POS User Guide - Retail Management Hero

POS User Guide

Contact Information

Retail Management Hero

454 West Napa Street, Unit B

Sonoma, CA 95476

[email protected]

Contents

POS User Guide 1

Contents 2

Getting started 4

Starting POS and logging in 4

Logging out 6

Customizing the POS screen appearance 6

Navigating the POS user interface 7

Window bar 7

Custom Commands pane 8

Item lookup field 9

Keyboard 10

Function buttons 10

Other buttons 11

Working with the cash drawer 12

Entering opening cash amounts 13

Performing a cash drop 14

Performing a blind closeout 19

Entering closing cash amounts 20

Performing sales transactions 21

Adding items to a transaction 21

Tendering a sale 22

Canceling a transaction 24

Voiding a transaction 25

Processing returns 28

Working with vouchers 32

Selling vouchers 33

Checking a voucher balance 36

Redeeming a voucher 37

Reloading a gift card voucher 40

Refunding to a voucher 43

Generating reports 46

Viewing or printing X reports 47

Printing Z reports 49

Printing ZZ reports 49

About POS profiles 50

Glossary 52

Chapter 1

Getting started

You can use Retail Management Hero's POS for all point-of-sale functions in your

store. Cashiers can use POS to perform sales transactions1, accept different tender

types2, look up3 inventory, and more. POS can be configured to work with multiple

OPOS4 devices and payment providers5.

Starting POS and logging in

1. Double-click the RMH POS icon on the desktop.

2. Enter the User ID and Password and click Login.

1A transaction is any action at the register (using POS) that involves the entry of items from the store database, e.g., sales, returns.2The tender type is a monetary classification, e.g., cash, debit, credit.3A unique set of alphanumeric characters used to identify an item, e.g., barcode numbers if an item has a barcode.4OLE for Point of Sale (OPOS) is a standard that ensures that hardware and soft-ware is compatible. You can connect OPOS compatible hardware or peripherals, e.g., printers, pole displays, cash drawers, scales, and scanners, to registers run-ning POS.5A payment provider is responsible for collecting cash from authorized debit or credit card transactions and depositing it into the merchant account according to the settlement transactions submitted by the store.

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Getting started

Note: Your POS login screen may appear different from the image shown

above based on the version of POS you are using and any display settings

you have customized.

3. If this is the first time that the user is logging in to POS they will be prompted to

enter a new password.

Note: Any requirements for password complexity, e.g., the minimum pass-

word length and any special characters, is defined in Store Manager in

Setup | People & Security | Password Policy.

4. The POS transaction screen displays.

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Chapter 1

Note: You can configure store rules so POS opens to the Customer

Lookup screen if you want to prompt or require users to look up customers

for orders, quotes, or sales. Store rules are defined in Store Manager in

File | Configuration | Store rules | Customer options.

Logging out

For security reasons, users should always log out of POS before leaving the register

for a break, to help a customer in the store, or at the end of their shift. To log out of

POS, do one of the following:

n Press F9 on the keyboard; or

n Click Operations | Secure | Logout.

Customizing the POS screen appearance

In the window bar, do one or more of the following:

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Getting started

n Click the A icon to set the font size.

n Click the screen resolution drop-down to select a default resolution.

n Click the skin color drop-down to select a Dark or Light skin.

Navigating the POS user interface

Window bar

The top menu bar provides options for customizing the appearance of the POS screen.

It also displays important information such as the software version, the name of the

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Chapter 1

database1 POS is connected to, the register number assigned to the POS lane, the

User ID of the user logged in to POS, and the system time.

Custom Commands pane

The Custom Commands pane, on the right of the screen, displays any custom POS but-

tons that you have configured for your store. These can be a useful way to provide

access to third party integrations or any custom POS functions that you have built.

Note: Custom POS buttons are defined in Store Manager in Setup | Hard-

ware | Custom POS Buttons.

1A structured set of data that is stored and accessed by a computer software application. In relational databases, data is organized into tables that can be linked (related) based on a value that is common to each, e.g., a lookup ID or customer ID.

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Getting started

Item lookup field

Use the item lookup field, in the upper left of the screen, to search for items by lookup

code1, description, alias, department, category, or any combination.

For example, if your store has a category defined for bikes, you could type that in to the

item lookup field to find all items categorized as bikes.

1A unique set of alphanumeric characters used to identify an item, e.g., barcode numbers if an item has a barcode.

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Chapter 1

Select the applicable item(s) from the results list and click Select to add them to the

transaction screen.

Keyboard

With POS, you have the option to use either a physical keyboard or an onscreen key-

board. To display the onscreen keyboard, click the Keyboard arrow at the bottom left

corner of the screen to toggle the keyboard open or closed.

Function buttons

There are a number of function buttons at the bottom of the screen:

n Items

n Customers

n Taxes

n Transaction

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Getting started

n Orders

n Discounts

n Operations

Use these buttons to access related functions. For example, click Transaction to

access all of the functions related to performing a transaction.

Other buttons

There are three other buttons located in the top right corner of the screen.

Button Description

Indicates the current transaction mode. The default is Sale mode.

The icon will change depending on the type of transaction, e.g.,

Work Order.

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Chapter 1

Button Description

Changes the sort order of items that are added to the transaction.

If ascending is selected, new items are added at the bottom of the

list. If descending is selected, new items are added at the top of

the list.

Use this button to toggle roll up on or off. If roll up is on, if you scan

the same item at different times during the transaction (e.g., three

cans of Heinz beans scanned at different times during a grocery

checkout) the items are rolled up to one line in the list. If roll up is

off, each item displays on a separate line in the list.

Working with the cash drawer

To effectively manage each cash drawer1, you need to perform the following tasks

each day:

n Entering opening cash amounts

n Performing a cash drop

n Performing a blind closeout

n Entering closing cash amounts

1A electronic cash drawer is a cash drawer that is connected to the register via a cable. Typically, electronic cash drawers open automatically at the end of a trans-action.

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Entering opening cash amounts

Enter the opening cash amount in your cash drawer1 at the beginning of the day or at

the beginning of your shift.

1. Count all cash in the cash drawer and confirm it has the required opening amount

of cash, and in the denominations required to provide change for the most common

cash transactions.

2. On the POS transaction screen, click Operations | Batch | Enter Opening

Amounts.

Note: If opening cash amounts have already been entered, you will be

prompted to keep or overwrite the existing opening cash amounts. To enter

new opening cash amounts, click Yes.

3. Enter the opening cash amounts:

a. Click in the Cash field.

b. Click Calculator.

c. Enter the total amount for each denomination.


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Chapter 1

Note: You configure denominations when you set up tender types in Store

Manager. You define tender types in Setup | Financial | Tender Types.

d. Click OK.

4. Click OK. The POS lane is now ready to open and perform transactions.

Performing a cash drop

It is best practice to skim excess cash from cash drawers and perform cash drops1 to

the store safe or another secure location as needed throughout the day. This reduces

the store's exposure to the risk of theft.

1Excess cash that is removed from a cash drawer and put in the store's safe until the register is reconciled at the end of the cashier's shift.

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When you perform a cash drop1 the amount is included in your total sales for the day

and will display on your Z report2.

Note: To perform cash drops3, the cashier or sales person must have the

Allowed to perform Drops and Pay Outs right. You define this right in

Store Manager in Setup | People & Security | POS User Roles.

To perform a cash drop:

1. On the POS transaction screen, click Operations | Cash | Cash drop.

2. In the Amount field, enter the amount of cash that you are skimming from the cash

drawer and dropping to the store safe.

1Excess cash that is removed from a cash drawer and put in the store's safe until the register is reconciled at the end of the cashier's shift.2A Z report is similar to an X report because it displays current sales statistics for a register. However, running a Z report closes the batch. You should only run a Z report once a day. Most stores run a Z report at store closing.3Excess cash that is removed from a cash drawer and put in the store's safe until the register is reconciled at the end of the cashier's shift.

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Chapter 1

3. Click the Search icon next to the Reason Code field, select the appropriate reason

code from the list, and click OK.

4. In the Comment field, type an applicable comment, e.g., Cash drop $1500.

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5. Click OK.

6. Enter the drop denominations:




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Chapter 1

d. Click OK.

7. Click OK.

8. Click Close. The cash drawer will open. Remove the total amount of the cash drop,

in the denominations you specified, from the cash drawer.

9. Click Yes to print the receipt. Follow your store's operating procedures for dropping

the cash in the store safe or another secure location.

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Performing a blind closeout

For security reasons, the best practice for counting cash drawers1 is to remove them

from the POS lane and count them out of the sight of customers - preferably in a secure

back office. If this is the practice in your store, you will perform a blind closeout2 at

the end of your shift, remove your cash drawer, log out of POS, and then take your

cash drawer to a secure location to count it.

To perform a blind closeout:

1. On the POS transaction screen, click Operations | Batch | Blind Closeout.

1A electronic cash drawer is a cash drawer that is connected to the register via a cable. Typically, electronic cash drawers open automatically at the end of a trans-action.2A blind closeout is the process of closing a batch at a register without running a Z report. Typically, cashiers will perform a blind closeout at the register at the end of their shift and then take their cash drawer to the back office where they can bal-ance their cash drawer and complete the closing process out of sight of customers.

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2. Click Yes to confirm that you want to continue with the blind closeout.

3. Click Close. The cash drawer will open. Remove your cash drawer.

4. Log out of POS.

5. Follow your store's procedures for counting your cash drawer, entering closing

cash amounts, and generating X reports and Z reports.

Entering closing cash amounts

Enter the closing cash amount in the cash drawer1 for each POS lane at the end of the

day or at the end of the cashier's or sales person's shift.

1. Count all cash in the cash drawer:

a. Write down how much cash you have in the various denominations.

b. Calculate the total amount of cash in the cash drawer.

2. On the POS transaction screen, click Operations | Batch | Enter Closing

Amounts.

3. Enter the closing cash amounts:





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Performing sales transactions

d. Click OK:

4. Click OK. The POS lane is now ready to close.

Note: You can set up over/short limits (by amount or percent) for users in

Store Manager if you want the system to calculate whether a cashier's or

sales person's closing cash amounts are over or short. You define this in

Setup | People & Security | Users. If the user is over or short an error dis-

plays when you print the Z report.


Adding items to a transaction

Depending on the equipment used in your store, you can add items to a transaction1

by:

1A transaction is any action at the register (using POS) that involves the entry of items from the store database, e.g., sales, returns.

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Chapter 1

n Using the bar code1 scanner; or

n Entering a lookup code2 into the lookup field; or

n Entering a search term into the lookup field and selecting an item or items from

the results.

Tip: You can also press F12 to display a list of all items in the store's data-

base3 and scroll through the list until you find the relevant item. However,

for stores with a large inventory this may not be a practical way to add items

to a transaction.

Tendering a sale

After you have entered all of the items to the transaction4 you can tender the sale

(also known as accepting payment).

1. Click Transaction | Tender Sale or press F12.

2. On the Tender screen, enter the tender amount next to the relevant tender type.

1A code that can be read by a scanning device. The bars that make up the barcode represent a series of numbers.2A unique set of alphanumeric characters used to identify an item, e.g., barcode numbers if an item has a barcode.3A structured set of data that is stored and accessed by a computer software application. In relational databases, data is organized into tables that can be linked (related) based on a value that is common to each, e.g., a lookup ID or customer ID.4A transaction is any action at the register (using POS) that involves the entry of items from the store database, e.g., sales, returns.

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You can accept more than one tender type for a transaction. For example, a cus-

tomer may pay for a larger transaction using a combination of cash and credit card:

Tip: If the customer is paying the entire amount using one tender type, you

do not have to type the amount out. Instead, click in the amount field next to

the appropriate tender type and press + on the keyboard. POS auto-

matically enters the full amount of the transaction for that tender type.

3. Click OK.

4. Click Yes to print the receipt.

5. Click Yes or No when prompted to print a gift receipt.

6. Click Close.

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Chapter 1

Canceling a transaction

You can cancel a transaction1 at any time during the transaction process.

Pre-requisites: You must have the Allowed to abort transactions right to cancel

a transaction that is in progress. You define this right in Store Manager in Setup |

People & Security | POS User Roles. You cannot cancel a transaction if you

have already completed it by tendering the sale. If this happens you need to void

the sale instead. Follow your store's policies and procedures for canceling trans-

actions.


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1. Do one of the following:

n Press Esc

n Press F8

2. Click Yes to confirm you want to cancel the transaction.

3. If you are prompted for a reason code1, on the Reason Code screen, select the

appropriate reason for canceling the transaction and click OK.

4. Click Yes or No to print a receipt.

5. Click Close.

Voiding a transaction

Sometimes you will need to void a transaction2 after you complete it. For example,

you might void a transaction if the customer realizes they used the wrong tender type3

and wants to void the transaction so they can use a different tender type.

Pre-requisites: Follow your store's policies and procedures for voiding trans-

actions.

1. On the POS transaction screen, click Transaction | Recall Transaction | Recall

for Void.

2. On the Recall for Void screen, select the transaction you want to void.

1A reason code is a pre-defined list of explanations for a specific action, e.g., price correction, cancelled sale, staff discount, etc.2A transaction is any action at the register (using POS) that involves the entry of items from the store database, e.g., sales, returns.3The tender type is a monetary classification, e.g., cash, debit, credit.

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Chapter 1

3. Click Add.

4. On the Select Reason Code screen, select the appropriate reason code1 for void-

ing the transaction and click OK.

5. Enter the tender amounts that were processed for the transaction.

Note: You cannot edit any transaction information when you void trans-

actions. The entire transaction is voided as-is. If you need to edit a trans-

action, e.g., deleting items or editing quantities, you should recall the

transaction for return.

The tender amounts appear as negative (refund) amounts, either with a minus sign

in front of the amount or with parentheses around the amount.

6. Click OK.

1A reason code is a pre-defined list of explanations for a specific action, e.g., price correction, cancelled sale, staff discount, etc.

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7. Click Yes to print a receipt.

8. Click Close.

Note: Voided debit card transactions are processed as returns. This is

because the funds have already been deducted from the customer’s bank

account and cannot be voided.

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Chapter 1

Processing returns

Sometimes you will need to process a return on a transaction1 after you complete it.

For example, you or the customer might realize that the wrong item was added or the

quantity of an item was entered incorrectly.

Pre-requisites: Follow your store's policies and procedures for processing

returns.

1. On the POS transaction screen, click Transaction | Recall Transaction | Recall

for Return.

2. On the Recall for Return screen, do one of the following:

n If the transaction was completed recently, scroll down and select the transaction

number from the list; or

n If the transaction was not completed recently, do one of the following:

o Enter the transaction number from the customer's receipt into the lookup

field and press Enter; or

o Enter the customer's name, phone number, or any combination and press

Enter to search for the customer's list of transactions.


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3. Click Add.

4. If you are prompted for a reason code1, on the Select Reason Code screen,

select the appropriate reason for the return and click OK.

5. On the POS transaction screen, the items that were purchased in the recalled trans-

action are listed in red. Do one of the following:

n If the customer wants to return a specific item or items, click the check box next

to the items. It there are multiple items in the transaction, scroll through the entire

list to confirm that you have selected the correct item or items.

1A reason code is a pre-defined list of explanations for a specific action, e.g., price correction, cancelled sale, staff discount, etc.

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Chapter 1

n If the customer wants to return all items, click the check box at the top of the

check box column. This will automatically select all items in the transaction.

n If the customer purchased a quantity of a specific item, e.g., four packs of beer,

and wants to return a portion of that quantity, click the check box beside the item

and click Action. Use the + and - keys to indicate what quantity the customer

wants to return and click OK.

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6. Click Transaction | Tender Sale.


Follow your store policy about tendering returns. In most stores, you must use the

original transaction tender for returns, e.g., if the customer used a VISA card end-

ing in 1234 as the tender you must use the same card when tendering the return.

Tip: If the customer is paying the entire amount using one tender type, you

do not have to type the amount out. Instead, click in the amount field next to

the appropriate tender type and press + on the keyboard. POS auto-

matically enters the full amount of the transaction for that tender type.

8. Click OK.

9. Click Yes to print a receipt.

10. Click Close.

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Chapter 1

Working with vouchers

Vouchers1 can include gift certificates and gift cards. Gift certificates are typically prin-

ted on paper or card stock. Gift cards are typically plastic cards that have a bar code2

or magnetic stripe.

Customers purchase vouchers as a form of prepayment for items or services. Cus-

tomers typically purchase vouchers as gifts and give them to other people to use. A

customer who has a valid voucher can spend any amount up to the voucher's full bal-

ance.

1A voucher is an item that acts as a gift card or gift certificate.2A code that can be read by a scanning device. The bars that make up the barcode represent a series of numbers.

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When a customer spends the full balance of a gift certificate, the gift certificate is typ-

ically collected by the store and disposed of at a later date. When a customer spends

the full balance of a gift card they have the option of reusing the gift card by reloading it

with another amount of money.

While it is possible to set an expiration date for vouchers, check your local laws before

setting up expiration dates. In some states, provinces, or countries it is illegal to set

expiration dates for vouchers.

Note: Voucher expiration dates are set up in Store Manager. You define

voucher expiration dates in File | Configuration | Tender.

Vouchers are both an item that you sell and a tender type that you accept in Store Man-

ager. You must set up both before you can sell or accept vouchers in your store.

Note: You set up vouchers are standard items in Merchandising | Items.

You set up vouchers as a tender type in Setup | Financial | Tender Types.

Vouchers are typically not taxable items when they are sold. Instead, taxes are usually

deducted from the voucher balance when the voucher is used to purchase items or ser-

vices in your store. Check your local laws and apply taxes as appropriate for your loc-

ale.

Selling vouchers


n Use a bar code scanner to scan the bar code; or

n Enter the appropriate lookup code into the lookup field.

2. If the voucher has a serial number, do one of the following:

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Chapter 1

n Enter the serial number into the lookup field and either click the Search icon or

press Enter; or

n Scroll through the list of serial numbers and select the correct one.

3. Click Select. The voucher is listed as an item on the POS transaction screen.

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Note: If your store sells vouchers for predefined amounts, e.g., $10, $25,

$50, that amount displays in the Price column.

4. If prompted, enter the voucher amount.

5. Add other items to the transaction as required.



8. Click OK.



11. Click Close.

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Chapter 1

Checking a voucher balance


n Click Transaction | Check Voucher Balance.

n Press Ctrl-Shift-F3 on the keyboard.

2. In the Number field, enter the voucher number.

Tip: The voucher number is included in the sales receipt.

3. Click the Search icon or press Enter. The current balance displays:

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4. If desired, click Details to see the transaction number and date the voucher was

purchased.

You can also press the Details button to view the transaction history details for that

voucher.

Redeeming a voucher

After you sell a voucher (gift card, gift certificate), the customer can then use it for pur-

chasing items in your store. Ring up the voucher just like a serialized item, however,

use the voucher tender type to tender the sale.

1. On the POS transaction screen, add the items the customer wants to purchase.


3. On the Tender screen, enter the voucher amount the customer wants to redeem in

the voucher tender type.

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Chapter 1

Note: The customer can redeem a portion of the voucher or the full voucher

limit.

4. Click OK.

5. If your store sells more than one type of voucher, on the Select Voucher Item

screen select the type of voucher the customer is presenting and click Select.

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6. On the Voucher Verification screen, in the Number field, enter the voucher num-

ber.

7. Click Search or press Enter.

8. Click Select.

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Chapter 1



11. Click Close. The receipt shows the voucher number, previous balance, and new

balance.

Reloading a gift card voucher

Pre-requisites: You can only reload (add money to) a voucher that has been

already sold.

1. On the POS transaction screen, do one of the following:

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n Use a bar code scanner to scan the bar code; or

n Enter the appropriate lookup code into the lookup field.

2. On the Select Serial Number screen, click the check box beside Show Sold

Serial.


n Enter the serial number into the lookup field and either click the Search icon or

press Enter; or

n Scroll through the list of serial numbers and select the correct one.

4. Click Select.

5. Click Yes to confirm you want to add money to the voucher.

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Chapter 1

6. On the Enter Price screen, enter the amount of money you want to add to the

voucher and click OK.

7. Add other items to the transaction as required.


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10. Click OK.



13. Click Close. The receipt shows the new balance:

Refunding to a voucher

Some stores have a policy of refunding to a voucher when a customer returns an item.

You can refund to a new voucher or to an existing voucher.

1. Process the return up to the point of tendering the sale.

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Chapter 1

Refer to the Processing returns procedure in Performing sales transactions.

2. Enter the refund amount in the voucher tender type.

Note: You can enter the full refund amount in the voucher tender type or a

portion of the refund amount. Follow your store's policies and procedures

for refunds.

3. Click OK.

4. If your store sells more than one type of voucher, on the Select Voucher Item

screen select the type of voucher the customer is presenting and click Select.

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5. On the Voucher Refund Verification screen, select one of the following:

n Create new to load the refund amount on a new voucher; or

n Refund to existing to load the refund amount on an existing voucher.

6. If you are refunding to a new voucher, if prompted, enter the voucher number

7. If you are refunding to an existing voucher, in the Existing Number field, enter the

voucher number and click Search or press Enter.

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Chapter 1

8. Click Select.



11. Click Close. The receipt shows the new balance.

Generating reports

There are three reports available to print from POS:

n X report: Displays up-to-the-minute sales for the POS lane. Generating an X

report does not close the current batch1. It is typically generated throughout the

1Store Manager uses batches to export data to external accounting software applications. A unique batch number is assigned to each register when it is opened. This batch remains open until you run a Z report to close the register. You can then post the information in the closed batch to an external file that can be imported into your accounting software.

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Generating reports

day to check on sales.

n Z report: Similar to the X report, the Z report displays up-to-the-minute sales for

the POS lane. It is typically generated at the end of a shift or daily at closing time.

Generating a Z report closes the current batch1.

n ZZ report: Similar to the Z report, the ZZ report displays sales for the POS lane.

However, it includes sales from all of the Z reports generated since the last ZZ

report. Printing the ZZ report closes the current batch2 number and opens the

next available batch number.

Troubleshooting: If you cannot view or print reports, check whether the

XReport.xml report template is defined in the receipt format assigned to

that register.

Viewing or printing X reports

1. On the POS transaction screen, click Operations | Batch and select one of the fol-

lowing:

n View X-Report; or

n Print X-Report.

2. If you are viewing the X report, use the scroll bar to review the relevant sections of

the report, and then click Close.

1Store Manager uses batches to export data to external accounting software applications. A unique batch number is assigned to each register when it is opened. This batch remains open until you run a Z report to close the register. You can then post the information in the closed batch to an external file that can be imported into your accounting software.2Store Manager uses batches to export data to external accounting software applications. A unique batch number is assigned to each register when it is opened. This batch remains open until you run a Z report to close the register. You can then post the information in the closed batch to an external file that can be imported into your accounting software.

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Chapter 1

3. If you are printing the report, click Yes.

4. Click Close. Review the relevant sections of the printed report.

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Generating reports

Printing Z reports

Pre-requisites: Enter opening and closing amounts before you print a Z report.

1. On the POS transaction screen, click Operations | Batch | Print Z-Report.

2. Click Yes to print the report.

3. Click Close.

Printing ZZ reports

Pre-requisites: Enter opening and closing amounts before you print a ZZ report.

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Chapter 1

1. On the POS transaction screen, click Operations | Batch | Print ZZ-Report.

2. Click Yes to print the report.

3. Click Close.

About POS profiles

POS profiles control specific aspects of the POS display and behavior.

Some of the things that POS profile control include:

n How long a POS lane can be idle before the user is automatically logged off;

n The maximum number of rows to display, e.g., when you search for an item;

n Whether to display a details row for each item;

n Whether to display an integrated web browser in POS;

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About POS profiles

n Whether to enable integrated payment;

n Whether to display Weights and Measures information on the POS login screen.

Note: POS profiles are defined in Store Manager in Setup | Hardware |

POS Profiles. You can assign a POS profile to a specific POS lane in Store

Manager in Setup | Hardware | Register List.

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Glossary

A

acceleratorsA mechanism for multiplying collected loyalty points.

ARThe accounts receivable (AR) is money that is owed to a company by a customer who received products and services that were provided on credit.

assembly itemAn assembly item is composed of items that are bundled or assembled into a pack-age and sold under a separate lookup code, e.g., a gaming package with a con-troller, console, and game, or a cell phone contract that includes a specific cell phone. When a customer purchases an assembly item, the in-stock quantity of the individual assembly components is updated in the store database. More import-antly, the cashier can change the quantity, price, or taxes of individual assembly components, e.g., the cashier can add or remove components and both the in-stock quantity of the components and the price of the assembly item are auto-matically adjusted.

B

back orderAn order for an item that is currently out-of-stock.

backupA copy of a file, such as the store database, that is created in case the original file is damaged or deleted. Stores should backup their database every day.

bar codeA code that can be read by a scanning device. The bars that make up the barcode represent a series of numbers.

batchStore Manager uses batches to export data to external accounting software applic-ations. A unique batch number is assigned to each register when it is opened. This batch remains open until you run a Z report to close the register. You can then post the information in the closed batch to an external file that can be imported into your accounting software.

billing cycleThe period of time between billings for products or services, e.g., a month.

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Glossary

bin locationThe location in the store where an item is stored.

blind closeoutA blind closeout is the process of closing a batch at a register without running a Z report. Typically, cashiers will perform a blind closeout at the register at the end of their shift and then take their cash drawer to the back office where they can bal-ance their cash drawer and complete the closing process out of sight of cus-tomers.

buy X and get Y for ZA type of discount where a customer buys a specified quantity of items ("X") at full price and then gets a specified number of items ("Y") for free or at a discounted price, e.g., BOGO or "buy one get one" free discounts.

C

cash drawerA electronic cash drawer is a cash drawer that is connected to the register via a cable. Typically, electronic cash drawers open automatically at the end of a trans-action.

child itemA child item is an item that can either be sold singly or in a specific quantity within a parent item, e.g., 24 single bottles of water (child) in a case (parent). When the on-hand quantity of the single item is depleted, the parent item can be opened up to add the single items to the quantity on-hand.

collection scheduleA set of rules which determines how the points are collected.

committedA value that represents the quantity of an item that has been back ordered or work ordered. This value does not represent what is currently in-stock.

conversion rateThe ratio between two currencies, e.g., 1:2, which indicates how much of one cur-rency is needed to exchange for the equivalent value of another currency. Store Manager uses the conversion rate to convert the local currency used by the store to a foreign currency.

customer groupA group of customers to which collection or redemption apply. Consists of indi-vidual customer accounts.

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D

databaseA structured set of data that is stored and accessed by a computer software applic-ation. In relational databases, data is organized into tables that can be linked (related) based on a value that is common to each, e.g., a lookup ID or customer ID.

dropExcess cash that is removed from a cash drawer and put in the store's safe until the register is reconciled at the end of the cashier's shift.

E

EANThe European Article Number (EAN) is an international numbering and barcode standard used to identify a specific item that is sold in a specific packaging con-figuration by a specific manufacturer.

exchange rateThe rate, e.g., 1.35, at which one country's currency can be exchanged for another currency. Store Manager uses the exchange rate to convert any amounts tendered in foreign currencies to the local currency.

F

fieldA field in a computer software application is a drop-down, checkbox, or text box where you can select pre-defined values (drop-down or checkbox) or enter text (text box). Field data is stored in a database record.

G

GLThe general ledger (GL) is a book that summarizes all of a company's financial transactions through offsetting debit and credit accounts.

GSTGoods and Services Tax (GST) is a value added tax. Countries that charge GST include Canada, the UK, France, Spain, Italy, Vietnam, Singapore, South Korea, and India.

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Glossary

I

incentive groupA group of items to which collection or redemption may apply. An incentive group may contain individual items, or entire departments and categories.

Inventory WizardIn Store Manager, the Inventory Wizard is a tool you can use to make bulk changes to items in your store database, e.g., change the item price, cost, reorder information, or sales tax, or apply discounts.

J

journalThe journal is a closed Z report that contains all of the sales transactions for a register that have occurred since the last Z report was run.

K

kit itemKit items contain other items that are in the store database but are only sold as one item, e.g., a first aid kit. Kit items are sold as standard items. Kit items and assembly items are not the same. When a customer purchases a kit item, the in-stock quantity of the individual kit components do not change in the store data-base. In addition, the cashier cannot change the quantity, price, or taxes of indi-vidual kit components.

L

Label DesignerIn Store Manager, the Label Designer is a tool you can use to create templates for your own labels, e.g., add graphics and custom text.

Label WizardIn Store Manager, the Label Wizard is a tool that you can use to select a template, enter filter criteria to select items, and then print the required number of labels for those items.

landed costStore Manager can automatically calculate the landed cost for each item received through purchase orders and inventory transfers. The landed cost of an item is the sum of the item's cost, tax, shipping, and other fees. You can specify the default cost distribution method that RMH Store Manager uses when items are received: Quantity, Value, or Manual.

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layawayLayaway is a process where a customer pays for an item (or items) in increments. The customer only receives the item when it has been fully paid for. The customer typically pays a minimum deposit on the item to place it on layaway.

lookup codeA unique set of alphanumeric characters used to identify an item, e.g., barcode numbers if an item has a barcode.

lot matrix itemA lot matrix item is composed of items that are packaged in different quantities and have different prices based on the quantity purchases, e.g., a can of beer that may be sold individually, or in 6-pack, 12-pack, or 24-pack quantities. Lot matrix items typically have the same lookup code but have different prices that cor-respond to the lot size (e.g., package quantity).

loyalty batchA complete set of the loyalty transactions - between the first instance of collecting the points, and redemption (full or partial).

loyalty pointsA mechanism of collecting loyalty value. Depending on the collection, type may be awarded based on the purchased items price, quantity, or on the transaction sub-total.

loyalty programA combination of the collection schedule and redemption schedule with some optional parameters (such as effective dates).

M

matrix itemA matrix item is composed of items that are essentially the same, e.g., t-shirts or pants, but vary in one or two ways like size or color. These items, or components, typically have the same lookup code, description, and price as the matrix item. However, you have the option of setting up unique lookup codes, descriptions, and prices for each component. You can define up to three dimensions, e.g., size or color, to differentiate between components in the matrix. Within each dimension you can define several attributes, e.g., XS, S, M, L, XL, XXL, XXXL.

merchant accountA merchant account is a special business account set up to process debit and credit card transactions. It is not a normal bank account. Its sole purpose is to pro-cess debit and credit card transactions and deposit those funds into the store's checking account, minus any transaction fees.

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Glossary

mix and matchA type of discount where the customer can buy a specified quantity of items (the same item or similar items) for a discounted price, e.g., you have candy bars A, B, and C that you normally sell for $.85/ea. but you set up a mix and match discount where the customer can buy three of those candy bars, in any combination, for $1.99.

MPQThe master pack quantity (MPQ) is the pack quantity of an item that you order from the supplier, e.g., if you order an item in packages of 24 you would enter 24 as the MPQ. If you enter an MPQ for an item, Store Manager automatically orders the specified pack quantity, or if the amount ordered is not a multiple of the spe-cified MPQ, Store Manager automatically rounds up the order to the next MPQ, e.g., if you defined an MPQ of 24 for the item but order 36, Store Manager auto-matically rounds the order up to 48 (24 x 2).

N

net displayA net display is a monitor, usually connected to a register, where you can display product photos, multimedia advertisements, or websites.

New Item WizardThe New Item Wizard is a tool that you can use to add items and their components to the store database. The New Item Wizard is particularly useful for adding mat-rix, lot matrix, and assembly items to the store database.

no saleIn POS, a no sale is a type of transaction that allows the cashier to open the cash drawer without completing a sale. In Store Manager, you can control whether cashiers are allowed to enter a no sale. If they are allowed to enter a no sale, you can require a reason code and printed receipt.

O

on holdAn on hold transaction is on that has not been completed. It has been saved for retrieval and completion at a later time. When an on hold transaction is retrieved, it appears in the state it was in when it was saved.

open upWhen the on-hand quantity of a single (child) item is depleted, you can use Store Manager to open up the parent item and add the quantity of child items to the on-hand quantity for the single item, e.g, you open up a case of 24 bottles of water so you can sell the 24 bottles of water individually as single items. This is also known

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as breaking. It is a useful way to extract single items from carton or case invent-ories.

OPOSOLE for Point of Sale (OPOS) is a standard that ensures that hardware and soft-ware is compatible. You can connect OPOS compatible hardware or peripherals, e.g., printers, pole displays, cash drawers, scales, and scanners, to registers run-ning POS.

P

parent itemA parent item contains a set quantity of a single item, e.g., a case (parent item) of 24 bottles of water (single or child items). When the on-hand quantity of the single item is depleted, the parent item can be opened up to add the single items to the quantity on-hand.

payment providerA payment provider is responsible for collecting cash from authorized debit or credit card transactions and depositing it into the merchant account according to the settlement transactions submitted by the store.

peripheralA peripheral is a device, e.g., printer, scale, scanner, that is plugged in to a com-puter.

POA purchase order (PO) is an order for specific items that is placed with a supplier.

R

reason codeA reason code is a pre-defined list of explanations for a specific action, e.g., price correction, cancelled sale, staff discount, etc.

redemption scheduleA set of rules which determines how the points are redeemed.

reorder pointThe reorder point is the mimimum number of items you can have on-hand before you should place a PO with the supplier to reorder the item.

restock levelThe restock level is the quantity of an item that you want to have in stock. Store Manager uses the restock level to computer the quantity of the item to order when you generate a PO for the item.

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Glossary

reward transactionA sales transaction in which the collected loyalty value is being redeemed.

roleIn Store Manager, you create roles for different employee functions in the store (e.g., manager, cashier, sales representative) and assign specific privileges or rights to the role. When you create a user account for a new employee you assign a role to the user account, and then customize their privileges or rights as required.

S

sales quoteA sales quote contains a list of items that the store or sales representative is will-ing to sell for the price specified in the quote. A sales quote is typically only valid for a limited period of time, e.g., two weeks.

serial numberA serial number is a unique identifier assigned to an item. It is typically a sequen-tial or incremented number, e.g., 1, 2, 3, 4.

serialized itemA serialized item has a unique serial number assigned to it. Store Manager can track the purchase of serialized items by serial number.

settlementSettlement is a process where the store sends authorized debit or credit card transactions to the acquiring bank to be processed. The acquiring bank then "pur-chases" the transactions and deposits cash in the store's bank account.

T

tag along itemA tag along item is sold along with another item. When the other item is rung up at the register, the tag along item is automatically added to the sale.

tare weightThe tare weight is the extra weight accompanying an item that is not included in the item's weight when the sale price of the weighted item is calculated, e.g., pack-aging.

tender typeThe tender type is a monetary classification, e.g., cash, debit, credit.

transactionA transaction is any action at the register (using POS) that involves the entry of items from the store database, e.g., sales, returns.

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U

UPCA universal product code (UPC) is a type of code printed on item packaging that identifies the item. The code has two parts: a scannable barcode and a 12-digit number located beneath the barcode.

URLA universal resource locator (URL) is a website address, e.g., http://www.rmh-pos.com

user accountA user account is required to log in to Central Manager, Store Manager, Loyalty, or POS. Every employee should have their own unique user account.

V

VATValue added tax (VAT) is a type of tax that is levied on the price of a product or ser-vice. It is typically applied to items when they are rung up at the register (the point-of-sale). Stores that charge VAT must have a VAT account with the government so they can both submit VAT that they collected from customers and request credit for VAT they paid for products and services.

voucherA voucher is an item that acts as a gift card or gift certificate.

W

weighted itemA weighted item is an item whose sale price at the register (the point-of-sale) is determined by its weight. The cashier must input the weight of the item manually or through an electronic scale. The item may have an associated tare weight.

work orderA work order is a type of transaction that is saved so it can be retrieved and com-pleted at a later time. A deposit is typically collected from the customer for work orders.

X

X reportAn X report is a report that displays current sales statistics for a register. Running an X report does not close the batch; it only displays sales information.

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Glossary

XMLExtensible markup language (XML) is a way of formatting data so it is easy to dis-tribute across networks or between computer software applications.

Z

Z reportA Z report is similar to an X report because it displays current sales statistics for a register. However, running a Z report closes the batch. You should only run a Z report once a day. Most stores run a Z report at store closing.

ZZ reportA ZZ report is similar to a Z report. However, it is a report on all of the Z reports that were generated since the last ZZ report.

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POS User Guide - Retail Management Hero

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