Lay-bys/Account Adjustment button. The point of sale window will change to a lay-by adjustment window.

3. Enter the details of the adjustment, press Enter to finalise.

To Cancel Lay-bys

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1. Log on to a customer by keying in the customer’s number and pressing the Customer key.

2. Press the Lay-bys Cancellation key. The point of sale window will change to the lay-by cancel window.

3. Select which lay-by is to be cancelled and toggle no to yes (achieved by pressing Y or N, 1 or 0) press Enter. The point of sale window will take you to the tender box.

4. Enter the dollar amount that you wish to cancel and press Enter.

5. This function will decrement the Lay-bys Stock Level and increment the Stock Level.

Customer Loyalty

Customer Points Adjustment

1. To make a manual adjustment of a customer’s loyalty points enter the customer code, then the customers contact details, and their current accumulated points total will be displayed.

2. You can make a positive or negative adjustment, and overwrite their accumulated points total with a new amount.

POS Options - Loyalty

There are various options which need to be set in POS Options. To do this:

16. Select POS Options from the Setup menu.

27. Click the Miscellaneous tab.

Figure 10 – Loyalty

28. There are three customer settings in General relevant to customer loyalty:

• Points per Dollar: Also known as “Global Points”. Your customer will be awarded this value for every dollar your customer spends.

• Point Redemption Value: For every point redeemed by the customer, they will earn this value in dollars. For example, if a customer redeems 30 points with a point redemption value of 0.05, they will be entitled to $1.50. The Points Redemption function is typically used for awards and gift vouchers. If you would like to setup point redemption during a sale, see below.

• Display Points on POS: When this option is selected, Ideal POS System will display the number of redeemable points next to the customer’s name on the top of the point of sale window (Figure ). Ideal POS System uses the Point Redemption Value to calculate the value of points.

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Figure 11 – Customer with Points

Stock Item Special Points

Customers can be awarded special points if they purchase selected stock items.

To set special points in a stock item

17. Select Stock Items from the File > Stock Control menu.

29. Select the stock item you would like to assign special points and click Modify button. If you are creating a new stock item, click Add button. Refer to section Stock Control for more information about setting up stock items.

30. Click Advanced.

31. Select Use Special Points.

Figure 12 – Special Points

32. Enter the points that will be awarded to the customer for each of the stock item that is sold.

33. Click Save button.

Setting up Points Redemption during Sales

Ideal POS System can redeem points as a cash amount during a sale. By entering a quantity of points or dollar value followed by the points redemption key, a customer can claim a dollar amount to offset the total sale amount. You cannot redeem more points than the customer is entitled to.

In brief, the procedure to set up points redemption during a sale involves the following:

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18. Create special points redemption department.

19. Create special points redemption stock item.

20. Setup a macro to allow the direct entry quantity or amount.

Create Special Points Redemption Department

21. Select Departments from the File > Sales menu.

22. Click Add button.

23. Enter a suitable description, e.g. “Points Redemption”.

24. Select Non-Turnover.

Figure 13 – Points Redemption Department

34. Select the appropriate tax setting for your jurisdiction. In Australia, this should be set to GST-Free.

35. Click Save button.

Add the Points Redemption Stock Item

25. Select Stock Items from the File > Stock Control menu.

26. Click Add button.

27. Enter a stock code and suitable description, e.g. “Points Redemption”.

28. Set the department to the points redemption department that was set up in the previous section.

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Figure 14 – Points Redemption Department

36. Enter the points redemption value as a selling price as a negative amount. For every quantity of points redeemed (as specified in the special points field – see below), the customer will be awarded this amount.

Figure 13 – Price Profit Margin

37. Select the appropriate tax setting for your jurisdiction. In Australia, this should be set to GST-Free.

38. Ensure that Indirect and Stock Control are deselected.

39. Click Advance.

40. Select Use Special Points.

Figure 14 – Special Points

41. Enter the number of special points that will be redeemed for the redemption value. This must be set to a negative value. For simplicity, this should be set to -1; however you may choose a greater number. E.g. enter -2 if 2 points are required to redeem the redemption value set in step 5.

Setup Points Redemption Key/Button

The points redemption key / button us programmed as a macro function so that you can easily enter the quantity of points to redeem or dollar amount to redeem followed by the points redemption key/button. For example, if you wanted to redeem 100 points, normally you would be required to enter: 100 <Quantity Key> <Points Redemption Stock Item No.> <Enter>

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However with a Points Redemption key / button, you can simply enter: 100 <Points Redemption Key/Button>

You can only set up a points redemption key/button for either points quantity or dollar amount, not both. However you can set up separate keys or buttons if required.

To set up the redeem points macro

29. Set up a special key in the keyboard program for ‘X’ (quantity). Even if you do not use the keyboard program (e.g. if you have the POS Screen module), you still need to create this function. In this example, we use CTRL+ALT+Q because this is an unlikely key combination that could be accidentally pressed. You can also set this function to be an amount function, instead of quantity.

42. Add new keyboard program function or POS Screen button called “Redeem Points” or similar. Set this key or POS Screen button as a macro with the following command in Automatic Text:

(%^q)999~

Where:

• (%^q) represents CTRL+ALT+Q, which is the quantity function set up in step 1.

• 999 is the “Points Redemption” stock item (change this as necessary)

• ~ represents the enter key

• Automatic text is case sensitive.

Redeem Points

You can redeem customer points to a voucher that can be used as tender (eg gift voucher) or exchanged for a reward. Ideal POS System will print the voucher on the receipt printer with a pre-defined footer (as set in POS Options). Before you can redeem points to voucher you need to set up the Redeem Points function in the keyboard program or POS Screen menu.

To redeem points to voucher

30. Log on the customer

43. Enter the number of points you wish to redeem. To redeem all points, enter A.

44. Press the Redeem Points key or POS Screen button.

45. Finalise the transaction.

Redeem Points during a Sale or to Account

Ideal POS System can redeem points as a cash amount during a sale. By entering a quantity of points or dollar value followed by the points redemption key, a customer can claim a dollar amount to offset the total sale amount. You can not redeem more points than the customer is entitled to. Before you can redeem points during a sale, you need to set up a special points redemption stock item. You can find the procedure for setting a points redemption stock item earlier in this chapter.

To redeem points during a sale

31. Log on the customer

46. Enter the number of points or dollar equivalent that you wish to redeem. To redeem all points, enter A.

47. Press the Redeem Points key or POS Screen button.

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48. Finalise the transaction.

It is possible to redeem points and credit the account balance at the same time. To credit an account balance with points redemption, do not enter any sales items. When you finalise the transaction, ensure that you “pay” with the account tender.

Transactions can be finalised and paid by points.

32. Go to Setup - POS Options.

33. Select an appropriate pos systems and click on the Modify button.

34. Click on Miscellaneous tab - General.

49. Enter the desired amount; make sure tick Display Points on POS, click on Save.

Figure 15 – Display Points on POS

50. Now go to Setup > Functions, select one of the spare tender types, change the name of the tender type to something appropriate like “Pay by Points”, uncheck “Show in Banking” and “Allow Points” so that the customers don’t earn points as they are spending them.

Figure 556 – Tender Function

51. Finally, go to Setup > Global Options, select Customers, and choose the tender type just created in step 3 for Pay by Points Tender on the bottom.

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Figure 567 – Pay By Points Tender

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Bar Tabs

The Bar Tabs feature works similar to pending sales whereby the sale is saved to the pending sales table in the database, with Bar Tabs been accessed by entering the customer code, searching the customer list or by magnetic card swipe.

Print Bar Tab Bills and Reports from POS Screen – Once the Bar Tab is opened, a bill can be printed directly from the POS screen. A Bar Tab summary report can also be printed from any POS terminal.

Transfer Bar Tab to Table or Charge to Account – Bar Tabs can be transferred onto a table, similar to how cash sales can be transferred to a table. Bar Tabs can also be charged to a customer account by paying for the Bar Tab and then logging onto a customer account.

Bar Tabs with IPS Table Server – If IPS Table Server is enabled, all Bar Tab data is saved to the centralised IPS Table Server Database.

Outstanding Bar Tabs shown on Financial Report – Bar Tabs that have not been finalised will show on the financial report.

Bar Tab Customers Bar Tab customer are created the same as normal POS customers. To keep all the Bar Tabs separate from normal account or cash customers, create a new Customer Type for Bar Tab Customers.

To add bar tab customer

1. In customer screen, tick Bar Tab as shown in Figure 1.

2. Ensure Bar Tab Customer Code is numeric and no longer than 4 characters.

3. If you are using magnetic cards, enter the card number in the Scan Code field.

Figure 1 – Customer Detail Screen

To filter customer

1. Tick Show Bar Tabs at the bottom of Customer listing.

Figure 2 – Show Bar Tabs

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Bar Tab Function Buttons There are 3 Bar Tab function buttons that need to be added to the touch screen.

Print Bar Tab Report – This will print a summary of outstanding Bar Tabs to the receipt printer.

Print Bar Tab Bill – Once the Bar Tab has been opened, you can print a bill for the Bar Tab.

Pay Bar Tab – Once the Bar Tab has been opened, the Pay Bar Tab button recalls all the items to the pos screen for payment, or transfer to account or table.

Figure 3 – Touch Screen Layout Buttons

Figure 4 – Button Function

To setup bar tab button

1. Go to Setup > POS Screen > POS Screen Layouts > Select a layout and click Buttons.

2. Select the button that you want to setup for Bar Tab as per normal button setup.

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Bar Tab Functionality

In this section, you will understand how does the Bar Tab work and also how to operate the Bar Tab function.

To start a new Bar Tab

1. In POS screen, swipe the customer card or type in the customer number and Press the Customer button. You can also select bar tab customer from the customer list.

2. Customer name with Bar Tab label will display on the POS screen.

3. Select items to sell.

4. Press Enter to save sales to Bar Tab.

Figure 5 – Bar Tab Screen

To add to existing Bar Tab

1. Open Bar Tab customer. You will see their Bar Tab balance at the top of the sale window.

2. Add items to sale.

3. Press Enter to save.

Figure 6 – Bar Tab Customer

To print Bar Tab Bill

1. Open up Bar Tab customer.

2. Press Print Bar Tab Bill.

3. A Bar Tab receipt will print out from a receipt printer.

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4. The Bar Tab will close automatically.

Figure 7 – Bar Tab Bill

To pay Bar Tab bill

1. Open up Bar Tab customer.

2. Press Pay Bar Tab.

3. Press Enter to finalise sales. You can also press Table to transfer the sale to a table or log on a different customer to save to their account.

4. Items can be voided or applied discounts before the sale is finalised.

Figure 8 – Pay Bar Tab

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To transfer Bar Tab to Account customer

1. Open up Bar Tab customer.

2. Add items to sale and press the Enter button.

3. Open up the same Bar Tab customer again.

4. Press Pay Bar Tab button.

5. Select an Account Customer by entering the account customer code and press Customer button.

6. The sale is transferred from a Bar Tab customer to an Account customer.

Figure 9 – Bar Tab Customer

Figure 10 – Transfer Customer

Figure 11 – Account Customer

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Bar Tabs Report

Figure 12 – Bar Tabs Report

Financial Report showing outstanding Bar Tabs

Figure 13 – Financial Report

Ideal POS System 5.0 User Guide Transactions •••• 174

Transactions Introduction Transactions in IPS allow you to carry out stock purchases, monitoring of stock receive, supplier payments and adjustment and customer points adjustment. This chapter will guide you step by step to setup and apply the features in Transactions.

• Stock Purchases

• Stock Write-Offs

• Stock Transfers

• Supplier Payments

• Supplier Adjustments

• Customer Points Adjustment

Stock Purchases - Purchase Order To setup a new Purchase Order;

1. In IPS, go to Transactions > Stock Control > Stock Purchases.

Figure 1 – Stock Purchases

2. To add a new purchase order, click on the Add button in the Stock Purchases Listing screen.

3. It will bring you to the Stock Purchases screen.

4. Click on the Stock Received button at the top to select whether you want to do a Purchase Order or Stock Received. See Figure 2.

Purchase Order Setup

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Figure 2 – Stock Purchases

5. Select Purchase Order.

6. Choose the Supplier by clicking the Supplier Code search button.

7. Ensure that the Order Date and the Delivery Date is what you desire.

8. The Purchase Order No. is auto-generated. However, you can key in your desired number.

9. Select the appropriate Location by clicking on the Location drop-down box.

10. To enter new item to be purchased, click on the Item Code drop down box column in the Purchase Order Details. See Figure 3.

Figure 3 – Item Code Drop Down Box

11. The Item Code search allows you to browse item by Supplier Stock Code or by Stock Item Code.

12. To choose your choice of item code browsing, in IPS, go to Setup > Global Options > Purchases tab.

Purchase Order or Stock Received Supplier Code

Location

Purchase Order Details

Stock Item Details

Order Date

Purchase Order No

Invoice Amount

GST

Freight & Admin Fee

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Figure 4 – Item Code Browsing Options

13. To browse item by Supplier Stock Codes, click the drop down box and select Supplier Stock Codes. To browse item by Stock Item Codes, press the drop down box to select Stock Item Codes.

Figure 5 – Item Browse by Supplier Stock Code

14. When you select Supplier Stock Codes, you will browse the stock items under Supplier Stock Codes Search screen. When you select Stock Item Codes, you will browse the stock items under Stock Item Search screen.

15. This section also allows you to set Freight Purchase Category, Admin Fee Purchase Category, Default Freight Tax Rate and Default Admin Fee Tax Rate.

You can perform a full purchase order, partial purchase order or amend the purchase order in the midst of processing.

To process a Full Purchase Order;

1. Click on the Process button in the Stock Purchases Listing screen.

2. Click on the Process button again in the Purchase Order screen.

Process Purchase Order

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Figure 6 – Stock Purchases

Figure 7 – Confirmed Process

3. You will be prompt to confirm to process the purchase order. Click on Yes to confirm.

4. You can also send the purchase order to your email.

5. Click on the Email button at the Stock Purchase screen to send an email.

Figure 8 – Email

Email

Process Import and Export

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To process a Partial Purchase Order;

1. Click the Process button in the Stock Purchases Listing screen.

2. In the Purchase Order screen, you can reduce the quantity of items to set to process first.

3. You can also cancel the reminding items after the amending the number of items by ticking the Cancel Rem. checkbox.

Figure 9 – Purchase Order

Figure 10 – Amending Purchase Order

4. Click the Process button after you have confirmed amendment.

Figure 11 – Partial Status

5. It will display Partial on the Processed status column.

6. In the Stock Purchases Listing screen, click on the Process button again.

Figure 12 – After Amendment

7. In the Receive column, it shows the quantity of stock items that are processed. In the Quantity column, it shows the reminding quantity of stock items that are going to be processed.

8. In Figure 10, the quantity of Carlton Mid Keg is 0 after processed having Cancel Rem. ticked. The quantities of Becks Keg and Carlton Draught Keg have reminding of 20 each to be processed.

9. You can choose to do a partial process by amending the quantity or do a full process.

10. Click on Process button to do a full process.

Figure 13 – Fully Processed Status

Amend Quantity Cancel Reminding Items

Received Column Quantity to be processed

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11. In the Stock Purchase Listing screen, it will display Yes to indicate fully processed purchase order.

Other Purchase Order Options;

There are also other options to help you to generate purchase order namely Generate by Reorder Levels, Generate by Supplier and Remove All Items with Zero Qty.

Figure 14 – Other Options

Generate by Reorder Levels

This option will generate the amount of stock items that needs to be ordered base on the Reorder Level.

Figure 15 – Reorder Level

When the Stock Level drops below the Reorder Level, selecting Generate by Reorder Levels will generate the stock item quantity to reach the Recommended Level. In Figure 13, the Stock Level is 130, Reorder Level is 150 and Recommended Level is 200. In Figure 14, the Quantity will be 70, which actually adds up the stock level to 200.

Figure 16 – Reorder Level

Generate by Supplier

This option will generate a list of Supplier Stock Codes under a Supplier. In Figure 15, it shows the Stock On Hand of every item and you can fill in the number of quantity for purchase order.

Figure 17 – Generate by Supplier

Other Purchase Order Options

Stock On Hand

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Remove All Items with Zero Qty

This function will remove all items from the list that are zero quantity.

Stock Purchases - Stock Received Stock Received is a simple and easy to use feature that allows you process receiving of stock and to monitor the quantity and amount of stock items that are received.

Figure 18 – Stock Received

To setup a Stock Received;

1. In IPS > go to Transactions > Stock Control > Stock Purchase.

2. Click the Add button to add a new Stock Received.

3. At the top of the Stock Purchases screen > click the Stock Received button to setup a new Stock Received.

4. On the Stock Received screen, select the Item Code or the Supplier Stock Code.

5. Fill in the Quantity of Stock Item that you received.

6. Click on the Save button when you finalized your decision.

7. In the Stock Purchase Screen, click the Process button to process the Stock Received.

Stock Received Setup

Supplier Code

Stock Item Code Quantity

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Figure 19 – Stock Received

Stock Write-Offs

Stock Write-Offs allows you to account for stocks that are written-offs. These write-off stocks will be saved into the database also for stock take purposes.

Figure 20 – Stock Write-Offs

To do a stock write-off;

1. Click on the Add button.

Process

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Figure 21 – Stock Write-Offs

2. Click the Stock Code arrow box to choose the Stock Code.

3. Select the Write-Off Category from the drop-down box.

4. Fill in the quantity to be written off in the Quantity Written Off box.

5. Click the Save button.

6. Click the Process button to process the stock write-offs.

Stock Transfers

Stock Transfers allows you to transfer the stock items from one location to another. This will also affect the stock take in different locations.

Figure 22 – Stock Transfers

To setup stock transfers;

1. Click the Add button.

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Figure 23 – Stock Transfers

2. In the Stock Transfers screen, select the Stock Code from the Stock Code arrow box.

3. Fill in the quantity value in the Quantity box.

4. Select the Source Location from the drop-down box.

5. Select the Destination Location from the drop-down box.

6. Click the Save button the save the settings.

7. Click the Process button to process the stock transfers.

Supplier Payment To make a Supplier Payment;

Supplier Payment allows you to process a payment to the supplier.

1. In IPS, go to Transactions > Suppliers > Supplier Payments.

Supplier Payments

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Figure 24 – Supplier Payments

2. To pay, click the Pay button and the payment amount will display on the Payment Total box.

3. To make partial payment, click the Modify button.

Figure 25 – Partial Payment

4. Change the payment amount and click the Save button.

5. On the Supplier Payments screen, click the Process button to process payment.

Supplier Code

Supplier Payment

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6. If your payment amount is higher than the actual payment amount, you can allocate your payment.

Figure 26 – Allocate Payment

7. In the Payment Total text box, fill in $20,000.00. Click the Auto-Allocate button and IPS will allocate the amount onto different invoices. It will also then calculate the unallocated amount. See Figure 22.

8. To pay all invoices together, click the Pay All button to make all payments.

Supplier Adjustments The supplier adjustments window allows you to adjust the amount owing on Invoices received from the selected supplier, as well as make adjustments to credits due. To make an adjustment to a supplier invoice or credit, simply enter the supplier code at the top of the supplier adjustments window, and click TAB.

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Figure 27 – Supplier Adjustments

To adjust supplier payments;

1. Select the invoice that you want to adjust.

2. Click the Adjust button.

3. The adjustment amount will display on the Adjustment Total box.

4. Change the adjustment amount.

Figure 28 – Adjustment Amount

5. Click the Process button to make adjustment.

6. Notice that the Outstanding Amount is $3,382.16.

Figure 29 – Adjustment Amount

Note: Settlement discounts should not be entered as creditor adjustments where VAT/GST is in use, as these adjustments cannot account for whether or not tax should be credited to you within your system on receiving the discount.

Supplier Adjustments

$2,382.16

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Customer Points Adjustment Customer Points Adjustment enables you to make adjustment to the points accrued by the customer.

To adjust customer points;

1. In IPS, go to Transactions > Customers > Customer Points Adjustment.

Figure 30 – Customer Points Adjustment

2. Select a Customer Code from the customer drop down box.

3. Enter the new points in the Adjustment box.

4. The New Accumulated Points will display the total new points.

Ideal POS System 5.0 User Guide Suppliers •••• 188

Suppliers

Adding Suppliers

Suppliers are entered in the Add/Modify Suppliers window, accessed from the File menu. The supplier code can be a 10 character alphanumeric code. There is also provision for the suppliers ABN. Address details are then entered for record purposes, and are exportable for mail out generation.

Figure 1 – Suppliers

To add new supplier;

1. In IPS, go to Suppliers > Suppliers.

Figure 2 – Suppliers

2. In the Suppliers screen, press Add button to add new supplier.

Ideal POS System 5.0 User Guide Suppliers •••• 189

Figure 3 – Add new Supplier

3. Fill in the appropriate details and click on the Save button.

Purchases Categories

Purchase categories are a way of dividing your purchases into different categories for reporting purposes. They are simply the category headings you wish to use to trace your purchase history. For instance, you may like to divide your purchases into Food and Beverage, Alcoholic and Non-Alcoholic Beverages, Pre-packaged Food or Raw Materials. Up to 99 purchase categories can be designated, the code being numeric only.

To create a new purchase categories;

1. In IPS, go to File > Purchases > Purchase Categories.

Figure 4 – Purchase Categories

2. Press Add button to add new Purchase Category.

Ideal POS System 5.0 User Guide Suppliers •••• 190

Figure 5 – Create New Purchase Category

3. Fill in the appropriate description and click Save button.

Ideal POS System 5.0 User Guide Stocktake •••• 191

Stocktake

Introduction

Ideal POS System provides an easy to use step-through process for performing a stocktake.

The stocktake procedure;

35. Choose Location(s) and Click Start Stocktake.

52. Print Stocktake Forms.

53. Physically count stock recording quantities on the stocktake forms.

54. Enter the stocktake into Ideal POS System.

55. Print Stocktake Variance Report.

56. Print Stocktake Valuation Report.

57. Update Stock Levels.

Important: It is essential that you do not sell stock between starting the stocktake (step 1) and when you actually count your stock (step 3). Once an item has been counted and recorded on the stocktake form, you may resume sales of that stock item. If a stock purchase or stock return has been entered after the stocktake has been started, you can apply the transaction to update the stock levels.

Start Stocktake

To begin a new stocktake:

1. Select Start Stocktake from the Stocktake menu.

Figure 57 – Stocktake

2. Review the stocktake procedure. You may print the stocktake procedure by ticking Print Stocktake Procedure.

3. Click Start Stocktake to commence the stocktake.

Ideal POS System 5.0 User Guide Stocktake •••• 192

Figure 2 – Start Stocktake Procedure

4. To do a stocktake, click on the Click to Start Stocktake box on the desired location.

5. Press the Start Stocktake button.

Stocktake Forms

Stocktake forms can be printed as an aid to your stocktake. Stocktake forms can appear in stock code or stock item description order, and can be sorted by department.

Figure 3 – Stocktake Form

If you have set up multiple locations, Ideal POS System will print separate stocktake forms for each location. You may print stocktake forms anytime during a stocktake.

Ideal POS System 5.0 User Guide Stocktake •••• 193

Enter Stocktake

Having physically performed the stocktake, you can enter the information into Ideal POS System in the Enter Stocktake window. This window contains a grid, showing stock code, description, current stock according to Ideal POS System and a column to enter what the stocktake has shown.

With the full version of Ideal POS System (multi-terminal), the stocktake performed at each location needs to be entered against its location. To select the location use the drop down menu, and select the appropriate location.

Figure 4 – Enter Stocktake

To enter stocktake;

1. Enter the stocktake results directly in the grid.

2. To set uncounted items to zero, press the Set Uncounted Items to Zero button.

3. Live stock levels in IPS will not be adjusted until an Update Stock Levels function is performed.

4. If a stock item is not counted, leave the entry next to the item blank in the enter stocktake grid.

5. This is different to having counted no items of the particular stock item, where a zero (0) should be placed in the grid. Any figure in the stocktake column of the enter stocktake grid signifies that the item has been counted, and any variance will be reported.

Stocktake Variance Report Having entered the information collected in the stocktake, a stock variation report can be printed. This report shows the difference between Ideal POS System’s current stock levels, and information that was collected in the Stocktake.

Ideal POS System 5.0 User Guide Stocktake •••• 194

Figure 5 – Stocktake Variance Report

Only stock items where a discrepancy is evident will appear on this report. Variance is shown as a quantity of the item, as well as a stock value as calculated from the current average cost. If you have set up multiple locations in Ideal POS System, it is possible to produce a stocktake variance report by location.

Stocktake Valuation Report Only stock items with a recorded stocktake figure will appear on this report. If you have set up multiple locations in Ideal POS System, it is possible to produce a stocktake variance report by location.

Figure 6 – Stocktake Valuation Report

Generate Stock Transfer You can do stock transfer base on location.

Ideal POS System 5.0 User Guide Stocktake •••• 195

Figure 7 – Generate Stock Transfer

Update Stock Levels

Once you are satisfied that the stocktake is correct, you can commit the new levels counted to Ideal POS System’s live stock levels by performing the Update Stock Levels function. All counted items will have their levels updated.

Update stock levels needs to be performed for each location.

Figure 8 – Update Stock Levels

1. To update stock levels, go to Stocktake > Update Stock Levels.

2. Select the date to update. You cannot do a future update but you can do an update before today’s date.

3. Click on the Click to Update Stock Levels grid and press the Update button to update stock level.

4. It will prompt a notification message to indicate that the update is completed.

Clear Stocktake

This may be useful if the stocktake entered is incorrect or out-of-date, and you wish to delete all entries and start again. If you have set up multiple locations in Ideal POS System, the Clear Stocktake function needs to be performed for each Location.

Ideal POS System 5.0 User Guide Stocktake •••• 196

Figure 9 – Cancel Stocktake

1. To cancel a stocktake, go to Stocktake > Clear Stocktake.

2. Click on the Click to Clear Stocktake grid of the location that you want to clear the stocktake.

3. Press the Clear button.

4. It will prompt a notification message to indicate that clearance of

stocktake is completed. Notes: Once the user selects Start Stocktake from the Stocktake Menu, he should stop any sales at that point, and physically count the stock. As long as he finished counting and recorded quantities somewhere safe, e.g. on the stocktake forms, he can resume the sale, even before updating the stock levels. During the stocktake, POS saves the stock quantities at the time stocktake commences to a temporary location in the database. When sales are resumed, POS also records the quantities of stock sold in the database. When the user updates the stock levels, POS use the figures that the user physically counted, minus the quantities of stocks sold when sale was resumed, to generate the new stock level.

For example, the user commenced the stocktake on a morning before trading hours by clicking Start Stocktake in IPS. The user then counts and records 100 cans of Coke on a stocktake form. During the day, he sold 10 cans of Coke before he entered and updated stocktake level in POS. At the end of the day, realising that he hasn’t finished the stocktake yet he enters 100 cans of Coke in “Enter Stocktake” and selects “Update Stock Levels” to complete the stocktaking process in POS. POS will calculate the new stock level of Coke to be 90 cans (100 counted -10 sold = 90).

Ideal POS System 5.0 User Guide Enquiry Menu •••• 197

Enquiry Menu

Stock Item Enquiry

The Stock Item Enquiry window allows you to view relevant information relating to particular stock items. By selecting a stock item you are able to view information such as sales history, sales history by price level and stock transactions.

If you have multiple terminals, you are able to enquire on a stock item by a particular location.

Figure 1 – Stock Item Enquiry

Customer Enquiry

The Customer Enquiry window allows you to view relevant information relating to your customers. Contact details (as entered in the Add / Modify Customers form) are viewable at the top of the enquiry window.

A transaction grid showing invoices and payments allows you to keep in touch with your recent activity with the selected customer. When you click Account button, you are given options to view “All Transactions” or “Outstanding Transactions Only”. Outstanding transactions include unpaid invoices.

From the customer enquiry window, you are also able to view historical invoices for the selected customer. From the view window of the selected invoice, you will be able to reprint that article.

Click on Modify button to modify customer. The customer enquiry has an export facility. Selected customers can be exported to Access database

Ideal POS System 5.0 User Guide Enquiry Menu •••• 198

(mdb) and text file format (txt). You can also print labels from the customer enquiry window.

Figure 2 – Customer Enquiry

Supplier Enquiry

The Supplier Enquiry window allows you to view relevant information relating to your suppliers.

Contact details (as entered in the Add/Modify Suppliers form) are viewable at the top of the enquiry window.

A transaction grid showing invoices, credits, payments and adjustments allows you to keep in touch with your recent activity with the selected supplier. Below the grid you are given options to view “All Transaction” or “Outstanding Transactions Only”. Outstanding transactions include unpaid invoices and unallocated credits or adjustments.

From the supplier enquiry window, you are also able to view historical invoices and credits for the selected supplier. From the view window of the selected invoice or credit, you will be able to reprint that article.

You can not modify supplier settings in the supplier enquiry window.

Ideal POS System 5.0 User Guide Enquiry Menu •••• 199

Figure 3 – Supplier Enquiry

Journal History

The Journal History Enquiry function allows extensive access to the journal history. The journal history enquiry allows the availability of searching the journal history by selection criteria. Such criteria options are customer, clerk and price level which can be used together to define your search. Tender type, function, stock item and department can also be selected, only one of these functions can be used at any given time. You may also search the journal history by one of the four No Sale functions.

A department search will display direct department sales and stock items sales linked to the department.

Text can be added to the Journal through the enquiry window. This is done by selecting the appropriate sale, typing the text below the sale and then saving it. You may delete additional text at a later date.

Ideal POS System 5.0 User Guide Enquiry Menu •••• 200

Figure 4 – Journal History Enquiry

Activity Log This Activity Log acts as a security feature that allows you to monitor and track every actions and procedures performed on Ideal POS System. It provides details of individual terminal, clerks and the action description. You can filter down your selection by Date, Clerk Number, Function, POS terminal, Location and Table. It will also display a summary of the activities in the POS System.

Figure 5 – Activity Log

Ideal POS System 5.0 User Guide Listings and Reports •••• 201

Listings and Reports

Ideal POS System provides listings of data as well as an extensive range of reports. All listings and reports can be viewed on-window or printed. Ideal POS System uses Crystal Reports to generate listings and reports.

You can select date ranges, sort orders, groupings and records for most reports. Where the possibility of a range being viewed is given, use the browse buttons to select the range. If you only wish to view one option, select that option in both sections of the range.

Listings

Listings are provided to show information directly entered into Ideal POS System. Sort order and record selection options are provided. Grouping options are also included on some listings. Here is the list of listings in IPS;

1. Stock Control

1.1. Locations

1.2. Stock Items

1.3. Stock Item Price List

1.4. Discontinued Items

1.5. Indirect Items

1.6. Indirect Components

1.7. Write-off Categories

2. Sales

2.1. Sales Categories

2.2. Departments

2.3. Clerks

2.4. Promotion Tables

3. Purchases

3.1. Purchase Categories

4. Customers

4.1. Customer Types

4.2. Customers

5. Suppliers

5.1. Suppliers

5.2. Supplier Stock Codes

Ideal POS System 5.0 User Guide Listings and Reports •••• 202

Reports

Date ranges, sort orders, groupings and record selections are provided where applicable. The reports available are detailed below.

STOCK CONTROL

Stock Valuation Calculates stock level multiplied by cost price selected in the “Cost Price for Valuation” box to achieve stock value for each stock item marked as stock controlled in the Add/Modify Stock Item form, as well as a total number of stock items and total stock value. This report is also able to display stock items that have a negative stock level and report the value of these.

Stock Movement Landscape report providing totalisers of the various possible methods of stock movement for each stock item within the selected date range. Columns include opening, purchases, returns, and transfer in, transfer out, sales, write-offs, variance and closing.

Stock Transaction

Provides a detailed list of stock transactions that have been performed. By default the report is viewed grouped by stock item and location, though this can be varied according to your requirements.

Re-Order Report Based on the recommended level, the re-order level and the current stock level. If the current level of stock falls below the re-order level at the time of report generation, the re-order report shows how much is required to be re-ordered and the cost of these items to return to the recommended level.

Stock Ordered Report

Shows details of the stock that are ordered.

Write-off Category Report

Shows the write-off category totals.

Stock Write-offs Report

Shows the stock code, description, quantity and the value of the stock written off.

Stock Transfers Report

Shows the in and out transfer movement of stock items and a detailed source and destination information.

Stock Levels by Location

Shows the level of stocks according to location. You have the options to select the specific locations to be displayed on the report.

Price Changes Report

This report will show the price changes that have made to items.

Archived Stocktake Valuation Report

Shows the archived stocktake valuation reports.

Archived Stocktake Variance Report

Shows the archived stocktake variance reports.

SALES

Financial Shows totaliser figures against point of sale functions as well as banking figures and paid out and received in amounts (for tips). In restaurant section, other categories amount is shown alongside food and beverage.

Stock Item Sales Breakdown of sales by stock item. Information found in this report includes the number of items sold, the dollar amount of those items, and a percentage value of the overall sales. Also included is a profit totaliser for each stock item as well as a percentage (against the average cost price). This report can show hourly

Ideal POS System 5.0 User Guide Listings and Reports •••• 203

sales.

Department Sales Provides a breakdown of sales by department. Information found in this report includes the number of items sold, the dollar amount of those items, and a percentage value of the overall sales. This report can show hourly sales.

This report can be sent to the receipt printer. Once the receipt printer has been set up, assign this function to a button of your choice. When the button is pressed the report will automatically print to the receipt printer.

Sales Categories Provides a breakdown of sales by sales category.

Grouped Sales The grouped sales report generates one report with the ability to cascade through the report. The first level is sales categories, by double clicking on this you are taken to the department totals. Double click on a department and the stock items that make up this department are displayed. By double clicking on the stock item the report displays the time and date of the sales, the clerk that sold them, quantity sold and the sale price.

Hourly Sales Provides you with a break up of sales by the hour. This report can be displayed as a detailed or summary report.

Clerk Sales A report of stock item or department sales sold by each clerk.

Weekly Sales Display the weekly sales report according to clerk sales, department sales or sales by hour.

Journal History Details all transactions performed in POS terminal.

Cash Declaration Provides the expected and actual cash declared by the clerk at the end of shift. It also calculates and displays the variance between the expected and actual amount.

Best / Worst Sellers

Provides a report on either your best or worst sellers. This report includes stock item number, description, quantity of item sold, dollar amount of items sold and the profit on each item expressed in dollar and percentage forms.

Inactive Stock Provides a report on all stock items which have not been sold within the selected date range.

Pending Sales Report

Provides a list of all pending sales showing the details of the sale as well as all transaction lines.

Promotions It displays the promotion events taken on selected range of date.

Price Level Comparison

It displays the comparison of actual price level of item with other different price levels.

PURCHASES

Purchase Category Report

Overview of stock purchases and returns grouped by purchase categories within a specified date range.

Stock Purchases Report

Overview of stock purchases and returns by stock item within a specified date range. This report also includes the total value of displayed purchases.

Purchase Orders Displays the status of the purchase order listings.

CUSTOMERS

Customer Sales Detailed report on items per customer sold.

Customer Journal History

Detailed report showing the journal history of a particular customer. This report has a date range option.

Ideal POS System 5.0 User Guide Listings and Reports •••• 204

Customer Points Reports points accumulated by customer and the liability by points and dollar value.

Customer Spending

This report displays the customer name and the amount spent.

Best Customers Shows the highest or lowest spending 100 Customers in order of expenditure.

Inactive Customers Shows a list of customers that have been inactive in regards to sales.

Lay-by Transactions

Provides a detailed report on lay-by transactions. There are options for selecting particular customers and generating the report by specific date.

Lay-by Report Reports on all outstanding lay-bys. Also included is an option to show expired lay-bys only.

Customer Invoices This report allows you to print all invoices (of a customer) from a particular date range. There is also an option to select the receipt printer of the POS System or the default windows printer. You can also print consolidated invoices enabling a number of invoices to be displayed together. This “Consolidated Invoice” can act as a tax invoice for a given period of time.

Customer Trial Balance

Select the appropriate aging date and view an overview of the current account status for each of the selected customers.

Customer Account Transactions

Provides a list of all transactions performed against customers.

Customer Statements

Generate aged customer statements. Provides a summery of invoices issued and option to show details.

SUPPLIERS

Supplier Trial Balance

Select the appropriate aging date and view an overview of the current account status for each of the selected suppliers.

Supplier Transaction Report

Provides a list of all transactions performed against suppliers.

TAX

Tax Report Provides a detailed or summarised account of transactions that have been performed within Ideal POS System that have been associated with various VAT/Tax rates. These include sales that have performed with tax amounts within them, as well as stock purchases and returns.

The bottom line is a tax liability figure.

EMPLOYEES

Employee Log Report

Provides a detailed or summarised employee log and the amount of time on breaks and login periods.

Employee Labour Cost Report

Shows a percentage of the cost of labour against the sales amount.

Labour Cost Trend Report

Displays a summary of labour cost and sales amount in hourly or weekly basis.

RESTAURANT

Guests by Session Shows the number of guests based on selected session.

Exporting Listings and Reports

Ideal POS System 5.0 User Guide Listings and Reports •••• 205

You can export a listing or report to a file or directly to a third party application including spread sheet applications and word processors. Please also refer;

To export a listing or report:

36. Select the listing or report you wish to export and click View.

58. Click the button which can be located in the button bar on the top of the screen.

59. Select Format

Most commonly used file formats include:

• Excel

• Rich Text Format (supported by most modern word processors)

• Word for Windows

Figure 58 – Export Listing or Report

60. Select Destination:

There are several different destinations that can be selected. In most cases, you should only need to use the following two options:

• Disk File - Crystal Reports will export the listing or report to a file of the selected file format. You can then open the listing or report with a compatible third party application, email the file as an attachment.

• Application – Crystal Reports will export the listing or report directly to the application that is normally associated with the selected file format. For example, if you select Word for Windows Document, Crystal Reports will open Microsoft Word and load the listing and report.

61. Click OK button.

62. If the destination was set to Disk File, you will be asked to enter a filename and select the location of where your exported listing or report will be saved.

63. Click Save button.

For longer listings and reports, the search feature in Crystal Reports can be a very useful tool. You can quickly locate a string of text which may be a department, location or stock item every time you view a listing and report.

To search for text in a listing or report:

37. Select the desired listing or report and click View.

Search for Text in a Listing or Report

Ideal POS System 5.0 User Guide Listings and Reports •••• 206

64. On the button bar which is found on the top of the screen exists a small text box with a black border. Enter your search text in this box.

Figure 59 – Search for Text

65. Click the binoculars icon which is adjacent to the text box. Crystal Reports will locate the first occurrence of your search text.

66. To find subsequent matches, click the binoculars icon again.

Some reports include an option to add a graph to the report. Graphs will appear on the last page of the report. Figure 60 is an example of the graph in Hourly Sales Report.

Figure 60 – Sales Categories Report

Graphs are available with the following reports:

• Department Sales Report

• Sales Categories Report

• Hourly Sales Report

• Clerk Sales Report

• Weekly Sales Report

• Customer Spending Report

To add the graph at the end of the report, select Include Graph on Report in the report settings:

Graphs

Ideal POS System 5.0 User Guide Listings and Reports •••• 207

Figure 61 – Sales Category Report Settings

Ideal POS System 5.0 User Guide Label Printing •••• 208

Label Printing

Introduction The label utility in Ideal POS System has been designed to work with a number of third party label printing packages. You can export stock items and customers to your third party label design application. Once you have designed the label format file, Ideal POS System can seamlessly automate the printing process.

Supported label printing packages include:

• Avery Design Pro

• Labels Unlimited 2.0

• Bartender 6.0

• Bartender 7.0*

In addition to the supported label printing packages, labels can be exported to a plain text file that you can use to link with other label printing packages.

*Special Requirements for BarTender 7.0

BarTender 7.0 can be used to print labels in Ideal POS System. During installation of BarTender 7.0, select Custom Installation and install BarTender to c:\program files\bartender. If BarTender 7.0 is installed to the default installation directory, Ideal POS System will not be able to locate BarTender.

Printing Labels

Before you can print labels, you will need to design a label format file with your label printing software, and link a data file generated by Ideal POS System to this format file. Step by step instructions to help guide you through setting up labels with Avery Design Pro can be found in the next section of this user guide.

Should you require assistance with the setting up of label formats, please contact the supplier of your label printing software.

Creating the label format

Ideal POS System 5.0 User Guide Label Printing •••• 209

Figure 1 – Stock Item Label Printing

Using Avery DesignPro with Ideal POS System

To select items to export to your label printing software;

38. Enter an item or select a range of items at the Stock Items Selection section.

39. Fill in the quantity that you want to print for the stock items.

40. The Changed Items Only option scans the last items printed and checks for any changes within the selected range. Only items that have been changed since last time they were exported will be displayed.

41. The Quantities match Stock Levels option will display the selected items with the quantities same as the stock level.

67. Click on the Select button.

68. Click on Clear All button if you want to clear the selection.

To create the data file;

The next step is to select the output options and the Data File. This section is to create a Data File for producing the labels. When you export labels, Ideal POS System stores information about your stock items and customers to this file. Your label design program will then use the data in this file to print your labels.

Printing Labels

Create Data File

Stock Items Selection

Stock Items Labelling

Data File

Format File

Output To

Ideal POS System 5.0 User Guide Label Printing •••• 210

Figure 2 – Creating Data File

1. Select Text in Output To drop down box.

2. Select the Data File. E.g. C:\Program Files\DesignPro\label.txt

3. Press the Export button.

4. You will find a Data File label.txt file in the DesignPro directory.

To create a Format File;

This is a design template you create with your label design application. You must link the data file to the format file. The format file is your label design. You can select your label template, customise your label layout and add a company logo.

To create a new format file;

42. Open Avery Design Pro.

69. Select Create a Project from Scratch.

70. Select a suitable template and click OK button.

Link the Data File to the Format File

43. Select Database > Open from the menu.

71. Click Open an External Database via ODBC.

Figure 62 – Open Database

72. Click the Machine Data Source tab.

73. Click New.

74. Select System Data Source and click Next.

75. Select Microsoft Text Driver and click Next.

Create Format File

Ideal POS System 5.0 User Guide Label Printing •••• 211

76. Click Finish.

77. Enter a suitable data source name (e.g. StockLabels.txt).

78. Uncheck the Use Current Directory checkbox.

79. Click Select Directory.

80. Select C:\Program Files\Ideal POS System 4.0\folder and click OK button.

Figure 63 – ODBC Text Setup

81. Click OK button.

Figure 5 – Machine Data Source

82. Select the Data Source Name entered in step 8 (e.g. StockLabels.txt) for the Machine Data Source and click OK button. See Figure 5.

83. Click Finish button.

84. If prompted, select your data file (e.g. label.txt) from the Select Table/File window and click OK button. See Figure 6.

Ideal POS System 5.0 User Guide Label Printing •••• 212

Figure 6 – Select Table/File

85. Select File > Save from the menu and save the DesignPro document in the Ideal POS System directory (e.g. C:\Program Files\Ideal POS System 4.0\stklabel.zdp).

To export label to Format File;

The next step is to export the label from IPS to the format file of DesignPro.

44. In IPS, go to Labels > Stock Items > select the stock items again.

Figure 643 – Print Labels

86. Select DesignPro as the Output To.

87. Select the Format File path/filename as the file that you have created in DesignPro. (e.g. stklabel.zdp).

88. Select the Data File browse button and select the path/filename of the text file that was created initially. (e.g. label.txt).

89. Click on the Export button to export the file to DesignPro.

Tip: Select Print Labels and Close External Program if you want the labels to be printed automatically.

Note on Changed Items Only: This option looks at the last items printed and checks for any changes within the selected range. Only items that have been changed since last time they were exported will be selected.

Design Label Now you have finished exporting the format file and the data file to DesignPro. This section will teach you how to design the barcode on the labels.

Export Label to Format File

Ideal POS System 5.0 User Guide Label Printing •••• 213

To design barcode on label;

1. In DesignPro, open up the file that you have saved. (In this case, stklabel.zdp).

Figure 14 – DesignPro

2. Go to File > Open > Locate the stklabel.zdp file.

Figure 15 – stklabel.zdp

3. To create barcode on label, go to Insert > Bar Code.

4. Click on the label to display the barcode.

Figure 16 – Barcode

Ideal POS System 5.0 User Guide Label Printing •••• 214

5. Right click on the red box and select Barcode Parameters.

Figure 17 – Barcode Type

6. In the Barcode Type drop down box, select EAN 13 and click on OK button.

Figure 18 – Barcode

7. Adjust the barcode to the label and click on the barcode red box again.

8. Click on Database menu and select Insert Field.

Figure 19 – Insert Field

Ideal POS System 5.0 User Guide Label Printing •••• 215

Figure 20 – Insert Field

9. Select the field name that represents barcode. In this case it is ScanCode.

10. Click on the Insert button.

Figure 21 – Barcode

Figure 22 – Barcode

11. The barcode is displayed on the label.

Ideal POS System 5.0 User Guide Multi-Terminal Ideal POS System •••• 216

Multi-Terminal Ideal POS System

Introduction

Ideal POS System 4.0 has been designed to link with one or more additional POS systems over a network. All POS systems store a local copy of the IPS database which is continuously updated as new sales and modification to settings occur.

If you would like to know more about setting up a multi-terminal Ideal POS System, please contact your Authorized Ideal Business Software Dealer.

Installation

Install Ideal POS System on all terminals and register each license. Please refer to Getting Started for more information on installing Ideal POS System and entering user registration.

Designate a POS System to be a group master. The group master should ideally be POS System 1 and if practical, a dedicated back office POS system.

45. Select POS Options from the Setup menu.

90. Highlight POS System 1 and click Modify button.

91. Enter the IP address of the computer and tick the Group Master option.

92. Group Master is to indicate that this terminal is the point terminal.

93. If your working directory to your Ideal POS System 4.0 is different, you will have to fill in the correct Connection Path. (e.g. //IdealPOS/Ideal POS System 4.0).

Figure 65 – Network Settings

94. Add peripherals and additional POS Systems in POS Options as required. Please refer to Initial Settings or more information on setting up peripherals.

95. Click Save button.

Close down all POS terminals apart from the group master. Add additional POS Systems on the group master:

46. Select POS Options from the Setup menu.

Step 1 – Install Ideal POS System

Step 2 - Set up POS System 1

Step 3 – Link Additional POS Terminals

Ideal POS System 5.0 User Guide Multi-Terminal Ideal POS System •••• 217

Figure 66 – POS Options

96. Click Add button.

97. Enter a suitable description for the POS System (e.g. POS System 2).

98. Enter the IP address of the terminal. (This is not the IP address of the local computer).

99. Add peripherals and additional POS Global Options as required. Please refer to Initial Settings for more information.

100. Click Save button.

Finally, to link your additional POS terminals to the network you need to overwrite database. This will update the additional POS terminals with the networking settings set in POS Options, as well as any additional settings, stock items, departments, etc that are stored in the database of terminal 1.

To overwrite all databases:

47. Click the IPS Server icon in the system tray (bottom right hand corner of the window). Click View IPS Server.

101. Under the Status column, verify that all POS Systems are online.

102. Select Overwrite Databases from the Utilities menu.

Figure 3 – Overwrite Databases

103. Tick the POS terminal that you want to overwrite database to and click on the Next button.

If the update was successful, all POS Systems should be linked and ready to operate in multi-terminal mode.

Step 4 – Overwrite All Databases

Ideal POS System 5.0 User Guide Locations •••• 218

Locations

A location is a site where stock is stored and sold. It may be that you have two sections of your retail outlet that are semi-independent, each with their own stock items, requiring completely independent stock and sales analysis. When a sale is made at a terminal, stock is decremented from the terminal’s location.

Figure 1 – Locations

All multi-terminal Ideal POS System terminals are linked to a location, even if you only have one location. On the other hand, a stand-alone POS system can have multi-locations linked to it. In order to do so, create second POS system with a dummy IP address, such as 10.10.0.1, then restart the program. That will enable the Locations and Stock Items by Location in the File - Stock Control menu. The second POS system can be deleted anytime.

Additionally, the administrator of the system has the ability to Enable (or Disable) Stock Items by Location, thus allowing features such as stocktake reports etc, not to feature items that are not be used in that location.

Ideal POS System 5.0 User Guide Locations •••• 219

Figure 2 – Locations

Stock control of items within Ideal POS Systems (multi-terminal) is performed at the location level. Therefore, when recommended and re-order levels are to be used for reordering purposes, this is done by location. Stocktake is another function that is performed independently for separate locations.

Ideal POS System caters for up to 99 locations within its structure. These can be set up in the Add/Modify Locations window, found in the File - Stock Control menu. The location description can be up to 30 characters long.

An auto-enable option is selectable for the location, allowing you to automatically enable new stock items created in the database. When stock items are auto-enabled, they will need recommended and re-order levels to be set separately if these are required.

Figure 3 – Stock Items by Location

Once the locations have been created your POS terminals need to be associated with the appropriate location. This is performed in Setup - POS Options menu. It is possible to have multiple POS terminals associated to the one location.

Linking POS Terminals to a Location

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Enabling a stock item by location means that you wish the particular stock item to exist within that particular location. If a stock item is not enabled, it will not appear on stock valuations, stocktake forms and other material relating to stock within the particular location.

If the location has the auto-enable function checked, stock items will have automatically been enabled within that location. However, no recommended and re-order levels will have been set on the automatically enabled items.

To enable a stock item by location;

1. Click on the locations button in the stock item window and click Add button.

2. Select the Location in which you are enabling the stock item, and enter re-order and recommended levels if desired.

3. If you wish to enable the stock item in all Locations, click the Set All button.

4. You will then need to modify the re-order and recommended levels if you wish to use these functions.

Figure 4 – Stock Items by Location

Recommended and re-order levels can be set against stock items on a location level. These figures are used when collating information for re-order reports. When the stock level of the selected stock item drops below the re-order level in the specified location, the re-order report will show the quantity of stock needing to be ordered to bring the item up to the recommended level.

Select the Stock Location; this is where the stock items is to be stock taken. When you perform sale on a particular item, the stock level in the Stock Location will be affected, however, the stock level in the Location will still remain the same.

If re-order reports are not to be generated from Ideal POS System, these levels need not be set.

Stock Items by Location

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It is possible to enable or disable a large number of stock items in specific locations. The Stock Items by Location window allows you to select a range of stock items, a location and whether you wish to enable or disable the specified range in the specified location. Stock items that are active in the selected location will be excluded from the automated disable function. A stock item is considered active within a location when it has a stock level against it.

Of course, the recommended and re-order levels for stock items enabled by this means are not affected. These would need to be adjusted manually if desired by accessing the stock items window and opening the locations window.

A stock item listing by location can be obtained from the Listings menu.

Stock Transfers

Stock transfers, are internal transactions within your stock control system. This transfer is used when stock at one location is moved to another location within your stock control system. As stock is counted and valued according to its location, care should be taken to ensure that these stock transfers are correctly entered. Indirect items can be transferred in this manner, the appropriate amount of stock being decremented from the corresponding component stock items.

To perform a stock transfer between location;

1. In IPS, go to Transactions > Stock Control > Stock Transfers.

2. Enter the appropriate reference number, date and details for the transaction.

3. Click on Add button to add a stock transfer.

Figure 5 – Stock Transfers

4. Select the Stock Item by clicking on the browsing button.

5. The current stock level at the source and destination locations is displayed on the window.

6. Fill in the quantity of stock item to transfer.

Stock Items by Location (Range)

Stock Transfers between Locations

Performing Stock Transfers

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7. Select the location to transfer.

8. Click on the Save button to save the settings.

Figure 6 – Process Stock Transfers

9. Click on the Process button to process the stock transfers.

10. You can go to Stock Movement Report to view the stock items that are transferred to different locations.

Ideal POS System 5.0 User Guide Export Data and Database •••• 223

Export Data and Database

Ideal POS System can export department sales, stock item sales, supplier invoices and credits in comma delimited (CSV) text file and output the file into MYOB. Stock items and departments can also be exported in comma delimited text file.

Export Data

To export data from Ideal POS System, from the Utilities - Export Data menu, select the type of data you want to export.

To export Department Sales;

Before exporting any reports, a card file of any name (e.g. Cash Sales) must be created in MYOB.

48. Select the output file format, then set up the data range, enter the card file name in MYOB as the company/last name.

Figure 67 – Export Department Sales

49. Click OK button.

50. Specify the directory and the file name.

Export Department Sales

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Figure 68 – Save File

51. Click Save button.

To export Stock Item Sales;

Before exporting any reports, a card file of any name (e.g. Cash Sales) must be created in MYOB.

52. Select the output file format, then set up the data range, enter the card file name in MYOB as the company/last name.

Figure 69 – Export Stock Item Sales

53. Click OK button.

54. Specify the directory and the file name.

Export Stock Item Sales

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Figure 70 – Save File

55. Click OK button.

To export Supplier Invoices and Credits;

Before exporting any reports, a card file of any name (e.g. Cash Sales) must be created in MYOB.

56. Select the output file format, then set up the data range, enter the card file name in MYOB as the company/last name.

Figure 71 – Export Supplier Invoices and Credits

104. Click OK button.

105. Specify the directory and the file name.

Export Supplier Invoices and Credits

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Figure 72 – Save File

106. Click Save button.

To export Stock Items;

57. If you are exporting stock items, specify the selection range and the select the fields to export.

Figure 73 – Select Stock Items to Export

107. Click OK button.

108. Enter the full file name with file extension which the stock items are exporting to.

Export Stock Items

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Figure 74 – Save File

109. Click Save button.

To export departments;

58. If you are exporting departments, specify the selection range to export.

Figure 75 – Select Departments to Export

110. Click OK button.

111. Enter the full file name with file extension which the stock items are exporting to.

Export Departments

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Figure 76 – Save File

112. Click Save button.

To export Special Prices;

1. If you are exporting special price schedule, select the schedule range.

Figure 77 – Export Special Prices

2. Click OK button.

3. Enter the full file name with file extension which the special price schedules are exporting to.

Export Special Prices

Ideal POS System 5.0 User Guide Export Data and Database •••• 229

Figure 78 – Export Special Prices Schedule

4. Click Save button.

Export Database To export database from IPS,

1. Select Export Database from Utilities menu in IPS.

Figure 13 – Export Database

2. Click on OK button.

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Figure 14 – Export Database

3. Enter the full file name with file extension which the database is exporting to.

4. Click Save button.

Other Exports

You can also export reports and listings from Ideal POS System as various formats.

To export from reports or listings;

1. In IPS, go to any reports or listings. (e.g. Reports > Sales > Financial).

Figure 15 – Export Icon

2. On the top menu, there is an Export Icon button.

3. Click on the Export button.

Export Icon

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Figure 16 – Export

4. Select the Format for exporting and the Destination to where you want to export the file.

5. Click on OK button.

Figure 17 – Export File

6. Enter the full file name with file extension which the report is exporting to.

7. Click on Save button.

Ideal POS System 5.0 User Guide Importing Data •••• 232

Importing Data

Ideal POS System can import departments, stock items, indirect items and customers from a comma separated (CSV) text file. The data must conform to the specifications outline in the section Format of Import Files of this chapter.

Important Information about Data Files

The first row of the data file must be a header row so that Ideal POS System can distinguish the data in each column. Rename the header label to conform to the specifications outlined in Format of Import Files.

Figure 79 – Microsoft Excel

The CODE column must be the first column, even if your data file does not have stock item codes (if importing stock items) or customer codes (if importing customers). If you are importing departments, department codes are mandatory.

Remove all quotations marks (“) and commas (,) from your data. Ideal POS System can not import records with these characters.

Import Data

To import data into Ideal POS System;

59. From the Utilities - Import Data menu, select the type of data you want to import.

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Figure 80 – Utilities Import Data

113. If you are importing stock items or customers without a stock item or customer code respectively, enter the starting code.

114. Click OK button.

115. Locate the data file and click Open.

When the import process is complete, Ideal POS System will display a summary of records that were successfully added, modified, and skipped. Records that were skipped are reported in the import error log, importlogerror.txt file which resides in the Ideal POS System 4.0 directory (usually c:\program files\ideal pos system 4.0).

Prepare Data with Microsoft Excel Microsoft Excel can be used to manipulate your data so that it will meet the specifications that are required by Ideal POS System. You can move sets of columns and insert and delete rows easily. When you have finished manipulating your data, Microsoft Excel can save the data file into an Ideal POS System compatible import file.

To import the data file into Microsoft Excel;

60. Open a new spreadsheet in Microsoft Excel

116. Select Import Data from the Data – Import External Data menu.

Figure 81 – Data Menu in Excel

Importing the Data into Microsoft Excel

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117. Excel will prompt you to locate the data file. Select the data file and click Open.

118. If the original file is a text file, Excel will step you through a wizard that will assist you to select the right format of the original text file so that Excel imports the data correctly.

Figure 82 – Text Import Wizard

Check the preview box to ensure that the data is correctly separated into columns. Click Finish to import the data.

Tip: If the file is already a comma separated text file, you do not need to import the data into Excel. Simply rename the file extension to .csv (e.g. ImportFile.csv) and double click the file. Microsoft Excel will load the file directly.

Microsoft Excel does not always save the data file correctly to account for empty records at the end of each row. To ensure that Microsoft Excel exports the data correctly, add a new column at the end of the data with an arbitrary header label that is not already used by Ideal POS System (e.g. IgnoreThis). Set all records in this column to be 0. Ideal POS System will safely ignore all records in this column.

To save the file to a comma delimited file, select Save As in the File menu of Microsoft Excel. Enter a valid path and filename and set Save as type: as CSV (Comma Delimited). Click Save button.

You will be prompted to select where you want to place the imported data. Enter the file name and click OK button.

Format of Import Files

CODE, DESC, SC, PRICE, TAX1, TAX2, TAX3, TAX4, TAX5, TAX6, NONTURN, RATE, PER

Stock codes, PLU codes and scan codes collectively must be unique. If the record being imported is a new item it must contain CODE, DESC and DPT.

CODE, DESC, DPT, SCAN, STDCST, LSTCST, AVGCST, STKCONTROL, INDIRECT, PRICE1, PRICE2, PRICE3, PRICE4, PRICE5, PRICE6, PRICE7, UPLIM, LOWLIM, TAX1, TAX2, TAX3, TAX4, TAX5, TAX6, PC, POINTS, USEPOINTS, SUPP, SUPPCODE, DESC2, NOTES, RECEIPT,

Saving the Data to a Ideal POS System Compatible File

Departments

Stock Items

Ideal POS System 5.0 User Guide Importing Data •••• 235

PRINTER1, PRINTER2, PRINTER3, PRINTER4, PRINTER5, NON-ACCUMULATING, SCALE

Customer scan codes must also be unique amongst stock codes, PLU codes and stock scan codes. Open balance will only import on new customers.

CODE, LASTNAME, FIRSTNAME, MIDDLENAME, TITLE, ADDRESS1, ADDRESS2, SUBURB, STATE, POSTCODE, PHONE, FAX, MOBILE, EMAIL, GENDER, COMPANY, OCCUPATION, MARITALSTATUS, DOB, NEXTOFKIN, CONTACTNO, COMMENTS1, COMMENTS2, TYPE, PASSWORD, MAILOUT, ACCOUNT, CREDITLIMIT, PRICELEVEL, ABN, SCAN, OPENBAL, UDTEXT1, UDTEXT2, UDTEXT3, UDTEXT4, UDTEXT5, UDTEXT6, UDTEXT7, UDTEXT8, UDTEXT9, UDTEXT10, UDYESNO1, UDYESNO2, UDYESNO3, UDYESNO4, UDYESNO5

Indirect and component codes must already exist in the database.

INDIRECTCODE, COMPONENTCODE, QUANTITY

Stock item codes must already exist in the database.

STKLEVEL, REORDLEVEL, RECOMLEVEL

Customers

Indirect Items

Stock Levels

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Other Utilities

Training Mode

Training mode is a special feature that allows the employer to train their staffs using Ideal POS System without making changes to the real database. To turn training mode on, select Utilities - Training Mode, you can either use the current database or create a new database.

Figure 83 – Training Mode

Any changes made to the database during training mode will not affect the live database. To exit training mode, close the sale window, select Utilities - Training Mode to remove the tick.

Selling Price Calculator Selling price calculator provides an easy solution when the price adjustment applies to the entire stocks or most of them. You can select the range of the stock items that you want to modify by entering code, description, department, or supplier.

Figure 84 – Select Stock Item Range

Select the selling price you want to modify and the price that the calculation is based on.

Ideal POS System 5.0 User Guide Other Utilities •••• 237

Figure 85 – Select Price

Select the desire calculation method from dollar adjustment, percent adjustment and profit margin, and then choose the rounding option. The after calculation price in the example will change when different method and rounding option are chosen.

Figure 86 – Calculation Method

Before preceding the new selling price, make sure to back up the database to prevent loss of data.

Calculate Recommended Stock Levels This option allows you to calculate the recommended stock items and update across database.

Figure 87 – Calculate Recommended Stock Levels

Edit Employee Log You can edit employee log, amending the details of the changing shift. Select the Clerk Code and click on Search. It will display the list of the particular employee’s log. Select the appropriate shift and amend accordingly.

Edit Cash Declaration To edit a cash declaration, select the appropriate Cash Declaration Date and change the value of the cash declaration accordingly. (See End of Shift Function Chapter)

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Export Database

This option will only create a copy of the Ideal POS System database, i.e. ips.mdb, which can be used externally. Please be aware, this function does not perform as Backup Database.

Archive Data

This option will clear data from you live database and archive it to a separate database. This function can take long time. If it’s your first time to use this function, you need to create a new archive database, otherwise, you may choose to append to last archive database. It’s highly recommended to compact database while archiving the data. If there are more than one POS terminal, make sure to run overwrite database function in the IPS Server to update other POS systems.

Figure 88 – Archive Data

To access the archived data;

1. In IPS, go to Utilities > Archive Data > Go to Archived Data.

2. Select the required database from the list, then click Proceed button.

Figure 89 – Archived Data List

Go to Archived Data

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An archived data window will open with functions as enquiry and reports. You may also edit employee log, edit cash declaration, export database, export data, clear data, and backup database from Utilities menu. Simply click Return to Live Data to exit the archived data window.

Figure 90 – Archived Data Window

Clear Data

This function will erase data permanently from the database. Deleting department will also delete its stock items and all the sales data related to it. Deleting stock items will also delete all the sales data related to it. Make sure you have backed up the database before proceeding to next step. You can also select the date range that you want to clear the data.

Figure 91 – Clear Data

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To view the log record of clear data, simply select Clear Data Log from the Utilities menu.

Clear Data Log This option will display the data log that was cleared.

Range Programming To amend values of a list of stock items, you can do range programming to change the values instead of going into individual stock item.

Figure 92 – Range Programming

1. Select a range of stock items – Code, Description, Department or Supplier.

2. Choose the field that you want to edit the value.

3. Enter a new value on the right text box.

4. Click Proceed button once you have confirmed your changes.

Synchronize This function will synchronize the sales of all POS databases. You have the options to select Just Today’s Sales, Only New Sales since Last Synchronize and All Sales. Ensure that POS terminals have a Windows Connection Path and POS terminals are not in use.

Ideal POS System 5.0 User Guide Reservations •••• 241

Reservations Introduction Reservations feature works in a restaurant version where it allows you to do booking of tables based on different periods, number of seats and a lot more. The feature requires a Restaurant module and a Reservation module. In this chapter, you will be guided a step-by-step instruction on using the Reservations.

Setting Up of Reservations

Figure 1 – Reservations Module

It is required to have a Reservations module to activate the Reservations feature.

Figure 2 – Reservations Module

You can be able to setup the layout of the reservations according to your desires.

To setup the Reservations Layout;

1. In POS screen, go to Reservations > Default Setup.

2. It will display a reservation layouts list as per Figure 3.0. Select the layout and press the Tables button.

Reservations Layout Setup

Ideal POS System 5.0 User Guide Reservations •••• 242

Figure 3 – Reservations Setup

3. The Restaurant Layout will display a list of tables and a summary of total seats in the reservation.

4. To modify a reservation table, select the table and press the Modify button. See Figure 6.0. You can also build the restaurant layout from the table map by pressing on the Build from Table Map button. See Figure 4.0 and 5.0.

Figure 4 – Restaurant Layout

Figure 5 – Build from Table Map

Tables Detail

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Figure 6 – Default Table Setup

5. Setup the number of seats, total seats available, priorities and the area of the table.

6. Click on the Save button to save the settings.

To customize Reservations;

1. In IPS, go to Setup > Global Options > Reservations.

Figure 7 – Modify Reservations

2. You can customize the reservations in the Status of reservations, the Dining Time, Customer Type, Message, Sessions period, Area and User Defined Fields according to your desire.

Customize Reservations

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To do a reservation from the back office;

1. In IPS, go to Reservations > Reservations.

2. It will bring you to the Reservations screen.

To do a reservation from the POS screen;

1. In POS screen, press the Table button to go to table map.

2. In the table map, press the Reservations button at the bottom of the screen and it will bring you to the Reservations screen. See Figure 8.0 and 9.0.

Figure 8 – Table Map

Reservations

Reservations Button

Ideal POS System 5.0 User Guide Reservations •••• 245

Figure 9 – Reservations

3. Press on the area on the booking screen according to the table and time period that you want to place a booking and click on the Reserve button.

Figure 10 – Reservations

View Calendar Dining Session View Time Period

Seat Number Time Tables

Booking Selection

Current Time

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4. Key in the customer name and also the number of guests. You can adjust the duration of the reservation and leave a message.

5. Click on the Save button when you have finished.

Figure 11 – Reservations

Figure 12 – Reservations

6. If the customer has arrived and seated on the reserved table, press the Seated button.

7. The reserved slot on the time grid will change its colour. See Figure 13.0.

8. Go to the table map and it will display the reserved table as seated. See Figure 14.0.

Figure 13 – Seated Customer

Figure 14 – Seated Reserved Table

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9. The reservation period will display on the reservation grid. Configuration buttons located at the bottom of the screen allows you to make adjustment on the reservation.

10. To transfer a reservation to another period, select the existing reservation on the grid > press the Transfer button > press on the destined period.

11. To move the reservation to pending, select the existing reservation on the grid > press the Move to Pending button > the reservation period will move to pending location.

12. To add new pending reservation, press the Add New Pending button > click on the Reserve button and it will bring you to the Table Pending screen.

Figure 15 – Table Pending

13. Fill in the appropriate information, the desired Arrive Time and Leave Time for your pending reservation.

14. Click on the Save button and the Table Pending column will display the pending booking.

Figure 16 – Table Pending

15. To transfer Table Pending onto another time slot and table, select the Pending record.

16. Press the Move to Grid button at the bottom of the screen.

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17. Press on the desire time grid. The Table Pending will be transferred as per requested.

Figure 17 – Transfer Table Pending

18. To monitor the records of reservations, press the Runsheet button on the top left of the screen. See Figure 18.0.

Figure 18 – Runsheet

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To view reservations report;

1. In Reservations, press Runsheet button > press the Print button at the bottom of the screen.

Figure 19 – Print Reservations

2. Click on the View button and it will display the reservations report in Windows format.

Figure 20 – Reservations Report

Reservations Report

Ideal POS System 5.0 User Guide Email Option •••• 250

Email Option Introduction The Email Option allows you to send your tax invoice statement, purchase order, customer statement directly to your email. To use this feature, you will need to install email add-on onto the Ideal POS System 4.0 folder.

Email Setup

To setup a Email feature;

16. In IPS, go to Setup > Global Options > General tab.

Figure 1 – Outgoing Email Server Setup

17. In General tab, at the right panel, you need to fill in the Outgoing Email Server address.

18. You will need to find out your Internet Service Provider address.

19. In Figure 1 shows an example of an Outgoing Email Server address of an ISP (mailr.westnet.com.au).

20. Click Save button to save the settings.

Email Feature There are several locations that allow you to use email feature.

To use email feature in stock purchases;

Email Setup

Email Stock Purchases

Ideal POS System 5.0 User Guide Email Option •••• 251

Figure 2 – Email Stock Purchases

1. Click the Email button to send the purchase order to your email.

Figure 3 – Email

2. Enter the email address and click on the Send button.

3. The Purchase Order will send to your email.

Figure 4 – Attachment Received

4. You will receive the Purchase Order attachment in PDF format in your email.

To use email features in Tax Invoice;

Tax invoice report is located in Journal History. You can email the tax invoice from the Journal History Enquiry.

Email Tax Invoice

Email

Ideal POS System 5.0 User Guide Email Option •••• 252

Figure 5 – Email Tax Invoice from Journal History

1. In IPS, go to Enquiry > Journal History.

2. From the Journal History Enquiry, select the appropriate invoice and click on the Email button. See Figure 5.

3. Enter the email address and click on the Send button.

4. You will receive a tax invoice file name TaxInvoice1002,2.pdf (where 1002 is audit number and 2 is POS number) in PDF format.

To use email features in Customer Statement;

You can email an Account Customer Statement or a Layby Customer Statement.

Figure 6 – Email Customer Statement

Email Customer Statement

Email

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1. In IPS, go to Reports > Customers > Customer Statement.

2. Select the Statement Type according to your customer. See Figure 6.

3. Select the Customer Code. You can only select customer code and only one customer can be selected to use the email feature.

4. Click on the Email button to send Customer Statement to email.

5. If there is email address in the customer detail, the Customer Statement will send to the address.

Figure 7 – Customer Detail

6. The Customer Statement will receive as Customer Statements.pdf in the email.

Ideal POS System 5.0 User Guide MYOB Accounting Interface •••• 254

MYOB Accounting Interface Introduction Ideal POS System’s optional MYOB Accounting Interface provides a direct transfer of reconciled sales, payments and supplier invoices to MYOB.

General Ledger accounts in MYOB are linked to Sale & Purchase Categories in Ideal POS System, along with other POS Functions.

Sales and banking figures from each POS terminal are consolidated in the ‘End Sale Period’ function by performing an ‘End of Shift’ at each POS terminal. Once the banking figures are reconciled, the consolidated sales and banking totals are then sent directly to MYOB. Supplier Invoices are also sent to MYOB.

Before you Begin We strongly recommend that you seek professional advice from your Accountant or Bookkeeper before using this module. Linking the wrong General Ledger Accounts in Ideal POS System can result in data being transferred incorrectly.

Our MYOB Accounting Interface has been designed so that you do not have to re-create your selling or inventory items in MYOB. Instead, Ideal POS Systems transfers sales and purchase data to MYOB in Categories.

This interface does not support the transfer of individual stock items to MYOB; therefore ‘Cost of Sales’ journals for sale transactions are not sent to MYOB.

Ideal POS System Licensing Requirements Your back-office PC will require the MYOB Accounting Interface Add-On module. Please contact your authorized dealer if you require this module. You can check if your software is licensed for this module by looking at the user registration screen. The letters ‘ACC’ should be in the options field.

MYOB Licensing Requirements You will require the MYOB ODBC Direct v7 software to be installed on the PC that will be transferring the data to MYOB. This software should be installed with your MYOB Accounting software. Your authorized dealer can obtain a copy of this software from the Ideal Business Software Reseller website.

The name of the ODBC Installation files is called AU_ODBCv7.0.9.zip for Australia and NZ_ODBCv7.0.13.zip for New Zealand.

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You must register the ODBC connection in MYOB before you can use this module. Please read the activation instructions for this process.

Ideal POS System 5.0 User Guide MYOB Accounting Interface •••• 256

Supported MYOB Software Versions Ideal POS System will interface with the following versions of MYOB:

• MYOB Accounting v17

• MYOB Accounting Plus v17

• MYOB Premier v11

• MYOB Premier Enterprise v5

Activating the MYOB Add-On Solution for ODBC Access In MYOB software, information about your company’s MYOB software licence is held within the company data file itself. To connect Ideal POS System to your company file you must update that licence.

In order to connect Ideal POS System to MYOB, please follow the steps below:

1. Call 1300 555 151 within Australia or 0800 60 69 62 in New Zealand and select the option “to connect an add-on solution to MYOB”. You will be required to quote this Add-on Solution activation number – 5098668 and your MYOB serial number.

2. Open the company file and login using the Administrator ID and Password. In the case of a multi-user system, you should use the ‘single user’ option.

3. Once logged in, from the ‘Setup’ menu select ‘Company Information’.

4. Choose the ‘Licence’ button at the bottom left of the company information screen.

Ideal POS System 5.0 User Guide MYOB Accounting Interface •••• 257

5. Follow the on-screen instructions to update the licence information held within the company file.

Once these steps have been completed, the file will be activated for your Add-on Solution and Ideal POS System will be able to integrate with your MYOB company data file.

Testing the ODBC Connection MYOB provides a small utility to test the ODBC connection. You should do this before configuring Ideal POS System.

1. From the Start Menu in Windows, locate the MYOB ODBC Direct v7 folder and click on the MYOB ODBC Test Connection icon.

2. Set the connection type to ADO. Enter ‘Administrator’ for the username and enter the password. Set the Database, MYOB Executable and Key file locations.

The Key File is stored in the Ideal POS System 5.0 folder. Please enter the following path:

C:\Program Files\Ideal POS System 5.0\616030381689.key

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Ideal POS System 5.0 User Guide MYOB Accounting Interface •••• 259

3. Press the Test button. The result of the connection should read ‘Successful Connection established’.

If you have not activated the MYOB Add-on solution for ODBC Access, the following error message will read:

GST Accounting Basis – Cash or Accrual It is very important that you are using the correct GST Accounting Basis. If you are not sure which method is right for your business, please check with your Accountant or Bookkeeper. Ideal POS System will retrieve the GST Accounting Basis type when importing the chart of accounts.

To check your GST Accounting Basis in MYOB:

1. In MYOB, go to Setup > Company Information and click on the ‘BAS Info’ Icon.

2. Check the GST Accounting Basis.

Explanation of Cash and Accrual GST Accounting Basis

Reporting Tax on a Cash basis – GST is reportable when payments are made or received by the business, regardless of whether the transaction is pending or finalized.

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Reporting Tax on an Accrual basis – GST is reportable when the transaction is considered to be finalized, regardless of payments made or received by the business.

Connection Settings for Ideal POS System You are now ready to connect Ideal POS System to your MYOB company file.

1. In Ideal POS System, go to Setup > Global Options > Accounting.

2. Select the Accounting Package, enter the path of the company file and Executable file Location.

3. Enter the User Name and Password of the MYOB company file.

You can enter a ‘Resend to Accounting Password’ which is used when you have already sent data to MYOB and would like to resend them because of one reason or another. Without a password set, Ideal POS System will warn you that the data has already been sent; however it will allow you to resend the data but will not check if the data already exists in MYOB.

4. To test the connection, press ‘Get Accounts’. If the connection is successful, a list of the GL Accounts will be visible. At this time, Ideal POS System will detect if the GST Accounting Basis is set to ‘Cash or Accrual’ when retrieving Accounts from MYOB.

5. If your MYOB Company file has not been activated to use the MYOB Add-on Solution for ODBC Access, Ideal POS System will fail to connect.

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Ideal POS System 5.0 User Guide MYOB Accounting Interface •••• 262

6. ‘Drag and Drop’ the GL Account Codes into the empty boxes on the left. Alternatively, type in the GL codes into the empty boxes.

7. The ‘Print’ button on the right hand side will print a list of accounts. We recommend you print the GL accounts that are linked to the POS functions to send to your Accountant or Bookkeeper for professional advice on choosing the correct accounts.

Tender Types with MYOB Accounting Interface You can create up to 18 tender types in Ideal POS System in which you can link the same GL Code from MYOB to multiple tenders. For example, Mastercard and Eftpos transactions could be paid into your bank account which is grouped together in one merchant settlement from your financial institution; therefore you record these payments in the same GL account in MYOB.

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1. In Ideal POS System, go to Setup > Functions.

2. Scroll down until you reach the list of tender types.

3. Press modify to edit the tender.

Type in the description of the Tender and select appropriate options. You can inhibit any unused options so they don’t appear on the POS Screen. To inhibit tenders, go to Setup > Global Options > Yes/No Options. Click on the Tenders Menu, and inhibit any unwanted tenders.

Sales Categories with MYOB Accounting Interface The Sales data is sent to MYOB using Sales Categories. Please check that all your selling items (stock items) are correctly linked to departments and departments are correctly linked to Sales Categories.

The first 9 Sales Categories are sent to MYOB with all the remaining categories are linked to the 10

th Sales Category which is called ‘Other Sales Categories’.

To create Sales Categories, go to File > Sales > Sales Categories. Sales Category 1 and 2 are locked to Food and Beverage when using the Restaurant Module. Only a description is required to create a Sales Category.

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Ideal POS System 5.0 User Guide MYOB Accounting Interface •••• 265

Once Sales Categories have been created, you will need to link Departments to the Sales Categories.

Go to File > Sales > Departments. Modify each department and link to the appropriate Sales Category.

Purchase Categories with MYOB Accounting Interface Supplier Invoice data is sent to MYOB using Purchase Categories. Each Stock Item is linked to a Purchase Category. To create Purchase Categories, go to File > Purchases > Purchase Categories. Only a description is required to create a Purchase Category. Don’t use the GL Code field here as this is used for a different type of export for another accounting package.

The first 9 Purchase Categories are sent to MYOB with all the remaining categories are linked to the 10

th Purchase Category which is called ‘Other Purchase Categories’.

To link a Stock Item to a Purchase Category, go to File > Stock Control > Stock Items. Highlight the stock item and press modify. Select the appropriate purchase category for the stock item. You only need to link Stock Controlled items to a purchase category for the purpose of sending the data to MYOB.

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Ideal POS System 5.0 User Guide MYOB Accounting Interface •••• 267

Other POS Functions for MYOB Accounting Interface Depending on the POS functions you use in Ideal POS System, you may need to set other functions including Paid Out, Received on Account and Freight and Admin Fees to work correctly with MYOB.

Paid Out

The Paid Out function can be used to:

• Take money out of the cash drawer to purchase goods.

• To pay TIPS out of the cash drawer.

If you were using this function for purchasing goods (E.G. buying milk), then you would also use the Received on Account function to reimburse the cash drawer’s money.

Paid Out could also be used for TIPS OUT. Tips would entered into POS using a Received on Account function (TIPS IN) and paid out using TIPS OUT (paid out function).

Received On Account

The Received on Account function can be used to:

• Reimburse the cash drawer after making a purchase.

• To record Tips received from customers. Tips-In could be cash tips or credit card tips.

• Gift Voucher Sale. You receive money for customer’s who purchase a gift voucher.

You can create up to 4 Paid Out functions and 4 Received on Account functions within Ideal POS System. To change the description of these functions, go to Setup > Functions.

Admin and Freight Fees

Admin and Freight fees are sometimes recorded separately on your Supplier Invoices. You can send these across separately to MYOB using Purchase Categories.

After the Purchase Categories is created, you can set them as your default Purchase Categories. Go to Setup > Global Options > Purchases.

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Tax Rates for MYOB Accounting Interface To set the Tax Rate and Tax Labels, go to Setup > Global Options > Sales.

Set the Label description for GST to ‘GST’ and GST FREE to ‘FRE’. These Labels must match the tax code in MYOB.

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NETT Sales Calculation in Ideal POS System When a sale is made, you can apply various types of discounts and surcharges; and when using customer loyalty, you are able to purchase goods with your accumulated loyalty points. These discounts, surcharges and point redemptions are subtracted or added from the Gross Sales to produce the NETT Sales.

Ideal POS System sends the NETT Sales to MYOB. GST and GST Free sales are separated.

ALL Sales Reports will match Financial Report NETT Sales Total

Department Sales Total balance with Financial Report

Discounts, Surcharges and Point Redemptions affect NETT Sales.

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Stock Items Sales Total balance with Financial Report

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Linked GL Accounts in Ideal POS System In the table below, is an example of how General Ledger Accounts are linked to Ideal POS System. Please seek professional advice from your Accountant or Bookkeeper to help you choose the correct GL Account to link to the POS Functions.

POS Function MYOB Account Type

MYOB Account Code

Description

Cash Tender Asset 1-1180 Un-deposited Funds

Points Tender N/A Point Redemptions are not sent to MYOB.

Mastercard Tender Asset 1-1188 Eftpos

Amex Tender Asset 1-1189 American Express

Diners Tender Asset 1-1160 Diners

EFTPOS Tender Asset 1-1188 Eftpos

Account Tender Asset 1-1200 Trade Debtors

Lay-By Tender Liability 2-1800 Lay-By

Gift Voucher Tender Liability 2-1700 Gift Voucher

Food Sales Category Income 4-1100 Sales, Food

Beverage Sales Category Income 4-1200 Sales, Beverage

Functions Sales Category Income 4-1300 Sales, Functions

Tips In Received on A/c Expense 6-2020 Tips In/Out

Paid In Received on A/c Expense 6-2010 Paid In/Out

Gift Vch Sale Received on A/c Liability 2-1700 Gift Voucher

Tips Out Paid Out Expense 6-2020 Tips In/Out

Paid Out Paid Out Expense 6-2010 Paid In/Out

Rounding Rounding Expense 6-1950 Rounding

Variance Variance Expense 6-1960 Variance

Account Adjustment

Account Adjustment Expense 6-1970 Account Adjustment

Lay-by Adjustment

Lay-by Adjustment Expense 6-1980 Lay-by Adjustment

Lay-By Cancellation

Lay-By Cancellation Income 4-4950 Lay-by Fee

Purchases Purchase Category Cost of Sales

5-1000 Cost of Sales, Purchases

Wine Purchase Category Cost of Sales

5-2000 Cost of Sales, Purchases

Spirits Purchase Category Cost of Sales

5-3000 Cost of Sales, Purchases

Freight Purchase Category Cost of Sales

5-9100 Cost of Sales, Freight

Admin Fees Purchase Category Cost of Sales

5-9200 Admin Fees

Trade Creditors

Trade Creditors Liability 2-1200 Trade Creditors

GST Holding Accounts – Cash Basis Liability 2-1340 GST Holding Account

GST Collected

GST Collected on Sales Liability 2-1310 GST Collected

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Ideal POS System 5.0 User Guide MYOB Accounting Interface •••• 273

End of Shift Procedure In order for the sales to be transferred to MYOB, you must perform an ‘End of Shift’ at each POS Terminal.

1. At the end of the day/shift, press the ‘End of Shift’ button.

2. The Cash Declaration window will appear. You can either count the money in the cash drawer at this time, or press OK, leaving the cash declaration window empty, and you can complete the cash declaration from a back-office PC, which has the MYOB Accounting Module installed on it.

Delay Cash Declaration Count

You can enable the ‘Delay Cash Declaration Count’ option which will change the behavior the End of Shift function. Instead of the Cash Declaration windows appearing immediately after pressing the End of Shift button, a message box will appear to notify the Clerk to remove the cash drawer and count the money.

End of Shift is assigned to the Clerk who performed the function, and the Clerk is not able to log-on to any POS terminal on the network until they have completed the End of Shift procedure. The Clerk can finish their End of Shift at another POS Terminal on the network.

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Sites Sites have been introduced to group certain functions within Ideal POS System. Sites affect the reconciling of sales data as each POS Terminal is linked to a site. By default all POS Terminals are linked to Site 1 in the database. You can create multiple sites and link your POS Terminals to a Site.

If you decide to use multiple Sites, the End Sales Period screen will only show the End of Shift’s from the site your POS Terminal is linked to.

To check which Site your POS Terminal is linked to, go to Setup > POS Terminals, press modify on your POS Terminal, and check the Site number at the top of the screen.

To create new Sites, go to Setup > Sites. You are only required to enter the description of the Site.

End Sales Period The End Sale Period function is used to consolidate the ‘End of Shift’ from each POS Terminal.

1. To End the Sale Period, go to Accounting > End Sales Period.

2. All the End of Shift’s performed at each POS Terminal will be displayed within this Site.

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3. You have the option to edit the End of Shift figures for each individual End of Shift before you proceed to the next step. You can enter the counted total for each cash drawer at this point, or alternatively you can proceed to the next step and count all the money from each cash drawer together.

4. To edit a Cash Declaration, highlight the Shift End and press Edit.

5. When you are ready to go to the next step, press Proceed. A message box appears confirming that you are about to create a new Accounting Reconciliation. This action cannot be reversed!

End Sales Period Possible Scenarios

One End of Shift per terminal/per day and one End Sales Period per day

This scenario is where a business uses only one cash drawer float per terminal per day, and at the end of day, the End Sale Period function is performed.

Multiple End of Shift’s per terminal/per day and only one End Sale Period per day

This scenario is where a POS Terminal may have more than one End of Shift performed within one day, in which you will be required to reconcile each cash drawer float.

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Ideal POS System 5.0 User Guide MYOB Accounting Interface •••• 277

Multiple End of Shift’s per terminal/per day with an End of Shift/s not completed

If an End of Shift has not been completed, and you perform an End Sales Period, the sales data for this unfinished shift will not be added to the current End Sale Period.

Businesses that operate over the weekend, but do not do any banking or reconciling of cash drawer floats can either End Sale Period for the whole weekend sales OR perform a End Sale Period at the end of each day, and reconcile their combined End of Shift totals after the weekend.

Performing one End Sale Period per day would allow you to send the reconciled banking data to MYOB with each day separated.

Sales Reconciliation The Sales Reconciliation function is the final step before sending sales and banking data to MYOB Accounting Software.

Each Sales Reconciliation is shown line by line. An Audit number is given to each Sales Reconciliation and is sent to MYOB as the journal reference number.

Multi-Site Businesses

If you are a Multi-Site Business and you have each site connected via a ‘VPN’ Network (Virtual Private Network over the Internet) it is possible to perform Sales Reconciliations for each Site.

If you operate multiple copies of MYOB for each site, you can change the MYOB Company File name BEFORE you send to Accounting. Alternatively, you can use the ‘Save As File’ Option to save the Sales Reconciliation to a file, and transfer to another

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computer for Importing into MYOB. The ‘IPS Import to MYOB Utility’ is required for this function.

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Balancing the Sales Reconciliation

To balance the Sales Reconciliation, highlight the Sales Reconciliation and press Edit. The Sales Reconciliation must balance before Ideal POS System allows you to send to MYOB.

If there is a variance in between the sales total and the counted cash drawer float, enter either a positive or negative variance amount in the variance box.

Once Sales reconciliations are balanced, a tick will appear in the balanced column and the Sale Reconciliation is now ready to send to MYOB. Press ‘Send to Accounting’ to send to MYOB.

If the Transfer is successful, a tick will appear in the accounting column, and the data has now been sent to MYOB.

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View transferred Sales Reconciliation data in MYOB

To view the transferred data in MYOB, click on ‘Transaction Journal’ in the Accounts Command Centre.

The transferred data has been sent to MYOB as a ‘General Transaction Journal’. Click on the little arrow beside the date to view the contents of the Journal.

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The General Journal reference number will match Ideal POS System’s Sales Reconciliation number (E.G SR000042) and the Memo text will read ‘Transferred from POS’.

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View all Cash Declarations within a single Sales Reconciliation

Press the ‘View Cash Declaration’ button located at the bottom the Sales Reconciliation screen to view all the Cash Declarations for a single Sales Reconciliation.

The Cash Declaration report shows the Expected Total, Actual Total and Variance for each End of Shift.

If for any reason you need to send the data to MYOB again, you can press the ‘Send to Accounting’ button and a message box will appear, asking you to confirm if you wish to send again.

You can set a password to protect this option from being used accidentally. To set the password, go to Setup > Global Options > Accounting. Enter a password in the ‘Resend to Accounting Password’ box.

Ideal POS System will now prompt for a password when resending the data.

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Ideal POS System 5.0 User Guide MYOB Accounting Interface •••• 284

Delete a transferred Sales Reconciliation in MYOB

You can delete a General Transaction Journal in MYOB if necessary. To delete the transferred Sales Reconciliation, open the General Journal Transaction entry, click on the Edit menu and select ‘Delete General Journal Transaction’.

It is possible to edit a Sales Reconciliation AFTER you have sent the data to MYOB. Simply delete the original General Journal Transaction in MYOB, and then resend the edited Sales Reconciliation.

IPS Import Data to MYOB Utility For users who don’t have MYOB installed on the same PC as the Ideal POS System software, you can use the ‘IPS Import Data to MYOB Utility’.

1. Instead of using the ‘Send to Accounting’ function, highlight the Sales Reconciliation you wish to send and press ‘Save As File’ button located at the bottom of the Sales Reconciliation screen.

2. Save the IPS MYOB Export.txt file and copy to the other PC.

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Ideal POS System 5.0 User Guide MYOB Accounting Interface •••• 286

3. Open the IPS Import to MYOB Utility, and enter the path of the Company File, Executable File and File to Import location.

4. Click on ‘Import to MYOB’. A message box will appear to confirm that you would like to send the data to MYOB.

5. A message will appear to notify you that the data has been successfully sent to MYOB.

The IPS Import to MYOB Utility is built into the Ideal POS System software installation. You can either install a complete copy of Ideal POS System onto the MYOB PC and create a shortcut to this program OR ask your authorized dealer supply you with the installation file to install this separately on the MYOB PC.

If ‘Ideal POS System’ is installed in its default installation location, then the file location for the utility is ‘C:\Program Files\Ideal POS System 5.0\IPSImportToMYOB.exe’.

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For example, your Accountant or Bookkeeper could install this utility on their PC, and you could email the exported sales and supplier data to them.

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Reconciled Sales and Takings Report The Reconciled Sales and Takings Report is available to print within the Sales Reconciliation screen for an individual Sales Reconciliation OR you can print this report for a combined total of Reconciled Sales and Takings.

To print this report, go to Accounting > Reconciled Sales and Takings Report.

Select a Date range. Select All Sites, or a single Site.

Reconciled Tenders are shown on the left, and Sales Category amounts and other POS Functions are shown on the right.

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POS Transaction Examples Below are some examples of the different types of POS Transactions in Ideal POS System. The examples show how the transaction should appear in the MYOB Transaction Journal and will show if the example is for Cash, Accrual or Cash and Accrual GST Accounting Basis.

1. Sale – All Items GST Inc – Cash & Accrual

A Sale for $50.00 Inclusive of GST - paid by Cash.

A/c No. Account Name A/c Type Debit Credit Tax Code

1-1180 Undeposited Funds Asset $50.00 N-T

4-1100 Sales, Food Income $45.45 GST

2-1310 GST Collected Liability $4.55

TOTAL $50.00 $50.00

2. Sale – Items are GST Inc and Ex – Cash & Accrual

A Sale for $50.00 Inclusive of GST and $50.00 Exclusive of GST - paid by Cash.

A/c No. Account Name A/c Type Debit Credit Tax Code

1-1180 Undeposited Funds Asset $100.00 N-T

4-1100 Sales, Food Income $45.45 GST

4-1100 Sales, Food Income $50.00 FRE

2-1310 GST Collected Liability $4.55

TOTAL $100.00 $100.00

3. Refund/Void Mode Transaction – Cash & Accrual

A Cash Refund/Void Mode for $50.00 Inclusive of GST.

A/c No. Account Name A/c Type Debit Credit Tax Code

1-1180 Undeposited Funds Asset $50.00 N-T

4-1100 Sales, Food Income $45.45 GST

2-1310 GST Collected Liability $4.55

TOTAL $50.00 $50.00

3. Sale with EFTPOS Cash-Out – Cash & Accrual

A Sale for $50.00 Inclusive of GST with a cash-out amount of $10.00.

A/c No. Account Name A/c Type Debit Credit Tax Code

1-1180 Undeposited Funds Asset $10.00 N-T

1-1188 Eftpos Asset $60.00 N-T

4-1100 Sales, Food Income $45.45 GST

2-1310 GST Collected Liability $4.55

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TOTAL $60.00 $60.00

4. Lay-By Sale & First Payment – Cash & Accrual

A Lay-by sale of $50 Inclusive of GST with a $10 Deposit paid on Cash.

A/c No. Account Name A/c Type Debit Credit Tax Code

1-1180 Undeposited Funds Asset $10.00 N-T

2-1800 Lay-By Payments Liability $10.00 N-T

TOTAL $10.00 $10.00

5. Lay-By Part Payment – Cash & Accrual

A Part payment is sent to MYOB the same as the first payment.

A/c No. Account Name A/c Type Debit Credit Tax Code

1-1180 Undeposited Funds Asset $10.00 N-T

2-1800 Lay-By Payments Liability $10.00 N-T

TOTAL $10.00 $10.00

6. Lay-By Final Payment – Cash & Accrual

A final Lay-by payment of $30.00 paid on Cash. On the final payment, the GST and Sale amount is sent to MYOB.

A/c No. Account Name A/c Type Debit Credit Tax Code

1-1180 Undeposited Funds Asset $30.00 N-T

4-1100 Sales, Food Income $45.45 GST

2-1800 Lay-By Payments Liability $30.00 N-T

2-1800 Lay-By Payments Liability $50.00 N-T

2-1310 GST Collected Liability $4.55

TOTAL $80.00 $80.00

7. Lay-By Credit Adjustment – Cash & Accrual

A Lay-By sale of $50 Inclusive of GST with a deposit of $10.00 Cash. An Adjustment of $1.00 was applied to this Lay-By with an owing balance of $39.00.

A/c No. Account Name A/c Type Debit Credit Tax Code

6-1980 Lay-By Adjustment Expense $1.00 N-T

2-1800 Lay-By Payment Liability $1.00 N-T

TOTAL $1.00 $1.00

8. Lay-By Debit Adjustment – Cash & Accrual

A Lay-By sale of $50 Inclusive of GST with a deposit of $10.00 Cash. An Adjustment of $1.00 was applied to this Lay-By with an owing balance of $41.00.

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A/c No. Account Name A/c Type Debit Credit Tax Code

2-1800 Lay-By Payments Liability $1.00 N-T

6-1980 Lay-By Adjustment Expense $1.00 N-T

TOTAL $1.00 $1.00

9. Lay- By Cancellation – Refund Monies Paid– Cash & Accrual

Cancel a $50.00 Lay-By with a deposit of $10.00 Inclusive of GST.

A/c No. Account Name A/c Type Debit Credit Tax Code

1-1180 Undeposited Funds Asset $10.00 N-T

2-1800 Lay-By Payments Liability $10.00 N-T

TOTAL $10.00 $10.00

10. Lay-By Cancellation – Refund Part Monies Paid and charged Service Fee (cancellation fee) - Cash & Accrual

Cancel a $50.00 Lay-By with a deposit of $10.00 and a service fee of $5.00 and refund of $5.00.

A/c No. Account Name A/c Type Debit Credit Tax Code

2-1800 Lay-By Payments Liability $10.00 N-T

4-4950 Lay-By Fees Income $4.55 GST

1-1180 Undeposited Funds Asset $5.00 GST

2-1310 GST Collected Liability $0.45

TOTAL $10.00 $10.00

Explanation of Account Sales with Accrual GST Accounting Basis

When a sale is made, and tendered on Account, the GST Amount is sent to MYOB with the sale amount.

11. Account Sale – Accrual

Sale of $50.00 Inclusive of GST and tendered on Account.

A/c No. Account Name A/c Type Debit Credit Tax Code

1-1200 Trade Debtors Asset $50.00 N-T

4-1100 Sales, Food Income $45.45 GST

2-1310 GST Collected Liability $4.55

TOTAL $50.00 $50.00

12. Account Payment – Accrual

A payment of $50 on Account.

A/c No. Account Name A/c Type Debit Credit Tax Code

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1-1180 Undeposited Funds Asset $50.00 N-T

1-1200 Trade Debtors Asset $50.00 N-T

TOTAL $50.00 $50.00

Explanation of Account Adjustments

• A customer has paid less than the full amount of their owing balance and you would like to remove the outstanding amount to adjust the account/invoice to a zero balance.

• A customer has paid more than the full amount of their owing balance and you would like to remove the overpaid amount to adjust the account/invoice to a zero balance.

• An Account Payment has been applied to the wrong account. You want to adjust the account which the payment was applied to and adjust the account which the payment should have applied to.

• You would like to apply a discount on the account.

• A Customer who has an ‘Inactive’ Account and have a debit or credit balance and you want to adjust the account/invoice to a zero balance.

Please note that the above account adjustments should only be used for minor adjustments to customer accounts or rounding adjustments (i.e. where the value of the adjustment is less than $10). We note that no transaction entries regarding the GST implications of these adjustments are recorded in MYOB.

It is recommended that a Void Mode Account Credit transaction be recorded for any transaction adjustments with a value of greater that $10 so that the GST implications and stock adjustments are recorded appropriately in MYOB.

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13. Account Adjustment – Cash & Accrual

A customer has paid less than the full amount of their owing balance and you would like to remove the outstanding amount to adjust the account/invoice to a zero balance.

A/c No. Account Name A/c Type Debit Credit Tax Code

6-1970 Account Adjustments Expense $0.10 N-T

1-1200 Trade Debtors Asset $0.10 N-T

TOTAL $0.10 $0.10

14. Account Adjustment – Cash & Accrual

A customer has paid more than the full amount of their owing balance and you would like to remove the overpaid amount to adjust the account/invoice to a zero balance.

A/c No. Account Name A/c Type Debit Credit Tax Code

1-1200 Trade Debtors Asset $0.10 N-T

6-1970 Account Adjustment Expense $0.10 N-T

TOTAL $0.10 $0.10

15. Account Sale - Cash

A Sale of $50.00 Inclusive of GST with the total amount finalized on Account.

A/c No. Account Name A/c Type Debit Credit Tax Code

1-1200 Trade Debtors Asset $50.00 N-T

4-1100 Sales, Food Income $45.45 GST

2-1340 GST Holding Liability $4.55 N-T

TOTAL $50.00 $50.00

Explanation of Account Sales with ‘Cash’ GST Cash Basis

When a sale is made, and tendered on Account, the GST Amount is only sent to MYOB as payments are made on the account.

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16. Account Payment - Cash

A full payment is made of $50.00 with the GST amount transferred from the GST Holding Account to the GST Collected Account.

A/c No. Account Name A/c Type Debit Credit Tax Code

1-1180 Undeposited Funds Asset $50.00 N-T

1-1200 Trade Debtors Asset $50.00 N-T

2-1340 GST Holding Liability $4.55 N-T

2-1310 GST Collected Liability $4.55 N-T

TOTAL $54.55 $54.55

17. Account Credit Adjustment - Cash

An Account sale of $50 Inclusive of GST with an Adjustment of $1.00 was applied to this Account to leave an outstanding balance of $49.00.

A/c No. Account Name A/c Type Debit Credit Tax Code

6-1970 Account Adjustment Expense $1.00 N-T

1-1200 Trade Debtors Asset $1.00 N-T

TOTAL $1.00 $1.00

18. Account Debit Adjustment - Cash

An Account sale of $50 Inclusive of GST with an Adjustment of $1.00 was applied to this Account to leave an outstanding balance of $51.00.

A/c No. Account Name A/c Type Debit Credit Tax Code

1-1200 Trade Debtors Asset $1.00 N-T

6-1970 Account Adjustment Expense $1.00 N-T

TOTAL $1.00 $1.00

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Supplier Invoices with MYOB Accounting Interface You can nominate which Suppliers Invoices you would like to send to MYOB.

To enable a Supplier to send to MYOB:

1. Go to File > Suppliers > Suppliers.

2. Edit the Supplier, and tick ‘Accounting’ box near the bottom right hand side of the window.

3. You can send all the Suppliers in Ideal POS System to MYOB by pressing the ‘Export All Suppliers to MYOB’ button.

If you prefer, you can add Suppliers to MYOB individually instead of exporting all suppliers from Ideal POS System.

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4. Enter a Stock Purchase into Ideal POS System as per the standard process. Invoices and Purchase Orders must be fully processed before they can be sent to MYOB.

5. Once the Invoice or Purchase Order has been processed, go to Accounting > Supplier Invoices.

6. The Supplier Invoice screen will only show invoices that have not been sent to MYOB within the selected date range. You can show previously sent invoices by selecting the appropriate date range and ticking the ‘Include Invoices Already Sent’ option at the bottom left hand part of the screen.

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7. If the invoices have been successfully sent, the word ‘yes’ will appear in the ‘Send to Accounting’ column.

View transferred Supplier Invoice data in MYOB

To view the transferred data in MYOB, click on ‘Transaction Journal’ in the Purchases Command Centre.

The transferred data has been sent to MYOB as a ‘Miscellaneous Purchase Journal’. Click on the little arrow beside the date to view the contents of the Journal.

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Ideal POS System 5.0 User Guide MYOB Accounting Interface •••• 299

The Miscellaneous Purchase Journal reference number is automatically generated by MYOB (E.G PJ000003) and the Memo text will read ‘Imported AUST LIQUOR MARKETERS’.

Delete a transferred Supplier Invoice in MYOB

You can delete a Miscellaneous Purchase Journal in MYOB if necessary. To delete the transferred Miscellaneous Purchase Journal, open the Miscellaneous Purchase Journal entry, click on the Edit menu and select ‘Delete Purchase’.

Ideal POS System 5.0 User Guide Ideal Handheld Installation •••• 300

Ideal Handheld Installation

Features

• Create orders and send them to IPS over a wireless network in real time.

• Natively use IPS POS Screen Menus, saving valuable setup time. (You don’t need to set up menus twice).

• Displays prices of individual sales item and total sales amount.

• List orders (Table Enquiry).

• Supports seat tracking.

Figure 93 – Waiter Pad Interface

Ideal Handheld does not:

• Make changes to existing orders

• Finalize sales

• Modify stock items, departments, menus, etc

Ideal POS System 5.0 User Guide Ideal Handheld Installation •••• 301

• Display stock notes

• Change price levels.

Requirements

Ideal Waiter Pad supports a list of PDA.

• Sharp UP-X200

• HP iPAQ 4700

• Dell Axim X51

• Symbol MC-50

• Asus A-639

Ideal Waiter Pad requires;

• Ideal POS System with at least one terminal installed with the optional restaurant and POS Screen modules, and registered to host Ideal Waiter Pad. This terminal must be configured for Windows Print and File Sharing and Ideal POS System must be running at all times.

• Wireless access point (strongly recommended) or Ad-hoc wireless network (ideal for demonstrations and testing, but not recommended for “live” installations).

To Setup Waiter Pad

The following instructions assume that you have already installed Ideal POS System and the wireless network has been set up. As there are literally hundreds of wireless access points, bridges and adapters available on the market, each one having its own unique installation procedure, it is beyond the scope of these instructions to explain how to set up a wireless network.

Network Settings for Sharp UP-X200

61. Create a user account in Control Panel for the waiter pad.

119. Share the Waiter directory in c:\Program Files\Ideal POS System 4.0 and assign full permissions to the waiter pad user account.

Network Settings for HP iPAQ hx4700 - Not required if using ActiveSync or Infrared to transfer Waiter Pad application to HP iPAQ

62. Create a user account in Control Panel for the waiter pad.

120. Share the Waiter directory in c:\Program Files\Ideal POS System 4.0 and assign full permissions to the waiter pad user account.

Set Up Menus

63. Load Ideal POS System.

121. Set up the Waiter Pad Menu POS Screen menu in IPS with code 999.

122. Link all other POS Screen menus that you wish to access on the waiter pad to the Waiter Pad Menu.

PC Setup

Ideal POS System 5.0 User Guide Ideal Handheld Installation •••• 302

Sharp UP-X200 Setup

64. Master reset the unit. To master reset the UP-X200, simultaneously press the reset button on the back of the unit using the stylus while holding the power key down. The unit will then shut down. Press the power key to restart the unit.

123. Open My Computer. Open the Windows folder.

124. Double click EVMON.exe. If you receive an error message, you can safely ignore the error by clicking OK.

125. Close My Computer.

126. Click the wireless LAN icon which can found on the system tray (adjacent to the system clock).

127. Select Find WLANS

128. Select the correct wireless LAN and click connect.

129. Click the IP Config tab.

130. Change the following settings:

131. Click OK.

132. Select Start - Settings - Taskbar and Start Menu

133. Select Auto hide and click on OK.

65. Open My Computer.

134. Enter the network path of the waiter pad utility in the address bar. (e.g. \\Office\Program Files\Ideal POS System 4.0\waiter, where Office is the name of the PC that shares the Waiter folder on the network.)

135. If prompted for a username and password, enter the user account details created earlier.

136. Select the file Ideal Waiter Pad_WCE4.ARMV4.CAB.

137. From the File menu, select Send To → Desktop as Shortcut. Alternatively, hold the stylus down on the icon until a pop-up menu appears. Select Copy. Navigate to the desktop, hold down the stylus and select Paste from the pop-up menu.

138. Close My Computer.

139. Run Ideal Waiter Pad_WCE4.ARMV4.CAB from the UP-X200 desktop.

140. Click Setup.

141. Enter the network path of the shared waiter directory. (e.g. \\Office\Program Files\Ideal POS System 4.0\waiter.)

Set up the Network

IP Type Static

IP Address This is the IP address of the waiter pad, any available IP address on the same subnet as the PC running IPS.

e.g. 192.168.0.100

Subnet mask 255.255.255.0

WINS IP Address of the PC running IPS.

e.g. 192.168.0.180

Install Waiter Pad application on the UP-X200

Ideal POS System 5.0 User Guide Ideal Handheld Installation •••• 303

142. Click Save.

143. Restart Ideal Waiter Pad.

Other PDAs Setup

The rest of the PDAs (HP iPAQ, Dell Axim, Symbol MC-50 and Asus A-639) have the similar setup. Here, we take an example of the HP iPAQ.

66. Click the Start button and select Settings.

144. Click the Connections tab (Located on the bottom of the screen).

145. Double click Network Cards.

146. Click the Network Adapters tab (Located on the bottom of the screen).

147. Double click HP iPAQ Wi-Fi Wireless Adapter.

148. Select Use specific IP address.

149. Enter the following settings:

150. Click the Names Servers tab.

151. For the WINS setting, enter the IP Address of the PC sharing the waiter pad directory, e.g. 192.168.0.180.

152. Click OK which can be found on the top right hand corner of the screen.

153. Click OK to confirm the pop-up message.

154. Click the Wireless tab.

155. Locate your wireless network and holding down the stylus on that wireless network until a pop-up menu is displayed. Select Connect.

156. Exit the Network Cards settings by clicking OK.

157. Exit Settings by clicking the X found on the top right hand corner of the screen.

The following instructions are for transferring the Waiter Pad application over Windows file and print sharing. You may also use ActiveSync or Infrared to transfer the waiter pad application from the host PC.

67. Click the Start button and select File Explorer.

158. Click Open which can be found on the bottom of the screen.

159. Enter the network path of the waiter pad utility in the address bar. (e.g. \\Office\Program Files\Ideal POS System 4.0\waiter, where Office is the name of the PC that shares the Waiter folder on the network.)

Set up the network

IP Address This is the IP address of the waiter pad, any available IP address on the same subnet as the PC running IPS.

e.g. 192.168.0.100

Subnet mask 255.255.255.0

Default gateway Normally left blank

Install Waiter Pad application

Ideal POS System 5.0 User Guide Ideal Handheld Installation •••• 304

160. If prompted for a username and password, enter the user account details created earlier.

161. Select the file Ideal Waiter Pad_WCE4.ARMV4.CAB.

162. Hold down the stylus on Ideal Waiter Pad_WCE4.ARMV4.CAB until a pop-up menu is displayed. Select Copy.

163. Navigate File Explorer to the folder: My Device → Windows → Start Menu → Programs

164. Click Edit which can be located on the bottom left hand corner.

165. Select Paste.

166. Click the X on the top right hand corner to exit File Explorer.

167. Click the Start button and select Settings.

168. Double click Menus.

169. Scroll down the list of programs until you find Waiter. Select Waiter. You may need to deselect another program before selecting Waiter because the HP iPAQ limits the Start Menu to 7 programs.

170. Click OK which can be located on the top right hand corner of the screen.

Configure Waiter Pad

68. Load Ideal Waiter Pad. This can be done by clicking the Start button and selecting Waiter.

171. In the Waiter Pad Setup menu, ensure that Pocket PC is selected.

172. Enter the IP address of the host PC. The host PC must be running IPS at all times.

173. Below the IP address field, type waiter.

174. Click OK.

175. You will be prompted to restart Ideal Waiter Pad. Click OK to close Waiter Pad.

176. Restart Ideal Waiter Pad.

The host PC must be installed with Ideal POS System registered for the Restaurant module and waiter pad, i.e. RST-TS-WP1, or RST-TS-WP2 if there are two waiter pad handheld devices in use, and so on. Ideal POS System must be running at all times on the host PC.

How to Use the Waiter Pad Application

• Make sure that Ideal POS System is running on the host PC.

• Double click the Waiter icon on the Desktop.

• Before starting a sale, clerk name and table number must be entered first. However, you don’t need to select a clerk to view the enquiry of a table.

• The detail of the order for the table selected can be viewed by selecting Enquire on the bottom of the waiter pad screen. It includes the quantity, description and price of the stock item. If the order is assigned to a particular seat number, the seat number will be shown in brackets after the description.

Other Notes

Ideal POS System 5.0 User Guide Ideal Handheld Installation •••• 305

• The Notes on the bottom of the screen in the Enquire interface is same as the input of Notes in Options – Miscellaneous – Waiter Pad.

• Any changes made in Global Options – Miscellaneous – Waiter Pad, and any changes made to stock items will require restart of waiter.exe to take effect.

• If Ideal POS System is accidentally turned off during the operation, waiter pad will save that order and send to host PC next time when hand-held and Ideal POS System communicate.

• To view the stock items available within the menu, click on the menu.

• To place an order, select the stock item.

• When the highlight is on the empty line, clicking QTY will enter a new interface with numeric keypad. Enter the quantity wanted for the stock item; clicking OK will go back to the ordering interface. Now a figure such as 20x will appear next to the table number and above Void. 20 of the stock item will be placed in the next order. This feature is useful when a large amount of quantity of a stock item is ordered.

• To change the quantity after an order has been placed, highlight the order, and then click QTY. Every click on QTY will increment the quantity by 1.

• The quantity of an order can not be reduced, to cancel an order, highlight the unwanted stock item, and then click VOID.

• To add new stock items on an existing order, select the table number of where the order was placed. Waiter pad will automatically add the new items.

• To cancel a sale, click Hide Menu to get to the Cancel Sale option on the bottom of the screen. Clicking on Yes will delete everything in current sale.

• The Text option will allow user to input text entries, such as notes for the order, e.g. rare, medium or well done for steaks.

• The maximum menus to be displayed on one page are 24. When there are more than 24 menus, waiter pad will display “<<<” “>>>” under “Hide Menus” to allow user to browse more menus on next page. “Main” returns to the first page of the main menu. “Back” will return to the main menu from submenus.

• To finalize an order, there must be at least one item in the list.

• It’s possible to change clerk in the sale window. Click on “Clerk Name” (e.g. Tony) on the left hand side of the screen above the menus to select another clerk.

• To view the enquiry of the table, click on “Table #” (e.g. Table 1) in the middle of the screen above the menus.

Select the stock items wanted from the related menu.

• To assign a seat number to an order that was just placed, select the seat number from 1 to 11. (Waiter pad supports maximum of 11 seat numbers.)

• To place the same order for different seats, just simply click the desired seat number after assign the order to the first seat.

• To assign a seat number to any order that was placed in the list, highlight the order, then select the seat number.

Start a Sale

Assign Seat Number to an Order

Ideal POS System 5.0 User Guide Ideal Handheld Installation •••• 306

• To cancel the seat number of the last order, just simply click CL.

• To cancel the seat number of any order in the list, highlight the order, and then click CL.

Figure 94 – Ideal Waiter Pad

Ideal POS System 5.0 User Guide Gilbarco T24 Transac Console •••• 307

Gilbarco T24 Transac Console Introduction The Gilbarco T24 Transac Console is used in an environment of a petrol station service. In this chapter, you will learn about how Ideal POS System 4.0 incorporates the software to the Gilbarco T24 Transac Console.

Figure 1 – Gilbarco T24 Setup

Gilbarco T24 Transac Setup To setup Gilbarco T24 in POS options;

21. In IPS, go to Setup > POS Options > Modify > Other Peripherals > Gilbarco T24 Transac Console.

22. Select Com port required & settings to …..4800,e,7,1.

23. Cable between Console & PC is old style RS232 cable (Sharp ER3110 Communications Cable).

To setup POS Communication with Console;

1. At console (Ver .32.0A), Insert blue key.

2. Manager should be flashing push enter.

3. Console setup should be flashing push 50 enter.

4. Use arrow keys to display POS/ECR.

5. Press Enter to change.

6. Push code to escape back.

7. Remove blue key and replace with black operator key.

8. Enter 01 enter.

To configure IPS departments;

1. The pump grade numbers have to be the Department numbers. E.g. if there is a Grade #1 then there should be a Department #1.

2. You should not need to press any buttons on the POS.

3. You should simply press the button on the Gilbarco and the transaction line should automatically appear on the POS screen.

POS Options Setting

POS and Console Communication

Configure Departments

Ideal POS System 5.0 User Guide Gilbarco T24 Transac Console •••• 308

Figure 2 – Gilbarco with IPS Departments

Ideal POS System 5.0 User Guide PDEs •••• 309

PDEs

Introduction This chapter is designed to not only describe the functions of Ideal POS System, but also how to operate the PDE in relation to those options.

Setting up your PDE

Ideal POS System is compatible with the Denso BHT-6000, Denso BHT-8000, Denso BHT-300 and Nippondenso BHT-6000 PDEs (Portable Data Entry units) are used to remotely perform various Stock Related Transactions, and include the ability to scan UPCs / EANs. They can then be uploaded to Ideal POS System.

The 4 PDEs are installed similarly with one another; however, the only difference is the terminology in each device. In this chapter, we will explain the installation for Denso BHT-8000 and Denso BHT-300.

To set up a PDE in Ideal POS System;

69. Select PDE from the Setup menu.

Figure 1 – Setup - PDE

177. Click Add button.

178. Enter a suitable description for your PDE. You may name your PDE anything you like (e.g., PDE 1).

Ideal POS System 5.0 User Guide PDEs •••• 310

Figure 2 – PDE Setup

179. Select the PDE model. Note that the BHT-8000 is compatible with the BHT-6000.

180. Select the communications port that you will connect your PDE or optional PDE cradle to.

181. Select the baud rate that has been set up in your PDE. Your PDE may not work with Ideal Retail Pro if this setting is incorrect.

182. Click Save button.

The BHT-6000 and BHT-8000 requires the TSR-TU3A transfer utility for PDE communications. This program is not supplied with Ideal POS System and needs to be purchased from your Nippondenso supplier.

How to set up a PDE to work in Ideal POS System

Initialising a PDE deletes all data and executable program information from the PDE so that it can be configured for use with Ideal POS System.

Follow these steps at the PDE to initialise and prepare the PDE to accept the executable program from Ideal POS System:

Initialise PDE…

70. Ensure the PDE is switched off.

183. Press the following keys simultaneously: SF (Shift), M1 (Barcode reading trigger) and 0 (zero).

184. While holding these keys down, press the PW (Power) key. (If you think you can do this with one hand, think again!) An initialise window will then appear.

185. Select the “All” option and press Enter.

186. Select “Yes” for OK.

187. Select the “English” language option and press Enter. An initializing message will appear, followed by the PDE turning itself off.

The PDE is now cleared and ready to be configured for use with Ideal POS System.

Prepare the PDE to accept the executable program from Ideal POS System.

71. Enter the “System Menu” by pressing the following keys simultaneously: SF (Shift) and 1 (one).

How to Initialise a BHT-8000 PDE and set it up for Ideal POS System data transactions

Ideal POS System 5.0 User Guide PDEs •••• 311

188. While holding these keys down, press the PW (Power) key.

189. From the “System Menu”, select “Set System” by pressing 4 and Enter.

190. Enter the “Communication” window by pressing 5 and Enter.

191. Enter the “Com Port” window by pressing 3 and Enter.

192. If the connection to the PC is via cable, set both Basic and System Mode settings from Optical to Connector and press Enter.

193. Enter the “Protocol Type” window by pressing 4 and Enter.

194. BHT Protocol should be selected, followed by pressing Enter.

195. Press Clear (“C”) until returning to the “System Menu”.

196. The PDE is now ready to have an executable program sent to it from Ideal POS System.

197. In Ideal POS System select the Download Program to PDE option from the PDE menu

198. Select the PDE you wish to download to in the grid.

199. At the PDE, select “Download” from the “System Menu”, and press Enter

200. Select “File” from the “Download” options and press Enter

Note: The baud rate of the BHT-8000 and Ideal POS System 4.0 PDE setup has to be 19200.

The PDE will now have halted, waiting for information to be sent from Ideal POS System. There is about a 15-second wait before the PDE will consider that communication has failed. Within that 15 seconds, press OK button on the already set up “Download Program to PDE” window. A communication window should appear on the window, with activity occurring on it signifying that communications are succeeding. The PDE will beep when the job is completed, a message will appear on the window of the PDE saying that the download is completed and the communication window will have closed.

72. At the PDE, press Clear (“C”) until returning to the “System Menu”.

201. From the “System Menu”, select “Set System” by pressing 4 and Enter.

202. Enter the “Execute Program” window by pressing 1 and Enter.

203. The “Set Execute Program” window should have the IPDE program (e.g. A: IPDE3L.PD3) highlighted.

204. Press Enter to select that program

205. Turn the power off on the PDE, and turn it back on, and a Leda Business Equipment message should appear.

206. Press Clear (“C”) and you are ready for the next step. (The main menu should be on the PDE Window, which should have options for Stocktake, Stock Transfer, Stock Received, UPC Import and Upload UPC.)

The BHT-8000 requires the stock/UPC file to be downloaded to it.

Download Program to PDE

To be performed when the PDE is now ready to have an executable program sent to it from Ideal POS System. (See Appendix - How to set up a PDE to work in Ideal POS System)

73. In Ideal POS System select the Download Program to PDE option from the PDE menu.

Ideal POS System 5.0 User Guide PDEs •••• 312

207. Select the PDE you wish to download to in the grid.

208. At the PDE, select “Download” from the “System Menu”, and press Enter.

209. Select “FILE” from the “Download” options and press Enter.

The PDE will now have halted, waiting for information to be sent from Ideal POS System. There is about a 15-second wait before the PDE will consider that communication has failed. Within that 15 seconds, press OK button on the already set up “Download Program to PDE” window. A communication window should appear on the window, with activity occurring on it signifying that communications are succeeding. The PDE will beep when the job is completed.

74. At the PDE, press Clear (“C”) until returning to the “System Menu”.

210. From the “System Menu”, select “Set System” by pressing 4 and Enter.

211. Enter the “Execute Program” window by pressing 1 and Enter.

212. The “Set Execute Program” window should have the IPDE program (e.g. A: IPDE3L.PD3) highlighted.

213. Press Enter to select that program.

214. Turn the power off on the PDE, and turn it back on, and a Leda Business Equipment message should appear.

215. Press Clear (“C”) and you are ready for the next step. (The main menu should be on the PDE Window, which should have options for Stocktake, Stock Transfer, Stock Received, UPC Import and Upload UPC.)

You can now start using your PDE for Stock Transactions.

Download Stock Items and EANs to the PDE

The BHT-8000 requires the Stock/UPC file to be downloaded to it.

75. From the PDE menu in Ideal POS System, select the Download Stock Items and EANs to PDE option.

216. Select the PDE you wish to download to in the grid.

217. At the PDE, select the Download option (number 2) and press Enter from System Menu.

218. Select File from the Download options and press Enter.

The PDE will now have halted, waiting for information to be sent from Ideal POS System. There is about a 15-second wait before the PDE will consider that communication has failed. Within that 15 seconds, press OK button on the already set up “Download Stock Items and EANs to PDE” window. A communication window should appear on the window, with activity occurring on it signifying that communications are succeeding. The PDE will beep when the job is completed, both the transfer utility and PDE will report a successful data transfer. Press any key on the PDE to return to the main menu.

Stocktake

From the main menu of the PDE, select Stocktake. Select the Enter Data option.

The BHT-8000 is set up for multi-location functionality, when entering the stocktake a location number (“L :”) must be entered prior to any stocktake

Ideal POS System 5.0 User Guide PDEs •••• 313

entries, followed by pressing Enter. If you are using a single POS Terminal/Location without locations a 1 needs to be entered for the location.

You will be required to enter the item number, signified by the “I:” appearing on the window. This can be achieved by entering the stock item code on the PDE’s keypad followed by the Enter key, or by using the M1 or M2 keys to activate the scanning light on an appropriate barcode. (On the BHT-8000 if a barcode or stock item number doesn’t exist in the PDE, a “** Not found **” error will occur. This will need to be rectified in the software, and the Download Stock Items and EANs to PDE option performed again.)

When a valid code is entered, the PDE will display the items description and the current count. Key in the quantity you wish to input remembering that the entered figure will add, not overwrite, the number displayed in the count field. This feature allows you to move from one area where stock is stored to another and continually append the stocktake instead of requiring you to manually add the figures from the two areas.

When you are happy with the entered amount, press Enter to move on to the next item.

If you wish to make stocktake entries for another location, press Enter from the blank stocktake window to return to the Stocktake menu and select Enter Stocktake again, this time selecting the next location to which the entries are to be credited.

Upload Stocktake from PDE

When you are happy with the data that has been entered, you need to move the data back to Ideal POS System. Once the PDE has been connected correctly to your PC, you can achieve this by:

76. In Ideal POS System select the “Upload Stocktake from PDE” option from the PDE menu.

219. Select the PDE from which you are collecting the stocktake.

220. From the Stocktake menu of the PDE select Transfer Data and press Enter.

221. When asked “Send data to PC” select Yes.

The PDE will now have halted, waiting for the connection to be completed with Ideal POS System. There is about a 15-second wait before the PDE will consider that communication has failed. Within that 15 seconds press OK on the already set up “Upload Stocktake from PDE” window. A communication window should appear on the window, with activity occurring on it signifying that communications are succeeding.

The PDE will beep when the job is completed, a message will appear on the window of the PDE saying that the Download is completed. Press any key on the PDE to return to the Stocktake Menu. It would be a good idea not to Clear Stocktake data until the data collected has been confirmed in Ideal POS System as correct. Remember to Clear the Data at a later time.

If uploading stocktake from a text file, the format of the text file should be CODE, QUANTITY. (Code can be the stock code or the scan code and must be a maximum of 16 characters.)

Process Stocktake from PDE

A “Process Stocktake from PDE” window will appear with all the data collected from the PDE displayed. You have 2 options from this point. After checking the data collected from the PDE you can either select Process, which will add the data to the enter stocktake form against the appropriate location of Ideal POS System for further manipulation, or Cancel button, which will delete the information collected from the PDE and not process it. If the PDE stocktake is processed and data already exists in the Enter Stocktake window of Ideal POS System, the PDE data will append, and not overwrite, the existing stocktake data.

Ideal POS System 5.0 User Guide PDEs •••• 314

Stock Transfer from PDE

From the main menu of the PDE, select Stock Transfer. Select the Enter Data option.

The source (L1) and destination (L2) location numbers must be entered prior to any transfer entries, followed by pressing Enter. You will then be required to enter the item number, signified by the “I:” appearing on the window. This can be achieved by pressing the stock item code on the PDE’s keypad followed by the Enter key, or by using the M1 or M2 keys to activate the scanning light on an appropriate barcode. (On the BHT-8000 if a barcode or stock item number doesn’t exist in the PDE, a “** Not found **” error will occur. This will need to be rectified in the software, and the Download Stock Items and EANs to PDE option performed again.)

When a valid code is entered, the PDE will display the items description. Key in the quantity you wish to transfer. When you are happy with the entered amount, press Enter to move on to the next item.

If you wish to perform transfers for another set of source and destination locations, press Enter from the blank stock transfer window to return to the Stock Transfer menu, and select Enter Data again. This time select the next set of source and destination locations to which the entries are to be credited, and continue on as per normal.

If you uploading stock transfer from a text file, the format of the text file should be SOURCE LOCATION, DESTINATION, LOCATION, CODE, and QUANTITY. (Code can either be a stock code or a scan code and must be a maximum of 16 characters.)

Upload Stock Transfers from PDE

When you are happy with the data that has been entered, you need to move the data back to Ideal POS System. Once the PDE has been connected correctly to your PC, you can achieve this by:

77. In Ideal POS System select the “Upload Stock Transfers from PDE” option from the PDE menu.

222. Select the PDE from which you are collecting the stock transfers.

223. From the Stock Transfer menu of the PDE select Transfer Data and press Enter.

224. When asked “Send data to PC” select Yes.

The PDE will now have halted, waiting for the connection to be completed with Ideal POS System. There is about a 15-second wait before the PDE will consider that communication has failed. Within that 15 seconds, press OK button on the already set up “Upload Stock Transfers from PDE” window. A communications window should appear on the window, with activity occurring on it signifying that communications are succeeding.

The PDE will beep when the job is completed, a message will appear on the window of the PDE saying that the download is completed. Press any key on the PDE to return to the stock transfer Menu. It would be a good idea not to clear the PDE data until the information has been confirmed in Ideal POS System as correct. Remember to clear the data at a later time.

Process Stock Transfer from PDE

A “Process Stock Transfers from PDE” window will appear with all the data collected from the PDE displayed. You have 2 options from this point. After checking the data collected from the PDE you can either select Process, which will add the data to the Stock Transfers Transaction form in Ideal POS System for further manipulation, or Cancel button, which will delete the information collected from the PDE and not process it.

Ideal POS System 5.0 User Guide PDEs •••• 315

Stock Received

From the main menu of the PDE, select Stock Received. Select the Enter Data option.

To enter the tem number, signified by the “I:” appearing on the window. This can be achieved by pressing the stock item code on the PDE’s keypad followed by the Enter key, or by using the M1 or M2 keys to activate the scanning light on an appropriate barcode. (On the BHT-8000 if a barcode or stock item number doesn’t exist in the PDE, a “** Not found **” error will occur. This will need to be rectified in the software, and the Download Stock Items and EANs to PDE option performed again.)

When a valid code is entered, the PDE will display the items description. Key in the quantity you wish to receive and the unit cost including decimal point (ex-Tax). When you are happy with the entered amount, press Enter to move on to the next item.

Important Note: All stock received information that is uploaded to Ideal POS System will be associated with a single supplier invoice.

Upload Stock Received from PDE

When you are happy with the data that has been entered, you need to move the data back to Ideal POS System. Once the PDE has been connected correctly to your PC, you can achieve this by:

78. In Ideal POS System select the “Upload Received from PDE” option from the PDE menu.

225. Select the PDE from which you are collecting the stocktake.

226. From the Stock Received menu of the PDE select Transfer Data and press Enter.

227. When asked “Send data to PC” select Yes.

The PDE will now have halted, waiting for the connection to be completed with Ideal POS System. There is about a 15-second delay before the PDE will consider that communication has failed. Within that 15 seconds, press OK button on the already set up “Upload Stock Received from PDE” window.

The PDE will beep when the job is completed and a message will appear on the window of the PDE saying that the download is completed. Press any key on the PDE to return to the stock received menu. It would be a good idea not to clear the PDE data until the information has been confirmed in Ideal POS System as correct. Remember to clear the data at a later time.

If uploading stock received from a text file, the format of the text file should be CODE, QUANTITY, and COST. (Code can either be a stock code or a scan code and must be a maximum of 16 characters.)

Process Stock Received from the PDE

A “Process Stock Received from PDE” window will appear with all the data collected from the PDE displayed. You have 2 options from this point. After checking the data collected from the PDE you can either select Process, which will add the data to the Stock Received Transaction form in Ideal POS System for further manipulation (such as supplier entry etc), or Cancel button, which will delete the information collected from the PDE and not process it.

Ideal POS System 5.0 User Guide PDEs •••• 316

Upload EAN Codes from PDE

If you have entered stock items in Ideal POS System but have yet associated them with UPCs / EANs, you can enter the barcodes at the PDE and associate them with EANs in Ideal POS System. Ensure the stock items have been downloaded to the PDE (see section Download Stock Items and EANs to the PDE)

From the main menu at the PDE select the UPC Import option and press Enter.

At the “I:” prompt use the M1 or M2 button to activate scanning of the applicable barcode.

At the “C:” prompt enter the stock code for the item you wish to associate with the barcode and press Enter.

If the code is valid the description of the stock item will appear at the bottom of the window. Press Enter to complete the entry. The PDE should beep, and the “I:” prompt will come up again.

Once you have entered all the required UPCs / EANs you can send these back to Ideal POS System. Once the PDE has been connected correctly to your PC, you can achieve this by:

79. In Ideal POS System select the “Upload EAN Codes from PDE” option from the PDE menu.

228. Select the PDE from which you are collecting the stocktake.

229. From the UPC Import menu of the PDE select Transfer Data and press Enter.

230. When asked “Send data to PC” select Yes.

The PDE will now have halted, waiting for the connection to be completed with Ideal POS System. There is about a 15-second wait before the PDE will consider that communication has failed. Within that 15 seconds, press OK button on the already set up “Upload EAN Codes from PDE” window.

The PDE will beep when the job is completed, a message will appear on the window of the PDE saying that the download is completed. Press any key on the PDE to return to the UPC import menu. It would be a good idea not to clear the data until the uploaded information has been confirmed in Ideal POS System as correct. Remember to clear the data at a later time.

Process EAN Codes from PDE

A “Process EAN Codes from PDE” window will appear with all the data collected from the PDE displayed. You have 2 options from this point. After checking the data collected from the PDE you can either select Process, which will add the data to the appropriate stock code of Ideal POS System for further manipulation, or Cancel button, which will delete the information collected from the PDE and not process it.

If uploading scan codes just from a text file, the format of the text file should be SCAN CODE, STOCK CODE. (Stock codes must be a maximum of 16 characters and scan codes a maximum of 13 characters.)

Setup for Denso BHT-300

Initialize BHT-300 You may need to initialize the PDE to reset the configuration and clear memory if the PDE is brand new or if you removed the battery for a long period of time.

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To initialize a Denso BHT-300;

1. Turn the unit off by holding down the PW (power) key. 2. Simultaneously hold down the following keys: shift (SF), M1 and 0

(zero). 3. While holding the keys above down, press the PW (Power) key. An

initialise window will then appear. 4. Press the Enter key (ENT) to continue. 5. Select 2.ENGLISH and press Enter. 6. Confirm that you want initialize the PDE by selecting 1.YES

followed by Enter. An Initialising message will appear, after which the PDE will turn itself off. The PDE is now cleared and ready for the PDE program to be downloaded.

Accessing the System Menu The System Menu provides access to the various communication and program settings that you are required to change in order to download and load Ideal PDE. To load the System Menu;

1. Turn the unit off by holding down the PW (power) key. 2. Simultaneously hold down the following keys: shift (SW), 1 (one)

and power (PW) keys 3. While holding the keys above down, press the PW (Power) key.

Preparing the BHT-300 for Download Program

1. Load the System Menu. 2. Select 4.SET SYSTEM m and press Enter. 3. Select 5.COMMUNICATION and press Enter. 4. If the unit is to be connected a docking station, select 1.OPTICAL.

Otherwise, select 2.CONNECTOR. Press Enter. 5. Select 1. Parameter and press Enter. 6. Set Transmit Speed to 19200. Press the Enter key to save setting. 7. Return to the Set Communication menu by pressing the clear (C)

button. 8. Select 3.COM PORT and press Enter. 9. Set both Basic and System Mode to Optical if the unit will be

connected to a docking station. If the unit will be attached to the PC via a serial cable (IFC), set both options to Connector.

10. Press the Enter key to save setting. You will be returned to the Set Communication menu.

11. Select 4.PROTOCOL TYPE and press Enter. 12. Ensure that the protocol type is set 1.YMODEM. Press Enter to

save this setting. 13. You will be prompted to configure the Ymodem protocol

parameters. There is no need to make any changes, so simply press the clear (C) button to return to the Set Communication Menu.

14. Return to the main System Menu by pressing the clear (C) button twice.

If you have a docking station, ensure that the DIP switch configuration on the back of the unit is set to 19200 bps. Switches 1 and 2 should be set to the on position and 3 should be set to the off position.

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Download Program to PDE Ideal POS System does not support the Ymodem protocol which is required by the BHT-300 for program downloads, however after Ideal PDE has been downloaded to the PDE unit, you can download stock items, upload stocktakes, etc in Ideal POS System as normal. To download Ideal PDE to a BHT-300, you can use any terminal program that is capable of sending using the Ymodem protocol. One such terminal program, Hyperterminal, is already included with Windows 2000 and XP. To download Ideal PDE to a BHT-300;

1. Load Hyperterminal by clicking the Start Menu, and selecting All Programs → Accessories → Communications → Hyperterminal.

2. Hyperterminal will prompt you to create a new connection. Enter a suitable description (eg “Denso BHT-300”) and click OK.

Figure 3 – Connection Description

3. Select the serial port that the docking station or PDE will be

attached to (eg COM1). Click OK.

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Figure 4 – Connection

4. Set Bits per Second to 19200. Click OK.

Figure 5 – Communication Port Property

5. Hyperterminal should now report a connection between the PC and

PDE on the bottom left hand corner of the window. 6. Select Send File from the Transfer menu.

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Figure 6 – Send File

7. Click Browse to locate Ideal PDE program file. The filename of this

program file is ‘Ipde300l.pd3’ and can be located in the Ideal POS System 4.0 directory (C:\Program Files\Ideal POS System 4.0 by default).

8. Set the Protocol to Ymodem.

Figure 7 – Send File

9. Click Send.

Hyperterminal will now wait for the PDE unit to accept the program file. At this point, the PDE must be set to download program.

1. Load the System Menu 2. Select 2.DOWNLOAD and press Enter. 3. Select 1 FILE and press Enter. 4. Both the PDE and Hyperterminal will notify you when the transfer is

complete. Exit Hyperterminal as it is no longer required for PDE communications (unless you need to download program again). On the PDE, press the clear button (C) to return to the main System Menu.

Configuring the BHT-300 for normal data transfer Ideal POS System supports both the BHT Protocol and BHT IrProtocol for transferring data such as stock takes and stock transfers between Ideal POS System and Ideal PDE. We recommend that you select BHT IrProtocol irrespective of how the unit will communicate to the PC (ie serial cable or infra red). Remember that you need to add a new PDE in Ideal POS System and set the baud rate to 19200. Instructions for setting up a PDE in Ideal POS System can be found in the IPS User Guide. To configure the Denso BHT-300 for data transfer between Ideal POS System and Ideal PDE;

1. Load the System Menu. 2. Select 4.SET SYSTEM and press Enter.

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3. Select 5.COMMUNICATION and press Enter. 4. Select 4.PROTOCOL TYPE and press Enter. 5. Set the protocol type to either 2. BHT Protocol (serial cable only) or

3. BHT IrProtocol (mandatory if the PDE is attached to a docking station, but can also be used with a direct serial cable connection). Press Enter to save this setting.

6. If you set the protocol type to BHT IrProtocol, you will be prompted to Set ID. If you plan to attach more than one PDE to a docking station, you should enter a unique ID on each PDE. Otherwise, simply press the Enter key to keep the default setting.

7. Return to the main System Menu by pressing the clear (C) button twice.

Loading Ideal PDE After setting the BHT-300 protocol to either BHT Protocol or BHT IrProtocol, you are now ready to load Ideal PDE for general everyday use. To load Ideal PDE;

1. In the system menu, select 1.EXECUTE PROGRAM. 2. Select IPDE300L.PD3, and press Enter.

Ideal PDE will now load. Press any key to exit the splash screen and display the main menu. You may notice at this point that Ideal PDE does not utilize the whole screen space available. This is by design to retain backward compatibility with earlier models that have smaller screen sizes. Ideal PDE will automatically load the next time you power on the unit, so there is no need to repeat the above steps to load Ideal PDE. Instructions on how to use Ideal PDE can be found in the Ideal POS System User Guide.

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Scanner Setup

This chapter will teach you to setup scanner that uses serial and keyboard wedge connection. Unlike the USB connection, the serial connection needs to setup before it can be used in Ideal POS System. The 3 types of scanners are;

1. Keyboard Wedge

2. PSC Magellan 8200

3. PSC QS6000

Keyboard Wedge Keyboard wedge scanner comes with a cable that has PS/2 connection to the terminal and to a keyboard.

To setup a Keyboard Wedge scanner;

1. In IPS, go to Setup > POS Options.

2. Select the locate POS machine and click on Modify button.

3. Go to Other Peripherals tab.

4. Under the Barcode Scanner section, select Keyboard Wedge from the drop down box.

Figure 1 – Barcode Scanner

PSC Magellan 8200 and PSC QS6000

To setup PSC Magellan 8200 or PSC QS6000 programming mode;

Please download the manual of PSC QS6000 from the Datalogic website. http://www.scanning.datalogic.com/html/manuals.htm

To setup PSC Magellan 8200 or PSC QS6000 on the Scanner Utility;

When you install Ideal POS System 4.0, it will also install OPOS Configuration Utility onto IPS directory. This utility driver allows you to set the settings of the scanner and apply to the IPS.

1. Go to Ideal POS System 4.0 directory.

2. Locate and run the file OPOSCfgUtil.exe.

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Figure 2 – OPOS Configuration Utility

For QS6000

1. In the OPOS Configuration Utility, select the scanner QS6000 from the drop down box.

2. Select the appropriate settings for Baud Rate, Parity, Stop Bits, Data Bits and Port.

3. Ensure that XonXoff is ticked.

4. Click on Save Changes button.

For Magellan 8200

1. In the OPOS Configuration Utility, select Magellan8200 from the drop down box.

2. Select the appropriate settings for Baud Rate, Parity, Stop Bits, Data Bits and Port.

3. Ensure that CheckDsr is ticked.

4. Click on Save Changes button.

To setup PSC Magellan 8200 or PSC QS6000 in IPS;

1. In IPS, go to Setup > POS Options.

2. Select the locate POS machine and click on Modify button.

3. Go to Other Peripherals tab.

Figure 3 – Barcode Scanner

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4. In the Barcode Scanner section, select the appropriate scanner.

5. Restart IPS again.