BusinessWorks^® 5 Interface Setup Guide

BusinessWorks Setup

The following steps must be performed in BusinessWorks before integrating with AccuPOS Retail.

1. BUSINESSWORKS COMPANY SETUP

In order to use AccuPOS Retail and have it update BusinessWorks® for inventory and accounting purposes automatically, we ask that you setup your BusinessWorks® Company file first. If you are installing BusinessWorks® for the first time, please consult your BusinessWorks® consultant with questions pertaining to accounting issues. This manual and AccuPOS Retail support staff will only support BusinessWorks® issues that are required for AccuPOS Retail to operate properly.

2. SALES TAX

Using the AR module of BusinessWorks®, set up your sales tax jurisdictions and rates. You may need more than one jurisdiction if, for example, you collect both city and state sales tax. To set up taxes, go to AR> Utilities> Sales Taxes> Maintain:

NOTE: Even if your state does not require you to charge sales tax or the type of customers you service are tax-exempt, (in which case you should set your Sales Tax rate to 0% (zero)) you are required to activate sales tax in BusinessWorks®.

3. TENDER SUMMARY ACCOUNT

Using the BusinessWorks® GL Module you need to create a "Posting" account class that will act as a wash account; AccuPOS Retail will post all tendering totals from the Point Of Sale (in lump sums) to this account and then will automatically transfer by tender type summary via journal entries to your account of choice.

To create the Tender Summary account, follow these steps:

1. In the GL module, under Accounts> Maintain Chart of Accounts, create an account of type "Posting" named "Tender Summary".

2. In the AR Module, under Utilities> Maintain AR Parameters, check the "Multiple Cash Accounts" box.

3. In the AR Module, under Utilities> Maintain Posting Accounts, assign the account number you used for "Tender Summary" to "Cash Account 9."

4. CASHSALES CUSTOMER

In the AR Module, go to Customers> Maintain Customers and create a customer called CashSales. This customer will be used by AccuPOS Retail when reporting sales that had no customers assigned at the register.

No additional information is required about this customer (only Customer ID)

5. I/C PARAMETERS

Before entering parts, you will need to set the I/C Parameters. To set the parameters:

1. In the IC Module, go to Utilities> Maintain I/C Parameters.

2. Set the “Decimal places for costs” to “4”

3. Set the “Decimal places for prices” to “4”

4. Check the “Allow fractional quantities for non-stock items” box.

5. Check the “Allow fractional costs for non-stock items” box.

6. Create two new Product Categories: TYPE and CHOICES. It does not matter which Product Category number you use.

6. PARTS LIST

We know that setting up items for the first time can be a time consuming task, the good news is that you will only have to do it once. Later we will show you how to transfer the parts from BusinessWorks® to AccuPOS Retail.

NOTE: AccuPOS Retail does not support Standard Parts created in the A/R Module.

1. If your inventory items are bar-coded, scan the barcode number in the Part # field in BusinessWorks® (it is recommended that you scan the part number using a scanner to avoid human errors). If your items are not bar-coded, assign item codes manually.

2. When you set Pricing Levels in BusinessWorks, columns A, B, C, D and E will be used as Price Levels 1, 2, 3, 4 and 5 in AccuPOS Retail. We do not use the Base price directly.

3. Check the “Fractional qty” and “Fractional cost/price” boxes.

The Categories we defined earlier are accessible under the “Categories” button on the “Maintain Parts” screen.

These fields are optional, but in certain cases you will want to use them. For example, you must fill in "TYPE" if you are planning do one of the following at the Point Of Sale:

· Percentage Discounts by type - AccuPOS Retail will enable you to apply a percentage discount by type for a user-defined period of time.

· Quantity Pricing - AccuPOS Retail will enable you to create X for N pricing on an item type. For example, you can set certain types of items that are being sold for $4.00 (when only one or two are being sold) to be sold for a total of $10.00 if 3 are sold in the same transaction.

· Alternate Taxing - AccuPOS Retail will enable you to set different Sales Tax rates on different types of items. For example if an item is consumed in house or is considered a luxury item it can be set to be automatically sold at a higher or lower sales tax rate.

· Customized Reports - Using AccuPOS Retail existing reports or by generating reports using Microsoft Access, you may filter items sold by type.

· Food Stamps - AccuPOS Retail now can accept Food Stamps for items you specify.

· Remote Printing – If you have orders that are filled somewhere other than at the Point of Sale, you can specify items to print at that location directly.

If you don't have the AccuPOS Remote Printing Module, you may leave this blank.You must fill in "CHOICES" if you plan on using item modifiers at the Point of Sale. Item modifiers are preparation instructions that appear on the order tickets printed through the AccuPOS Remote Printing Module(sold separately.) This is mainly used in food service.

7. POSTING DATE

Make sure that all the Modules are up to date (Utilities> Company Close)

8. ACCUPOS ADAPTER SETUP

The AccuPOS Adapter must be installed on the computer where BusinessWorks is installed.

1. From Windows, click Start>> Programs>> AccuPOS Retail>> AccuPOS Adapter. The following window should appear:

1. Click “Setup” and you will be prompted to enter the location of the BWGACCESS.EXE file. This can usually be found in your BusinessWorks Gold program folder. Click on the “Path to BWGACCESS.EXE” button to browse to the file. 

2. In the window labeled “Company ID.” Type in your company as it appears in BusinessWorks (example: MYCOMPANY)

3. If the MANAGER user in BusinessWorks has a password, enter it on the “Database Login” line.

4. Click SAVE.

AccuPOS Retail Setup

The following steps must be performed in AccuPOS Retail Management, unless otherwise specified.

1. INSTALLATION

If you have a CD, place it in the CD Drive and install AccuPOS Retail. If you downloaded from the web, double click on the file (accuposretail.exe) and it will walk you through the installation.

During the installation you will be prompted to select if you would like to install Management, Point Of Sale or both. If you will be using AccuPOS Retail on a single computer choose to install both. If you have a network, choose to install only Management on the Back Office computer (where BusinessWorks® is installed) and only Point Of Sale on the front computers (the ones that will act as the cash registers). In either case you will start setup in Management.

2. SETUP DATABASE PATH

Select System and then Settings. Click on the Database Path button and browse to the "accupos.mdb" database file. If you installed AccuPOS in the default directory AccuPOS.mdb will be at "C:\Program Files\Attitude POSitive\"

3. REGISTER ACCUPOS RETAIL (skip if evaluating)

If you have not purchased AccuPOS Retail, it will default to a demo mode, and may be used for evaluation purposes only. Using a non-registered copy of AccuPOS Retail in a retail store is illegal. "Attitude POSitive" will appear on all receipts, it will not print Bar Codes and will expire 15 days from the day it was first installed. You must have a serial number to be able to register AccuPOS Retail. Uninstalling and reinstalling AccuPOS Retail for the purpose of extending the evaluation period will not work.

To register your copy of AccuPOS Retail, follow these steps:

1. From the Setup Menu in Management select Company Information and click on the Register button.

2. Enter the company name and address the way you would like it to print on the receipt (P.O. Boxes are not allowed, you must use the store's physical address)

NOTE: Make sure the company name and address are entered and spelled correctly. This information will print on your receipts. Changing the company name and address later will not be permitted.

3. Enter the serial number that was provided when you purchased AccuPOS Retail (it will be in your CD case).

4. If you have an internet connection, click on Register Online. You should receive a response with your registration code. You should write this number down and keep it for your records. *

5. Enter the registration number in the “Registration” field.

6. Click “Test” to make sure the number is valid. If you get the response “System Registration is Valid,” press “Update” and then “OK” to complete registration.

*If you do not have an internet connection or are unable to register online, click the “Register by Fax” button. This will print a hard copy of your registration. Print your name, date and sign the form and fax it to (310) 475-5747. You will get a registration number returned by fax within one business day.

4. SELECT ACCOUNTING INTERFACE

The next step is to define the path to the Adapter program that will transfer the sales information to BusinessWorks. In AccuPOS Management:

1. Select System>> Interface

2. Click on the AccuPOS Integrator radio button.

3. Click OK

NOTE: Only select AccuPOS Integrator. No other information is necessary. Do not fill in any other fields, they should be left blank.

5. IMPORT FROM ACCOUNTING

Your Inventory Item list must be imported from BusinessWorks® before you can perform any transactions in AccuPOS Retail. 

Before you can import from BusinessWorks® you must launch the AccuPOS Adapter.

1. Open AccuPOS Management, and select File>> Import from Accounting. 

2. Click OK and your inventory list will be imported from Businessworks.

6. SALES TAX AUTHORITIES AND CODES

There are two parts to the Sales Tax in AccuPOS Retail - Sales Tax Authorities and Sales Tax Codes. This allows you to charge the correct taxes for each item, while still being able to track each tax separately. Sales Tax Authorities in AccuPOS Retail needs to be setup with the exact same information as they were setup in BusinessWorks® (Step 2.

1. In the AccuPOS Management Module, click on Setup, and select Taxing Authorities. The following screen will appear:

2. In the ID field, enter the Sales tax ID you selected in BusinessWorks®.

3. Enter the name for this tax authority in the Name field.

4. Enter tax rate for this tax authority in the Rate field. (Example: two percent is 2.00, not .02)

5. Enter GL account number you selected for this tax authority in BusinessWorks®, in the GL Account filed.

6. Select "Add" to add and save.

NOTE: If your state requires more then one tax Authority, repeat step 1-6 to create additional Authorities.

7. From the Setup menu select Tax Codes. The following window should appear:

8. Enter the two-character abbreviation for your state within the Tax Code field, and click on New Code. (example: "CA" for California)

9. Select the tax authorities that you want included in your Tax Code from the list of Available Taxing Authorities (the right hand column) and move them to Contains Taxing Authority (the left hand column) by double clicking on the Tax Authority's name.

10. Click Update and Exit.

NOTE: As was mentioned earlier, you must create a Sales Tax code that contains a sales tax authority even if you do not charge sale tax. If you don't charge sales tax, use a 0% tax Authority, which will assess a rate of 0%.

7. DEFINE GL ACCOUNTS FOR TENDERING CODES

Now you must indicate what accounts you would like each tendering type to post to.

1. From the Setup menu select Tendering Codes

2. Using the pull down menu, select a tendering code. ("VI" for example)

3. In the button example, you will see the tender name. If you are planning on using this tender type, assign the GL account you would like this tender type to post to when BusinessWorks® gets updated. The account Class needs to be Posting, and the account Type Current Assets.

4. Repeat this step for all tender types, If you find a tender type that you will not be using, Delete it.

NOTE: The GL Account for Accounts Receivable needs to be of the type Accounts Receivable.

8. DEFINE TENDER SUMMARY ACCOUNT AND SALES TAX

1. From the Setup menu select Company Information.

2. Delete any text that is in the “Tender Summary Account” field. ("Undeposited Funds" by default)

3. Enter the account number you assigned for the Tender Summary account you created in BusinessWorks®.

4. In the “Sales Tax” field, use the drop-down menu to select the tax code you created earlier.

5. Click “OK”

You Are Done!

Using the Point Of Sale Operation Guide you may now process a couple of test transactions that will enable testing the compatibility between AccuPOS Retail and BusinessWorks. Once you have processed transactions, refer to the End Of Day Section below.

9. END OF DAY PROCEDURES

While you create your end of day/shift "Z" report, AccuPOS Management will automatically update BusinessWorks® by creating Issues to Inventory, Add or Update customer records, Post sales to Customer Accounts, update Sales Tax payable, Credit Inventory and Debit Cost Of Good Sold. Follow these procedures to update BusinessWorks:

1. After processing transactions using the POS module, Quit POS and using the Management module click on the Z button.

2. Using the pull down menu, select the till you used to process transactions (100 or 200, for example.)

3. In the Ending Cash field, enter the total of Checks and Cash you collected at the register (leave blank if evaluating.)

4. Click Reset

At this Point AccuPOS Retail will generate a Z end of day report that will show totals of tendering and tax collected and will at the same time update BusinessWorks® with sales information. During the update process you will notice a screen that will show you the progress of the update. If for any reason you get exceptions or errors, contact support immediately.