ACCUPOS RETAIL SETUP GUIDE
MAS 90/200 V3
PART 1 COMPANY SETUP
In order to use AccuPOS Retail and have it update MAS90/200
for inventory and accounting purposes, we ask that you setup your MAS90/200
Company file first. If you are installing MAS90/200 for the first time, please
consult your MAS90/200 Advisor or Sage customer support with questions
pertaining to accounting issues. This manual and AccuPOS Retail support staff
will only support issues that are required for AccuPOS Retail to operate
properly.
1. SETUP
INVENTORY, NON-INVENTORY AND SERVICE ITEMS
We know that setting up items for the first time can be a
time consuming task, but the good news is that you will only have to do it once. AccuPOS Retail will import your
item list from MAS90/200, there is no need to re-enter inventory information.
Set your items up like you would normally do following the
MAS90/200 instructions.
The following fields will be used at the Point Of Sale:
·
The item No. field
will be used to apply items item to transactions (unless an Alias is set up)
·
The first 25
characters of the description will be printed on the receipt
·
Std price will be
used as price level 1 in AccuPOS
Other than entering the item information using the existing
fields in MAS90/200 you might need to create some custom fields, please read on
to determine if you need to create these fields.
Using ALIAS field – If
Alias is not defined, AccuPOS will use the Item No. from MAS to apply items to
transactions. In some cases when the inventory is bar-coded, you may want to
reserve this field for a code that is different from the barcode. For example,
you may want the item no. field to be a manufacturer reorder code, on-line item
code etc. In this case you would need to create an Alias for the bar code information.
1.
Select General as the Type
2.
In the description type SKU
(must be all caps and no spaces)
3.
If your items are already
bar-coded, it is recommended that you scan the bar code number into the Alias
Item Number field. Scanning will help eliminate human error and works faster.
Just place your cursor in the "ALIAS" (or Item NO) field and scan the
existing barcode. For items that are not bar-coded assign a number manually, later
we will use these numbers to print bar codes or to setup buttons on the screen.
NOTE: Scanner must be keyboard
wedge or USB, to scan bar codes into MAS90/200
Remember, when assigning your own item codes:
A.
If you plan on printing bar-code
labels, we recommend using numbers only. AccuPOS always has a numeric keypad
available, introducing letters to the item code will require a keyboard to be
present in case the bar code can not be scanned.
B.
There is no need to use more
then 4-6 characters. The more characters the item code will contain, the more
space you would need on the label. If planning on printing on jewelry labels,
use no more then 4 digits.
C.
Item codes may not be longer the
20 characters, AccuPOS will skip them during the import routine.
D.
Although some may work, we do
not support special characters in the item code. If you must use them, you will
do so at your own risk.
Using TYPE field – If
type is not defined, AccuPOS will use the Product Line as the type. The type
field will be used in AccuPOS for the following.
1.
Percentage Discounts by type -
AccuPOS Retail will enable you to apply a percentage discount by type for a
user-defined period of time. For example, you may want to discount Chemicals by
10% till the end of the month.
2.
Quantity Pricing - AccuPOS
Retail will enable you to create X for N pricing by item type. For example, if
Campbell Soup sells for $4.00 each, you may want to sell 3 for $10.00 from 2/1/2007 to 2/15/2007.
3.
Alternate Taxing - AccuPOS
Retail will enable you to set different Sales Tax rates based on the item type.
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.
4.
Customized Reports – When using AccuPOS
Retail existing reports, generating reports using Crystal Reports or Microsoft
Access, you may filter sales information by item types.
5.
Food Stamps - AccuPOS Retail can
calculate a separate total amount that can be paid using food stamps. Which
items can be paid for with Food Stamps is based on the item type.
6.
Remote Printing – When using the
AccuPOS Remote Printing Module, you may define which items will print and where
they will print based on the item type.
7.
Follow on items – You may set
follow on items based on the item type. For example, you can set AccuPOS to
apply a CRV (Cash Redemption Value) anytime a CASH VALUE item type is sold.
Using CHOICES
field – Choices are usually used when an item needs to be
prepared as the customer places the order. The choice keys in AccuPOS will
allow you to provide pre set instructions as to how to prepare the order. For
example, if selling food, the customer may want to order a garden salad with
Italian dressing. In this case when setting the garden salad as an item, enter
SALAD in the choice field. Later, you can create a choice page called SALAD
that will contain all the possible add-ons salads may have.
To create the TYPE and/or CHOICES custom fields, use Inventory
Management Options and click on the Additional tab. The Category fields are used by AccuPOS for
the custom fields. It does not matter which category number you choose for
which field.
2. CREATE,
“POS” CUSTOMER
First, create a Salesperson number. Go to the Salesperson Maintenance window in
the Accounts Receivable, Setup folder, and type “0000” in the Salesperson
Number field.
Click Accept.
Then create a Customer called “POS” and assign 0000 as the
sales rep. If you are using Divisions, assign the POS customer to the division
that AccuPOS will report to. If you will be using AccuPOS in more then one
location for more then one division, create a POS customer for each one of the
divisions.
3. CREATE
“SALES TAX”
Go to Modules, Library Master, Common, and Sales Tax Class
Maintenance. Create each Tax Class that
will be used at the Point of Sale.
Click Accept.
From Sales Tax Code Maintenance, create your Sales Tax
Code. Then go to Tax Class and locate
the Tax Class you created. Now add the
Tax Rate, and do this for every Tax Class that applies, click OK after each
one.
When you are done, click Accept.
4. CREATE
“POS TAX” SCHEDULE
Go to Modules, Library Master, Common, and select Sales Tax
Schedule Maintenance.
Create the Sales Tax Schedule “POS TAX”. Now assign your tax code, click OK. Assign all Tax Codes that will be used at the
Point of Sale.
Click Accept when you are finished.
5. CREATE
PAYMENT TYPE “CASH”
Go to Modules, Accounts Receivable, and Setup. Double click Payment Type Maintenance, and
for Payment Type, put in CASH. You can
also put Cash for the Description. For
Type select Cash on Delivery, and also assign your Asset Account.
Then click Accept.
6. CREATE
“TENDER SUMMARY” ACCOUNT
The Tender Summary account enables AccuPOS Retail to summarize
and split the tendering totals by tender type coming from the Point Of Sale to
user defined accounts. AccuPOS Retail will post all tendering totals from the
Point Of Sale (in lump sums) to this account and then will automatically create
journal entries for each tendering type, transferring the funds to the account
of choice.
NOTE: Even if you
do not use the banking feature in MAS90/200, it is still recommended that you
setup a Tender Summary account.
Go to Account Maintenance.
Put in your account number, and “Tender Summary” in the description
field. In the Account Type drop down,
select “Other Assets”, and in the Cash Flows Code drop down, select “Cash”.
Now click Accept.
This account can be used as an audit trail account. At the
end of each day, after MAS90/200 is updated by the Point Of Sale and sales and
journal entries have been posted, check the account balance. If this account has
a Zero balance that means that sales and tendering where posted correctly. If
this account is either positive or negative there was a problem updating your
accounting software and you must contact your Dealer or Attitude POSitive
support team immediately.
Note: POS sales transactions will create Mas sales order
that will need to be posted to create invoices.
PART 2 ACCUPOS SETUP
7. INSTALLATION
If you have a CD, place it in the CD drive and select “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 whether
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 you may choose to install Management on the Back Office computer 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 process from AccuPOS management.
8. SETUP
DATABASE PATH
Open AccuPOS Management.
Select System, 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\.
If using AccuPOS on more then one computer, create and share
a folder on the computer that acts as your server. Then copy AccuPOS.mdb from
C:\Program Files\Attitude POSitive\ to the assigned folder and point AccuPOS
management to this folder.
9. 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. 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).
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, you may select Register On line, otherwise select Register by Fax.
5)
If you will be faxing the
registration, complete the form, select print.
Fax it to (310) 475-5747.
6)
If you clicked the Register On
line button, it will prompt you that the company information on the Register
screen is permanent and can not be changed, click yes. Once validated, do not forget to go through
the steps, you must click on Test, and Update, to be completely finished.
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.
10. Install
the Adapter
The adapter should only be installed on the computer
where you have MAS 90/200. If you have a
CD, place it in the CD Drive
and select install AccuPOS Adapter. If you downloaded from the web, double
click on the file (Adapter.exe) and it will walk you through the installation.
During the installation you will be prompted to
select the accounting package you will be using with AccuPOS, Select MAS 90/200.
11. IMPORT
JOBS
1) Go to MAS 90/200 and open your Visual Integrator.
2) Click on Main then Job Import.
3) Click on the File Listing button.
4) Browse to C:\Program Files\Attitude POSitive.
5) Select the ApJobsv3.exp file located in that directory.
6) Highlight job then press Add. Continue until all jobs are added.
7) After importing each job you must compile each one using
the VI Integrator.
8) Go back to the Main folder in the VI Integrator.
9) Select Job Listing Select Print or Preview
10) Print or write down each filename for every job. You will use these when you set up the
adapter in step 12.
12. SETUP
ADAPTER
NOTE: Open MAS90/200 before
launching the adapter.
1)
Go to Start, Programs, AccuPOS
Retail, AccuPOS Adapter, and click.
2)
When the Adapter opens, click on
Setup.
3)
Now click on the Path to
PVXWIN32.EXE, and select your company (example: C:\Program Files\Best\MAS90\HOME\ PVXWIN32.EXE).
4)
For Company ID, type in the
company ID you have in parenthesis in MAS90/200 on the bottom left side of the
screen.
5)
Version 3 users do not need to
enter an AccuPOS user password. Select
Mas90 Version 3X
6)
7)
Leave SKU as Not Used. Set the Type and Choices to the categories
you used in Step 1 of this guide.
8) Using the
job list you printed from MAS enter the filename for each job in the corresponding
fields of the adapter.
9)
Click Save.
REMEMBER:
The adapter must be running at all times for AccuPOS to communicate with
MAS90/200.
13. IMPORT INVENTORY
FROM ACCOUNTING TO ACCUPOS RETAIL
The item list must be imported from MAS90/200 before you can
perform any transactions using AccuPOS. Follow these steps to import the list.
1)
From the File menu, in AccuPOS
Management select Import from Accounting.
2)
Set Select Files to Import to
“Inventory”.
3) Click OK.
Depending on
the amount of items you have, this process may take a while. If you would like to check the status of the
import job, check the adapter.
14. IMPORT
CUSTOMER LIST FROM ACCOUNTING TO ACCUPOS RETAIL
1)
From the File menu, select Import
from Accounting.
2)
Set Select Files to Import to
“Customers”.
3)
Click OK.
Depending on
the amount of items you have, this process may take a while, if you would like
to check the status of the import job, check the adapter.
15. SETUP
SALES TAX AUTHORITIES
You must create taxing
authorities and codes in AccuPOS management using the same ID, Name, and GL
Account numbers as you did in MAS90/200. First, set up the Taxing Authorities:
1) From Management, choose Setup
>> Taxes >>Taxing Authorities
2) Enter the tax authority
code in the ID field (the same Tax
Code as in MAS 90/200.)
3) Enter the name for this
tax authority in the Name field (the same Description as in MAS
90/200.)
4) Enter the tax rate, in
the Rate field (the same Tax Rate
as in MAS 90/200.) Two percent is 2.00, not .02, and there is no need for
the "%" character.
5) Click Add to
save. Repeat steps 1-5 for all Taxing Authorities.
6) Click Exit.
16. SETUP
SALES TAX CODES
NOTE: Their must be a Sales Tax
Code that contains a sales tax authority even if you do not charge sale tax!
1) From Management, choose Setup
>> Taxes >> Tax
Codes
2)
Select POS TAX from the Tax Code
field.
3)
Select the tax items you created
in MAS90/200 for use by the Point Of Sale (example: State Tax) from the list of
Available Taxing Authorities (the right hand column) and move them to Contains
Taxing Authority (the left hand column).
You should only have the Taxing Authorities that you will be using on
the left. If you charge one tax (like
state tax) then only that (state) tax should be in the Contains Taxing
Authorities field.
Click
Update.
4)
From the Setup menu select
Company Information. Select the
Sales Tax Code that you created, from the Sales Tax Code pull-down menu.
17. DEFINE
TENDER SUMMARY ACCOUNT
From the Setup menu select Company Information.
The Tender Summary Account should be set to "Undeposited Funds" by default,
replace "Undeposited Funds" with the Tender Summary account you
assigned in MAS90/200 (use the same number format you used in MAS90/200)
18. DEFINE
WAREHOUSE AND DIVISION
Enter the warehouse where the POS
sales are to be posted in MAS90/200 in the Site Name field (example 0000). If
using divisions in MAS90/200 enter the warehouse code followed by the division
(example 0000-01) then click OK. If no division is entered 00 will be used as
default.
19. DEFINE
GL ACCOUNTS FOR TENDERING CODES
This
step will enable you to define the accounts that each tender code will post to
in MAS90/200 at the end of every shift when the Z end of shift is preformed. Do not set the tendering GL account to your bank
account as it will make reconciling extremely difficult. You need to create
temporary accounts (undeposited funds) that the funds will post to. This will enable the user to combine and make
the deposits in MAS90/200 as they happen choose.
For
example, you may want Cash and Checks to post to one account, and Visa/ Master
Card to another. At the end of every day, the user will be able to make two
transfers to the bank account, one for the Cash and Checks total and one for the
Visa/ Master Card total. Emulating the way the deposits are made in the bank will
make reconciling easy.
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. (“VISA” for example)
4) Assign
the GL Account you want your Tender Type to export to.
5) Click
Update to save the changes.
6) Repeat
these steps for any tender type(s) you have created GL Accounts for. If you find a tender type that you will not
be using AccuPOS Retail, you may delete it.
END
OF DAY PROCEDURES
20. UPDATING
SALES INFORMATION
At the end of every day/shift, in order to reset the funds
in the till and update MAS90/200 with the sales information, a "Z"
end of day/shift report must be generated. Follow these steps to "Z
out."
1)
Make sure that the till you want
to Z out is no longer in use at the POS station. Either log n using another till,, or quit
POS.
2)
From AccuPOS Management, click on
the Z button.
3) From the drop-down menu, select the
Cash Till you are “closing out”.
4)
Count the ending cash and check
amounts in your till and enter the total in the Ending Cash field.
5)
Click Reset.
When
the Z is preformed, several things will happen.
1.
A reset report
should appear that will show the totals for the shift.
2.
The
adapter will process the end of day data and update the accounting software
with the following.
A.
Add
and update customers from the Point Of Sale to MAS90/200 customer list.
B.
Create
one summarized Invoice Sales Order for all the transactions that where
processed at the Point Of Sale without having customers assigned to.
The customer name on this transaction will be POS. The deposit amount will equal the amount of
the transaction.
C.
Create
Individual Sales Order Invoice for transactions that where processed at the
Point Of Sale with customers assigned to. If the
transaction was paid for (any form of payment), the invoice will have full
deposit on it. If the transaction was tendered using the Customer Account
tender type, the transaction will appear without a deposit and will therefore
be due in the set amount of days.
D.
Add
journal entries from Tender Summary to user defined account of each tender code.
NOTE: If you are short or over, AccuPOS Retail will
not report the difference to MAS90/200, you will have to make an Over/Short
account in MAS90/200 and manually transfer the Over/Short amount to this
account befor you make your deposit.
At the end of each day it is necessary to check the Tender
Summary account in MAS90/200, which is used for audit trail purposes. The
account balance should remain zero ($0.00). Every day after your MAS90/200 is updated by
AccuPOS Retail Point Of Sale, and after you have posted the sales order created
by POS, you should check the balance of this account. If this account has a
Zero balance that means that everything posted correctly. If this account is
either positive or negative you must contact you Dealer or Attitude POSitive
support team immediately.