Vinron

Software Solutions for the Dry Cleaning & Laundry Industries

User Manual

2007

ABOUT THIS MANUAL

The following manual is designed as a reference tool for all Shop Front users. It contains up to date information on this system. The manual is broken in to three separate areas;

SECTION 1. Contains information for all users of Shop Front

SECTION 2. Contains Middle Management Information

SECTION 3. Contains Upper Level Management Information

All areas are listed in the index, however those from section 2 or section 3 may not appear in all shop staff manuals. This is so Managers can determine how much ‘Management’ information non-management staff have access to.

It is not essential to know any information listed in the management section to efficiently use the Soft Warehouse Shop Front System.

This manual contains easy to use ‘CUE CARDS’ for each function you wish to try. Listed below each cue card is a more detailed paragraph which complements the cue cards. This paragraph will be in smaller print.

This system is constantly being updated and added to. If there are any new features you would especially like to see in future updates, or have any questions, please call us on 9360 0200 or 9583 5766.

SECTION 1 - ALL SHOP FRONT USERS

CONTENTS

Adjustments - Open Till

Messages - Open Till 

Sample Adjustment Sheet

Benefits of the system

Touch Systems

Entering a Docket

Changing Items-Prices

Customers

Altering Information

Customer Code

Customer changes phone number

Dockets - Looking at all for a customer 

Dollar Value of Customers

Entering with Phone Book

Entering Manually

Finding Customer by Name

Flagging a Customer 

Flagging a Customer - Messages

Printing out dockets for a customer-history

Disclaimers - Entering and Typing your own 

Disclaimers - List 

Discounts - Manual

Dockets

Adding more than 9 items

Adding to a docket

Looking at customer dockets

Part Payment of a docket

Phone number changes for customer 

Pre Payment of a docket

Printing out all for a customer

Printing all dockets - recent only

Re Printing a docket

Re-printing dockets & tags

Ringing off a docket (with ticket)

Ringing off a docket (without a ticket)

Ringing off more than one order 

What is on an order

Writing a docket

Errors - Fixing Mistakes

After writing a docket

Entering a Item

Entering a phone number

Item Tags - Ticketing 

Items - Entering

Adding more than 9 items

Barcoding Items

Coupons/Gift Vouchers

Curtains

Furnishings

Laundry

Leathers & Suedes

Re-do’s

Repairs - Repair and Clean -Method 1&2

Retail Items

Vouchers

Keyboard - KSI Keyboard

Keyboard - SWH Keypad

Operation of the System 

Other Items / Odd Items

Password

Phone Book

Racking

Automatic racking - hanging/non hanging

Main Program Racking

Mobile Racks

Ticketing

Time Clock (logging on and off)

Upcharges

Void

SHOP FRONT SYSTEM FROM SOFT WAREHOUSE

The benefits of this system;

Remembers the Customer’s information

Name and Address

Phone Number

Special Requirements (eg: VIP)

Remembers the dockets information for as long as your system can handle (depends on hard disk space.)

Controls the till totals

Counts the items through the system

Runs accounts with Statements / Aged Trial Balance

Password protection / Time clock

Stock sold or For Sale

What has been sold/inventory

Re-order

Prices control so items will not be incorrectly priced unless you really want to override the price

Upcharge/uppricing will notify the users on the upcharges that are applicable to the item they are selling at the time.

Stocktaking / inventory control - ie: what is in the store that shouldn’t be and what should be in the store that isn’t.

Marketing Reports / Best Customer Report

Yearly highest usage

Monthly highest usage

Last visit of your most frequent customers

Label printing for letters to customers

New Customers

Ticketing / Tagging for Items

Compatible with any communications program to send information between branches or to/from home.

Disclaimer or Messages for any or all dockets

Recalls places of Items on a conveyor or out of store

Can use electronic phone book for customer identification.

Diagram from publisher - Groups, Super Groups, Upcharges, etc

OPERATION

All programs operate in the same way
ESCAPE Exits without saving
AND Completes the transaction with saving
ENTER Saves the function

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PASSWORDS

Passwords can be anything from one to three keys long. Each employee will have a different password. Attached to each password is a level, ranging from lowest (time clock on and off only,) to highest, (entry to all areas of Shop Front providing a valid second management code recognised by the computer is entered in some areas.)

Your password is your protection. Never reveal your password to another member of staff. If staff member’s passwords become common knowledge incorrect names could appear against suspect transactions. Managers should endeavour to change passwords often to avoid such matters.

If your password is only one or two keys, you need to press ENTER. The best way to set up passwords is to have a three key password that enters automatically.

There is another level of password when you are clearing the Z/X which requires 5 characters (normally 12345). This password is also used for other functions throughout the program suite.

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LOGON LOGOFF - TIME CLOCK

The first time you put in your password each day you will automatically be logged in to the system.

TO LOG OUT

Put in your password

Press F7

This logs you off for the day.

If you wish to log out and back for lunch, log our (step 2,) then log back in, (step 1,) when you come back from lunch.

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CUSTOMER CODE

This is a simple way of quickly and easily identifying your customers. The customer code is usually the customer’s home phone number. We chose to use phone numbers as they are easily and quickly entered and make it difficult, if not impossible for the shop staff to give out incorrect goods to customers over the counter.

In the case that a customer does not have a phone number, or does not want to give it out, the customer code can be an alpha key or even house number. Ask your supervisor for her/his preferences on this issue. Our preference is that the number be at least 2 or 3 digits long. Therefore, if the house number is 2, the customer code would be 02. Or use the customers' name

It is possible to recall customer codes by other means if the customer forgets it by pressing F8 in the customer code screen and typing in the surname (See Page 29)

REMEMBER to use the area code of any phone numbers that are out of your normal vicinity. Eg: If the area code of the shop is (03) and the customer’s area code is (050), put the 050 at the beginning of the number.

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SOFT WAREHOUSE KEYPADS

1. Versapos KEYPAD

The SWH Keypad keypad has been specifically programmed for use in your shop. Each key used is programmed with anything from one to ten different commands. Each programmed key has been programmed from the normal keyboard in to the SWH Keypad keypad. Therefore it is possible for you to re-program keys and/or program blank keys. Always test the command you are putting in on the normal keyboard first. If the command does not work on the normal keyboard it will not work on the verapos keypad.

2. KSI - WOMBAT KEYBOARD

The Wombat keyboard works in a similar way to the versapos Keypad in that is has been specifically programmed with commands for use in shop front. The major advantage of this keyboard is that it does not need the standard keyboard with it. Programmed keys can be changed by the operator or by Soft Warehouse via modem. When using your keyboard, make sure your ‘Num Lock’ key is on so that the numeric keypad types numbers. A red light comes on the ‘Num Lock’ key when it is on. The ‘Caps Lock’ key also has a red light to show that it is on. Both of these should automatically turn on when you start up the computer.

Your serial scanner can be plugged in tot he left side of the keyboard - if you already have one, just remove it from the keyboard wedge box which you no longer need. The card swipe is on the right hand side.

So that you don’t lose all of the characters like $, %, @ etc which are on a standard keyboard, they have been included on the ‘F’ keys. As with a standard keyboard, just use the SHIFT key to type these characters.

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TICKETING / ITEM TAG

Two types of tags may be used with the Shop Front System;

Pre-Printed Tags

Tag Printer Tags (Wet Strength paper) with the docket number printed on it

TYPE 1 - PRE PRINTED TAGS

These may run on the same numbers as your dockets if only one colour tag is used. If they do not, don’t forget to secure a pre-printed tag on the top of each docket so that Items can be matched up.

TYPE 2 - TAG PRINTER TAGS

These are numbered with respect to the docket numbers. Therefore it is difficult to hang Items incorrectly as the numbers match exactly. Other information able to be printed on each Item tag includes;

Customer’s Phone Number

Employee Name and Phone Number

Number of Items on that Order

Day Due

Time Due

Type of Items on the Order

Soft Warehouse offers an extensive range of colours of Drycleaning paper for dot matrix and thermal transfer printers which are drycleanable and washable.

If the ink on your tags begins to look faint, check whether the ribbon is turning around as it may have lifted off the drive mechanism or the ink roll in your printer may need changing. The ribbon can be turned manually by lifting the lid of the printer, finding the black turner and turning it in the direction of the arrow imprinted on top of it.

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Touch Docket

Click on your password and then Click on the customers phone number.

If you have entered the customers phone number correctly and they are an existing customer you can now enter the items they want cleaned.

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ENTERING A NEW CUSTOMER WITH PHONE BOOK - F6

PASSWORD

CUSTOMER CODE (Phone number - home phone number)

ENTER

The computer will now ‘beep’ at you and a black screen appears with the nearest match. The bottom of the screen has the message: F5 - add a customer F6 - Phonebook

Press F6

If the customer is in the phone book data base of the computer their name and address will appear - check this with the customer.

If it is correct, press YES

From now on the computer will take you straight in to the docket writing screen, as you have now entered the customer’s information in the shops database.

Write the docket and END as normal

If the name and address are not in the phone book, the computer will automatically go to the customer information screen.

You will see

Key 97413344

Phone 97413344

Press ENTER to accept and END to save that information

This will take you back to the docket writing screen

Give the customer details card to fill out and write the docket as normal.

Enter the customers information at a later date, when you have time (see Entering Customer Information)

If you have the Phonebook then this will automatically be checked for the new number when you enter it. Before the phone book is checked your old customer data base will be checked.

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CUSTOMER CODE - (Home phone numbers preferred)

The customer code is normally a home contact telephone number (see Note 1) but in case a customer does not want to leave a phone number, it can be an alpha key, although we recommend you stick to numbers for ease of use of the operator. We recommend that each customer code is at least 3 keystrokes so we have no double up of codes.

Note1: Home phone numbers are preferred as they are individual to a person or family and information can be automatically entered if they are listed in the phone book.

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ENTERING CUSTOMER INFORMATION

If you are already in the Customer Information Screen, go to step 4. If you are not start at ‘1’.

PASSWORD

CUSTOMER CODE and ENTER

This will take you to the docket writing screen (if this is a regular customer)

Press CUSTOMER INFORMATION on the SWH keypad (or PAGE UP on the normal keyboard.)

You will now be in the customer information screen which will look something like the screen below.

Follow the explanations on each line and ENTER after each. END to save

Key 97411234 Will be there - Preferably use home phone number

Phone 97411234 Will be there - (ARROW DOWN) - But you can change to a work, mobile or contact number

Name SURNAME (space) INITIAL or FIRST NAME (ENTER) - Surname must be first

Mail automatically enters initial then surname (ARROW DOWN) If the customer does not want to recieve mail enter 'XXX' in this space

Street STREET NUMBER (space) STREET NAME (ENTER)

Suburb SUBURB (ENTER) Post POST CODE (ENTER)

END to save if not an account customer

Type R R/T/S/X/C Price categories that can be set for special customers

Hist. Y (ENTER) (if the customer wants a printed out record for tax ie: RAAF)

Special CODE (for special message)

Acct. DEBTORS CODE (ENTER)

Bank Bank Details for EFTPOS (ENTER)

Branch Details for EFTPOS (ENTER)

Expiry Card Expiry Date (ENTER)

Card No EFTPOS card number (ENTER)

Last Visit 16-Jun-98 Date of last Visit No Orders 1

Mtd-1 $100 Amount spent month to date Total $12.75

Ytd-1 $365 Amount spent year to date Freq. Shop 6

Ytd-2 $500 Amount spent last year to 30^th June

END to save to ESCAPE to exit without saving

If you make a mistake and type the address overwriting ‘MAIL’, press the space bar and ENTER. (This will blank the area out.) Go up to surname and press ENTER ENTER and the computer will restore the name without you having to re-type it

If you have spare keys on your SWH Keypad keypad you can program keys to automatically enter a suburb and postcode. Eg: They can be programmed to type in the suburb, postcode, ENTER and END to take you back to the docket writing screen

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PHONE BOOK

Phone book is preferable for the start up of a computer system. Upgrades are no longer available. Phone book is an additional function that some stores will not have. The phone book is simply the white pages telephone book loaded in to your computer. This function enables the automatic loading of names and addresses if the computer recognises the telephone number. If your customers come from areas with different STD codes from yours, you will have to enter the STD code (ONLY if it is different to your own,) for the computer to recognise that phone number. Phone book is licensed to your proprietor and can be upgraded with the distribution of new phone books. This ensures that information you are loading in to your computer remains accurate.

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ALTERING CUSTOMER INFORMATION

You can alter a customer’s information at this time or later if you like by pressing PAGE UP (normal keyboard) or CUSTOMER INFORMATION (verapos keyboard) once you are in the docket writing screen. (see page 11)

Remember, if your phone numbers have changed recently, don’t forget to add in the extra digit in front of them. (eg: for the Melbourne areas this is ‘9’)

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CUSTOMER CHANGES THEIR PHONE NUMBER

PASSWORD

CUSTOMER’S OLD PHONE NUMBER and ENTER

This will take you to the docket writing screen.

Press the CUSTOMER INFORMATION KEY

Arrow Up to the KEY

Type in the NEW PHONE NUMBER and ENTER

END to save.

By changing the customer’s old phone number to their new one, you are able to keep all of their old information under the one new phone number instead of having to look under two phone numbers to find it.

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HOW TO WRITE A DOCKET

PASSWORD

CUSTOMER CODE (home phone number recommended)

ENTER

Push the button on the keypad that corresponds to the Item eg: Trouser

If there is more than one Trouser press the appropriate key eg: 3

Screen will now read;

3 Trouser 18.75

Press the key for colour/pattern (Allows for 3 colours/pattern per line)

Press the DAY and TIME key - when the customer needs the Items

END

if they are not paying now press END again otherwise enter the amount they give you and press Enter then End

Your docket will now print.

The day/time key is compulsory for most users and if you do not put it in, the computer will ask you to press a day and time key. Put the day and time in and continue as normal.

The Shop Front program has been designed for ease of use. In most cases the screen will tell you what your next move should be. Most commands are written at the bottom of the screen. If in doubt remember the rule - END to save, ESCAPE to exit and not save.

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PICK UP AN ORDER - RINGING OFF A DOCKET - CUSTOMER HAS THEIR DOCKET

PASSWORD

F1

Type the DOCKET NUMBER and ENTER

The cash box will now appear on the screen

(If the cash box does not appear, press END. This will happen if the customer has more than one order in the store.) - See PICKING UP MULTIPLE ITEMS page 15

Type the amount the customer has given you and ENTER and END

The computer takes you back to the password screen where you will see the change to give.

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CUSTOMER FORGETS DOCKET

PASSWORD

Press F1 (for PickUp)

Press F1 (Forgotton Docket)

Type the CUSTOMER CODE (phone number)

ENTER (See note 2)

The screen will now display the dockets that the client has in store.

NOTE 2: If there is only one order showing, press ENTER to get the customer pay box screen and cash off the docket there.

OR

PASSWORD

CUSTOMER CODE and ENTER

This takes you to the DOCKET WRITING SCREEN

Press CUSTOMER DOCKETS on the SWH Keypad keypad (or PAGE DOWN on the normal keyboard)

This will show you all dockets the customer has or has had in the shop, docket numbers, date brought in, dates picked up, and employees responsible for pick up or drop off. You cannot ring a docket off from this screen.

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PICKING UP MORE THAN ONE ORDER - CUSTOMER HAS THE DOCKETS

PASSWORD

F1

Type one docket number and ENTER (or as above with phone number)

The screen will now display all of the docket numbers it has for that customer in the store. the docket number that you originally typed will have a triangle next to it, it has been ‘tagged’. When a docket number is tagged, the computer recognised that it is to be picked up.

use the ARROW KEYS to move the cursor to any further dockets that are to be picked up and ENTER

All dockets you ENTER on will now be tagged. If you wish to untag a Item, ENTER on it again.

When all the docket numbers the customer wishes to pick up are tagged, press END

The cash box will now appear on the screen.

Type the amount the customer has given you and ENTER

END - opens the drawer, takes you back to the password screen and shows the change to give in the bottom right hand corner of the screen.

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WHAT IS ON AN ORDER? - CUSTOMER DOES NOT HAVE DOCKET

Once you have the docket up on the screen, move the flashing cursor to the docket you want to look at, then press F3. A list of Items on the docket then come up.

When you press F3

Trouser blk

Jacket nvy

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PRE PAY AN ORDER - DOCKET HAS NOT BEEN PRINTED

PASSWORD

CUSTOMER CODE and ENTER

Enter the Item as normal

END - Once - The pay box will appear

Type the amount the customer has given you and ENTER

END to finish and return to the password screen and show the change

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PRE PAY AN ORDER - DOCKET HAS ALREADY BEEN PRINTED

If the docket has been printed and then the customer wants to pay for it, ring off the docket as normal (see RINGING OFF A DOCKET page 13-14)

The computer will now think the dockets and Items have gone out of the store so you must re-stock the docket by;

PASSWORD

F2 (Re-stock)

Type the DOCKET NUMBER and ENTER

The docket is now entered in to the computer as a zero priced item in the store.

Don’t Forget: Even zero priced items need to be rung off the till once the customer has taken them out of the store (see page 13 & 14 - ringing off a docket.)

PART PAID ORDERS - BEFORE A DOCKET HAS BEEN PRINTED

This is an easy way for your customers to pay off a large priced order such as a wedding frock or suede jacket.

Note: Part paid orders may be prohibited by management and this program turned off

PASSWORD

CUSTOMER CODE and ENTER

Write docket as normal

Instead of pressing END twice to print the docket, press END once - the cash box will now appear

Type the amount the customer wishes to pay off and ENTER

END to print the docket and record the transaction.

PART PAID ORDERS - AFTER A DOCKET HAS BEEN PRINTED

PASSWORD

F1 - To pick up

Type the DOCKET NUMBER and ENTER

The cash box will be up on the screen - if it is not and more than one order is showing, press END to bring up the cash box screen.

Type the amount the customer wishes to pay off the price and ENTER

END to finish and record the transaction

These are only allowed if Management has set up this function in control - requires a secondary high management password to do.

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ERRORS - FIXING MISTAKES

WHEN ENTERING A ITEM

Move the cursor to the Item you wish to get rid of

Press DELETE

Finish the docket as normal

NOTE: If the cursor is moved up manually, it must be moved back to the bottom position before writing more information.

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WHEN ENTERING A PHONE NUMBER

Use the ARROW KEYS to move the cursor back and re-type the number

OR

Use the DELETE key

OR

ESCAPE back to the Password menu and start again.

When using Shop Front and trying to fix an error, remember the golden rule;

END to exit AND save

ESCAPE to exit WITHOUT saving

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DELETING ITEMS AFTER A DOCKET IS WRITTEN

Shop Front does not allow for items to be deleted or negated once a docket has been written and printed. We recommend you follow this procedure;

Only an employee with a high level can 'Minus' a Item

Type your password

Choose Add To

type in the docket number and press enter

Press the item button to ber removed (eg.Trouser)

Press '-1' and check the price and the item should be removed

OR

Proceed to ring off the docket (page 13 -14)

When at the pay box type the dollar amount of your mistake and ENTER and END (This will adjust the docket to the correct amount) - make sure you cross out the mistake on your docket and note that it has been adjusted.

Write the Dollar Value amount on your Adjustment Sheet (See sample page 17) and the number of Items of any Item you ring off.

Make the adjustment in Open Till or have your manager make one for you if necessary

OR

Ring off the docket 

Write down your adjustment on the adjustment sheet and attach the offending docket - Adjustments written down must include the dollar amount rung off and the corresponding number of Items.

Write a new docket for the customer

Give your Manager the details and have them make an adjustment in Open Till or make an adjustment yourself if you are authorised to.

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Permanently Barcoding Items

All items that you expect to process again can be permanently barcoded so you do not have to re-tag the item each time.

The first time the item is received we need to save the information against that item. To do this enter the customers information as normal and then enter the information on that item. Press ‘_’ or ‘]’ and then scan the barcode that will be on the item or is on the item.

When the item returns you can.

1) Enter the customers phone number and then press the ‘\’ key and scan the item.

The information you entered when the you scanned it for the first time will then appear, with the price for that item from the Stock/Items database.

2) Before entering the customers phone number press F9 and then scan the item. The customer and the item will then appear and you can then add any other items the customer is purchasing at that time.

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OPEN TILL - ADJUSTMENTS, CHANGE, ETC

PASSWORD

Press the OPEN TILL button

Type the NUMBER corresponding to the reason you are opening the till and ENTER

If you are taking money from the till for an adjustment, type the amount (eg: 3.00) and ENTER - MAKE SURE THIS IS RECORDED ON YOUR ADJUSTMENT SHEET.

If you do not wish to take money from or add money to the till as an adjustment, just ENTER

If you wish to add money to the till as an adjustment, type ‘-‘, the amount and ENTER - MAKE SURE THIS IS RECORDED ON YOUR ADJUSTMENT SHEET

No option will add cash to the till. All options chosen automatically deduct cash from the till unless’-‘ is typed in (see step 6)

The register will now open and the transaction is recorded.

The ‘Open Till’ function will only work if the user has entered their valid password. A user with a low coded password as set by management (eg: 0) cannot open the till without carrying out a customer transaction.

VOID - ADJUSTMENTS / OPEN TILL

It is possible to void mistakes or negate prices once a docket has been printed. We suggest the following formula to deal with voids.

PASSWORD

F1 - Ring off docket

Write down the adjustment you are going to make on the Adjustment sheet (see overleaf)

PASSWORD

OPEN TILL

Select the appropriate message and ENTER

Type in the amount to be adjusted and ENTER

This information will then print on the sheet after the daily F6 reading

Attach the docket to your Adjustment Sheet and tick to show adjustment has been made

After the F6 read, check the adjustments on the sheet printed against the adjustments written on the adjustment sheet. Ensure they match and staple the printed adjustment list on the front of the Adjustment Sheet.

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CREDIT

Type your password.

If 'Credit' appears next to F4 you are allowed credits.

Press F4 and type in the docket number.

You will be asked to press END to continue with this Credit. Do this if you are sure and then pick up both dockets by making sure they both have a marker beside them.

MESSAGES FOR OPEN TILL - Adjustments

01 Check Change

02

03

04

05

06

07

08

09

10

11

12

13

14

15

16

17

18

19

20

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RE-PRINTING A DOCKET OR TAGS

If the docket you wish to re-print was the last one you wrote;

ESCAPE to the PASSWORD SCREEN

Press F3 (Add to/re-print) - to re-print docket

Press F4 - to re-print tag

Your docket or tag will now re-print (teh last one you were working on, if your have restarted the system then nothing will be printed)

REPRINTING A DOCKET - OLDER DOCKET/TAG

Type your PASSWORD

Press F3

Type the DOCKET NUMBER and ENTER

END to print

This is especially useful if you work in a store with a tag printer, as you are able to find the appropriate docket, the docket number corresponds with the tag number. By re-printing a ticket you gain an exact replica of the original. An extra copy is also useful when sending out work to an outside supplier - then everyone has a copy of the docket - customer, shop and outside supplier.

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ADD TO A DOCKET

This can be useful if;

Extra Items were found after a ticket has been ended off

A defect is found in a Item (eg: a tear in the arm of a jumper.) In this instance a disclaimer can be added to the ticket. (ie: ‘Hole in jumper sleeve’) as well as the customer contacted.)

A special has not been added

If you need to add something - such as another item, a disclaimer, a special or the like.

Type your PASSWORD

You will now be in the customer code screen

Press F3 (Add To)

Type the DOCKET NUMBER you wish to re-print and ENTER

Make the necessary additions to the docket

END as normal

NB: It is impossible to subtract Items from the shop front system once the Pay Box has been ended off. Instead, the docket must be rung off, an adjustment made in Open Till and a new correct docket written. The printer will print an amended copy of the customer’s docket which has a dotted line across the middle separating the two different entries. Nothing can be deleted above that line once the docket has been printed, however, anything else can be added ie: Specials, Items, etc.

UPCHARGES/DESCRIPTORS

WHAT IS AN UPCHARGE OR DESCRIPTOR?

An upcharge can be either a dollar amount that is added to or subtracted from a Item or a percentage (%) that is added to or subtracted from a Item when a Function (F) key is pressed.

Eg: F6 - Silk / Satin Always adds $1.10 to the price of the Item

F9 Press Only Always subtracts 33% from the price of the Item

F10 Silver Service Always adds 50% to the cost of the Item

 The upcharge description appears on the screen and on the docket. The screen has room to show two upcharges entered, however, when pressing the first upcharge the full information of nine letters will be seen and subsequent upcharges will overwrite the last three letters of the first upcharge. As many upcharges as you like for one Item can be entered, however only two will show in the upcharge section of the screen, although all are reflected in the cost and on the docket.

When you have the docket writing screen in front of you, you can press any of the keys that have a corresponding item, eg TROUSER and that item’s upcharges will appear.

You can have upcharges as mandatory, ie: an upcharge must be entered on each docket. Upcharges can be checked by Management to see exactly how many are being used, what the most common/least common upcharges are and which employees are/are not using upcharges. Upcharges are different for each group. Upcharges can be set to check employees use of them and can be tagged for this purpose (see management section 3)

HOW TO USE UP-CHARGES / DESCRIPTORS

PASSWORD

CUSTOMER CODE

ENTER

Press a Item key

Below each Item you will see descriptors and up charges. These are labelled from F1 to F14 and are individually tailored to each item.

Select the one you want by pressing the appropriate ‘F’ key

Each ‘F’ key pressed adds or subtracts that charge to the item

END the docket as normal

If you have more than one item to upcharge ie: 2 Trousers, and wish to upcharge for Silk/Satin (F6), you must press F6 twice to add the upcharge twice.

OTHER ITEMS - ODD ITEMS

If an item is not on your keypad it is still possible that the item is in your computer, as there is sometimes not enough room on your keypad for everything. To find the item, do the following;

PASSWORD

CUSTOMER CODE and ENTER

This takes you to the docket writing screen

Press the OTHER ITEMS key (or the ‘/’ - forward slash under the ? mark)

Type the first few letters (using capitals) of the Item you wish to find then ENTER

This will take you to a corresponding list

Use your ARROW KEYS to move the cursor to the Item you want and ENTER

END the docket as normal

If you cannot find this item, put the closest match, eg: Bear Suit would be suit, then press the disclaimer, then F1, then type the message - This is a bear suit. END as normal.

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TIME CLOCK - END OF WEEK

It is imperative that the last person to leave at the end of the pay week prints out a time clock list for the week. This can be done in one of two ways;

Log off the computer (ie: PASSWORD then F7)

ESCAPE to the MAIN MENU

ARROW DOWN to TIME CLOCK

ENTER - This will print the time clock for the week

If your time clock is not on the menu

Complete numbers 1 and 2 above

ESCAPE to Dos (C:\SHOP>)

Type TC P

ENTER

Your time clock report will now print

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DISCOUNT - MANUAL

PASSWORD

CUSTOMER CODE and ENTER

Write your docket as normal. Before pressing the END key press DISCOUNT button

Type the discount amount for that customer (Remember it discounts in percentages) eg: 20 for 20% discount.

ENTER

END the docket as normal.

Discounts can be set against each individual customer. You cannot give a discount to any customer not on Price scale 'R' unless it is done through the Information Screen (Page-Up)

If the computer is not rounding the total price of the docket up or down, your setup will need to be altered - Management only

Back to Table of Contents

DISCLAIMERS / MESSAGES - (Select from lists following)

These are stored in the computer’s memory and eliminate the need to use hand written or pre typed disclaimers. They are simple to use and print out on both the customer and shop dockets.

PASSWORD

CUSTOMER CODE and ENTER

Write your docket as normal. Before pressing the END key press DISCLAIMER button

Look through the list of disclaimers and type in the number you want (Press F1 to type your own - see ‘Typing your own disclaimer’ - page 24)

ENTER and watch the disclaimer appear on the screen

END the docket as normal

If you wish to delete the disclaimer from your screen, simply use the ‘delete’ key.

Following are some pages you can write your own disclaimers in. (See management section to see/change disclaimers) Messages allow for up to 6 x 30 keystroke lines per disclaimer. 30 disclaimers allowed.

Back to Table of Contents

TYPING YOUR OWN DISCLAIMER/MESSAGE - (Not on following list)

PASSWORD

CUSTOMER CODE and ENTER

Write your docket as normal. Before finishing the docket, press the DISCLAIMER button.

Press F1 - (Type your own disclaimer)

This allows you to type one line on the screen (1 line = 30 keystrokes - a space is classed as 1 keystroke) Do not type past the ‘A’ in Addons at the top of the screen/

Type the information and ENTER at the end of the space allowed

To type a second line, follow stops 3 to 5.

END the docket as normal

If you use a particular message all the time, write it down on the following pages and get Management to put it in the computer permanently.

Back to Table of Contents

MESSAGES FOR DISCLAIMERS

THE NUMBERS OF THE NEXT 5 LINES A example

CURTAINS NEED TO BE WASHED 25 26 27 28 29

01

02

03

04

05

06

07

08

09

10

11

12

13

14

15

16

17

18

19

20

NB: Each disclaimer line can be a maximum of 6 x 30 characters each.

21

22

23

24

25

26

27

28

29

30

31

32

33

34

35

36

37

38

39

40

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LEATHERS AND SUEDES

PASSWORD

CUSTOMER CODE and ENTER

Press SUEDE/LEATHER button

Use the ARROW KEYS to select the Item type and ENTER

Use the UPCHARGES (F1 to F14) and DISCLAIMER if appropriate

END transaction as normal

Don’t forget to get the customer to sign the disclaimer on your copy of the docket if you put one on. To type your own disclaimer see page 24.

NOTE 1: Stock Code Leather and Suede should be set up with (Y)on Disclaimer to prompt staff to get a disclaimer.

Back to Table of Contents

FURNISHINGS

For putting in CURTAINS see page 27

PASSWORD

CUSTOMER CODE and ENTER

This will take you to the docket writing screen

Press the DOONA button for doonas or BEDSPREAD button for bedspreads, etc

The screen will now show you that you have selected 1 Bedspread (or 1 Doona, etc) and the price.

Look at the UPCHARGES/DESCRIPTORS box. Use upcharges (F1 - F14) for sizes if applicable.

END as normal

Doonas, cushion covers, bedspreads, blankets, etc are all set up so that they report to a common super group called FURNISHINGS. Curtains (due to their expense,) are different as they report to their own super group - CURTAINS.

Back to Table of Contents

LAUNDRY

PASSWORD

CUSTOMER CODE and ENTER

Press the LAUNDRY key

Use the ARROW KEYS to select the type (usually L HOUSEHOLD) & ENTER

Use the UPCHARGE KEYS (F1 - F14) to charge for the item

END as normal

NB: For each laundry item press LAUNDRY an UPCHARGE only. Use the UPCHARGE keys for multiple items as well as the number keys as normal.

If laundry prices are not entered until the items come back from being cleaned, simply enter the price when they come back by pushing F3 (add to a docket) PRICE numerical keys and ENTER. (See Changing a price - management section)

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VOUCHERS - $10 FREE, ETC - WHAT TO DO

Coupons can also be classed as Gift Vouchers (EG: $10 free dry cleaning given to the Scout Club for their Raffle) Specials can be put under this button, but mostly they are put under their own button.

PASSWORD

CUSTOMER CODE and ENTER

Press the COUPON button on your keyboard

The choices corresponding to coupons will be highlighted on your screen. An arrow will point to the first highlighted choice.

Use the arrow keys to select the correct descriptor (usually L HOUSEHOLD) and ENTER

Write your docket and END as normal

The amount of the coupon will automatically be deducted by the computer from the final docket price. If you are unsure what your Manager classes as coupons and what they class as specials, please ask them.

Remember, each item under Specials or Coupons can be reported to its own dollar group.

Vouchers can be automatically set for any of the following occasions

1: New Customers [VOUCHER1]

2: On the 'n' th order (where n is set in the Control-Setup screen) [VOUCHER2]

3: After $n have been spent (where n is set in the Control-Setup screen) [VOUCHER3]

To Alter these type

EDIT VOUCHERX (where X is 1, 2 or 3)

and type in what you want to appear every time the criteria is met.

Back to Table of Contents

CURTAINS

PASSWORD

CUSTOMER CODE and ENTER

Press the CURTAIN Button

Your screen will present you with a choice of curtain (see below for an explanation of codes)

Use the ARROW KEYS to choose the appropriate code and ENTER.

This will take you back to the docket writing screen. The word DISCLAIMER may come up on the screen. If so, you cannot end the docket without putting in a disclaimer.

Count the number of curtains and press that number (eg: 5 for five curtains)

Count the total number of widths (SEE NOTE 3) of all the curtains and use the ‘F’ (Function) keys to enter the total number. (A number of upcharges can be used for the one item.)

Put in Disclaimer if you need to (see page 24) and/or a discount if need be (see page 24)

END the transaction as normal

NOTE 3: Some users use square meters instead of widths. The system is used in exactly the same way with that set up.

NOTE: If ‘Multiply Upcharges’ is set by management in CONTROL, number 6 & 7 (above) will reflect 5 curtains X widths in a single curtain.

CODES

C LINED CURTAIN Lined Curtain

C UNLINED CURTAIN Unlined Curtain

C VELV LND CURTAIN Velvet Lined Curtain

C VELV UNN CURTAIN Velvet Unlined Curtain

Back to Table of Contents

REPAIRS - REPAIR AND CLEAN - method 1

PASSWORD

CUSTOMER CODE and ENTER

Press the appropriate ITEM KEY and COLOUR KEY

Press the REPAIR button

Use ARROW KEYS to select the appropriate repair and ENTER

Use F1 to F14 (upcharges) if necessary to further describe/cost the item

END as normal

The only difference between the Repair and Repair only keys are that Repair only zero's the price of the Item above.

REPAIRS - REPAIR AND CLEAN - method 2 - codes

PASSWORD

CUSTOMER CODE and ENTER

Press the appropriate ITEM KEY and COLOUR key

Press the OTHER ITEMS key of the REPAIR key if programmed

Type the correct REPAIR CODE from the list and ENTER

END as normal

REPAIRS - REPAIR ONLY - method 1

PASSWORD

CUSTOMER CODE and ENTER

Press the appropriate ITEM KEY and COLOUR KEY

Press the REPAIR ONLY button

Use ARROW KEYS to select the appropriate repair and ENTER

Use F1 to F14 (upcharges) if necessary to further describe/cost the item

END as normal

REPAIRS - REPAIR ONLY - method 2 - codes

PASSWORD

CUSTOMER CODE and ENTER

Press the appropriate ITEM KEY and COLOUR key

Press the REPAIR ONLY key if programmed

Type the correct REPAIR CODE from the list and ENTER

END as normal

Back to Table of Contents

SELLING RETAIL ITEMS

All retail items should be sold through the customer code ‘1’ so that the computer can keep an accurate record of these sales and instantly recognise that a cash sale has been made.

PASSWORD

1 and ENTER

Press SALE ITEMS

Use the ARROW KEYS to select the item you want to sell and ENTER

END the docket as normal - ensuring that it is paid for

You cannot end a docket using this method unless it is paid for.

If a customer wishes to use their phone number it is OK - but ensure the purchase is paid for

These items all start with ‘M’ in their stock code to link them all to one button.

 You can run the system as a full blown stock system with StockTakes-Goods Inward-Sales

CUSTOMER CANNOT REMEMBER THEIR KEY NUMBER / FINDING A CUSTOMER BY NAME

PASSWORD

F8 (name)

Type the customers NAME - Surname or first two letters (use CAPITALS)

ENTER

The closest match/es to the name appear. ENTER on the correct one

Automatically goes to the docket writing screen

Write your docket as normal or ESCAPE back to the password screen

This function is more effective if your data base is up to standard. If names and addresses have not been added in to the data base, then it is extremely difficult to find a customer by their surname.

Back to Table of Contents

ADDING MORE THAN 9 ITEMS

eg: To put in 11 Trousers

PASSWORD

CUSTOMER CODE and ENTER

Press the TROUSER key

Press the DECIMAL POINT (.) button

Press the corresponding numbers (eg: 1 and 1 for 11)

END the docket as normal

The decimal point allows for two digit numbers to be entered against an item.

There is a limit of $300 on any one line so that huge figures do not accidentally occur and $500 on the order. Both of these can be overwritten at the time of entering the docket by pressing F10 when asked.

Back to Table of Contents

DOLLAR VALUE OF CUSTOMER

This will tell you how much a customer has spent in your store both month to date and year to date. It is an easy way of assessing customers

PASSWORD

CUSTOMER CODE and ENTER

This will take you to the docket writing screen

Press your CUSTOMER INFORMATION key (or Page Up key on a normal keyboard)

The bottom right hand corner of your screen will show you the following;

Last date the customer was in the store

Amount spent by the customer month to date

Amount spent by the customer year to date

Amount spent by the customer the previous year

OR in the docket writing screen a the bottom between > and < signs will show the dollar amount spent since the system was installed

ESCAPE ESCAPE to exit back to the password screen

This can be quite useful for checking up on customers when paying claims and checking patronage

Back to Table of Contents

LOOKING AT ALL CUSTOMER DOCKETS

Viewing the entire amount of dockets that have been written for a particular customer

PASSWORD

CUSTOMER CODE and ENTER

You will now be in the docket writing screen

Press the CUSTOMER DOCKETS (or page down on your normal keyboard)

You will now see a complete list of the dockets that customer has written against their name, the date they were brought in , the date picked up and who served them. Those dockets that are highlighted are still in the store.

Press PAUSE to stop the screen rolling and ENTER to start it again.

ESCAPE to exit

It can be useful to inquire on the history of a customer in this way if you wish to know who last served them or whether they have picked up all of their Items. You are also able to tell the customer exactly which docket number they last picked up and the date it was taken.

Back to Table of Contents

DOCKETS FOR A CUSTOMER - PRINT OUT - CURRENT FINANCIAL YEAR DOCKETS ONLY

The executable program that runs this is called LINES.EXE. This enables you to print all the dockets for any of your customers - useful around tax time.

On most systems this is on the menu as Customer Dockets

ESCAPE to C:\SHOP> (or D:\SHOP> depending on whether you are using the server - C: or the slaves - D:

Type LINES and ENTER

The prompt now says ‘Customer (Enter-Exit)? Type the telephone number of the customer you wish to print out and ENTER

A list of dockets will now show on the screen. Press F1 to print the list

Once your list has printed, ESCAPE to exit to C:/SHOP>. Press the START key and ENTER on Shop Front to continue using the system as normal or follow steps 1 - 4 to print another list.

If it is a previous year (as it normally is) you need to press F5 and then type a two letter code for the year you are after

(eg. July 2001 to June 2002 is O2)

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FINDING OLD DOCKETS FOR A CUSTOMER

Any dockets from non current financial years are kept in separate files. These are labelled according to the financial year they are from, ie: 98 for 97/98 financial year, 97 for 96/97 financial year. To access these;

ESCAPE to Dos (C:\SHOP>)

Type LINES and ENTER

Press F5 (Other financial year)

Type the year you wish to access ie: 98 and ENTER

Type the customers phone number and ENTER

Press F1 to print and ESCAPE to exit back to Dos

Back to Table of Contents

FLAGGING A CUSTOMER

Puts a message on the computer screen and shop copy of docket

PASSWORD

CUSTOMER CODE and ENTER

Takes you to the docket writing screen

Press CUSTOMER INFORMATION - (Or the PAGE UP on the normal keyboard)

Use the ARROW KEYS to go down to SPECIAL

Type the message number and ENTER (See finding message numbers page 32)

END to save and ESCAPE back to the password screen

Flagging a customer can be used for a variety or reasons. For example, VIP customers, Special Services your customer requires, Manager Messages regarding the customer to staff. You can add your own messages if you wish (see Management Section)

Back to Table of Contents

Messages For Flagging a Customer

01

02

03

04

05

06

07

08

09

10

11

12

13

14

15

16

17

18

19

20

Back to Table of Contents

RE DO’S

PASSWORD

CUSTOMER CODE and ENTER

You will now be in the docket writing screen

Press the RE DO button

Use the Arrow Keys to select the group and ENTER

Press the appropriate ‘F’ key to select your Item

END the transaction as normal

Re-do’s are programmed to go to a separate group called re-do’s. This makes it possible for management to track how many re-do’s an employee is doing and how may re-do’s the company is doing. Therefore, re-do’s should not be entered for items such as staff Items which are usually at no cost, as this grossly distorts your readings.

REMEMBER: Even re-do dockets must be rung off the system when the customer picks them up.

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RACKING ORDERS - MOBILE RACKS

Racking orders can be scanned in, automatically entered, or manually entered. For racking large quantities of items

ESCAPE to Main Menu

ENTER on RACKING

SCAN or TYPE the docket number and ENTER

If that customer has an order already racked the slot number/position will automatically be shown to you so that you can rack them near each other

SCAN or ENTER rack position or slot number

This will stay on the program until finished

ESCAPE to exit to Main Menu and ENTER on Shop Front to return to Password Screen

Repeat steps 3 - 4 until finished.

Note: mobile racks should be set up with a number plus a barcode to speed up the system

Back to Table of Contents

RACKING FROM THE MAIN PROGRAM

This is usually done if you only have a few items to rack. For large amounts of items to rack, follow instructions for RACKING ORDERS - MOBILE RACKS (Above)

PASSWORD

F4

Type/scan the DOCKET NUMBER and ENTER

Type/scan the RACK NUMBER and ENTER

ESCAPE to exit to the password screen

Back to Table of Contents

AUTOMATIC RACKING

Automatic racking is a very useful option when customers do not bring in dockets as it allows the computer operator to automatically know that the item they are going to pick up is something that is not with the hanging Items. For example, if all furnishings are set up on the automatic racking procedure, they are easily distinguished and found as a code appears beside the docket number when it is brought on to the screen.

EG DATE REF HANG OWING

28/02 001076 WED 200.00

We know from this information that the item was brought in on the 28^th February, is a wedding dress and has $200.00 owing on it.

Automatically racked Items can be re-racked with a different code to denote whether the Item is ready for distribution or not. This saves all involved time and hassle in the end as customers are not kept waiting and shop staff are not wasting time whilst they search for laundry, a doona, curtains or the like that are not yet ready.

Auto racking works in one of two ways;

NON HANGING ITEMS (1)

Automatic Racking codes can be set up in the stock item for all non-hanging items

Once the item has been cleaned, a new code is given to it by staff to indicate this.

Therefore, staff always know without looking through the shop whether an item is ready or not. For example, the uncleaned code for a wedding dress may be WED whereas the changed code when the item is cleaned may change to *WED or rack no ‘1’.

HANGING ITEMS (2)

Automatic racking codes can be set up in stock item for all hanging items

No new code is given to the Item when it has been cleaned so although the shop staff do not know whether the Item is ready, they do know where to look for it and also what the Item is.

SECTION 2 - LOWER MANAGEMENT

CONTENTS

Backup Computer

Changing Price 

Claims - small 

Date Set

Debtors

End of month - Debtors

Ageing

Changing/Modifying Search Keys 

Checklist 

Credit Notes

Customer Master List - Print

Deleting a Debtor

Entering a new debtor

Enquiring on a debtor

Identifying the debtor to computer

Journals/Adjustments

Payments - entering

Printing debtor receipts

Printing debtor statements

Trial Balance - Detailed

Trial Balance - Summary

Discount - Automatic

Setting up the customer 

Setting up the discount code

Setting up Items

Error Messages

Items

Groups

Pre-programmed groups

Messages

A. Universal Messages

Change Universal Messages

Change Special Flag Messages

B. Disclaimers

Set Up

Add Your Own

Change Disclaimers

C. Open Till

Add Own

Change Open Till Messages

Coding Messages

D. Customer Preferences

Product Group

Racking - Automatic 

Reads/Reports

End of Week

Z/X (F6) Report - Interpreting

Z/X (F6) Report - Printing 

Re-order stock

Repair Customer Base

Screen Saver Option

Stock Codes - Normal

Stock takes

Computer Generated Tick List

Doing the Stocktake

Instantaneous Scanner

Manual Stocktake

Sample Report Form

Stock Items 

Stock Items - Printing Labels 

Super Groups 

Pre-programmed super groups

Time - Set 

Upcharges 

ITEMS

This menu item is used to combine the letter A, B, C, D, E, F, etc with a stock item. This allows you to type from the SWH Keypad keyboard as well as the normal keyboard and contains

Colours Descriptions

Dates and Times

Cash Box Types

Reconciliation Controls

Back to Table of Contents

WHAT IS A STOCK CODE?

These are all of the Primary Stock items (EG: Trousers, Shorts, Shirts, etc) and their associated Upcharges that allow you to write dockets. They are set up by using ‘Stock Items’ (See main diagram page 6)

Back to Table of Contents

PRODUCT GROUP

The product Group is simply the department to which the stock item belongs ie: the groups the product belongs in . For example the PRODUCT GROUP Trousers has trousers and its associated upcharges in it (see main diagram page 6)

Back to Table of Contents

SET TIME

If under Windows click on the time (lower right corner)

ESCAPE TO Dos (C:\SHOP>)

Type TIME and ENTER

Type in the time, remembering the computer runs on a 24 hour clock and needs a colon (: ) in between each number

ENTER

Press START to get back to the main menu or type MENU and ENTER

The time shouldn’t need to be changed unless there is an event such as daylight savings. If your computer is not keeping the correct time, please contact one of your support staff, or us at Soft Warehouse on (03) 9360 0200 or Vince on 9583 5766.

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SET DATE

If under Windows click on the time (lower right corner)

ESCAPE to Dos (C:\SHOP>)

Type DATE and ENTER

Type in the date you want to change in your computer and ENTER

Remember you have a dash (-) between each number

Take special note of the date entry. It will either be;

dd-mm-yy

or mm-dd-yy (d = day, m = month, y = year)

Back to Table of Contents

CHANGING THE PRICE OF A STOCK ITEM - MANUALLY

Once you are in the docket writing screen

Press the item key (eg: Trouser)

Press the number of items (eg: 3)

Press the *PRICE key

Type the price you wish the item to be (don’t forget the decimal point - see NOTE 6) and ENTER

(although if the price is an even number of dollars you don't have to enter ".00" just press enter)

Your price will now be changed

Write and END the docket as normal

NOTE 6: If you change the price to a whole number, eg: $3.00, press only the ‘3’ then ENTER. The computer automatically enters $3.00. If you have a number with cents in it however, you must press the decimal point. Eg: $3.50 is ‘3.5’ and ENTER. $3.55 is ‘3.55’ and ENTER.

The price can be changed by pressing ‘*PRICE* and then typing the price. If you are changing the price of multiple Items (eg: 3 Trousers) only enter the price of one unit (ie: 1 Trouser) as the computer will automatically multiply the price by the number of units keyed in. Prices can be set to a minimum level. This ensures that the entered price cannot be decreased below the base price set by the manager. (see management section 3) If you are doing multiple Items at a changed price, press the Item key, the number of items, then change the price. The other way around will not work.

All keyboard items can also be changed from Items under the Utilities menu (see managment section 3)

Back to Table of Contents

CLAIMS - SMALL

A provision for any small claims has been made in the Shop Front system. As the person refunding the claim must open the till to extract the money needed, small claims are dealt with under the Open Till button.

Record your adjustment on your ADJUSTMENT SHEET

PASSWORD

Press OPEN TILL button on the SWH Keypad keypad

Type the NUMBER corresponding to the reason you are opening the till and ENTER (EG: 4 for a Small Claim)

As you are taking money from the till for a claim, type the amount (eg 4.00) and ENTER

The computer will now ask you ‘small claim $4.00?’ Press YES or NO.

If you press YES, the register will now open and the transaction is recorded.

Tick your adjustment sheet in the space provided to show the adjustment has been done in the computer.

IMPORTANT: In order to achieve good records management needs to know exactly why the till is opened. If the messages supplied are not sufficient, write a note to management to add that message. 20 messages can appear on this screen.

The Open Till has been programmed so that all amounts are automatically entered as negative amounts. If no amount is entered the computer records that the till has been opened, the time the till was opened, the person who opened it and why it was opened. If an amount has been refunded from the till, (such as a small claim or refund) and the amount $4.00 is entered, the computer will record that the till has been opened, the time it was opened, the person who opened it, why it was opened and that $4.00 has been taken from the till as an adjustment. This is automatically adjusted on the F6 read each day. A print out of all till accesses is automatically done by the computer at the time of the F6 reading. Employees should keep all documentation for claims as proof that the money has gone to a customer.

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ERROR MESSAGES

(1 ) . IN USE AT 1100

This will suspend all work on your computer and usually means that another computer is using the same file you want to get into eg

Backing up

Running a report

Sitting in the pay box

When the other user is finished your screen will work again.

DO NOT REBOOT COMPUTER AT THIS STAGE

(If none of the above ring the office or Vince)

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REPAIR DATA BASE

If the computer comes up with an error message, it will say whether there is a problem with any DATA BASE FILES (.DBF) and the message should name the file - that is anything ending with .DBF. Those files that may appear to be in need of repair are:

CUSTOMER.DBF DOCKETS.DBF INVOICE1.DBF

LINES.DBF HISTORY.DBF Any other .DBF file

Occasionally your computer will come up with the message ‘Repair Data Base.’ All this means is that your computer has accumulated a lot of files and a couple have overlapped and therefore the computer needs to get them in to order in its memory. In order to do this the operator has to give it a hand by doing the following.

Press the ‘S’ key on your keyboard a couple of times

If this frees up your computer and allows you to ESCAPE to the Main Menu, ENTER on Utilities and then ENTER on Repair Data Base.

If not, Press the ‘X’ key on your keyboard a couple of times

If this frees up your computer and allows you to ESCAPE to the Main Menu, ENTER on Utilities and then ENTER on Repair Data Base.

If Not, Press the ‘Z’ key on your keyboard a couple of times

If this frees up your computer and allows you to ESCAPE to the Main Menu, ENTER on Utilities and then ENTER on Repair Data Base.

If none of this will work, press the RESET button on the computer box. If you cannot find this button, hold the following keys together for one second and then let them go’

Ctrl, Alt, Delete

ESCAPE to the main menu, ENTER on Utilities then ENTER on Repair Data Base

The computer may take a few minutes to do this

After this has finished, your data bases will be repaired.

Please note that no information will be lost while doing this. It is simply the computer’s way of coping with the vast quantities of information it processes every day. This will not happen very often.

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SCREEN SAVER OPTION

If a password has not been entered for 1 - 2 minutes, the screen saver option can automatically come on your computer screen. This can be particularly useful in a two or more user store where one screen can be turned around to face customers and advertise specials and the like.

For information regarding this option, contact Vince Vaughan on 9583 5766 or 9583 5766.

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BACKING UP YOUR SYSTEM

It is imperative that a back up is done daily

ESCAPE to the main Menu

Insert your back up disk in to the floppy drive of your main computer

If the back up disk will not go in, do not force it, you may be inserting it the wrong way.

Arrow down to BACKUP and ENTER. (Program is called SYBACKUP)

Wait until the back up is finished and take the disk out of the drive once the green light near the drive stops flashing.

If the computer says ‘insert disk 2’ - take the first disk out, put the second one in and press ENTER.

The Main Menu will appear on the screen. ENTER on shop front to go back in to the main program.

Watch and check messages do not appear to tell you that "There is insufficient disk space’. This means that the files Dockets.dbf and customer,sbf are too large to be packed and fit on the disks available. To fix this problem, refer to ‘Deleting Old Customers’ (that have not been in for a certain number of months - you can specify - in Upper Management section) or "Deleting old dockets’ (deleting dockets that are a certain age - you can specify - that are no longer relevant to your operation in this file.) NOTE: All dockets are kept in LINES.DBF

A backup should be done daily before the till is done. The backup helps protect the information in your system in two ways;

All information is saved on the hard disc drive of your computer. If you have a two user system the information is saved on both of your computers.

All information is saved on a ‘floppy disk’ - Disks should be taken home and rotated by the shop manager every second day so that information is current. Therefore, in the advent of, for example, a fire, the information saved on your floppy disc ill be able to be restored to a new Shop Front program, and the greatest amount of information you will lose is one day.

NOTE: Watch the back up. If an error comes on to the screen ‘Not enough disk space’ Notify management, as your backup is not working correctly.

Back to Table of Contents

DAILY AND END OF WEEK READS

F6 - Z/X REPORTS

These are done without exiting the Shop Front program

PASSWORD

F6

Type your managerial password (5 digits) and ENTER

The screen will now display the takings for the day. Listed at the bottom of the screen are seven choices; F1 - Print, F2 - Print & Clear, F6 - Today, F7 - Week, F8 - Month, F9 - Year, Esc - Exit

F1 - Is the equivalent of your X read on a cash register

F2 - Is the equivalent of your Z read on a cash register

F6 - Shows the figures for that day only

F7 - Shows the combined figures for the week

F8 - Shows the combined figures for the month

F9 - Shows the combined figures for the year

Esc - Exits

Press F1 - this gives you a read without rolling over the figures

Press F2 - this gives you a read and rolls over the figures

This will give you two reads, one for your spike with the dockets and one for management.

The computer will ask you "Did it print OK? (Y/N) If it printed press ‘Yes’. If it did not print properly, press ‘No’ and the computer will print it again for you.

Once you have pressed ‘YES’ the stock totals will be cleared and the computer will print a summary report of all work done, week to date, month to date and year to date. The computer will automatically be programmed for the End of Week duties - see Step 7 - 10. If it is not the end of the week, go straight to step 11 below.

NOTE: TILL MUST BE COUNTED FIRST AND AN EFTPOS RECONCILIATION DONE.

After you have cleared the F6 read, the computer will take you through the following steps. If it is not the end of the week, the computer will go straight to the ‘Add Cash to Day’ screen.

END OF WEEK

The computer will ask - ‘Print the Invoice Register? (Y/N)’ Choose ‘yes’

‘Clear the Invoice Register for this Period? (Y/N)’ Choose ‘yes’

‘Is it the end of the month? (Y/N)’ Choose ‘yes’ if it is and ‘no’ if it is not.

If you said yes, the computer will ask ‘Is it the end of the year? (Y/N)’ Choose ‘Yes’ if it is and ‘No’ if it is not.

After this has finished;

ALL READS

You will now be at the ‘Add Cash for Day’ screen and the cursor will be flashing next to the Cash line. Type the amount of cash banked and ENTER

Type the amount of EFTPOS banked and ENTER

END to save

Your computer will now go back to the Main Menu

ENTER on Shop Front to resume using your computer.

INTERPRETING THE F6 READ

Once your F6 read is printed it will look something like this;

1. 13:00:34 18-Aug-97 MAS Today

2. Super Group Sales Units Avg.

3. ITEMS DRY 1557.21 241 6.46

4. SPECIALS -286.35

5. -Subtotal- 1270.86 241 5.27

6. WEDDING\DEB FR 0.00

7. REPAIRS 46.20

8. SUEDE & LEATHER 0.00

9. PILLOWS/RUGS 0.00

10.OUTWORK LAUNDRY 0.00

11.CURTAINS 0.00

12.RE DO’S 0.00 6

13.FURNISHINGS 20.30 1 20.35

14.FURN SPECIALS 0.00

15. -Subtotal- 66.55 7 9.51

16.SHIRTS 175.43 47 3.73

17. -Subtotal- 175.43 47 3.73

18.SALE ITEMS 19.00

19.CONSUMABLE STOCK 0.00

20. Total Sales 1531.84 295 $5.19

21. CashDraw 2031.70

22. Paid In Work 52.20

23. NoOrders 106.

25. Accounts 0.00

Up to 20 Super Groups can be included in this report

The F6 read not only gives you a hard copy of what you have taken for the day, it also writes those figures away for later adjustments. All readings for every day are automatically added in to an Audit Trail file. This file is comma delimited, which means that the figures from the Audit Trail can automatically be loaded up to a spreadsheet program like lotus or Excel. If you want to do this, please tell your support person and we will arrange for our technician to set it up for you.

Back to Table of Contents

EXPLANATION OF F6 READ

Line 1 Time, Date, Shop Code, Type of read.

Line 2 Headings

Line 3 a) Normal Items Drycleaned

Line 4 a) All Specials Taken in

Line 5 Sub-total of the above 2 groups

Line 6 a) Wedding & Deb frocks drycleaned

Line 7 a) Repairs done

Line 8 a) Suede & Leather Drycleaned

Line 9 a) Pillows & Rugs Drycleaned

Line 10 a) Outwork Laundry Drycleaned

Line 11 a) Curtains Drycleaned

Line 12 a) Re-do’s done that day

Line 13 a) Furnishings Drycleaned

Line 14 a) Furnishing Specials redeemed for the day

Line 15 a) Subtotal of the above 9 groups

Line 16 a) Shirts cleaned

Line 17 a) Subtotal of the above group

Line 18 a) Sale items sold

Line 19 a) Consumable stock used for the day

Line 20 a) Total Sales

Line 21 a) The cash that should be in the drawer for the day ie: Paid in Work + Paid Out work - Adjustments (made through open till)

Line 22 Pre Paid In Work on that Day

Line 23 Total Number of Items Dry Cleaned that day

Line 24 Work Paid for and gone out of the shop for that day

Line 25 Dockets rung off to Accounts for the day.

NOTE: These super groups can and do change according to customer preferences

Back to Table of Contents

REORDER STOCK

This is a function that is used to automatically re-order consumable or retail stock.

Back to Table of Contents

PRINTING LABELS FOR STOCK ITEMS

It is now possible to print labels for any stock items listed in the computer. Some parameters need to be established to do this. Codes for stock items must be either four (4) or six (6) digits only. To print labels for stock items;

ESCAPE to MAIN MENU

ARROW DOWN to UTILITIES and ENTER

ARROW DOWN to STOCK ITEMS and ENTER

Type your High Management Password and ENTER

Arrow Down to LABEL PRINT and ENTER

Your labels for Stock Items will now print for each stock code entered. For this to be effective sticky labels need to be loaded in to the printer.

Back to Table of Contents

SETTING UP AUTOMATIC RACKING FOR STOCK ITEMS

ESCAPE to Main Menu

ARROW DOWN to UTILITIES and ENTER

ARROW DOWN to STOCK ITEMS and ENTER

Type your HIGH MANAGEMENT PASSWORD and ENTER

ENTER on EDIT STOCK FILE

ENTER on CHANGE A STOCK ITEM

Type the SEARCH Key (eg: TROUSER for trousers) and ENTER

If you unsure what the search key is for your item, type the first one or two letters and ENTER. You can now scroll up and down the list to find the item you are looking for. Once you have found it, position the cursor on it and ENTER. You will now be brought back to the previous screen and can go on to Step 8.

Arrow Down to AUTO RACKING

Type the code you wish to appear against the docket (eg: blkt for Blanket) and ENTER

END to save and then ESCAPE to exit or just ESCAPE to exit without saving.

Back to Table of Contents

DISCOUNT - AUTOMATIC - SETTING UP A DISCOUNT CODE

To automatically give a customer a discount you must first set the discount and its corresponding code up. Thus there are two parts to setting up an automatic discount.

PART 1: Sets up the computer to recognise different prices for different codes under individual items (eg: trouser, shirts, etc)

PART 2: Sets up the customers code so that they are automatically charged a pre-programmed price by the computer.

To do this manually, put a message against the computer that says eg: 20% discount, etc, and then manually give it.

PART 1 - Setting up individual Items into stock items

ESCAPE to the Main Menu

ENTER on UTILITIES

ENTER on STOCK ITEMS

Type your High Management PASSWORD and ENTER (see note 1)

ENTER on EDIT STOCK FILE

ENTER on CHANGE A STOCK ITEM

Type the search key for the item you wish to change (eg: TROUSER for trousers) and ENTER

If the search code you have typed is not a valid one, those codes nearest to it will appear. ENTER on the appropriate one and continue, or ESCAPE back to the previous screen and try a different code. You may use the arrow keys to scroll up an down the page and view more information if you wish.

Arrow down to RETAIL. Type the amount you would like the customer to be charged if they are coded as R (eg 6.50) and ENTER - Remember that the majority of your customers will be coded as R. - so R should be your normal price

Once you have finished all, press END to save (ESCAPE only to exit and not save) and enter the next search key you wish to change or ESCAPE to the Main Menu

Add the product group ( Press F2 to select from list if not sure & escape back )

Items within --- add the number or ITEMS or tags to be printed

Automatic Racking --- If it is not normal dry cleaning (using 3 letters ) type in CUR for curtains, FUR for furnishings etc.

Disclaimers--- If a compulsary disclaimer is necessary -- curtains , suede & leather etc. then type "y" for yes.

Note 1: A password is not needed here unless you are changing the amount of stock (ie: Sale items) you have in the shop - you need the highest password to alter this.

Note 2: This amount will determine the lowest price the stock item can be changed to when in the docket writing screen. i.e. if the item is set at $4.00, the computer will not allow anyone to change the price of the item to less than $4.00

Note 3: Number 8 is normally left at zero unless it is a sale item which is the cost price while 9, 1, 11 are not used very often (so leave at zero) 12 is the relevant price.

PART 2 - Setting up and Automatic Customer Pricing Structure other than Retail

This is not used very often.

PASSWORD

CUSTOMER CODE and ENTER

You will now be in the docket writing screen

Press CUSTOMER INFORMATION (or PAGE UP on the normal keyboard)

You will now be in the customer information screen

Arrow Down to TYPE

Type the code you wish the customer to be and ENTER (Make sure you use capitals

END to save

Your customer is now coded according to the letter code you entered and will automatically receive prices according to their set up in Items.

Every time this customer has a docket written for them in the future they will automatically receive their coded discount. This saves you the time and trouble of remembering and entering a specific discount for each written docket. If you wish the customer to no longer receive the discount, simply repeat the above instructions (PART 2: - Setting Up The Customer,) and change the code to ‘R’ - Retail Customer (ie: no automatic discount)

NOTE: A customer can only be changed from ‘R’ to ‘S’, ‘X’, etc, by an employee with a high management password.

Back to Table of Contents

PRE-PROGRAMMED GROUPS & CORRESPONDING NUMBERS - STANDARD ISSUE

1 TROUSERS 50 CURTAIN-SPECIAL

2 JACKETS 51 CURTAIN/L/W LIN

3 COATS 52 CURTAIN-M/L UNL

4 SKIRTS 53 CURTAIN-L/W UNL

5 PLEATED SKIRT 54 CURTAIN-M/W UNL

6 SUITS 55 CURTAIN L/W UNL

7 3 PIECE SUIT 56 CURTAIN TK DN RE

8 PLEATED DRESS 57 DC SPECIALS

9 DRESSES 58 COUPONS

10 CARD/JUMP 59 FURNITURE SPECIALS

11 TIES 60 VOUCHERS

12 VEST 61 VIP BAGS

13 SHIRT 62 WEDDING BOXES

14 BLOUSE 63 SALE ITEMS

15 WEDDING GOWN 64 *

16 WEDDING ITEMS 65

17 EVENING GOWN 66 SOLVENTS D/C

18 DEB FROCK 67 D/C CONSUMABLES

19 DRESSING GOWN 68 LAUNDRY CONSUMAB

20 WORK WEAR 69 ITEM FINISHING

21 SHORTS 70 SHOP CONSUMABLES

22 SUNDRY CLEANING 71

23 72

24 REPROOF 73

25 HATS 74

26 NIGHTIES 75

27 * 76 CUSHION COVERS

28 * 77 BLANKETS

29 * 78 BEDSPREADS

30 RE DO’S 79 DOONA/EIDER

31 S&L SUNDRY ITEMS 80 SLEEPING BAGS

32 SUEDE & LEATHER 81 CAR SEAT COVERS

33 * 82 RUGS & CARPETS

34 FURS 83

35 84

36 * 85

37 * 86

38 REPAIR MISC 87 PILLOWS

39 SHORTEN HEM 88 HOUSEHOLD LAUNDRY

40 INV WEAVE 89 GREENS STARCHED

41 ZMC 90 PERSONAL LAUNDRY

42 ZNYC 91 FOOTY GEAR

43 ZMO 92

44 ZNYO 93

45 LZMC 94

46 LZMO 95 *

47 CURTAIN REPAIRS 96 *

48 CURTAIN-UNLINED 97 *

49 CURTAIN-LINED 98 *

This can be tailored for individuals

Back to Table of Contents

SUPER GROUPS - 1 TO 20 - STANDARD ISSUE

ITEMS DRY CLEANED = GROUPS 1 TO 26, 30

SPECIALS = GROUPS 63 TO 64

WEDDING\DEB FROCKS = GROUPS 15 & 18

REPAIRS = GROUPS 38 TO 47

LAUNDRY = GROUPS 88, 90

SUEDE & LEATHER = GROUPS 31 TO 34

RUGS AND PILLOWS = GROUPS 82 & 87

OUTWORK - LAUNDRY = GROUPS 89, 91

CURTAINS = GROUPS 48 TO 56

RE’DO’S = GROUPS 30

FURNISHINGS = GROUPS 76 TO 82

FURNITURE SPECIALS = GROUPS 59

SHIRTS = GROUPS 13

SALE ITEMS = GROUP 61,62,63

CONSUMABLE STOCK = GROUPS 66 TO 70

DISCOUNTS (2) = ANY % DISCOUNT GIVEN

These are standard issue groups and may be changed or added to by management - see upper management section.

Back to Table of Contents

DEBTORS AND CREDITORS

ENTERING A NEW DEBTOR - STEP 1: CUSTOMER SEARCH CODE

A new debtor must first be given a Debtor Code. This is password protected as Management will first need to approve a credit check.

ESCAPE to Main Menu

ENTER on MANAGEMENT

ENTER on DEBTORS

Type your MANAGEMENT PASSWORD and ENTER

You will now be in the customer main menu

ENTER on ADD A CUSTOMER

Make up a three digit search key for that debtor (eg: Jim’s Mowing Service search key could be JMS or 001, etc)

Type the search key in and ENTER

ENTER the name and address as you would like it to appear on invoices.. The name can be up to 30 characters long. Three lines each of 30 characters are provided for the address. At the end of the third line is a prompt for the postcode.

ENTER the phone number

Choose a sales category for the customer, ie: 0-9. This is for reporting purposes. Eg: 1. Hotels, 2. Agencies, and a ‘0’ will mean the customers appear on every report.

ENTER a Sales Tax number if applicable

ENTER the customer’s cheque account details (bank and branch)

ENTER a memo or comment or contact for this customer if you wish. NOTE: This memo will not appear on invoices, quotes, etc. Only when the customer is called up on the computer

END to save

ESCAPE to return to the main menu.

STEP 2: IDENTIFYING THE DEBTOR TO YOUR COMPUTER

Now that you have set up your debtor and given them a search key, you must identify that debtor to the computer so that it knows to code the debtors transactions differently. i.e. you must link the customer’s phone number to the debtor code. This is a very easy process.

PASSWORD

CUSTOMER CODE and ENTER

Press CUSTOMER INFORMATION (or PAGE UP on the normal keyboard) and ENTER

Arrow down to Accnt.

Type the SEARCH KEY of the debtor (ie: the 3 letter or digit search code you gave the company) and ENTER

END to save

ESCAPE to return to the password screen.

Back to Table of Contents

ENQUIRING ON A DEBTOR

ESCAPE to Main Menu

ENTER on MANAGEMENT

ENTER on DEBTORS

Type your management password and ENTER

You will now be in the customer main menu

ENTER in ENQUIRE ON CUSTOMER

Type the Debtor Search Key and ENTER

All information on the debtor will now be listed

ESCAPE to exit.

Back to Table of Contents

PRINTING DEBTOR STATEMENTS

This option gives you the choice of printing a condensed statement on your thermal or docket printer or printing a larger statement on your report printer.

ESCAPE to MAIN MENU

ARROW DOWN to MANAGEMENT and ENTER

ARROW DOWN to DEBTORS and ENTER

ARROW DOWN to ENQUIRE and ENTER

Type the DEBTOR CODE and ENTER

Press F3 for statement

Press D for docket/thermal printer or R for Report Printer

Your report will now print in your selected format.

Back to Table of Contents

PRINTING DEBTOR STATEMENTS ON PLAIN PAPER OR LETTER HEAD

The program name for this function is CSSTMHP.EXE and allows you to choose which way you will print your debtor statements.

ESCAPE to Dos (C:\SHOP>) and type CSTSTMHP then press ENTER

Type your High Management Password and ENTER

Type the first customer code you want a statement for (or ENTER for the first on the list) and ENTER

Type the last customer code you want a statement for (or ENTER for the last on the list)

Type the date up to the statement you wish to print the ENTER or just ENTER for today’s date.

Type the number corresponding to the period you want to print statements for (ie: 1, 2, or 3) the ENTER

The computer will ask you ‘Print 0 - total Statements?’ Type N if you don’t want zero priced statements to print and Y if you do want zero priced statements to print then ENTER

The computer will ask you ‘Print Test Pattern Y/N?" Press Y if you want to print a test pattern to line your printer up and N if you do not.

Your statements will now print.

Back to Table of Contents

DELETING A DEBTOR

This can only be done if the Debtor’s balance is zero. This is a safety guard to protect against deleting a customer who still owes money.

ESCAPE to MAIN MENU and ENTER

ENTER on MANAGEMENT

ENTER on DEBTORS

Type your Management Password and ENTER

Arrow down to DELETE A CUSTOMER and ENTER

Type the Customer Search Key and ENTER

The computer will ask you ‘Are you sure?’ Type Y for Yes or N for No.

Back to Table of Contents

CHANGE/MODIFY A SEARCH KEY

It is possible to change or modify a search key if you find that the initial way you set them up was not satisfactory. To do this;

ESCAPE to MAIN MENU

ARROW DOWN to MANAGEMENT and ENTER

ARROW DOWN to DEBTORS and ENTER

Type your high management password and ENTER

ARROW DOWN to CHANGE/MODIFY A SEARCH KEY and ENTER

If the screen says ‘Press the space bar to continue’, press the space bar until the screen scrolls through all of the dockets and then says in the top left hand corner ‘Your New Search Key?"

Type the search key you want to change it to and ENTER

END to save

Back to Table of Contents

TRIAL BALANCE SUMMARY

This gives an aged trial balance summary for the companies you want.

ESCAPE to the MAIN MENU

ENTER on MANAGEMENT

ENTER on DEBTORS

Type your high management password and ENTER

Arrow Down to TRIAL BALANCE SUMMARY and ENTER

The screen will ask you the following questions; (the letter in bracket at the end will give you the most comprehensive report)

Show no activity and zero balance - Press Y or N (Y)

Small single line print? - Press Y or N (Y)

For which period? - 1 or 2 (1)

For which customer type? - 0-9 (0)

The screen will come up with your summary trial balance. To print, press F1 then ESCAPE to exit.

Back to Table of Contents

END OF MONTH

AGEING DEBTORS - MONTHLY

This is an important part of the debtors system and must be done monthly so that ageing is correct and records maintained. There are several steps in this process.

The procedure you follow is in detail after the following checklist

CHECKLIST - END OF MONTH

Receipts - Enter Payments []

Customer Master List []

Credit Notes - Enter for month []

Trial Balance - Check for anomalies []

Journals/Adjustments []

Trial Balance - re-print and re-check []

Back up on end of month disk []

Statements - monthly []

Rollover - end of month []

Print this page and check off the end of month procedures as you do them each month. This will ensure that your end of month is done smoothly and that it balances.

1. RECEIPTS - ENTER PAYMENTS

Customer payments must be entered against the appropriate invoices - to do this;

ESCAPE to the MAIN MENU

ENTER on MANAGEMENT

ENTER on DEBTORS

Type your high management password and ENTER

Arrow Down to PAYMENTS/JOURNALS and ENTER

Arrow Down to PAYMENTS and ENTER

Type the Search Key of the customer paying and ENTER

Type the dollar amount they are paying including the decimal point and ENTER

Your computer now allocates that amount to the oldest invoices.

TO CHANGE THE DOLLAR PAYMENT ALLOCATIONS

Use your arrow keys to go to the payment you want the change, press ‘0’ and ENTER to change it to no payment.

Then arrow to the invoice you want to allocate the payment against and type the amount to allocate against it and ENTER.

Continue this until you can see that there is nothing left to allocate on the bottom of the screen

Change payments for all of your companies.

When you have finished, press END to save

Press F1 to accept

Press ESCAPE to exit to the payments menu and then ESCAPE again.

The computer will ask you ‘Are you Sure?’ Press ‘Y’ for yes

The computer will ask you ‘Do you want to print a list of payments?’ Press ‘Y’ for yes to print.

The computer will then print your payments for you to check and accept them.

The computer will ask you ‘Do you wish to delete the list of payments?’ Press ‘Y’ for yes as this clears the list from the computer for the next time you enter payments

The computer will tell you ‘No journal adjustments to print. Press a key.’ Press any key to go back to the menu.

Back to Table of Contents

PRINTING DEBTOR RECEIPTS

After pressing END (above) you will be asked if you would like to print a receipt. Check to see that your printer is on line and press ‘Y’ for YES or ‘N’ for No accordingly.

2. PRINT A CUSTOMER MASTER LIST

This allows you to check your data base has been updated and to delete any customers who are no longer using you. It also provides a quick reference of your account customers for that month.

ESCAPE to the MAIN MENU

ENTER on MANAGEMENT

ENTER on DEBTORS

Type your high management password and ENTER

Arrow Down to LISTING OF CUSTOMERS and ENTER

The computer will ask you ‘First Customer’, press ENTER for start of file, ENTER again for end of file

The list will appear on your screen, to print, press F1

ESCAPE to exit

3. CREDIT NOTES

Credit notes are used when the company you are charging have been overcharged for an item and you wish to adjust this on the system so the amounts outstanding for the company are correct.

ESCAPE to the MAIN MENU

ENTER on MANAGEMENT

ENTER on DEBTORS

Type your high management password and ENTER

Arrow Down to CREDIT NOTE and ENTER

Type the Search Key for the customer and ENTER

Type the Invoice Number the credit is coming off and ENTER

Type the Order (description of the credit eg: refund) and ENTER

Type the total of the credit, putting a ‘-‘ in front of the amount you are typing. (Eg: A credit of 6.44 would be typed in as -6.44)

Type the date and ENTER (ie: 16^th August would be typed as 1608)

Type the age of the credit note and ENTER - (ie: 0 = current, 1 = 30 days, 2 = 60 days, 3 = 90 days)

The computer will say ‘OK?’ Press ‘Y’ for yes.

Your credit has now been accepted. To do another credit, follow steps 6 to 12.

4. TRIAL BALANCE

Print this and check it for any anomalies, eg: amounts of .04 cents, things aged incorrectly or other mistakes

ESCAPE to the MAIN MENU

ENTER on MANAGEMENT

ENTER on DEBTORS

Type your high management password and ENTER

Arrow Down to TRIAL BALANCE DETAILED and ENTER

ENTER the customer code you wish the balance for or just ENTER for all

ENTER the last customer code you wish the report for or just ENTER for all

Choose the Period you want the report for (ie: no. 1 or 2) or just ENTER

Choose the customer type (ie: 0-9) or just ENTER for all

F1 to print.

5. JOURNALS, ADJUSTMENTS

After you have checked the trial balance, highlight any changes and make them in the journals section. These changes include write off amounts and incorrectly aged transactions. They do not include any payments which need to be entered in the receipts section (see above)

ESCAPE to the MAIN MENU

ENTER on MANAGEMENT

ENTER on DEBTORS

Type your high management password and ENTER

Arrow Down to JOURNAL/ADJUSTMENTS and ENTER (or CUSTOMER PAYMENTS then JOURNALS

ENTER Customer Account Code

ENTER the Amount of the Adjustment (include the ‘-‘ if the amount is negative)

The computer will say Description - Type the description of the journal and ENTER

ENTER again

Arrow Down to the docket the amount is attributable to, Type the amount (include the ‘-‘ if applicable) and ENTER

END and F1 to save or ESCAPE to exit without saving.

To print, press Y when the computer asks you.

6. TRIAL BALANCE

Print a second trial balance (see step 4.) and check this to ensure that all of your highlighted error have been fixed. If they have, proceed to step 7.

7. BACKUP END OF MONTH DISK

To ensure that the changes and information you have on your system is protected, it is vital you do a backup each month before you print your statements and roll over.

ESCAPE to MAIN MENU

Insert disk 1 in to the hard drive of your computer

Arrow Down to BACKUP and ENTER

The computer will now back up the system.

Take the disk out when the menu comes back up and label it with the date.

8. STATEMENTS

Print your statements as described above for all companies

9. ROLLOVER

Rollover the month. This will put all current amounts in 30 days, 30 day amounts in 60 days, etc. To do this;

ESCAPE to the MAIN MENU

ENTER on MANAGEMENT

ENTER on PRINT INVOICE REGISTER

The computer will ask ‘Print the Invoice Register? (Y/N)’ Press ‘Y’ for yes

‘Did it print OK?’ if it did press ‘Y’ for yes

The Invoice register will print and the computer will ask you ‘Clear the Invoice Register for this period? (Y/N)’ Press ‘Y’ for yes.

Is this the end of the month? Press ‘Y’ for yes

Arrow down to END OF MONTH and ENTER

The computer comes up with a warning and asks you to ‘insert your monthly backup disk and press ‘Y’ to continue.’ Insert your backup disk and press Y.

The computer will say ‘Reconciling Customer Totals, press Y to continue’. Press Y

The computer will update customers and roll them over and your debtors are now aged.

NB* IF YOU ARE RUNNING THE SHOP FRONT SYSTEM AND THE DEBTORS SYSTEM, THE DEBTORS AUTOMATICALLY AGE WHEN THE END OF MONTH (THROUGH THE F6 READ,) IS DONE IN SHOP FRONT.

Back to Table of Contents

MESSAGES

A. UNIVERSAL MESSAGES

CHANGE THE UNIVERSAL MESSAGE ON A DOCKET

ESCAPE to the main menu and ENTER on MANAGEMENT

Arrow Down to CONTROL and ENTER

ENTER on MESSAGES

Messages 1 and 2 put a message on every customer’s docket but not on the shop copy.

Type over the messages to change (30 keystrokes maximum each line) and END to save.

Back to Table of Contents

CHANGING SPECIAL FLAG MESSAGES FOR CUSTOMERS - IE: ON SCREEN MESSAGE

This is message number 3 and can be used to flag every customer with a message which will appear on every customer’s docket writing screen to remind your staff notify them verbally. ‘F10’ must be pressed to take the message off that customer’s screen so that a docket can be written. Messages can be re-set as often as you like to reflect current promotions. Eg: "We do Repairs and alterations on site" Each message only appears once for each customer so staff do not tell them the same message each time they enter the store.

ESCAPE to the main menu and ENTER on MANAGEMENT

Arrow down to CONTROL and ENTER

ENTER on MESSAGES

Message 3 on the first page flashes in the docket writing screen and a docket cannot be written until an F key is pressed.

Type over the message to change - a maximum of 30 keystrokes is allowed.

Back to Table of Contents

B. DISCLAIMERS

SET UP OF DISCLAIMERS

Messages are set up in the following way

Each line is numbered so that when in the docket writing screen the user can select the number corresponding to the disclaimer/message they wish to use.

If the message if over one line long, other lines are combined with it to make a complete message

For Example: Message 11 reads

11 The rubber backing on curtains 47 46 41 42 43

This means that message 11 is number 11 plus message number 47 plus message number 46, plus message number 41, plus message numbers 42 and 43. It therefore reads like this;

The rubber backing on curtains may deteriorate during the cleaning process. WE will take all possible care. Customer must take responsibility. Signed after reading

Therefore, if you wish to make up a message/disclaimer of more than one line it must be linked in the same way, otherwise the operator has to choose five different numbers in the docket writing screen when they are entering a disclaimer.

NOTE: When trying to use the disclaimer messages the number 11 will equal 01, the number 12=02, etc

Back to Table of Contents

ADD YOUR OWN MESSAGES-DISCLAIMERS

ESCAPE to the main menu

ENTER on MANAGEMENT

ENTER on CONTROL

ENTER on MESSAGES

Page Down to the DISCLAIMER screen

You will now see disclaimer messages on the screen. To see more messages press PAGE DOWN. Press Page Up to return to the previous screen viewed

IMPORTANT: Read the information listed under the heading ‘Set Up of Messages/Disclaimers’ before entering more that a one line message yourself.

Type your message in the space in which you want it to appear.

ENTER and END to save or ESCAPE only to exit without saving

TO CHANGE DISCLAIMER MESSAGES

ESCAPE to the main menu

ENTER on MANAGEMENT

ENTER on CONTROL

ENTER on MESSAGES

Page Down to the DISCLAIMER screen - Use the page down and page up keys to view all of the disclaimer messages.

Enter or change the messages as you wish - Remember to END to save or ESCAPE to exit without saving.

Back to Table of Contents

C. OPEN TILL

ADD YOUR OWN MESSAGES - OPEN TILL

ESCAPE to the main menu

ENTER on MANAGEMENT

ENTER on CONTROL

ENTER on MESSAGES

You will now see on the screen disclaimer messages. To get to the open till messages press page down three times. (Press page up to get to the previous page viewed.)

Type your reason for opening the till in the space in which you want it to appear

ENTER and END to save or ESCAPE to exit without saving

Make sure you write any changes in the manual - see section 1 page 20

Back to Table of Contents

TO CHANGE OPEN TILL MESSAGES

ESCAPE to the main menu and ENTER on MANAGEMENT

Arrow down to CONTROL and ENTER

ENTER on MESSAGES

You will now see on the screen disclaimer messages. To get to the open till messages press page down three times. (Press page up to get to the previous page viewed.)

ENTER or change the messages as you wish - remember to END to save or ESCAPE to exit without saving.

NOTE: These messages, when appearing in Open Till will be numbered from 01 to 20. It is important to instruct staff to notify management of any messages that they need on the list to make their reasons for opening the till accurate eg: Change for Drink Machine.

Back to Table of Contents

CODING MESSAGES TO SUBTRACT AMOUNTS FROM DIFFERENT AREAS

After you have entered your message, you will see a number on the far right hand side, directly across from the message. The number indicates the area the adjustment dollar value is subtracted from/added to. (see Below)

1 = Items Dry Cleaned

2 = Super Group 2

3 = Super Group 3

4 = Super Group 4, etc

When you find the correct number, arrow across to the right hand side, type the number, ENTER and END to save. ESCAPE to exit.

Back to Table of Contents

D. CUSTOMER PREFERENCES

FINDING MESSAGE NUMBERS - FLAGGING A CUSTOMER

ESCAPE to the Main Menu and ENTER on MANAGEMENT

Arrow down to CONTROL and ENTER

ENTER on MESSAGES

Press the Page Down key four times

ENTER or change the messages as you wish - Remember to END to save or ESCAPE to exit without saving

Press F1 to print the screen with messages so that you have a hard copy for it. The first two pages relate to disclaimers (see page 24) The third is reasons for opening the till and the fourth page is for messages (see flagging a customer above)

Back to Table of Contents

STOCKTAKE

Depending on the equipment you have, your stocktake will be done in one of three ways;

Scanner - Instantaneous uploading of information - ie: the scanner is permanently connected to the computer by a lead.

Entering docket numbers manually - ie: Typing them

‘Ticking’ order off against a computer generated orders list.

TO DO ANY TYPE OF STOCKTAKE

*ALWAYS use the SERVER computer to do your stocktakes.

ESCAPE to the MAIN MENU

ARROW DOWN to MANAGEMENT and ENTER

ARROW DOWN to STOCKTAKE and ENTER - This takes you to the Stocktake Menu.

* If you do not have Stocktake on your menu, ESCAPE to Dos (C:\SHOP>) and type STOCKTAK then press ENTER. This will take you straight in to the stocktake menu.

Arrow down to MAKE ORDERS FILE and ENTER - This calculates all current orders in the computer from as far back as the system was started, therefore it includes old stock unless you have deleted them from the system.

The computer will tell you that all other computers will be paused. Press ENTER to begin making the orders file. Once the orders file has finished, the menu returns to the screen.

* If you only have a one user system, you can ESCAPE back to Shop Front and use the computer as normal once the computer has made the orders file and the stocktake menu returns to the screen.

STOCKTAKE TYPE 1 - INSTANTANEOUS SCANNER

ESCAPE to the MAIN MENU

ARROW DOWN to MANAGEMENT and ENTER

ARROW DOWN to STOCKTAKE and ENTER - This takes you to the Stocktake Menu.

* If you do not have Stocktake on your menu, ESCAPE to Dos (C:\SHOP>) and type STOCKTAK then press ENTER. This will take you straight in to the stocktake menu.

Arrow down to MAKE ORDERS FILE and ENTER - This calculates all current orders in the computer from as far back as the system was started, therefore it includes old stock unless you have deleted them from the system.

The computer will tell you that all other computers will be paused. Press ENTER to begin making the orders file. Once the orders file has finished, the menu returns to the screen.

If you only have a one user system, you can ESCAPE back to Shop Front and use the computer as normal once the computer has made the orders file and the stocktake menu returns to the screen.

ENTER on READ RACK AND PRINT

Begin Scanning

When finished scanning, press ESCAPE then ENTER to print your list

STOCKTAKE TYPE 2 - ENTERING DOCKETS MANUALLY

The above two stocktake types are done exactly the same way the only difference being docket numbers are either scanned in or manually punched in

ESCAPE to the MAIN MENU

ARROW DOWN to MANAGEMENT and ENTER

ARROW DOWN to STOCKTAKE and ENTER - This takes you to the Stocktake Menu.

* If you do not have Stocktake on your menu, ESCAPE to Dos (C:\SHOP>) and type STOCKTAK then press ENTER. This will take you straight in to the stocktake menu.

Arrow down to MAKE ORDERS FILE and ENTER - This calculates all current orders in the computer from as far back as the system was started, therefore it includes old stock unless you have deleted them from the system.

The computer will tell you that all other computers will be paused. Press ENTER to begin making the orders file. Once the orders file has finished, the menu returns to the screen.

* If you only have a one user system, you can ESCAPE back to Shop Front and use the computer as normal once the computer has made the orders file and the stocktake menu returns to the screen.

Put a marker on top of the spike

Arrow Down to ZERO RACKING and ENTER

Type in or scan the docket number, then the rack number. If you do not have rack numbers, simple ENTER after you have typed/scanned the docket number

ESCAPE to print the exceptions report and end the stocktake

Complete your stocktake as normal.

TYPE 3 - COMPUTER GENERATED TICK OFF LIST

ESCAPE to the MAIN MENU

ARROW DOWN to MANAGEMENT and ENTER

ARROW DOWN to STOCKTAKE and ENTER - This takes you to the Stocktake Menu.

* If you do not have Stocktake on your menu, ESCAPE to Dos (C:\SHOP>) and type STOCKTAK then press ENTER. This will take you straight in to the stocktake menu.

Arrow down to MAKE ORDERS FILE and ENTER - This calculates all current orders in the computer from as far back as the system was started, therefore it includes old stock unless you have deleted them from the system.

The computer will tell you that all other computers will be paused. Press ENTER to begin making the orders file. Once the orders file has finished, the menu returns to the screen.

If you only have a one user system, you can ESCAPE back to Shop Front and use the computer as normal once the computer has made the orders file and the stocktake menu returns to the screen.

Put a marker on top of the spike.

Arrow down to READ RACKS & PRINT and ENTER

This will produce a ‘tick-off’ sheet.

Manually match the orders by ‘ticking off’ those still in the store.

If there are any dockets on top of the marker you put on the spike, take them off. If any of these docket numbers appear in the stocktake report, cross them off the stocktake report.

Staple this report to your stocktake checklist sheet

Sample Stocktake Report Form

STOCKTAKE CHECKLIST FORM & REPORT

DIRECTIONS: Please tick each task when completed and forward to Office with stocktake report stapled to it

STORE NAME: DATE:

STOCKTAKE PERFORMED BY: TIME: am/pm

STAFF MEMBERS PRESENT:

List any problems, tickets of interest, etc:

CHECKLIST - Tick when task is completed:

Marker on spike

Files deleted from scanner

All dockets scanned

Orders file made

Data transferred

Report Printed

Dockets above marker crossed out

Report stapled to this sheet

Form completely filled out and signed

SIGNED: DATE:

Back to Table of Contents

SECTION 3 ~ UPPER MANAGEMENT

CONTENTS

Audit Trail

Cash Only Audit Trail 

Finding

Printing Current Audit trail

Printing

Viewing current Audit trail

Viewing

Batch Files - Making One

Control

Changing Control Function

What is Control?

Customers - When do your customers come in to your shop?

Discounts-Hidden File

Dockets

Looking at dockets (docklook.exe)

Employee

Add an employee

Audit Trail

Change employee information

Delete an employee

Employee.exe

Employee Transactions (audit trail)

Enquire on Employee

Password/Employee Control

End of Week Setting Up

Files

Batch Files

Checking Hidden Files

Deleting Files

Endings of Files

Hiding Files

Making a batch file

Security file

Groups

Add a Group

-Heading Explanations

Change a Group

-Heading Explanations

Items Within

Items - Changing Items Quickly 

Invoice Register

Mandatory Functions

Setting Mandatory Functions

What are they?

Matching docket & ticket numbers

Marketing

Best Customers

Changing Labels Printer

Definition

Editing Report

Features

How does it work?

New Customer Labels

Printing Labels

Printing Reports

Returns - Suggested

Tracking Top ?% Customers

Using the system

Menus - Changing Menus

Minus Transactions

Price Lists

Pricing

Category

Coding Customers (step 2)

Minimum Level

Setting up Price Codes (step 1)

Reports

Automatically Printing

Altering Headings - F6 Report

Combining

Editing

Finding

Invoice Register

Printing

Reserved Codes

Security File

Stock Copy

Stock Items

Add a stock item

-Heading explanations

Change a stock item

Delete a stock item

Stock Report

Stock Take - Editing Exceptions

Stock Transfer

Super Group

Add

Change

Time Clock - Printing the Report

Upcharges

Adding a new upcharge

Changing the price

Changing the Percentage price

(If) Stockcode for upcharge unfound

What are they? - Management

SWH Keypad with standard keyboard

Corresponding SWH Keypad & keyboard keys

Fixing a programming mistake

Programming

Restoring

KSI Keyboard

Defining Keys

A. Code Mode

B. Direct Mode

Loading a Program

Making Changes

HOW TO CHANGE EMPLOYEE INFORMATION

Exit to the Menu.

ENTER on Management

3. ENTER on Employee

* See Note 1 below.

ENTER your High Level Five Digit Password

Select the appropriate menu item by using the arrow keys to highlight and ENTER (Menu listed below)

If you are changing an item, simply type over it and ENTER.

Arrow down to the next item you wish to change, type over it and ENTER.

NB: Remember to END to save or ESCAPE to lose changes.

Back to Table of Contents

PASSWORD/EMPLOYEE CONTROL

Program name: Employee.exe

This is password protected (ie. can only be accessed by a second high password.) and each employee’s transactions are tracked and totalled. ‘Employee’ allows the Manager to do the following:

Enquire On An Employee

-Level of access of employee (0 is lowest and allows time clock only. 3 is highest and allows access (with the appropriate second password) to all areas.)

-See the password of the employee

-View the total amount of inwork done throughout the week by each employee

-View the total amount of outwork done throughout the week by each employee

Change Employee Information

-access level and passwords may be changed

Add Employee

-New employees can be added to the system

Delete Employee

-Employees and their details may also be deleted from the system

* NOTE 1: If EMPLOYEE is not listed on your menu under Management, simply exit to DOS (ie:C:\SHOP>) and type employee and ENTER. This will get you in to the program in exactly the same way as the menu would.

Back to Table of Contents

LOOKING AT PARTICULAR DOCKETS - DOCKLOOK.EXE

This allows the user to track the path of a docket number in sequence with the other dockets that were written around it. It gives the user the following information;

Docket number

Date dropped off

Time dropped off

Person who wrote the docket

Total amount of the docket

Time picked up

Date picked up

Person serving

Amount paid

Last person to look at the docket

NB: If docket is still in stock the computer will clearly show this.

*KEEP THIS INFORMATION STRICTLY CONFIDENTIAL*

ESCAPE to DOS (C:\SHOP>)

Type DOCKLOOK and ENTER

Type the DOCKET NUMBER and ENTER

*The computer will now list the docket number and the above information as well as all following dockets in numerical order. The docket number you have selected will be highlighted*

Follow the instructions on your computer screen to print the information.

ESCAPE to exit.

There are four other options in docklook that can be accessed by using the Function ‘F’ keys.

F1 - Change Customer

F2 - Search for Rack

F3 - Customer Dockets

F4 - Dockets Between Dates

Press the appropriate ‘F’ (function) key after Number (2) above and follow the computer instructions.

Back to Table of Contents

HIDDEN DISCOUNTS FILE- Checks on all discounts over 40%

This file (DIS.EXE) is added to each time a transaction is made with a discount larger than 40% or a pre-set figure. As the file is hidden, it will not show up unless specifically asked for by the operator.

To find this information:

ESCAPE to dos (C:\SHOP>)

EDIT DIS and ENTER

This shows you: 11-08-1997 JANINE 01158 $ amt

Date of docket, Name of staff member who wrote it & the docket number

To Print, press ALT, then F, then P

To return to Dos (C:\SHOP>) press ALT, then F, then X

Back to Table of Contents

TRACKING MINUS TRANSACTIONS

If you want to know more about this function, contact your Soft Warehouse Representative.

ESCAPE to Dos (C"\SHOP>)

Type VIEW MINUS and ENTER

This will show you all of the minus transactions that have been done in your store.

To Print, press F1

To exit press ESCAPE

Back to Table of Contents

AUDIT TRAIL

This enables the manager to track every transaction that was made on a day, whether it be inwork,. outwork, opening the till, z/x reads, printing reports, etc.

Firstly you must find the number of the Audit Trail. To do this;

ESCAPE to DOS (ie.C:\Shop>)

Type CD\SHOP\AUD then ENTER

Type the following and ENTER afterwards- Follow the instructions in brackets but do not type them

DIR(space)????(space)/p

The computer will now give you a page by page look at everything in its program that has 4 or less characters in it. We are interested in only the numbers. (eg: 1001) (NOTE 6.)

To find the audit trail you wish to view, look for the appropriate date to the right hand side of the screen. Once you have found the date write down the number and ENTER until you reach C:\Shop> once more.

EG: If I was looking for 14/02/96

1005 10/02/96

1006 11/02/96

1007 12/02/96

1008 14/02/96

1009 15/02/96

The number I am looking for is 1008.

NOTE 6: If you cannot locate any audit trails, they may be located in another directory called C:\SHOP\AUD To get to this directory type CD\SHOP\AUD and ENTER. Go on to Step two.

To find the appropriate read number you want to look at, look at the F6 reading number (ie: your daily reading number,)

TO VIEW THE AUDIT TRAIL

NB: If your audit trails are kept in C:SHOP/AUD> you will need to first ESCAPE to dos (ie: C:/SHOP>) and type CD/SHOP/AUD then ENTER.

Type the following then ENTER;- Follow the instructions in brackets but do not type them.

VIEW (space) AUDIT TRAIL NUMBER (and ENTER)

EG: If I wanted to view audit trail number 1008, I would type the following then ENTER;

VIEW 1008

You will now see the Audit Trail on the Screen. Use the PAGE UP, PAGE DOWN and ARROW buttons to scroll through the information.

TO PRINT THE AUDIT TRAIL (Number 1)

Once you are in the ‘View’ screen (See instructions directly above)

Press F1 - To print

ESCAPE will take you back to Dos (C:\SHOP>)

*This will take you back to dos*

TO PRINT THE AUDIT TRAIL (Number 2)

At C:\Shop> type the following then ENTER;

COPY(space)AUDIT TRAIL NUMBER (space)LPT1

EG: If I was printing Trail no. 1008, I would type the following and then ENTER;

COPY 1008 LPT1

If this does not print on your dot matrix printer substitute LPT1 for LPT2 or LPT3

*REMEMBER to put your printer on condensed print first*

TO LOOK AT THE CURRENT AUDIT TRAIL

1. At C:\Shop>type the following and then ENTER

TYPE (space) AUDIT

*This will scroll through everything very quickly. To scroll through slowly type:

VIEW(space) AUDIT

To print the Audit Trail, press F1

To get out of the program press ESCAPE

TO PRINT THE CURRENT AUDIT TRAIL (Number 2)

C:\Shop> type the following then ENTER

COPY (space) AUDIT (space)LPT1

Remember if this prints on the incorrect printer, type LPT2 instead of LPT1 or LPT3.

*REMEMBER to put your printer on condensed print so that the audit trail will be easy to read.*

CASH ONLY AUDIT TRAIL

This new addition shows all of the cash transactions for the day and is extremely useful if you are out in your till as the audit trail can be easily checked against your copies of dockets rung off for the day. Work that has been rung up and gone out of the shop is denoted as p/up. Pre-paid work does not have this code against it.

ESCAPE to Dos (C:\SHOP>)

Type VIEWCASH and ENTER

Type the Audit Number (see F6 read for the read number) and ENTER

F1 to print

Customers - When do your customers come in to your shop?

You can tell on past usage when the counter is busiest. This can be done in table or graph form and shows the ebbs and flows of the counter.

ESCAPE to Dos (C:\SHOP>) and type TIMEUSE and ENTER

Type the Date to start the report and the date to finish the report and ENTER

F1 to print.

Your report will look something like this;

Your Drycleaners

"Customer Visits per hour over the period 01/05/97 to 14/05/97"

"Drop",

7, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17, 18,

"1", 0, 0, 0, 0, 0, 0, 0, 0, 0, 0, 0, 0,

"2" 22, 41, 47, 29, 36, 30, 22, 26, 15, 22, 20, 1, 311

"3" 11, 39, 44, 25, 21, 20, 7, 13, 14, 14, 16, 0, 224

"4" 4, 22, 30, 20, 15, 11, 17, 5, 6, 15, 18, 1, 164

"5" 8, 45, 47, 20, 22, 7, 28, 20, 13, 9, 15, 0, 234

"6" 9, 42, 31, 27, 25, 24, 20, 17, 15, 17, 8, 1, 236

"7" 5, 16, 41, 47, 47, 39, 19, 12, 13, 8, 1, 0, 248

"P/U"

"1" 0, 0, 0, 0, 0, 0, 0, 0, 0, 0, 0, 0, 0

"2" 6, 14, 17, 15, 15, 9, 20, 11, 15, 31, 45, 1, 199

"3" 13, 35, 17, 8, 16, 17, 14, 13, 19, 39, 34, 0, 225

"4" 14, 14, 14, 12, 14, 9, 8, 12, 12, 21, 21, 3, 154

"5" 12, 25, 18, 15, 19, 16, 20, 14, 16, 47, 48, 5, 255

"6" 4, 27, 13, 15, 17, 20, 15, 21, 17, 38, 56, 4, 247

"7" 4, 9, 23, 37, 65, 62, 49, 33, 52, 52, 0, 0, 386

"Both"

"1" 0, 0, 0, 0, 0, 0, 0, 0, 0, 0, 0. 0, 0

"2" 28, 55, 64, 44, 51, 39, 42, 37, 30, 53, 65, 2, 510

"3" 24, 74, 61, 33, 37, 37, 21, 26, 33, 53, 50, 0, 449

"4" 18, 36, 44, 32, 29, 20, 25, 17, 18, 36, 39, 4, 318

"5" 20, 70, 65, 35, 41, 23, 48, 34, 29, 56, 63, 5, 489

"6" 13, 69, 44, 42, 42, 44, 35, 38, 32, 55, 64, 5, 483

"7" 9, 25, 64, 84, 112,101,68, 45, 65, 60, 1, 0, 634

This report is difficult to read in this format and is much better loaded in to your spreadsheet program. That way, a graph can be produced and you can see exactly when your busiest times are.

However, you can see the following in the report above

More customers drop their clothes off on Monday (day 2) and pick up on Thursday (day 5) and Friday (day 6).

Saturday at 12.00 is extremely busy.

Back to Table of Contents

END OF WEEK - SETTING UP

This enables you to choose the day of the week you wish to have your financial week end on and your records to roll over and start again.

ESCAPE to MAIN MENU

ARROW DOWN to UTILITIES and ENTER

ARROW DOWN to CONTROL and ENTER

ARROW DOWN to SET UP and ENTER

ARROW DOWN to DAY THAT WEEK ENDS and ENTER

Type the number that corresponds to the day of the week you wish your financial week to end and ENTER (see below)

END to save

1 = Sunday

2 = Monday

3 = Tuesday

4 = Wednesday

5 = Thursday

6 = Friday

7 = Saturday

Each End of Week file is saved to a ‘week’ file. These week files contain the F6 read information, cash banked, discrepancy amounts and adjustments made for each day of operation during that week. Files are saved from week01.storecode to week52.storecode for the entire financial year.

Back to Table of Contents

WEEKLY REPORTS

Weekly reports are really useful to compare things such as cash banked (according to the manager & computer) with actual banked, combined reports of total sales, comparing different stores, months, same week last year, etc…

FINDING WEEKLY REPORTS

EDITING WEEKLY REPORTS

PRINTING WEEKLY REPORTS

COMBINING WEEKLY REPORTS - ie: fortnightly, monthly, bi-monthly, etc

1. FINDING WEEKLY REPORTS

Escape to Dos (C:/SHOP>) and type DIR WEEK*.* then press ENTER. This will bring you up a list of all of the week files on your computer. (You do not want the WEEKBA files, just the WEEK files)

If you have more than a screen full of files, you can scroll through them screen by screen by typing DIR WEEK*.* /P Press ENTER each time to scroll through your screens.

Your computer will read;

Your week file size

WEEK02.RC 3,650 03-17-98 9:27a WEEK02.RC

storecode date time file name

Back to Table of Contents

EDITING WEEKLY REPORTS

Each report should be compared to a manually written report (see report enclosed) and banking should be compared with actual banked.

To edit this report eg: WEEK01.LC report;

ESCAPE to Dos (C:\SHOP>)

Type EDIT WEEK01.LC then ENTER

This will take you into an editing screen. Be careful that if you edit any part of your report, you keep numbers in the same positions. Press the Insert key on your normal keyboard to allow you to type directly over the existing information.

To ESCAPE, press ALT then F then X.

If you have changed any part of the program, the computer message will say ‘This file has not been saved. Save it now? Yes No Cancel.

Use the arrow keys to move to the correct response and ENTER.

NOTE: If you make a mistake, ALT then F then X. Arrow over to NO to save and ENTER. When you get back in to the file again the changes will be gone as you did not save them.

Back to Table of Contents

TO VIEW AND PRINT A WEEKLY REPORT

You are not able to edit a report using this method, but it is very easy to print by using this. - Use your ARROW KEYS and PAGE UP, PAGE DOWN Keys to scroll through the report.

Find the week number you wish to view (see ‘Editing a weekly report’ above)

Type VIEW WEEK01.RC and ENTER

(ie: VIEW FILENAME.STORECODE)

F1 to Print

ESCAPE to Exit

Back to Table of Contents

PRINTING A WEEKLY REPORT

Ensure that your printer is on ‘condensed’ print before you print.

Find the report you want to print (eg: WEEK01.LC) and type COPY WEEK01.LC LPT1 and ENTER

If your report did not print on the appropriate printer, try LPT2 OR LPT3 instead of LPT1.

Back to Table of Contents

COMBINING REPORTS

Weekly files can be combined consecutively as many times as you wish.

Eg: WEEK07.LC to WEEK10.LC inclusive

To do this;

ESCAPE to Dos (C:\SHOP>) and type MONTH and ENTER

The computer will ask ‘from week to week ‘

Type 07 (or the initial week) and ENTER, then type 10 (or the last week) and ENTER

The computer will make a file combining the weeks for the amount of sites that you have on your data base. The title of the file will be in the top left hand corner of your screen - ie: FileName: (the file name will be listed here)

Press F1 to print or ESCAPE to Dos and type COPY fileName LPT1 and ENTER.

Back to Table of Contents

INVOICE REGISTER

In most stores this report is automatically printed at the end of the financial week. The invoice register shows Week to Date Figures.

The File Name is TDINVREG

ESCAPE to Dos (C:\Shop)

Type COPY (space) TDINVREG.storecode (space) LPT1

If my storecode was SF, I would type

COPY TDINVREG.SF LPT1

ENTER

*Your report should now print on your printer. If it has printed on the wrong printer type LPT2 or LPT3 until it prints on the correct one. Note the printer to send it to here for next time.*

OR

Type VIEW TDINVREG.storecode and ENTER

F1 to Print

ESCAPE to exit

Back to Table of Contents

AUTOMATICALLY PRINTING REPORTS

These are set up in three different batch (BAT) files for daily reports, weekly reports and monthly reports. The .BAT files can only be set up by your Soft Warehouse consultant. The files needed are:

EOD.BAT -(Daily Reports)

EOW.BAT -(Weekly Reports)

EOM.BAT -(Monthly Reports)

To check if you have these files:

ESCAPE to C:\Shop>

Type DIR EO*.BAT and ENTER

If you see the .BAT files listed above, on your computer screen, they are on your computer. If you do not, or want to change the reports you receive at the end of each day, week, month, you will need to contact your Soft Warehouse representative and have them installed or modified.

Back to Table of Contents

STOCK TRANSFER

ESCAPE to Main Menu

ENTER on UTILITIES

ENTER on STOCK ITEMS

Type your HIGH MANAGEMENT PASSWORD and ENTER

ENTER on TRANSFER STOCK

Type the BRANCH CODE to which you want to transfer stock and ENTER

Type the STOCK CODE and ENTER

*If the stock code you have typed is not valid, the screen will come up with the nearest match/es. Use the arrow keys to scroll through the list and ENTER on the one you want or ESCAPE to cancel.*

The cursor will automatically be directly opposite IN STOCK. Type the amount you wish to transfer to the branch and ENTER.

END to save and ESCAPE to exit, or continue and transfer another item. ESCAPE only to exit without saving.

Transfer stock is a useful function if you have a central depot to which all stock is transferred or if you are constantly giving your stock to another branch. It helps all involved to keep an eye on supposed stock as compared to actual stock levels.

Back to Table of Contents

STOCK COPY

This is an executable command that operates from Dos (C:/Shop>) It allows you to copy a stock file in disc format from A: to your hard drive (C:) to update your stock information. This is only to be done under instruction from Soft Warehouse as it can alter stock figures if done incorrectly.

STOCK REPORT

This allows you to report on Group Items.

ESCAPE to the MAIN MENU

ENTER on UTILITIES

ENTER on STOCK ITEMS

ENTER on STOCK REPORT

TYPE the number of the stock groups you wish to report on.

TYPE the stockcodes (or press ENTER for all)

Computer will ask you "In group order?" Type Y for YES

"Sales?" Type Y for YES

"Do you want only non zero items?" Type N for NO

ENTER and END to print.

This can be set up to run automatically in a batch file for set reports.

Back to Table of Contents

PRINTING THE TIME CLOCK REPORT

The time clock report should be printed by the last person to leave the shop at the end of the financial/pay week. This function is able to be used instead of costly time cards and/or manual recording of hours. To print the time clock report;

ESCAPE to the Main Menu

Use the arrow keys to highlight TIME CLOCK and ENTER

*This will print the time clock on the dot matrix (report) printer.*

IF YOU DO NOT HAVE TIME CLOCK ON YOUR MENU

ESCAPE to DOS (C:\SHOP>)

Type TC(space)P and ENTER

*Your time clock for the week will now print out and roll over for the week.*

To get back to the main menu either type MENU and ENTER or press the START button on the SWH Keypad keypad.

This report should be done on the day the week ends after the last employee has finished.

Back to Table of Contents

UPCHARGES - MANAGEMENT

Upcharges must be attached to a stock item for them to work in the Shop Front System. Therefore, each up-charge has a stock item code so that they stay together in the stock file. Upcharges can be entered as a price ($) or as a percentage of a price (%).

TO CHANGE THE PRICE OF AN UPCHARGE (a) CHANGING UPCHARGES USING SOFT WAREHOUSE KEY PAD eg. Pre programmed keys

ESCAPE to the main menu

Arrow down to UTILITIES and ENTER

Arrow down to ITEMS and ENTER

*You will now be in the ITEMS MAINTENANCE MENU and the computer will be asking

you "? Press a key that you wish to alter ?"

On your keypad press the item you wish to alter the upcharges .

Type F1

*The screen will now show you all of the upcharges associated with that item*

Arrow down &/or across until the cursor is on the upcharge description or

price you want to change.

Type the price and ENTER

*Do this until all prices are correct and change the $ & % signs to suit*

END to save the information and ESCAPE , ESCAPE To change another.

OR ESCAPE instead of END to exit to the Upcharge Menu and NOT save

the changes

ESCAPE back to the SHOP FRONT menu.

NB: If you have entered $ amounts, make sure that $ shows under the "%/$" heading on the right hand side of the screen. (Likewise with % amounts.) Negative amounts need to have a "-" in front of the numbers before typing.

Back to Table of Contents

(b) CHANGING UPCHARGES USING STANDARD KEYBOARD.

ESCAPE to the main menu

Arrow down to UTILITIES and ENTER

Arrow down to ITEMS and ENTER

*You will now be in the ITEMS MAINTENANCE MENU and the computer will be

asking you "? Press a key that you wish to alter ?"

On your KEYBOARD press ANY LETTER to get to the next menu

TYPE in the STOCKCODE you wish to change and ENTER. ( if a mistake is made the screen will come up to the closest match.

Type F1

*The screen will now show you all of the upcharges associated with that item*

Arrow down &/or across until the cursor is on the upcharge description or price you want to change.

Type the price and ENTER

END to save the information and ESCAPE , ONCE To change another.

OR ESCAPE instead of END to exit to the Menu and NOT save the changes

Back to Table of Contents

CHANGING THE PERCENTAGE PRICE OF UPCHARGES

*Percentage upcharges can be made to either add or subtract a certain percentage from the unit price.*

Go to Items menu (see "To change the price of an upcharge, (a) & (b)" - previous.)

Follow 1 to 6 in (a) & (b) above

Arrow down or across until the cursor is in the amount column of the percentage you wish to change.

Type the percentage (include a "-" (minus) before it if the percentage is to be subtracted.) and ENTER

*NB: Make sure that % is showing in the far right column and not $. % takes off or adds the amount as a percentage, $ takes off or adds the amount as a dollar value.)*

END then ESCAPE to save the changes and exit OR ESCAPE to exit without saving

Back to Table of Contents

ADDING a NEW UPCHARGE or CHANGING an EXISTING UPCHARGE

ESCAPE to the Main Menu

Follow 1 to 6 in (a) & (b) above ( CHANGING UPCHARGES)

TYPE IN AS FOLLOWS

A. Description Name of the upcharge as it appears in the docket writing screen (9 letters maximum) - This is what appears in the docket writing screen and has no relation to the ‘Stock Items’ program. Press ENTER after typing it. Arrow across to next.

Change The number you wish to add to/subtract from the price (include the ‘-‘ for subtracting) If you are adding 20% to the cost, type 20. If subtracting $1.50 from the price, type -1.50 and ENTER. Arrow across to the next.

Stockcode The code the upcharge is under in the computers memory (12 letters maximum) - This relates directly to the stock items program. Use CAPITAL LETTERS and ENTER when typed. Arrow across to the next area you want to change ( IF TYPED INCORRECTLY select from CLOSEST MATCH.------ IF NOT ESCAPE & refer next paragraph.)

%/$ Whether the price is a percentage (%) or a dollar ($) amount and ENTER. Arrow across to the next section

Descriptor Type ‘U’ for upcharge and ‘D’ for descriptor. U for upcharges will allow that amount to go directly to the employees file (Do not code ‘-‘ amounts in here) D for descriptor will not add to the employees upcharge dollars (Put negative ‘-‘ amounts in here)

Found/N F See below.

If the computer comes up with the ‘found’ message, the stock code that you have entered has been a valid one.

5. If ANY STOCK CODE has a NOT FOUND next to it you must enter that exact stock code into STOCK ITEMS See ADDING A STOCK ITEM from the ITEMS MENU.

END to save or ESCAPE to exit without saving

NOTE: If the stock code is going to be the same for a number of groups then put the number of the groups after it. For example: for UNIFORM TROUSERS the stock code would be UNIFORM1 as the trousers is group 1. Set up the stock codes first IF POSSIBLE.

Back to Table of Contents

IF YOUR STOCK CODE FOR YOUR UPCHARGE HAS NOT BEEN FOUND

If your stock code for your upcharge has not been found you must ENTER it so that the computer realises what it is. If you leave a stock code ‘Not Found’ the computer will not code the money produced by the stockcode to the correct area and thus your figures will not be correct.

Go to second screen in items menu as above (Changing upcharges 1,2,3&4 )

PRESS F2 (This goes to the stock item menu)

Arrow Down to ADD A STOCK ITEM and ENTER

The computer will now be asking you to enter the SEARCH KEY. Follow the instruction below to enter your stock code.

SEARCH KEY The stock code of your upcharge and ENTER

DESCRIPTION The no. 1 descriptor of your upcharge

SEC. SORT Leave blank by just pressing ENTER

XTRA Leave blank by just pressing ENTER (Do the same for Special, Trade and Retail)

PROD GROUP The group you want the upcharge to appear against (eg: 01 for Trousers or if you do not know press F2 to check all group numbers then escape back )

Items Within Only if an extra tag needs to be printed)

END to save the information

Escape back to ITEMS\UPCHARGES PAGE

If you go back in to your upcharges you will see that the computer now finds the previously ‘Not Found’ stock code.

Back to Table of Contents

ADD A GROUP

ESCAPE to the Main Menu

ENTER on UTILITIES

ENTER on GROUPS/UPS

ENTER on CHANGE PRODUCT GROUPS

Choose an unused product group number that is near the groups with the same Super Group number (eg: Drycleaning near Drycleaning Super Group)

If you are unsure what the product group numbers are, press F1. The product groups and their numbers will now be displayed. ESCAPE to return to the previous screen.

ENTER the information as requested (see below for explanations of each heading)

END to finish and save or ESCAPE to exit without saving.

Back to Table of Contents

HEADING EXPLANATIONS

Description Type yourself - Use up to 20 characters

Stocked Y/N Select Yes if the item is stocked (ie: consumable) or No if the item is not stocked (ie: Trousers)

Super Choose the Super Group (ie: Major Group) for this Group product to belong to

Super Groups are 1 to 20. Delete a Super Group already there by typing a new group in.

See diagram - How does the Shop Front System Operate? Page 4

Tax Rate For GST and VAT only

Appear On Choose the number of the option you prefer from the list below as to how you would like the stock information for items in this product group to appear on the invoices.

LEAVE THIS AS ‘1’

Cost at Choose NO (N). If you choose YES you will be prompted

Invoice to enter the cost of items in this group at the time of invoicing.

NB This needs to be turned on by Soft Warehouse

F2 Can be used to print a current list of product groups for your reference

F3 Shows the Super Groups

Back to Table of Contents

CHANGE A GROUP

ESCAPE to Main Menu

ENTER on UTILITIES

ENTER on GROUPS/UPS

ENTER on CHANGE PRODUCT GROUPS

ENTER on the product group number you wish to change

If you are unsure what the product group numbers are, press F1. The product groups and their numbers will now be displayed

Change the information as required (see below for explanations of each heading) - You may need to delete the information with the left pointing arrow before putting in new information

END to finish and save, or ESCAPE to exit without saving.

HEADING EXPLANATIONS

Description Type yourself - Use up to 20 characters

Stocked Y/N Select YES if the item is stocked (ie: consumable) or NO is the item is not stocked (ie: trousers)

Super Choose the Super Group (ie: Major Group) for this

Group product to belong to

See diagram - How does the Shop Front System Operate? Page 23

Tax Rate Is programmed as a percentage (ie: if the rate is 25% type 25 and ENTER

Appear on Choose the number of the option you prefer from the list below as to how you would like the stock information for items in this product group to appear on the invoices

CHOOSE ‘1’ FOR THIS.

Cost at Choose NO (N). If you choose YES you will be prompted Invoice to enter the cost of items in this group at the time of invoicing.

NB This needs to be turned on by Soft Warehouse

F2 Can be used to print a current list of product groups for your reference

Back to Table of Contents

ADD A STOCK ITEM

ESCAPE to the Main Menu and ENTER on UTILITIES

ENTER on STOCK ITEMS

Type your HIGH MANAGEMENT PASSWORD and ENTER

ENTER on ADD A STOCK ITEM

Type in a ‘search key’ of up to 12 characters for the stock item (eg: We used TROUSERS for Trousers)

If at this point the computer ‘beeps’ and a warning appears that the search key already exists, press ENTER and select another search key.

Type a description of the Stock Item (can be up to 9 characters long)

Type the five different price levels and ENTER after each one

Choose a number for the product group you wish this to be under (F3 - shows the list, ESCAPE brings you back to this screen once you have viewed it) If you want to choose a new product group, choose one that is not being used and add it in to the group option later (See adding a group page 23)

Code the item as stocked if it is something that is useable or non-stocked if it is a Item.

END to save.

Back to Table of Contents

EXPLANATION OF STOCK ITEMS SCREEN HEADINGS

If you are unsure as to what any of the headings mean, check the list below;

Free Items To Follow

Need only be used for a 3, 4 or 5 Item special (ie: 3 free Items follow a 3 Items for $14.95 special) Indicates the number of Items following that are free.

Items Within

Normally one, but is two for a two piece suit or 0 for a 3 Item special

Minimum Level

For the stocked item reorder report. When a stocked item falls below the minimum level, the report will automatically reorder that product - This only works for Stock Items.

Count

Any quantity placed in here will be recorded in Super Group 20. This group is useful for number of films (processing Plant) or re-do’s (Dry Cleaning Plant).

AutoRack

By putting a code in here the item is automatically racked. For example, Suedes and Leathers may have the rack code S&L. This code will appear on the screen whenever a docket with a suede or leather on it is accessed so your staff immediately know the item is a suede or leather. (Useful for non- hanging items - such as furnishings, wedding dresses, etc)

Discount

Used for items that are discounted. For example a $5.00 off, when entered in this heading will take $5.00 off the price of the entire docket, taking equal amounts off each Stock Code on the docket

STOCK ITEM SCREEN:

Add a Stock Item

Search Key

Description

Sec.Sort

Cost $0.00

Xtra $0.00 Sales Units

Special $0.00 Today $0.00 0

Trade $0.00 Week $0.00 0

Retail $0.00 Month $0.00 0

Year $0.00 0

Prod Group 0

In Stock 0

FreeITemsFoll 0

IteItemsWithi 0

Minimum Level 0

Reorder Qty 0

Count 0

AutoRack USE CURSORS

Discount N OR TYPE NEW INFORMATION

AllowDisc N

1 - Stock 2 - Groups

Back to Table of Contents

CHANGE A STOCK ITEM

ESCAPE to the Main Menu and ENTER on UTILITIES

ENTER on STOCK ITEMS

Type your High Management Password and ENTER

ENTER on CHANGE A STOCK ITEM

Type the search key for the item to be changed and ENTER - If the key used is incorrect, the closest options appear on the screen. Select the one you want with the Arrow Keys and ENTER.

Press F1 for a list of stock items and their search keys

Using the Arrow Keys, move the cursor to the place you wish to change

Type your change/s and ENTER

END to save or ESCAPE to exit and not save.

Back to Table of Contents

DELETE A STOCK ITEM

ESCAPE to the Main Menu and ENTER on UTILITIES

ENTER on STOCK ITEMS

Type your High Management Password and ENTER

ENTER on DELETE A STOCK ITEM

Type the search key of the item to be deleted and ENTER

Details or this item will appear on the screen.

If you are sure you wish to delete it, press YES. If you do not want to delete it, ESCAPE

Back to Table of Contents

SEARCH KEY - WHAT IS IT?

The search key is another word for the code the item has been entered under on the computer. For example, the search key for trousers is ‘TROUSER’. The search key for Specials is ‘.$SPECIAL’.

Back to Table of Contents

MODIFY A SEARCH KEY

ESCAPE to the Main Menu and ENTER on UTILITIES

ENTER on STOCK ITEMS

Type your High Management Password and ENTER

ENTER on MODIFY A SEARCH KEY

ENTER the Search Key you wish to change

Type the New Search Key and ENTER

END to save

Back to Table of Contents

Super Groups

ADD A SUPER GROUP

ESCAPE to the Main Menu

ENTER on UTILITIES

ENTER on GROUPS/UPS

ENTER on CHANGE SUPER GROUPS

Choose an unused Super Group Number. Type it and ENTER

NB:F1 Displays the Product Groups on the screen

F2 Prints the Super Groups

F3 Displays the Super Groups on screen

Type the name you wish your Super Group to be after deleting any text there. REMEMBER - This should only be changed at initial set up or at the end of the year. If you want a subtotal afore this supergroup, type ‘Y’. If you want a subtotal and grand total to that point, type ‘G’.

END to save or ESCAPE to exit without saving.

Three super groups are reserved, one for stock totals and two for discounts. The computer will tell you are about to write over a super group.

NB: The computer has room to calculate and report on seventeen super groups. If you exceed this amount or have call for more than 17, please contact your Soft Warehouse representative for assistance.

Back to Table of Contents

CHANGING A SUPER GROUP

ESCAPE to the Main Menu

ENTER on UTILITIES

ENTER on GROUPS/UPS

ENTER on CHANGE SUPER GROUPS

Type the Super Group Number and ENTER

F1 Displays the Product Groups on screen

F2 Prints the Super Groups

F3 Displays the Super Groups on screen

Change any relevant information and ENTER

END to save, ESCAPE to exit without saving.

Back to Table of Contents

ITEMS WITHIN

This is in relation to groups and the number of items within a single group. For example, the items within TROUSER is 1, whereas the items with 2 PIECE SUIT is 2. The items within a special, however, would be 0. Items within is a standard question in stock items. Most upcharge stock codes have no items within. To change items within;

ESCAPE to the Main Menu

ENTER on UTILITIES

ENTER on STOCK ITEMS

Type your PASSWORD and ENTER

ENTER on EDIT A STOCK ITEM

Type the Stock Code and ENTER

If the code is not recognised by the computer the nearest match/es will appear on the screen. Use the Arrow Keys and ENTER on the one you want

Arrow Down to ITEMS WITHIN

Type the number of items within (eg: 1) and ENTER

END to save, then ESCAPE to exit or ESCAPE only to exit without saving.

Back to Table of Contents

MINIMUM LEVEL PRICING

Shop Front allows for the Manager/Owner to set the prices at a minimum level, thus preventing the manual entry of prices below that amount.

ESCAPE to MAIN MENU

ENTER on UTILITIES

ENTER on STOCK ITEMS

Type your High Management Password and ENTER

ENTER on CHANGE A STOCK ITEM

Type your Stock Code and ENTER

Arrow Down to COST

Type the minimum cost of the item and ENTER (you do not need to include $)

END to save or ESCAPE to exit without saving

Any zero priced items will have to be rung up as re-dos (which are easily traceable) if the base price for an item is above zero.

This can be done automatically for one or more groups under AUTOMATIC GROUP PRICE ADJUSTMENTS.

Back to Table of Contents

PRICE CATEGORY

These are used to set different prices for different levels. For example, normal customer charges may differ from account holders, therefore different price codes may need to be used for each. This stops the operator from having to manually change prices every time that customer comes in.

There are two steps to this process;

Step 1: Setting up the Price Codes

Step 2: Coding the Customers

CODING CUSTOMERS

PASSWORD

CUSTOMER CODE and ENTER

You will now be in the docket writing screen

Press CUSTOMER INFORMATION (SWH Keypad) or PAGE UP (Normal keyboard)

You will now see the customer’s name and address, etc

Arrow Down to

Code R R/T/S/X/C

Type the code you wish your customer to be (ie: X for Xtra) and ENTER

END to save

NOTE: The highest employee password is needed to allow any change away from ‘R’.

SETTING UP THE PRICE CODES

This sets all of the stock items (groups) to the prices you wish to charge the customer. To do this;

ESCAPE to the Main Menu

ENTER on UTILITIES

ENTER on STOCK ITEMS

Type your High Password and ENTER

ENTER on CHANGE STOCK ITEM

We want to set different price levels for relevant groups - so to see the groups, press F2. Write down the stock codes (ie: TROUSER - for trousers) and ESCAPE to exit

Type the stock code you wish to alter and ENTER

Arrow down to Xtra - type the amount you wish the customer to be charged if they are coded as ‘X’ (Xtra) and ENTER

Do the same for Special and Trade. - Remember, customers are already coded as R (Retail) so do not alter these prices

END to save, ESCAPE to exit

Go to Step B, Coding Customers

Back to Table of Contents

Touch Prices

Here you can change the item associated with the button as well as its price. Click on the button you wish to change.

Type the code of the item you wish to put here

As you start entering the items will appear in the box on the right just click on the item and it will be placed in the item button

or

click on the price and enter the new price and click Update

Back to Table of Contents

CONTROL

This is a menu under which the tools to operate the major parts of the system are located. The program name for this function is CONTROL.EXE These are all detailed elsewhere in the manual and include

COLORS - Do not change

MESSAGES - See page

SET UP - Day that week ends - See page

TICKET NUMBERS - Do not change

We do not recommend that you change these functions unless you have read all information listed about them thoroughly. The changes you will need to make in this section (if any) will be minor ones. If you need to make a change you think is major, or you are still unsure of what to do after reading the information, please do not hesitate to contact your support staff member.

TO CHANGE ANY OF THESE FUNCTIONS

ESCAPE to the Main Menu

ENTER on MANAGEMENT

ENTER on CONTROL

Arrow Down to the function you wish to change and press ENTER

Type the letter/number you wish to change it to

ENTER END to save then ESCAPE or ESCAPE to exit without saving

ESCAPE back to the main menu

If you are not confident using this function or have any questions regarding them, please ring one of your support staff on the number inside the cover.

Back to Table of Contents

MANDATORY FUNCTIONS

The following can be set as mandatory functions. Those that are able to be set as such by management have the reference number next to them

UPCHARGES

DUE DAY (already set)

TIME DUE (already set)

DISCLAIMER

DISCOUNT

SETTING MANDATORY FUNCTIONS

This will already have been set. Please seek advice from your Soft Warehouse representative before tampering with this. The program is called CONTROL.EXE and allows you to configure the system to your needs. It allows you to set mandatory functions and control invoices and password entry.

ESCAPE to the Main Menu and ENTER on MANAGEMENT

Arrow Down to CONTROL and ENTER

NB: If you do not have Control on your menu, escape to Dos (C:\SHOP>) and type CONTROL and ENTER

ENTER on SET UP

Arrow down to the option you want to change (see below for explanations) and press ENTER before and after changing it.

END to save

ESCAPE to exit.

You will see a list of eleven functions. These allow you to control the main working parameters of the Shop Front Program. An explanation of each follows.

Item Rounding

Rounds the item put in up or down to the nearest 5 cents (Useful for percentage upcharges)

Total Rounding

Rounds the total docket price to the nearest 5 cents - should be set.

Upcharge Mandatory

Y - will not let the user finalise and print a docket unless an upcharge has been added to it.

N - Allows dockets with no upcharges on them to be finalised & printed

If you pressed YES you must have a spare upcharge on each item which is zero priced so that it can be chosen if necessary.

Delivery Date Mandatory

Y - Will not allow dockets with no date on them to be finalised &printed

N - Allows dockets with no due date on them to be finalised & printed

Password Entry

Y - Allows password only entry to the system

N - Allows those without a password access to the system

Customer Entry Always press Y

Keep Dockets

The length of time and the amount of dockets that are kept on the system for reprinting.

Cash off at end of docket

Y - Allows pre-paid dockets

N - Does not allow pre-paid dockets

Day that Week Ends (3=Tue)

Is for automatic printing of the weekly sheet. If the number 3 is entered, for example, the computer will automatically ask the operator if they wish to print the weekly sheet on Tuesday as it recognises that Tuesday is the end of the week.

Months to keep dockets

The number of months the computer keeps dockets on file - 2 months is adequate

Multiply Upcharges

Y - If an item is put in multiples (eg: 3 trousers) and an upcharge is pressed, the computer will automatically add the upcharge to the Item in multiples

N - Upcharges pressed for an item will only go in singularly -

If you press YES, you may need to make changes to your systems stock items and upcharges.

Back to Table of Contents

CHANGING ITEMS QUICKLY

This will only work for those items with a corresponding keyboard key of A to Z (ie: A = trousers) or a to z (see page ? - Corresponding keyboard & item keys). Under this function, the retail price, product group, items within and upcharges can all be changed in the one screen.

ESCAPE to the Main Menu

ENTER on UTILITIES

ENTER on ITEMS

ENTER on QUICK CHANGE MENU ITEMS

Type the item you wish to change and ENTER

Use the Arrow Keys to move to the appropriate section

Type the change and ENTER to accept

END to save or just ESCAPE to exit.

Back to Table of Contents

CUSTOMER PRICE LISTS

It is possible to print up a price list for a customer of your standard Items. To do this;

ESCAPE to Dos (C:\SHOP>)

Type PRICELST and ENTER

Your price list will now print.

To print a price list on the thermal printer,

Type PRICELST T and ENTER

Your price list will now print on your thermal printer.

Back to Table of Contents

USING RUNNING NUMBERS WITH TICKETS

(IE: MATCHING DOCKET & PRE-PRINTED TICKET NUMBERS)

ESCAPE to the Main Menu and ENTER on MANAGEMENT

Arrow Down to CONTROL and ENTER

ENTER on TICKET NUMBERS

Use the Arrow keys to take the flashing cursor to the day you wish to align dockets with. Enter the next number for that day ticket beside the correct day on the computer screen and ENTER

END to save, ESCAPE to exit

Back to Table of Contents

RESERVED CODES

See Keyboard - Corresponding Keyboard & SWH Keypad Keys. All codes listed in that section are reserved.

These keys are for some headings in your weekly file.

Back to Table of Contents

The SWH Keypad Keypad

PROGRAMMING THE SWH KEYPAD KEYPAD

Go to the screen the command will work from (eg: if programming a key for belts, get in to the docket writing screen.)

TEST THE COMMAND ON THE NORMAL KEYBOARD FIRST

If the command works; Press the ‘box’ key in the bottom left hand corner of the keyboard and at the same time hold down the ‘Learn’ key. Let go

The ‘Learn’ light on the top middle of the keypad will now be flashing

Press the key on the SWH Keypad you wish to program

Press the command/s on the normal keyboard you wish to program in the SWH Keypad.

Hold down the BOX key and the LEARN key - your light will go off and your keypad is now programmed with that command.

IF YOU MAKE A MISTAKE

End off the programming function by pressing the BOX and LEARN keys and start the programming sequence again. (step 1. Above.)

RESTORING THE SWH KEYPAD KEYPAD

If you have equipment failure caused, for example, by power surge, your Soft Warehouse keyboard may lose its memory. This is very easy to fix.

ESCAPE to Dos (C:\SHOP>)

Type SWH KEYPAD and ENTER

ENTER on RESTORE SWH KEYPAD KEYBOARD

ENTER on RESTORE BOTH LEVELS

Choose the appropriate place to restore it (ie your shop name) and ENTER

Your computer will restore your keypad - it may take a few minutes

Once your keypad is restored, ESCAPE to Dos and press the START button on your keypad.

Back to Table of Contents

KEYBOARD - CORRESPONDING SWH KEYPAD AND STANDARD KEYBOARD KEYS

TYPE OWN COLOUR ALT 194 Type own Descript ALT 195

DELETE CUSTOMER ALT 196 % Discount ALT 197

OPEN TILL ALT 198 DISCLAIMER ALT 199

COLOURS

WHITE ALT 200 BLACK ALT 201

GREY ALT 202 FAWN ALT 203

BROWN ALT 204 GREEN ALT 205

YELLOW ALT 206 RED ALT 207

PINK ALT 208 PURPLE ALT 209

BLUE ALT 210 CHECK ALT 211

STRIPE ALT 212 PRINT ALT 213

CREAM ALT 214 ORANGE ALT 215

ORANGE ALT 216 DOT ALT 217

FLORAL ALT 218 FLORAL ALT 219

MULTI ALT 220

DAYS

MONDAY ALT 230 TUESDAY ALT 231

WEDNESDAY ALT 232 PM ALT 233

THURSDAY ALT 234 FRIDAY ALT 235

SATURDAY ALT 236 SUNDAY ALT 237

URGENT ALT 238 REPAIR ALT 239

LAUNDRY ALT 240 WHT ALT 241

TYPE OWN DATE ALT 255

ITEM KEYS

TROUSERS A SHIRT P

JACKET B EVE DRESS Q

2 PC SUIT C WED ITEMS R

SKIRT D SLEEPING BAG S

DRESS E CAR SEAT T

WEDDING DRESS F CUSHION COVER U

SHORTS G DRESSING GOWN V

OVER COAT H JUMPER/CARD W

3 PC SUIT I BLANKET X

PLEATED SKIRT J DOONA Y

PLEATED DRESS K BEDSPREAD Z

WED BOX L a

TIE M b

VEST N c

BLOUSE O d

OTHER WIDELY USED CODES

3 ITEM SPECIAL /3G (ENTER) F11 SHIFT F1

4 ITEM SPECIAL /4G (ENTER) F12 SHIFT F2

SPECIALS /S(SPACE) (ENTER) F13 SHIFT F3

CURTAIN /C(SPACE) (ENTER) F14 SHIFT F4

DELETE (BACKSPACE KEY)

LAUNDRY /L(SPACE) (ENTER)

MISCELLANEOUS /M(SPACE) (ENTER)

NO N

PRICE *

REPAIR /R (SPACE) (ENTER) or /(REPAIR CODE)(ENTER)

START CD\SHOP (ENTER) MENU (ENTER)

SUEDE & LEATHER /S& (ENTER)

YES Y

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ALTERING HEADINGS FOR END OF DAY FIGURE REPORTS

NB: Before altering these, please contact Soft Warehouse.

This function enables you to change or add the Cash, Eftpos, etc headings on your ‘Add Cash to Day’ screen. These headings also appear on your weekly ‘week01’, etc files and the sum total of them each day equals the cash banked. To change headings;

Get in to the ??????? screen

Hold down ALT and press 160 Let go of ALT. This allows you to change Cash. Numbers are as follows;

ALT 160 Cash

ALT 161 Eftpos

ALT 162 Amex

ALT 163 Diners

ALT 166 Repairs Processed

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THE KSI WOMBAT KEYBOARD

Each of the programmable keys has a plastic cap on it which can be gently flipped off from the side using a fingernail or small screw driver. Please contact us if you need spares of these or any new labels for changes that are made and we will send them to you.

You can either make the changes yourself or we will do this for you remotely by modem.

Each key can be programmed to contain four different sets of keystrokes. The three extra sets are accessed by holding down the SHIFT or ALT of CTRL key with the key in question.

Back to Table of Contents

TO LOAD THE PROGRAM IN TO YOUR COMPUTER

Exit all Menus until you get to the Dos prompt (C:\SHOP>) and type COPY A:*.* then press ENTER

This will copy all the files you need from the floppy disk on to the computer’s hard disk.

To start the program type WOM223 then press ENTER

This will start the program, allowing you to work on your file - ie: the keyboard layout as it was last saved.

A menu will appear on your screen - choose ‘3’ to get a layout of the keyboard on your screen

If you make any changes to the layout, remember to;

Save the key map (selection 2 on the main menu.)

Download the key map file in to the wombat keyboard (selection 9 on the main menu.)

TO MAKE CHANGES

After you choose ‘3’ (above) to see the keyboard layout, you can make the following different selection.

Keys which are empty can be defined using the ADD function (selection 2)

Keys which are not empty can be changed using the EDIT function (selection 1)

Other functions include the MOVE function (selection 3)

Only a single key can be moved at a time

The function willc opy the definition of the source location to the target and then clear the source

There is also a DELETE function (selection 4) which will clear the definition of a key.

DEFINING KEYS

There are two ways of defining keys;

Code Mode - uses scan codes to define keys

Direct Mode - allows direct typing of the keys to represent.

A. CODE MODE

To define keys using this mode, you will be asked to enter the scan code of the keys you want to define. These scan codes are placed under every key’s description on the screen.

Eg: ‘F1’ is 107 and ‘Q’ is 17

B. DIRECT MODE

In Direct Mode you can directly press the key combinations you want. Your can switch between this mode and Code Mode by pressing the ‘NumLock’ key.

The status of the enter mode is displayed on the bottom right of the screen. There are four keys which cannot be pressed directly in this mode. They are ‘ESC’, ‘ENTER’, ‘BACKSPACE’ and ‘NUMLOCK’. You can only define there keys using the Code Mode.

NOTE: In either mode there are three special keys (‘CTRL’, ‘ALT’ and ‘SHIFT’) that must be noticed while programming the keyboard. Once you select one of them, it will be activated throughout the programming of a particular key. You can only deactivate it by selecting it again.

When you are finished ‘ENTER’ saves your work or ‘ESC’ allows you to cancel out and not save your work.

It is best to use a standard keyboard to work on this program if that is possible as it can become confusing using the Wombat keyboard which doesn’t reflect any changes you make to it until they are downloaded (selection 9 from the main menu).

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MARKETING

THE SOFT WAREHOUSE DEFINITION OF MARKETING

Soft Warehouse defines marketing as one of, if not THE most, valuable tool you can use to attract customers, keep existing customers and encourage customers to spend more in your store. We believe that one of the most important things you can do for your customers, both new and old is to make them feel special. One way of making customers feel special is through direct marketing.

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HOW DOES THE MARKETING SYSTEM WORK? - WHAT DOES IT RELY ON?

The Soft Warehouse Marketing system works primarily from information you have stored in your customer data base. It is vital therefore that either;

Your data base has been correctly entered from the start

Your data base has been updated to a workable standard

NB: We suggest 70 - 100% accuracy to be a workable standard

The computer collates a variety of information from parameters the operator gives it and responds with a list of detailed information according to your needs. It is possible to edit this information and then have the computer print it on to labels for your direct marketing purposes or labels can be directly printed without editing.

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TYPES OF MARKETING FEATURES

The Shop Front Marketing System enables the operator to obtain marketing information on the following parameters;

Top Customers any time to date - includes

Day to date

Month to date

Year to date, etc

Customers who have not been in for a specified time

Day to date

Month to date, etc

Customers with old stock in the store

You determine how long in the store is ‘old stock’.

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SUGGESTED MARKETING RETURNS

Test marketing carried out at Hudson’s Dry Cleaning Group indicate that you can expect a return of anything from 15 to 40 percent from direct marketing from your data base. Compare this with external marketing campaigns (eg: leaflet drops) that attain an approximate return of 3 to 10 percent, it is well worth marketing to your clients internally.

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USING THE SHOP FRONT MARKETING PROGRAM

ESCAPE to the Main Menu

ENTER on MANAGEMENT

ENTER on MARKETING

You will now see the following screen

26-02-96 Marketing 13:28s/Letters by Date

From Date 01011980 (DDMMYYYY)

To Date 26021996 (DDMMYYYY)

Over Sales $0 Month to Date

Over Sales $0 Year to Date

Last Year N Include Last Year figures

Company 1/ 2 1 3 - Both

All you need to do to create a marketing list is to put the parameters as listed below by using the Arrow keys and pressing ENTER

DESCRIPTOR MEANING

From Date The date you would like the computer to start its search

To Date The date you would like the computer to end its search

Over Sales (MTD) The amount of money the customer must have spent month to date to be included in the marketing list

Over Sales (YTD) The amount of money the customer must have spent year to date to be included in the marketing list

Last Year Do you want to include last year’s figures? Y for Yes, N for No

Company 1/ 2 Choose 3 for the entire base

The computer will now create a marketing list based on the information you have given it. Parameters for popular customer lists are shown below.

After the computer has created the customer list the following menu will appear, asking you what you want to do with the list.

What do you want done with the list

Yearly Highest Order

Monthly Highest Order

Labels

Alphabetically

Phone Number Order

Latest Use

Post Code Order

Output - LPT1:

Esc to Exit

? customers in Report file

USE CURSORS TO MOVE AND RETURN TO SELECT

Use the arrow keys to highlight the type of report you want and ENTER. If you choose Yearly Highest Order, for example the computer will make a file called MARKET.RPT that you can then edit and make labels from or print out as an entire report.

*****************Yearly Highest Order********************

Soft Warehouse

As at 26-02-96

Phone Name Address1 Address2 Address3 Pcode Mtd Ytd LastVisit

97713051 HAMPSON K K HAMPSON 1 THE AVENUE BENTLEIGH 3333 893.00 902.00 21/2/1996

97752369 MCSONALD B B MCDONALS 2 SMITH ST DINGLEY 4444 741.00 800.00 21/2/1996

98859698 JONES K K JONES 4 FISHER CRT. WERRIBEE 5555 669.00 702.00 23/2/1996

98863256 SMITH B B SMITH 5 FEATHER DR.ALTONA 5544 219.00 550.00

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TO PRINT AS A REPORT

Make the list as described above

Press F1 to print once the list has been made.

If all of the parameters do not fit on your page, select condensed print on your printer.

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TO KEEP THE LIST

eg: In this example, we will call the list BESTCUST1.RPT Substitute the BESTCUST1.RPT for the name you wish to call your file when following these instructions. - Don’t forget to press the space bar when there is a space between letters or words or this will not work.

Make the list as described above and print it if you wish

ESCAPE to Dos

Type COPY MARKET.RPT BESTCUST1.RPT then press ENTER

Your file will now be called BESTCUST1.RPT and you can edit it as you wish.

If you keep your file named MARKET.RPT and you make more than two more files in Marketing, the MARKET.RPT file will be deleted.

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TO EDIT YOUR MARKETING REPORT

* DO THIS BEFORE YOU PRINT YOUR LABELS

We will again use the report name as BESTCUST1.RPT Substitute your report name in there when doing this.

ESCAPE to Dos (C:\SHOP>)

Type EDIT BESTCUST1.RPT then ENTER

Your report will now be on the screen. You need to ensure the following;

Address 1, Address 2, Address 3 and Post Code lines are complete. (Ensure address 1 reads J Smith or Mrs Smith, not Smith J)

Delete any customers with no names or addresses

Leave all other information as it is. You do not need to delete $ amounts.

To Change information, press the ‘INSERT’ key on your normal keyboard - this allows you to overtype information. Arrow across to the area you wish to change and type over the text already there. Do not press DELETE.

To delete an entire line, use the Arrow keys to ensure your cursor is on the line you want to delete. Hold down the CTRL key on your normal keyboard then press Y. The line will now be deleted.

WARNING: DO NOT HOLD DOWN CTRL AND Y TOGETHER FOR MORE THAN A SPLIT SECOND OR YOU WILL DELETE MORE THAN ONE LINE.

To save the altered information, press ALT then F then X. ENTER on YES to save changes. This will take you back to Dos.

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TO PRINT LABELS

All files must be called LABELS to print as labels. After you have edited your file and escaped back to Dos, type COPY(space) insert your file name here(space) LABELS then ENTER

Type LABELS LABELS and ENTER. Your labels will now print.

IF YOUR LABELS DO NOT PRINT ON THE CORRECT PRINTER

ESCAPE to the Main Menu

ENTER on MANAGEMENT

ENTER on MARKETING

ENTER on PRINTER LPT1?

This allows you to change the printer number to send your reports to. If the screen says LPT1, CHANGE IT TO LPT2. If the screen says LPT2, change it to LPT1. ENTER and END to save

ESCAPE back to Dos (C:/SHOP>) and reset your computer.

Type LABELS LABELS to print them again.

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NEW CUSTOMER LABELS

Shop Front is able to store all of your new customers in a ready made list for internal marketing. All new customers are saved to the file NEWCUST.TXT. To print labels for your new customers;

ESCAPE to Dos (C:\SHOP>)

Type LABELS NEWCUST.TXT and ENTER

Labels for your new customers will now print.

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TRACKING TOP % OF CUSTOMERS.

Shop Front allows you to quickly track your best customers over the last 24 months, or however long your system has been operating (whichever is the shortest) quickly and easily. To run this program;

ESCAPE to Dos (C:\SHOP>)

Type DOCKETS and ENTER

The computer will ask you for how may months, what top percentage, etc you wish to report on. Type the answers and ENTER after each. The computer will create a file called CUSTOMER.TXT.

To look at the file and/or edit it, ESCAPE to Dos and type EDIT CUSTOMER.TXT then ENTER.

This can be imported to Microsoft access, lotus 123 or Quattropro or any other spreadsheet/database format.

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TRACKING BEST CUSTOMERS FOR A SERVICE.- i.e. VIP BAGS

Any customer with a message against their name in Customer Information can be singled out in marketing. Eg: Customers coded as 05 - VIP Bag Customer. These customers can then be selectively marketed to so as to increase their business. To do this;

ESCAPE to the Main Menu

ENTER on MANAGEMENT

ENTER on MARKETING

ENTER your parameters

The last parameter will ask you Special Codes. Type the code eg: 05 and ENTER. All of your VIP bag customers will now be listed.

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STOCKTAKE

The stocktake menu is customised for your convenience and may appear differently.

TO EDIT EXCEPTIONS

ESCAPE to Dos (C:\SHOP>)

Type EDIT OUTSTK1 and ENTER

You will now see all of your exceptions in the window. If you DO NOT want to delete something, you must remove it from the screen. To do so, move the cursor so it sits on the bottom of the line you want to remove. Press down the CTRL key and then tap the Y. This will remove the entire line. Remove all lines this way that you do not want deleted.

To save this edited information, press ALT the F. This brings up the file menu. Arrow down to SAVE AS and ENTER.

Type STOCK.CLE in the ‘File Name’ section then ENTER. A message will appear stating that the file already exits. Arrow to OVER WRITE and ENTER. The heading at the top of the page should now say STOCK.CLE

Press ALT, then F, then X. This will take you back to Dos.

Type STOCKTAK (or type MENU, ENTER on MANAGEMENT, ENTER on STOCKTAKE)

Arrow down to DELETE FROM EXCEPTIONS and ENTER. This will delete all the information in your STOCK.CLE file.

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CHANGING YOUR MENUS or TAILORING MENUS

ESCAPE to C:\shop> (Dos)

Type MENUEDIT and ENTER

Follow the commands (INSert to add a line or DELETE to delete a line)

The first and second columns should be left alone

The third column is the Dos command or Batch File command (This executes the program or programs)

The fourth column describes the command in the menu

The fifth column, type S to go back to the menu when the command has finished

END to finish

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BATCH FILES

Batch files are set up to allow you to execute a number of commands at once by typing only one command. These files are called BAT files by Soft Warehouse because they all end in .BAT.

MAKING A BATCH FILE

ESCAPE to Dos (C:\SHOP>)

Type EDIT (name of batch file) and ENTER

The screen will be blank

Type in one line for each executable file

To use another batch file in this one type CALL (space) Batch file name.

End by pressing ALT the F then X. ENTER on YES to save the file

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HIDING FILES

This hides files in the computer so that when someone does a DIR *.* they cannot see them.

Type ATTRIB +H WHOLE FILE NAME and ENTER

To bring them back to be seen, type ATTRIB -H WHOLE FILE NAME and ENTER

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CHECKING HIDDEN FILES

To find files that are hidden, ESCAPE to dos and type;

DIR /AH and ENTER

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SECURITY FILE - ZX.DAT

ZX.DAT - This file contains all weekly files and cannot be tampered with without wiping out the previous information. If the weekly or daily totals are lost or wiped out you can look at this file to retrieve them. This is a last resort. To access it type ALTADJ - then follow the screen instructions.

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TROUBLE SHOOTING - If you accidentally delete a file

Do NOT allow any one to put any information in to the computer until you have fixed it.

Type UNDELETE WHOLE FILE NAME and ENTER

You will be asked to type in the first letter again. Type it and ENTER

If you have deleted all or many files, turn the computer off and ring for help (Vince 95835766 or 018 533 962 or 9584 5086) NO ONE MUST USE THE COMPUTER OR TOUCH ANY KEYS OR ALL OF YOUR FILES WILL BE LOST.

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EXPLANATIONS OF THE ENDINGS OF FILES

Ending is; Means

.BAT Batch Files

.DBF Data Base Files

.OLD Files that are Old

.EXE Executable Commands

.NDX Indexed Files

.TXT Files with text to read

.(STORE PREFIX) Data files created by reports for each store.

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Soft Warehouse Aust.

Phone: (03) 9583 5766 - Vinron Head Office

Fax: (03) 9584 5086 - Vinron Head Office

0409 533 962 - Vinron Mobile

0412 533 962 - Rhonda